Facility Management KPIs – Where Do I Start?

Facility Management KPIs – Where Do I Start?

Determing KPIs and metrics for facility management can be tough. There’s a lot of consideration that goes into identifying the right ones for your organisation (as discussed in our previous blog post), but taking the time to work out which ones will work for you will put you on the right path.

To get you started, here are some common KPIs facility managers could consider as a starting point:

Backlog of deferred work. This KPI is one of the first measurements to put in place, especially if the department uses a computerised maintenance management system. The backlog measures all deferred work, which is work not important enough for assignment and completion in the current workweek. In other words, the department will consider it for future weeks, depending on the priority of the request as it relates to other work tickets. Managers should measure backlogs in hours and convert the data to backlog weeks, which allows comparison of crews with different numbers of technicians. The typical goal for this KPI is a backlog of four to six weeks.

Percent of completed work that is reactive. This KPI measures whether your organization is stuck in a culture of reactive maintenance or is moving toward world-class or high-performance maintenance. This transition is important because reactive work costs four-six times more than planned and scheduled work. Managers should aim for 20-30 percent of completed work being reactive.

Planned Maintenance (PM) program compliance. This KPI indicates whether the department is improving proactive maintenance. To succeed in the asset management and reliability categories of maintenance, you must have a disciplined PM program that produces results. A successful PM program includes all critical equipment, and technicians will complete 99 percent of PM inspections and procedures on time.

Weekly work-schedule compliance. This KPI measures the ability to schedule and complete work for customers. One key to successful management is to be able to promise your customers the day and time technicians will complete requested work. This KPI is a great tool for determining the way supporting tools work together in order to deliver a good product to your customer. Remember, no department wants to be thought of as a team of cable guys who never complete what they promise on time.

  • GSM/Person (for office space)
  • Maintenance Cost/GSM
  • Housekeeping Cost/cleaned SM
  • Utility Cost/GSM
  • Percent of PMs Completed on Time
  • Percent Planned WO
  • Asset Condition (FCI)
  • Customer Satisfaction (% Satisfied)
  • Safety – Reportable Incidents, Lost Time (FM staff)
  • Safety – Accidents (building occupants/visitors)
  • Total facility cost per business activity unit
  • Percent facility availability when needed

Facility Issues has put together a comprehensive document if you need more examples. Read it now.