7 Metrics Every Facilities Manager Should Track

What is the facilities manager metrics? A facility manager should always track the work progress and know the difference between knowing how to improve operations or becoming overwhelmed with data. To put it simply, Facilities Managers should be tracking these top metrics.

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Let’s have a look at these 7 metrics every facilities manager should track.

1. Calculate work order response time:

The average amount of time takes to find, report and resolve a problem in facility gives work order response time. After a while of tracking response time, you’ll be able to set goals for your department based on your company’s needs.

Response time refers to how soon after a work order was submitted, that it was responded to (not necessarily resolved).

2. Track ratio of planned maintenance and reactive maintenance:

Speaking of percentages, Facilities Managers must also track the percentage of planned versus reactive maintenance. In other words, this is a measure of scheduled maintenance compared to on-demand maintenance, like sudden HVAC system failure. This ratio is calculated by dividing the amount of scheduled maintenance cost by the amount of on-demand maintenance costs.

As the metric increases from zero, it reflects the average amount of facilities spend being used for reactive maintenance.

Reactive maintenance can cost 3-6 times more than planned (preventive) maintenance.50% or more of your total maintenance should be planned.

3. Track Planned maintenance completion rates:

Figure out the right completion rate goal for your organisation.

Completion rate = the number of tasks completed on time in a period ÷ total number of tasks in a given period.

4. Track average time between failures:

Tracking the amount of time that passes between repairs for a like or identical system, as well as the amount of time between repairs for a specific system, can help show the overall unit viability. As the time between repairs decreases, it alludes to a possible need to upgrade and or replace the entire asset.

The average time between failure = Total operating time of the piece of equipment ÷ the number of failures.

5. Track average repair time:

Average repair time = The amount of time from when the work order was reported and when the repair was completed ÷ Number of repairs and/or equipment replacements.

6. Track Availability:

Availability refers to the equipment’s ability to perform as intended when needed. Equipment’s availability will naturally decrease over time as it is used.

Availability = Average time between failures ÷ (Average time between failures + Average repair time for that piece of equipment).

7. Track the backlogs of deferred work orders:

Your backlog should consist of non-critical work orders, only. If you have a backlog of critical work orders you may have other problems such as a need for additional headcount, lack of funds to make repairs, etc.

A good rule of thumb is to have a backlog of no more than 4 to 6 weeks.

Instead of getting lost in the chaos and data mountain, put the power of facilities management metrics to work.