How to track the efficiency of your facilities maintenance program

SMS Assist Blog Post
SMS Assist

How do you know if your facilities maintenance program is running efficiently? From a high level, it’s hard to tell. However, if you know the right KPIs to measure performance against, it is easier to monitor the efficiency, effectiveness and overall success of your facilities maintenance program. Keep reading to learn more about the four key performance indicators you should be tracking in 2017 and beyond.

1. Work Order Avoidance

As we describe in our previous blog post, work order avoidance is the process of preventing costs associated with a work order by actively troubleshooting. As a KPI, you should shoot for 11-20% of avoided work orders from troubleshooting efforts. The importance of this KPI stems from the time it saves. You should be spending your time, money and resources on projects that drive value for your business, not on services that would have been quickly and easily resolved by troubleshooting. Make sure you’re keeping track and comparing the number of work orders you receive compared to those that are avoided. A lower percentage of avoided work orders may indicate that it’s time to fine-tune your work order avoidance program.

2. Spend Per Store

By tracking the spend per store you may find that a few locations are consuming a large majority of your FM spend or that a certain geographical area is having more trouble than others. This issue could be caused by several factors such as a bad asset or an issue with finding the right contractor for a specific trade in that location, but it can only be detected by tracking. If you’re able to catch these issues ahead of time, you can take more control over your repair and maintenance costs, while also preventing these locations from affecting your company’s overall FM efficiency.

3. Preventative Maintenance

While experts agree that having a preventative maintenance program is crucial for any facilities maintenance program, it’s important to track the results of your PM program to prove its ROI. To measure success, make sure you’re tracking technician completion of PM inspections as well as the number of reactive services needed. An efficient PM program should drive down the number of reactive services and keep your business running smoothly. If you’re seeing a steady number of reactive services (or an increase), it’s time to take a closer look at how to improve your preventative maintenance program.

4. Store Manager Satisfaction

Last but not least, it’s important to measure your store managers’ satisfaction to understand if they’re pleased with the services their stores are receiving. Utilize a vendor management program to track if work orders are completed on schedule, if the technician was knowledgeable about the issue beforehand, and if work orders are completed correctly. By tracking manager satisfaction through these kinds of ratings, you can more clearly see if your sourcing program is working efficiently.

The importance of tracking these KPIs should not be overlooked. They’ll help you determine the efficiency of your current facilities maintenance program and help you create a maintenance program that will support your overall business goals while driving value to your bottom line. Start tracking these KPIs today and make 2017 your most efficient year yet.