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Facility management SOPs, training guides and templates for operations managers and supervisors running halls, schools, estates and maintenance teams.
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Latest guides
How to Assign Estate Repairs to Contractors
How to assign estate repairs to contractors so jobs are done right first time: which trade gets what, how to brief a job properly, and how to stop work bouncing between trades.
How to Assign Maintenance Work to Volunteers Without Nagging
You cannot direct volunteers the way you direct staff. Here is how to assign maintenance work to volunteers so jobs get picked up, and what to do with the one nobody wants.
How to Collect Facility Issues From Teachers and Staff
Teachers report problems in passing, between lessons, to whoever they see. Here is how to collect facility issues from teachers and staff without asking them to do admin.
How to Collect Maintenance Requests From Congregation Members
People report problems at a place of worship verbally, in passing, to whoever is standing nearby. Here is how to catch those reports without asking anyone to fill in a form.
How to Decide Whether a Repair Is the Landlord or Tenant Responsibility
How to decide whether a repair is the landlord or tenant responsibility using the lease and the nature of the fault, and how to record the decision so the argument happens once.
How to Dispatch Crews Across Multiple Sites
How to dispatch crews across multiple sites: sequencing by travel rather than urgency alone, and what to do when an emergency breaks the plan.
A Routine to Document Hall Condition Before and After an Event
A practical routine to document hall condition before and after an event: what to photograph, in what order, and how to store it so it can be found when a deposit is disputed.
How to Document Repairs for Commercial Tenants
How to document repairs for commercial tenants so both sides have the same version of events, and a dispute two years later has something to work from.
What Counts as Evidence That a Public Building Repair Was Done
Public money means someone will eventually ask for proof. Here is the minimum evidence that a public building repair was done, captured without adding paperwork to a crew.
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Cleaning Manpower Estimator
Work out roughly how many cleaning hours and how many people a building needs, from its area and how often each part is cleaned.
Open the calculator →Contractor SLA Attainment Calculator
Work out attainment against a committed service level, and how many more jobs would have been needed to hit it. Handles exclusions honestly.
Open the calculator →PPM Schedule Builder
Lay out a year of planned maintenance visits and see immediately whether the work is spread evenly or piled into two months nobody can staff.
Open the calculator →Reserve Fund Planner
See how much a building needs to set aside each year for a major replacement, and whether the current fund is on track.
Open the calculator →Work-Order Ageing Calculator
See the shape of your open work, not just the size of it. Count jobs into age bands and find out whether the backlog is healthy, stuck, or growing.
Open the calculator →Templates
Asset Register
A register of everything in the building that costs money when it fails. Build it by walking the site once; six columns is enough.
Excel, CSV or print →Committee Report Pack
The one-page format: open items oldest first, completed work, spend split reactive versus planned, what is coming, and one decision to take.
Excel, CSV or print →Contractor Evaluation Matrix
Score contractors against criteria you wrote down before you saw the quotes. Weight first, score second.
Excel, CSV or print →Handover & Takeover Checklist
What has to change hands when a committee, contractor or agent changes. Anything not handed over on the day is usually never handed over.
Excel, CSV or print →PPM Schedule
A year of planned maintenance laid out month by month, so you can see whether the load is spread or piled into January.
Excel, CSV or print →Routine Inspection Checklist
A fixed walking route so results are comparable between visits, with room to record that nothing was found.
Excel, CSV or print →Work-Order Log
One row per job, from the moment it is reported to the moment the reporter is told it is done. The smallest thing that stops work getting lost.
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