How Can Facility Managers Make Their Job Less Stressful?

Facilities management is a critical, high-impact role, but it doesn’t have to be stressful. With multiple responsibilities ranging from building maintenance to employee safety, facility managers (FMs) often juggle many projects at a time.

By studying Facility Management, not only will you support your own personal and professional development, you’ll learn how to leverage the latest technologies, implement efficient maintenance strategies, and develop leadership skills that will make your job easier and more effective.

Studying and upskilling can equip you on how to implement smart strategies, leverage the right tools, and foster strong relationships with your team, in order to reduce stress and become more efficient in your role.

In this blog, we’ll explore seven key strategies that facility managers can adopt to make their jobs less stressful.

1. Embrace Facility Management Software

One of the most effective ways to reduce the chaos of facility management is by using facility management software (FMS). These digital tools allow FMs to automate many tasks, such as scheduling maintenance, tracking inventory, and managing vendor contracts. Having all this information in one centralised system can reduce time spent on paperwork and manual tracking, freeing up time for more critical tasks.

Key benefits of facility management software:

• Automate repetitive tasks
• Track and manage assets in real-time
• Generate detailed reports with ease
• Enhance communication across teams

2. Prioritise Preventive Maintenance

A common source of stress for facility managers is the need to react to emergencies, such as equipment breakdowns or unexpected repairs. A preventive maintenance plan can drastically reduce these surprise problems. By scheduling regular check-ups on key systems (HVAC, plumbing, electrical), you can avoid costly, unplanned downtime and the stress that comes with it.

Benefits of preventive maintenance:

• Prolongs the lifespan of equipment
• Minimises emergency repairs
• Helps allocate budget for future repairs
• Improves workplace safety

3. Delegate Tasks to Team Members

As a facility manager, it's tempting to try to handle everything on your own. However, this leads to burnout and increased stress. Instead, delegate tasks to team members, whether it’s assigning a junior staff member to oversee a particular area or outsourcing specialised jobs to contractors.

Effective delegation tips:

• Identify team members’ strengths and assign tasks accordingly
• Provide clear instructions and expectations
• Use collaboration tools to keep track of progress
• Trust your team to deliver results

4. Establish Clear Communication Channels

Miscommunication or lack of communication is one of the biggest stressors in facility management. When teams or departments don't communicate well, tasks are overlooked, priorities are confused, and important updates are missed. Having a clear and reliable communication system in place, such as instant messaging apps or regular team meetings, can help you stay on top of issues and prevent minor problems from escalating into stressful crises.

Best practices for effective communication:

• Set regular check-ins with staff
• Use technology (email, chat platforms) to streamline communication
• Encourage transparency and feedback
• Create a hierarchy for reporting urgent issues

5. Implement an Energy Management Plan

Managing energy costs is a constant concern for facility managers, but with the right energy management plan in place, you can reduce both costs and stress. Automated energy monitoring systems can track usage and identify inefficiencies in real-time, allowing for prompt adjustments. Simple measures like switching to energy-efficient lighting or adjusting HVAC settings can lead to substantial savings while ensuring that the building runs smoothly.

Steps to implement an energy management plan:

• Conduct an energy audit
• Install energy-efficient systems
• Set realistic energy consumption goals
• Monitor usage and adjust as needed

6. Stay Updated with Industry Trends

Facility management is an ever-evolving field. Staying up-to-date with industry trends can help you adopt new techniques and technologies that can streamline your operations. For instance, smart building technologies, such as IoT-enabled devices, can allow you to manage systems remotely, monitor usage patterns, and identify maintenance issues before they become problematic.

Ways to stay informed:

• Attend industry conferences and workshops
• Subscribe to facility management blogs and magazines
• Join professional associations
• Network with other facility managers

7. Prioritise Your Mental and Physical Health

Finally, the importance of self-care cannot be overstated. Facility management can be a physically and mentally demanding job. To prevent burnout, it’s crucial to take care of your health. Regular exercise, proper sleep, and relaxation techniques like meditation can significantly reduce stress levels. Also, don’t hesitate to ask for help when you need it, whether it’s from your team or from upper management.

Tips for managing stress:

• Schedule breaks during the workday
• Practice mindfulness and stress management techniques
• Set boundaries to prevent work from taking over your personal time
• Seek professional support if needed

If you're ready to take control of your career and master the skills that make facility management less stressful and more rewarding, now is the time to invest in your future.

By studying Facility Management at Portobello Institute you'll gain in-depth knowledge of cutting-edge tools, best practices, and strategies that will prepare you to handle the demands of the role with confidence.

From learning how to implement preventive maintenance plans to optimising energy management and mastering leadership skills, this is your opportunity to become a highly efficient and valued facility manager.

Find Out More

If you are interested in future-proofing your FM career, visit our Facilities Management Faculty, with course accredited by IWFM and London Metropolitan University. 

If you have any queries you can book a consultation call with our expert FM advisor, Janice O'Toole, email janice.otoole@portobelloinstitute.com or call  01 892 0041.