KPIs Every Facility Manager and Owner Should Track

Importance of Facility Management KPI and metrics

Facility management is an ever-evolving discipline. In the digital age, facility owners and managers should familiarize themselves with extracting useful Key Performance Indicators(KPIs) and metrics from Facility management software. Learn current progress and plan for continuous improvement to provide high-performing facilities free from any annoying interruptions to the core business functions.

FMS KPIs eliminate the need for a physical presence

Check your facilities from the comfort of your workspace or hangout spot via a mobile app. Spot operational inefficiencies along the way to arrive at refined decisions. It’s just as simple as that. Why break your head on facility management issues that steal your attention

Facility management software KPI Analysis

Analyze the performance indicators to develop plans for providing adequate training, improving asset management, and streamlining operations for the best

• Asset performance    
• Business sustenance
• Safety of occupants
• Comfort

Valuable Facility Management KPI & metrics

Facility management software helps manage the facility operations to achieve operational excellence and consistency. Find below several KPIs and metrics for your reference. Kindly note the slight variation between the terms KPI and metrics. For an explanation, please refer to 5 Things You Should Know About Maintenance KPI Metrics. 

The ratio of reactive work: The KPI reveals the attitude of your Facility maintenance team. It lets you know if they are stuck in reactive maintenance or are forward-thinking with a preventive approach. Reactive maintenance is four to six times costlier than scheduled maintenance. 

PM program compliance: The KPI indicates the degree of adherence of preventive maintenance programs to the result-oriented service level agreements. A successful PM program covers the majority of assets. It aims to complete inspections, monitoring, and approval tasks on time.

Response Time: It is the average time technicians take to respond to maintenance requests or issues. A shorter response time indicates an agile facility management system.

Energy Consumption: The metric measures the electric power consumption. As well known, electricity expenses make for the highest utility expenses of a business. 

Compliance: The KPI measures the extent of adherence to the norms laid down by the regulatory bodies. Meeting compliance standards guarantees safety and is indicative of a well-managed facility. 

Planned Maintenance Percentage: The KPI measures the percentage of maintenance tasks planned ahead of time. A higher score indicates lesser unplanned downtime.

First-Time Fix Rate: This metric indicates the average percentage of maintenance requests resolved on the first visit. Achieve higher scores through the reuse of knowledge, better collaboration among techs, access to digital checklists via mobile, etc. 

Mean Time Between Failure (MTBF): The KPI measures the average time between successive failures for key assets. It reflects the quality of fixes provided by the facility management teams. 

Mean Time to Repair (MTTR): The metric conveys the average time to repair an asset since failure. A lower MTTR indicates the efficiency of repair processes and shrinks downtime.

Cost of Unscheduled Maintenance: The KPI helps key facility stakeholders calculate the cost of sudden breakdowns by revealing the count of failed equipment, total hours worked, and spare consumption. It helps facility owners and managers understand the negative impact of reactive maintenance on the maintenance budget. 

Employee rating: The average rating customers provide to technicians performance and attitude. It helps supervisors better understand the customer experience.

Work Order resolution times: The KPI shows the efficiency of maintenance workflows. If work orders seem to prolong unduly on average, it may be due to a lack of proper planning, coordination among teams, hurdles in the process, etc., which requires investigation.

Planned vs. reactive maintenance: If the reactive maintenance exceeds a certain threshold, you aren’t likely to succeed in your maintenance program. 

Spare Forecast: Forecast spare demand for current year based on the trends during the previous year. Avoid last-minute bulk procurement. 

Recurring Jobs only: The metric provides the count of jobs that have reopened and are outstanding after the initial fix. It could hint at a piece of aging equipment, an incomplete fix, or a missed preventive maintenance task.  

Open jobs count technician-wise: At times, facility managers may be interested to know the current workload of a technician even before assigning work orders to the latter. View this information outright from the application dashboard.

Breakdowns in graphical form: View breakdowns categorizing them based on severity so that breakdown of critical devices captures your attention immediately. 

Active service contract count: The metric provides the total count of active contracts, including internal and external. 

Average Travel Time: The metric conveys the average travel time by technicians to reach the customer site. The time can be calculated with great precision by Geo-Location tracking. 

Mapped-Unmapped Assets: The application maps assets to technicians, locations, and spares for a well-organized approach to maintenance. Bring the unmapped assets under the scope of the application quickly. 

Purchase orders awaiting approval: The metric helps you know the purchase orders that wait for serial or parallel approvers. 

Dashboard to measure facility performance

Discover the true worth of your team with a glance at the figures calculated in real-time by the cloud-based Facility management software. If you struggle to measure performance, you’ll end up managing facility operations ineffectively. 

Key performance indicators (KPIs) provide you with a trailer of your facilities’ readiness to achieve the desired level of success. You can customize the visualization to create the perfect dynamic dashboard to suit your needs and preferences with the data captured by IoT devices. 

It also provides these marked benefits:

• Justify the budgets 
• Back formulated strategies
• Identify areas of concern
• Contend for sanction of funds 
• Automic and accurate reporting 
• Improve day-to-day operations