1. Compliance & Safety

Compliance is the foundation of every facilities management plan. Fire alarms, extinguishers, emergency lighting, and electrical systems need testing. These tests should be conducted at the intervals specified by UK law. The Regulatory Reform (Fire Safety) Order 2005 says businesses need to ensure their fire safety equipment is in good working order. Meanwhile, the Electricity at Work Regulations 1989 address the need for electrical checks.

Facilities managers should also document evacuation drills, first aid provision, and accessibility audits. Maintaining clear records demonstrates due diligence during inspections and supports a safer workplace. For examples of compliant workplace designs, please view our Gallery.

2. Routine Maintenance Schedule

Routine inspections protect essential systems, including HVAC, plumbing, lifts, and lighting. Following SFG20, the industry standard for planned maintenance, helps schedule tasks at the right times.

Key tasks include:

• HVAC servicing to extend system lifespan and improve efficiency.
• Regular lift inspections to reduce downtime and meet safety requirements.
• Plumbing checks to prevent leaks or blockages that disrupt operations.
• Lighting inspections to ensure safety and support productivity.

Planned maintenance enables facilities managers to utilise their budgets effectively. It also lowers the chance of costly, emergency repairs.

3. Energy Efficiency and Sustainability

Energy performance is now a regulatory and financial priority. The Government’s Net Zero Strategy, backed by the Carbon Budget Delivery Plan, requires major energy efficiency upgrades in commercial buildings. This aims to support the UK’s goal of reaching net zero by 2050.

Facilities managers should include the following in their checklists:

• Monitoring HVAC performance to avoid unnecessary energy consumption.
• Introducing smart lighting controls or occupancy sensors.
• Implementing waste management systems that prioritise recycling and safe disposal.

Embedding sustainability in maintenance helps organisations cut costs and meet energy targets.

4. Contractor & Supplier Management

Facilities management often relies on external contractors, making vetting of these contractors essential. Contractors should hold valid accreditations, insurance, and a proven track record of adherence to health and safety standards. This protects organisations from liability and ensures services meet required standards.

Good practice includes:

• Reviewing service-level agreements (SLAs) to confirm clear responsibilities.
• Monitoring contractor performance against key metrics.
• Maintaining transparent communication to support consistent service delivery.

To learn more about the regions we serve, please visit our Areas We Cover section.

5. Cost & Performance Monitoring

Facilities management must deliver measurable outcomes. Keeping track of downtime hours, response times, and cost per square metre allows managers to improve performance. It also shows senior leadership the value of their efforts.

The Office for National Statistic’s (ONS) latest productivity analysis states that businesses with structured performance monitoring achieve better outcomes. Clear metrics help them find areas for efficiency gains. Ongoing reviews of costs and performance data show where spending on preventive measures can cut long-term costs.