In today's dynamic business landscape, the role of Facilities Management companies in India has become increasingly crucial. Having a facility management service provider is vital for businesses and organizations for several reasons. Firstly, the FM service providers are experts in managing and maintaining facilities, which allows businesses to focus on their core activities without worrying about the day-to-day operations of their physical infrastructure. Secondly, facility management service providers bring efficiency and cost-effectiveness to operations. Additionally, they offer expertise in areas such as energy management, sustainability, and compliance with regulatory requirements. This expertise helps businesses to reduce their environmental footprint, comply with relevant laws and regulations, and minimize risks associated with facility management.

Overall, by outsourcing facility management tasks to a specialized provider, businesses can benefit from expertise, efficiency, and cost-effectiveness, allowing them to focus on their core activities and achieve their strategic objectives.

However, choosing the right Facility Management Company can take time and effort, given the multiple options available in the market. To ensure that you make an informed decision and select a partner that aligns with your organization's needs and goals, here are ten essential considerations to keep in mind before hiring an FM company:

1. Delivery Model

10 Essential Considerations before Hiring a Facilities Management Company

Facilities management companies operate based on three main models. Choose the one that’s most effective for your organization:

  • Fully outsourced: In this model, you contract with a third-party facilities company that manages all your services through multiple vendors.
  • Hybrid: This type of Facilities Company self-delivers some services with its employees and manages other vendors for the rest.
  • Integrated self-delivery: Also known as integrated facilities management companies, providers that follow this model use a holistic strategy where one provider fulfils all your facility needs from end to end, with most services self-delivered.

2. Range of Services Offered

One of the primary factors to consider is the breadth of services the Facility Management Company provides. Assess your organization's requirements and ensure that the company offers all the essential services you need, such as janitorial services, mechanized cleaning services, operations and maintenance, security, landscaping, pest control, waste management, and energy management. Opting for a company that offers a comprehensive range of services can streamline your operations and ensure seamless coordination.

3. Industry Experience and Expertise

Experience matters significantly in the realm of facilities management. Look for a facility management service provider with a proven track record and extensive experience in managing facilities similar to yours. A company with industry-specific expertise will better understand the unique challenges and requirements of your business, enabling them to deliver tailored solutions and proactive maintenance strategies.

4. Reputation and References

Research the reputation of prospective FM companies thoroughly. Seek out client testimonials, case studies, and references from businesses that have previously worked with the FM company. Additionally, consider factors such as industry certifications, awards, and recognition, which serve as indicators of the company's commitment to excellence and quality service delivery.

5. Technology and Innovation

In today's digital age, technology plays a pivotal role in facilities management. Evaluate the technological capabilities of the FM Company, including the use of advanced cleaning machines, IoT-enabled devices, and predictive analytics tools. A company that leverages cutting-edge technology can enhance operational efficiency, optimize resource utilization, and provide real-time insights to drive informed decision-making.

6. Quality Assurance

Ensure that the Facility Management Company adheres to stringent quality standards and regulatory requirements. Inquire about their quality assurance processes, certifications, and compliance with industry regulations such as ISO standards, guidelines, and environmental sustainability protocols. Quality standards serve as benchmarks that govern the delivery of services, ensuring that they meet or exceed predefined criteria for excellence and performance. By prioritizing quality standards during the selection process, businesses can ensure that their facilities receive top-notch maintenance, management, and support services.

7. Compliance

Ensuring compliance while hiring a facility management company is essential for safeguarding the interests and reputation of the organization. By partnering with a compliant FM company, businesses mitigate risks associated with legal liabilities, regulatory violations, and safety concerns. Compliance encompasses various aspects, including adherence to industry standards, certifications, licensing requirements, minimum wages, and labour laws. Additionally, compliance ensures that the Facility Management Company operates ethically, upholds quality standards, and prioritizes the well-being of employees working on their payroll and at the facility as well.

8. Commitment to Energy Management and Sustainability

With rising energy costs and increasing awareness of environmental issues, businesses are under pressure to reduce their carbon footprint and operate more sustainably. A facility management company that prioritizes energy management and sustainability initiatives can help organizations achieve these goals by implementing energy-efficient practices, optimizing resource usage, and adopting environmentally friendly technologies.

9. Effective Communication

Effective communication and responsive customer service are paramount when working with a Facility management service provider. Evaluate their communication channels, escalation matrix and ability to address concerns promptly. A reliable partner should provide dedicated account management, regular progress updates, and transparent reporting mechanisms to keep you informed and engaged throughout the engagement.

10. Flexibility and Scalability

Finally, consider the flexibility and scalability of the FM Company’s services to accommodate your evolving needs and growth objectives. Assess their ability to scale operations seamlessly, adapt to changing requirements, and accommodate seasonal fluctuations in workload. A flexible partner should be able to offer customizable service packages, flexible contract terms, and proactive solutions to support your long-term business objectives.

In conclusion, selecting the right Facilities Management Company is a critical decision that can significantly impact the efficiency, productivity, and overall success of your organization. By carefully evaluating these eight essential considerations, you can make an informed choice and forge a successful partnership with an FM company that meets your specific requirements and exceeds your expectations. Remember, thorough research and due diligence are key to finding the perfect fit for your facility management needs.

If you are looking for a reliable Integrated Facility Management service provider, then consider FFServices to manage all your FM requirements. Take the first step towards optimizing your facility management needs and ensuring the seamless operation of your premises. With our expertise and dedication to excellence, we offer comprehensive solutions tailored to your specific needs. Contact us today to discover how we can optimize your facility management processes and ensure the smooth operation of your premises.

Industries we serve:

Automobile | Ancillary | Manufacturing | Pharmaceutical | healthcare | Oil and Gas | FMCG | Education | Real Estate | Commercial

Also read: Five Steps to Create a Preventive Maintenance Schedule


1. What do Operations & Maintenance (O&M) services in Facility Management entail?

O&M services involve the daily operational upkeep and maintenance of facilities, including tasks such as equipment maintenance, repairs, utilities management, and ensuring smooth operations within a facility.

2. What are the key components of Operations & Maintenance services offered by Facility Management companies?

O&M services typically include preventive maintenance, reactive maintenance, asset management, energy management, health and safety compliance, utility management, and ongoing facility inspections.

3. How does outsourcing Operations & Maintenance benefit businesses compared to handling it in-house?

Outsourcing O&M services to a Facility Management company often results in cost savings, specialized expertise, access to advanced technology, and efficient resource allocation, and allows the organization to focus on core business activities.

4. What types of facilities or industries commonly utilize Operations & Maintenance services from Facility Management companies?

Various industries such as commercial offices, healthcare facilities, manufacturing plants, educational institutions, hospitality, retail, and residential complexes often rely on Facility Management companies for O&M services.

About the author

The blog insights are provided by Nitin Lamba who is heading the Operations for the Facility Management Service division at FFS (Forbes Facility Services) in Northern India.

A dynamic, results-oriented individual with over 25 years of experience in Servicing Operations and Revenue Expansion. His ability to lead diverse teams to run successful business operations, as well as his extensive experience in developing operational procedures, service standards for business excellence, operational policies, and guidelines for maintaining quality & hygiene standards with clear understanding, has been critical at FFS (Forbes Facility Services).

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