KPI Facility Management: discover the 10 most important!

Key Performance Indicators (KPIs) in facility management are sets of data and information related to the status of managed buildings. Check out the top 10!

The maintenance and management phase of a work is among the most demanding tasks in the construction sector. In fact, it ensures that the building maintains, throughout its life cycle, the same functions with which it was designed and built. Facility management software and key performance indicators (KPIs) can help the facility manager with their tasks.

Let’s find out what KPIs are and what they are for in facility management.

What does facility management mean?

Key Performance Indicators (KPIs), provide facility managers with data and information on the status of the buildingss they manage.

These performance indicators assist facility managers to pinpoint problem areas and develop plans aiming at improving some asset management factors, including:

reliability;
sustainability;
safety;
regulatorycompliance.

Ultimately, the KPIs monitor the results of the management plan, acting as an alarm bell in case of problems in one or more areas of the asset management phase or, on the contrary, indicating a correct and efficient application of the management system.

What is the difference between kpi and Facilities Management Metrics?

Although performance indicators are often confused with facilities management metrics, they are actually distinct from each other and have different functionalities. KPIs are measurements that show how well a building is achieving its goals, while facilities management metrics are individual data points with no specific goal. As a result, a KPI can combine several metrics in order to process and provide a broader and more cohesive measurement.

Key Performance Indicators vs. Facilities Management Metrics

Why are KPIs important in facility management?

The importance of KPIs in facility management is closely linked to the fact that these indicators support the management of buildings by providing concrete data to show exactly the asset performance. These data highlight important factors and, if studied and evaluated in good time, help to define or redefine the objectives of asset management and to achieve them through efficient and effective planning, based on concrete and updated data.

This means that it will not be enough to simply measure these indicators numerically, but it will be necessary to interpret them and act on the management of the asset in order to improve them.

The importance of KPIs in Facility Management

What are the top 10 KPIs used in facility management?

There are a large number of performance indicators that can be used in the asset management. Below is a list of KPIs that can be particularly useful in the facility management of a building:

User satisfaction level: one of the objectives in the AEC sector is certainly the satisfaction of the end customer and in general of the user who will take advantage of the good. So their satisfaction index is fundamental to understand whether the management is proceeding in the right direction.
Worker productivity: a good level of productivity of all team members is an indication that the work is well planned and organized and there are no bottlenecks that slow down the progress of the work.
Respecting the timeline: the planning of the work/maintenance phases is essential to stay on track with the timeline and the budget of the work. A set of KPIs that monitor this aspect can help the facility manager to identify any slowdowns and the reasons that caused them.
Gross facility management costs per m²: thanks to this indicator, the facility manager can get an idea of the budget necessary to manage the asset. It is useful to monitor this indicator over time to check if the necessary budget has changed, compared to the initial calculations, for physiological reasons or due to processes that result too expensive.
Planned maintenance vs. reactive maintenance: planned maintenance is definitely preferable to reactive (or corrective) maintenance where the fix is performed only after the issue has occurred. So when the KPI monitoring which maintenance prevails, shows greater reactive maintenance activites compared to those planned, it means that something not working as planned.
Number of complaints from workers or customers: it is obvious how monitoring this factor can help to understand the level of satisfaction within the work team or among end customers. The ultimate goal is always to work in a close-knit team and to meet customer requests.
Maintenance costs per m²: a bit like the indicator on facility management costs, this KPI also helps the facility manager to determine the budget necessary for the maintenance of the assets. Monitoring this indicator over time is perfect to understand whether the maintenance phase has been well planned or if it needs to be reformulated.
Operating costs per m²: the facility manager can refer to this indicator to determine the maintenance level of the facility in relation to the working hours necessary for its management and maintenance. It is a sort of indicator of the good “use” of the workforce. An increase of this KPI value could indicate some interference in the management flow, whereas a drop would mean that the maintenance, as planned, works well and efficiently.
Costs related to utilities per m²: this KPI indicates the costs related to electricity consumption, heating, cooling, etc. that are necessary to maintain the system in operation. An excessively high cost could suggest the need for a switch to more efficient energy sources, the development of equipment or a change in the workers’ habits.
Costs for new equipment vs repair costs: this indicator helps to understand when and to what extent it is preferable to repair rather than buy new equipment, and when it is no longer convenient to repair because the investment in the new purchase pays in terms of energy, yield and long-term savings.

The Key Performance Indicators (KPIs) are therefore of great help in the asset management and maintenance phases. Properly monitoring the metrics you choose is critical to taking full advantage of the insights that come from this data.

For this reason, my advice is to try the facility management software to keep track of KPIs and verify firsthand that also in the maintenance and management of a work you can always reach new goals!