Glossary of Facility Manager Terms

You’re here for the inside scoop, the language of Facility Managers that separates the pros from the pretenders. By the end of this, you’ll have a glossary that’s more than just definitions; it’s a cheat sheet to understanding the priorities, pressures, and problem-solving approaches of top-tier Facility Managers. You’ll walk away with a shared vocabulary that helps you communicate effectively with stakeholders, vendors, and internal teams. This isn’t a generic business glossary; it’s a Facility Manager-specific decoder ring.

What you’ll walk away with

• Definition bank: Clear, concise definitions of key Facility Management terms.
• Example scenarios: Real-world examples to illustrate how these terms are used.
• Stakeholder language: Phrases to use when communicating with different stakeholders.
• Red flag identifiers: Terms that, when misused, signal a lack of experience.
• Communication clarity: Improved ability to discuss Facility Management topics with confidence.

What this is, and what it isn’t

• This is: A glossary focused on the specific language of Facility Management.
• This isn’t: A general business dictionary or a collection of industry buzzwords.

Key Facility Manager Terms Defined

Facility Management is about ensuring functionality, comfort, safety and efficiency of the built environment by integrating people, place, process and technology. Facility Managers are responsible for managing and maintaining buildings and grounds. A great Facility Manager ensures the built environment supports the core business objectives.

Asset Management

Asset management is the systematic process of deploying, operating, maintaining, upgrading, and disposing of assets cost-effectively. In Facility Management, this includes buildings, equipment, and infrastructure. A Facility Manager uses asset management to optimize the lifecycle cost of building components.

Building Automation System (BAS)

A BAS is a control system that manages and monitors a building’s mechanical and electrical equipment such as HVAC, lighting, and security systems. Facility Managers leverage BAS to improve energy efficiency and occupant comfort. For example, a BAS can automatically adjust lighting levels based on occupancy and daylight availability.

Capital Expenditure (CapEx)

CapEx refers to funds used by a company to acquire, upgrade, and maintain physical assets such as property, buildings, or equipment. Facility Managers propose and manage CapEx projects to improve building infrastructure. Replacing an aging HVAC system is a CapEx project.

Corrective Maintenance

Corrective maintenance involves repairing or replacing equipment after a failure has occurred. Facility Managers use corrective maintenance to restore equipment to working order. For example, repairing a broken water pipe is corrective maintenance.

Deferred Maintenance

Deferred maintenance is the practice of postponing maintenance activities to a future date due to budget constraints or other priorities. Facility Managers must balance deferred maintenance with the risk of equipment failure. Deferring roof repairs might lead to significant water damage and higher costs later.

Emergency Response Plan (ERP)

An ERP is a documented procedure that outlines how to respond to emergencies such as fires, natural disasters, or security threats. Facility Managers develop and implement ERPs to ensure occupant safety. An ERP includes evacuation procedures, communication protocols, and emergency contact information.

Energy Audit

An energy audit is an inspection and analysis of a building’s energy consumption to identify opportunities for energy savings. Facility Managers use energy audits to reduce operating costs and environmental impact. An energy audit might reveal that installing LED lighting can significantly reduce electricity consumption.

HVAC (Heating, Ventilation, and Air Conditioning)

HVAC refers to the systems used to control temperature, humidity, and air quality in a building. Facility Managers oversee HVAC maintenance to ensure occupant comfort and energy efficiency. A well-maintained HVAC system provides consistent temperature and good air quality.

Key Performance Indicator (KPI)

A KPI is a measurable value that demonstrates how effectively a company is achieving key business objectives. Facility Managers use KPIs to track performance in areas such as energy consumption, maintenance costs, and occupant satisfaction. Tracking monthly energy consumption helps identify trends and areas for improvement.

Preventive Maintenance (PM)

Preventive maintenance involves regularly scheduled inspections and maintenance activities to prevent equipment failures. Facility Managers implement PM programs to extend equipment life and reduce downtime. Regularly changing air filters in HVAC systems is preventive maintenance.

Service Level Agreement (SLA)

An SLA is a contract between a service provider and a customer that defines the level of service expected. Facility Managers use SLAs to ensure vendors meet performance standards. For example, a cleaning service SLA might specify cleaning frequency and quality standards.

Total Cost of Ownership (TCO)

TCO is a financial estimate that includes all direct and indirect costs associated with owning an asset over its entire lifecycle. Facility Managers use TCO to make informed decisions about asset procurement and replacement. Consider the TCO when choosing between a cheaper but less durable option and a more expensive but longer-lasting one.

Space Management

Space management involves planning, organizing, and controlling the use of physical space within a facility. Facility Managers use space management to optimize space utilization and improve workplace efficiency. Reconfiguring office layouts to accommodate changing business needs is space management.

Work Order

A work order is a document that authorizes maintenance or repair work to be performed. Facility Managers use work orders to track and manage maintenance activities. A work order includes details such as the location, description of the problem, and assigned technician.

Language Bank for Facility Managers

Use these phrases to communicate like a seasoned Facility Manager:

• When discussing budget: “We need to prioritize CapEx projects based on TCO to maximize ROI.”
• When addressing maintenance: “Implementing a robust PM program will reduce corrective maintenance costs.”
• When dealing with vendors: “We need to ensure our vendors meet the SLAs outlined in our contracts.”
• When planning for emergencies: “Our ERP must be regularly updated and communicated to all occupants.”
• When optimizing energy use: “An energy audit will help us identify opportunities to reduce our carbon footprint and lower utility bills.”

What a hiring manager scans for in 15 seconds

Hiring managers quickly assess if you speak the language of Facility Management. They look for specific terms and a clear understanding of key concepts.

• Familiarity with KPIs: Understanding how to measure and track facility performance.
• Knowledge of maintenance strategies: Distinguishing between preventive and corrective maintenance.
• Understanding of financial terms: Using CapEx and TCO in context.
• Awareness of compliance requirements: Mentioning relevant codes and regulations.
• Experience with building systems: Demonstrating knowledge of HVAC and BAS.

The mistake that quietly kills candidates

Using generic business terms instead of Facility Management-specific language signals a lack of expertise. It indicates a superficial understanding of the role.

Instead of saying: “I improved efficiency.”
Say: “I reduced energy consumption by 15% by implementing a new HVAC control strategy, resulting in $20,000 annual savings.”

FAQ

What is the difference between preventive and corrective maintenance?

Preventive maintenance is proactive and aims to prevent equipment failures through regular inspections and maintenance. Corrective maintenance, on the other hand, is reactive and involves repairing or replacing equipment after a failure has occurred. A Facility Manager prioritizes preventive maintenance to minimize downtime and extend equipment lifespan.

Why is asset management important in Facility Management?

Asset management is crucial because it helps Facility Managers optimize the lifecycle cost of building components. By systematically managing assets, Facility Managers can make informed decisions about maintenance, upgrades, and replacements, ultimately reducing costs and improving performance.

What is a Building Automation System (BAS) and how is it used?

A BAS is a control system that manages and monitors a building’s mechanical and electrical equipment. Facility Managers use BAS to improve energy efficiency, occupant comfort, and security. For example, a BAS can automatically adjust lighting levels, control HVAC systems, and monitor security cameras.

What are some common KPIs used in Facility Management?

Common KPIs include energy consumption per square foot, maintenance costs per square foot, occupant satisfaction scores, and uptime of critical equipment. Facility Managers track these KPIs to measure performance and identify areas for improvement. For example, tracking monthly energy consumption helps identify trends and potential energy savings.

How does a Facility Manager use Service Level Agreements (SLAs)?

Facility Managers use SLAs to define the level of service expected from vendors. An SLA is a contract that outlines performance standards, response times, and other key metrics. By using SLAs, Facility Managers ensure that vendors meet expectations and provide consistent, high-quality service.

What is Total Cost of Ownership (TCO) and why is it important?

TCO is a financial estimate that includes all direct and indirect costs associated with owning an asset over its entire lifecycle. Facility Managers use TCO to make informed decisions about asset procurement and replacement. Considering TCO helps ensure that the most cost-effective option is chosen, even if it has a higher initial cost.

What is the role of a Facility Manager in emergency response planning?

Facility Managers are responsible for developing and implementing Emergency Response Plans (ERPs) to ensure occupant safety during emergencies. An ERP includes evacuation procedures, communication protocols, and emergency contact information. Facility Managers also conduct drills and training to prepare occupants for emergencies.

How can an energy audit benefit a facility?

An energy audit can identify opportunities for energy savings, reduce operating costs, and improve environmental impact. Facility Managers use energy audits to assess a building’s energy consumption and identify areas where energy efficiency can be improved. This might include upgrading lighting, improving insulation, or optimizing HVAC systems.

What is the importance of HVAC maintenance in Facility Management?

HVAC maintenance is crucial for ensuring occupant comfort, energy efficiency, and air quality. Facility Managers oversee HVAC maintenance to keep systems running smoothly and prevent breakdowns. Regularly scheduled maintenance helps extend equipment life and reduce energy consumption.

How does space management contribute to workplace efficiency?

Space management involves planning, organizing, and controlling the use of physical space within a facility. Facility Managers use space management to optimize space utilization and improve workplace efficiency. This might involve reconfiguring office layouts, implementing flexible workspace arrangements, or optimizing storage solutions.

What is a work order and how is it used in Facility Management?

A work order is a document that authorizes maintenance or repair work to be performed. Facility Managers use work orders to track and manage maintenance activities. A work order includes details such as the location, description of the problem, and assigned technician. Work orders help ensure that maintenance tasks are completed efficiently and effectively.

What are the risks of deferred maintenance?

Deferred maintenance can lead to equipment failures, increased repair costs, and safety hazards. Facility Managers must balance deferred maintenance with the risk of these negative consequences. Deferring roof repairs, for example, might lead to significant water damage and higher costs later. A strong Facility Manager can articulate these risks to stakeholders.

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