Effective facilities management requires paying close attention to physical security of all entry points to your premises. Adopting smart office practices and technologies is great but facility management is more than a mix of computer programming code and the respective monitoring devices managed by this code. You need to take care of various aspects of environmental health and safety, have fire and CO2 alarms, and maintain your building while securing the entire in-house space and adjacent outdoor areas.

If you manage a local grocery store, it would seem like a simple task. Secure your door locks and windows; install a fire and burglar alarm and, voila, you are good to go. Managing a large office building, however, requires drafting a thorough facility management plan with scheduled maintenance tasks and accurate assignment of duties among your personnel. You can barely adopt a working facility management plan without having an office facilities management checklist in place. Such a checklist will help a pop-and-mom local grocery in managing and securing their place in a more efficient way, too.

Draft a facility management checklist

Electronic devices and surveillance systems aside, you need your security director draft a facility management checklist, comprising all the points that need special attention and all the tasks required to secure your office space. You have two basic choices in terms of securing your building against unauthorized visitors:

  • Employ in-house security officers, or
  • Outsource security to a third party.

Access control and monitoring of visitors routes requires an office facilities management checklist where each area is assigned a specific access level. You should also put all your physical devices such as door locks, entrances, exits, and emergency routes on that list. The reasons for this are quite obvious.

Your checklist should also define which are your interior common area doors and what policies apply to each of them. A large building will require, for instance, extended security policies in regard to management of facilities such as elevators and parking facilities.

‍A checklist for assessing the physical security of a building by the USDA.

 You cannot manage all those facilities without having a detailed logistics plan that envisages all routes for your patrols on the ground as well as critical spots where you should have guards set as live checkpoints.

Furthermore, your overall facility layout enable the business to both operate effectively and comply with the Occupational Safety and Health Administration guidelines and other business regulations. Other safety measures prove useless if the authorities close your facility due to not meeting specific EHS requirements.

How to make the checklist work

Securing entry points is not enough, really. You need to monitor routes used by your visitors and have a working access control system in place. Not that you must assign a security guard to each door, a card-based or key fob system may well perform this task.

To accomplish your goals and have a feasible facility management program in place, you need to plan strategically. The International Facility Management Association describes strategic facility programs as a two-to-five year plan encompassing the entire portfolio of owned and/or leased space. Only long-term planning will result in effective security and facility management.

How to plan an effective strategic facility management program. Source ifma.

As mentioned above, facility management usually includes a whole lot of areas and items to manage. Experts at the US-based National Institute of Building Sciences have drafted a definition of “real property inventory” that includes the following:

  • Land and anything permanently affixed to it:
  • Buildings
  • Building’s installed systems
  • Building equipment
  • Real property inventory can include:
  • Roads
  • Parking facilities
  • Fences
  • Utility systems
  • Structures, etc.

Sounds complicated. Well, complicated it is and that is why you need an office facilities management checklist. Fortunately, you can find various free templates providing feasible facilities management checklists and building security measures you must have in place. Make sure, however, to add any additional checks and/or measures required to secure and safely maintain your specific facilities.