FutureSure offers a number of Facilities Management services to complement the Quality Management Systems, Environment Management Systems and Health and Safety Compliance products and services we offer.
Whilst FutureSure builds management systems to ISO standards to help you garner a greater level of understanding and control from your systems and processes There is still a lot more you can do in your day to day operations to gain tighter control and understanding of your activities and organisation as a whole.
Even the biggest shiniest most regulated and accredited of companies on paper can still be poorly managed.
For example, a large heavily regulated pharmaceutical company with the highest level of accreditation and awards when audited was still found to have a distinct lack of control of their facilities.
- They did not know how many employees it had on site, or in each department.
- They did not know what assets it had, what equipment and resources it had in each department or the company at large, there was no record of when the equipment was validated, services, maintained, inspected or decommissioned.
- They did not know what contractors they used for what tasks, how often tasks were required, what accreditation and competency the contractors have and who was responsible for them whilst they were on site.
These three simple critical control points led to a complete lack of control in employment resourcing needs, asset management; control of equipment and maintenance needs and contractor management and control.
In just discussing this case you can easily see how each of these issues relates to the other, when you don’t monitor or control your staffing you don’t know or understand the companies needs. If you don’t document and control and maintain the company assets (employees or equipment) then it breaks down, you lose staff and equipment breaks. If you don’t control your contractors you don’t know what they are doing, how much they are costing you and how necessary they are.
FutureSure offers a full range of Facilities Management services to meet your specific needs but some of our specialities include:
Employee Consultation Survey:
The FutureSure Employee Consultation Survey is an invaluable tool to help your company open up communication to employees at all levels. This tool really utilises your workforce and gives you a frank open honest census of opinions, feelings, ideas, concerns, needs, wants, risks,and helps your company identify weaknesses.
The FutureSure Employee Consultation Survey asks questions of your employees on a number of subjects such as, but not limited to:
- Health and Safety;
- Accident records
- Emergency Procedures
- Feelings and understanding
- Uncontrolled risks
- Employees method of commute
- Waste or pollution concerns
- Ideas and Initiatives
- Responsibilities and communication
- Organisational Management;
- Job roles understanding and security
- Communication and voices heard
- Employee Self worth and value to the company
- Continuous Professional Development (training)
Communication to employees is a requirement for ISO:14001 and ISO:9001, the Employee Consultation Survey is a great way to engage and evidence compliance to this requirement.
The employee consultation survey is just 20-30 questions, decided with your companies senior management before hand, which open up dialogue with your employees.
The Employee Consultation Survey can be anonymous or the surveys can be identifiable; both methods have it’s merits and flaws. If the survey is anonymous employees generally feel they can speak more openly and freely without recourse. But in the same vein issues highlighted anonymously can be harder to resolve. A good way around this issue is to have the consultation survey data handled by a third party contractor such as FutureSure.
FutureSure can take the identifiable or anonymous data from the surveys and turn the qualitative and quantitative data into easy to digest visual charts to help clearly identify risks, threats issues and opportunities.
FutureSures post-survey report clearly identifies:
- Number of participants (this can be improved by incentives; e.g. ‘first department to complete the survey gets…’)
- Percentage of employee response.
- Detailed statistical analysis of each questions answers and summary of the qualitative responses.
- Action plan detailing the major findings of the report and recommended solutions to issues raised.
- Time frames for completion, targets and goals for the next year.
If you decided to conduct an Employee Consultation Survey annually (best practice recommendation) you get 25% off your second survey, 50% off your third, 75% off your fourth and your fifth years consultation survey is free. Each year the statistics from the surveys can be compared to previous years to monitor trends and continuous improvement.
Asset Management Lifecycle:
Do you know how many computers, printers, phones, keys, photocopiers and other tools and equipment you and your employees use on a daily basis?
Do you know how many keys you have and who has them for your premises? For a sole trader or micro-business the assets may well be small; a computer, phone, printer, perhaps a car. But as your business grows, in whatever sector you are in, keeping control of your resources can quickly become overwhelming.
If one department needed a printer, a printer was bought, despite there being two unused printers in a different department. A spectrophotometer breaks down another one is quickly ordered to replace it but the original is still in the system so on paper there are now two pieces of high-end equipment available, only people on the shop-floor know there is only one as the others kaput.
This costs you and your company precious time, space and resources you could be utilizing elsewhere.
Here is a simplified generic version of the asset life-cycle
FutureSure uses this tool to identify gaps in documentation or processes to help your company garner better understanding and control of your assets at all stages, from purchasing and validation, through use and planned preventative maintenance and finally to decommissioning.
Contractor Management Programme:
Having control and documentation for your contractors is an essential part of facilities management. It’s important to know:
- What skills and tasks your company needs to outsource;
- The competency, skill, accreditation and qualifications of your contractors;
- Contractor performance;
- is the job being done within set time frames
- Is the job being done to a satisfactory standard?
- Is the job being carried out safely?
- Have the contractors conducted specific risk assessments for the tasks they are carrying out?
- How are the contractors going to carry out the work?
- Are the contractors using your tools and equipment or bringing their own?
- Who is responsible for the contractors when they are on site?
- Are the contractors appropriately insured?
- Are the contractors interrupting your normal working practices?
- Is the work signed off after completion to ensure everything has been finished satisfactorily and there is no waste or uncontrolled hazards?
- Are you using the best contractor for the job?
These considerations and more are all encompassed in a robust contractor management programme which documents Risk Assessments, Method Statements, Insurance and accreditations, quotes and invoices, contracts, hours, time frames, project goals, responsibilities and more. The contractor management programme also helps to identify non-conformance, poor performance and unsafe practices.
Developing a robust contractor management programme helps ensure that contractors operate as they are intended to, mitigating wasted time and resources as far as reasonably practicable.
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