Manage accommodation, space and facilities in workplace and facilities services
Overview
This standard covers managing accommodation, space and facilities in workplace and facilities services, including the design and standard setting of space utilisation according to the identified needs of users. It is about how the facilities and the overall space are used.
It involves the design and overall aesthetics of the space and establishing that this reflects the culture of the organisation and is consistent with the marketing and branding strategies of the organisation.
It also involves applying the latest industry practices in space management alongside the current legal requirements and the organisation's business plan, strategies, systems, procedures and policies including business efficiencies and sustainable practices.
It is important that you know and understand your responsibilities under the current environmental and health and safety legislation, codes of practice and policies of the organisation.
This standard is applicable to those who deliver workplace and facilities services, this can be to an internal client (within your organisation) or to an external client, both are referred to as the "organisation" in this standard.
Managers at this level will be required to drive workplace and facilities services within the organisation.
This standard has links to the standards suite Facilities Management and the standards suite Management and Leadership managed by Instructus.
Performance criteria
You must be able to:
- carry out your work in accordance with the current environmental and health and safety legislation, risk assessment requirements, codes of practice and policies of the organisation, including business efficiencies and sustainable practices
- confirm that the space needs of workplace and facilities services and other users are identified, prioritised and updated
- oversee the design and development of a plan for managing accommodation, space and facility allocation and usage that is based on the current information on user needs and priorities
- identify and adopt energy management strategies that are compatible with the organisation's objectives, systems, policies and procedures including business efficiencies and sustainable practice policies
- communicate with the organisation and those involved and affected by the planning of accommodation and space management in relation to business efficiencies and sustainable practices
- manage the allocation of accommodation, space and facilities, addressing the needs of other uses of the space, applying latest industry practices and complying with the current legislation
- confirm that workplace and facilities services activities comply with the systems, policies, procedures and resource constraints of the organisation, including business efficiencies and sustainable practices
- confirm that approvals for the planned allocation of accommodation, space and facilities are communicated to those involved and affected, including the organisation and users
- identify where accommodation, space or facilities requested exceed what is available or can be provided
- assess the costs, risks and opportunities of the planned actions
- confirm that those involved and affected are advised of any risks and opportunities concerning the allocation of accommodation, space and facilities
- identify your personal responsibilities and liabilities under space management statements, the current legal requirements and policies of the organisation
- establish regular consultation and a review of space management issues with those involved and affected, including the organisation and users
- seek and make use of specialist expertise in relation to space management
- establish space management as a priority area in the planning and decision-making processes
- seek feedback from those involved in and affected by accommodation, space utilisation and design
- monitor and review the risks and opportunities in relation to accommodation and space management and assess the operational performance affected using space in line with the organisation's business efficiencies and sustainable practices
- confirm that the organisation operates within the current legal requirements and social responsibilities
Knowledge and Understanding
You need to know and understand:
- your responsibilities under the current environmental and health and safety legislation, codes of practice and policies of the organisation, including business efficiencies and sustainable practices
- the importance of complying with the organisation's systems, policies, procedures and resource constraints when undertaking workplace and facilities services, including business efficiencies and sustainable practice policies
- the latest industry practices in space management
- the space management needs of the organisation and the intended use of the space
- the characteristics of the space and any restrictions on its usage or alteration
- how available space can be adapted to meet the needs of the organisation and the individuals involved and affected
- how space management techniques can be implemented
- the resources agreed and the costs, risks and opportunities of the planned actions
- the energy management requirements within the overall workplace and facilities services strategy and how to devise specific policies in line with and supportive of the organisation's business efficiencies and sustainable practices
- the ways of engaging those involved and affected, including the organisation and users, in the management of space in relation to energy management
- how to manage the allocation of accommodation, space and facilities and the factors to take into account for this work
- your personal responsibilities and liabilities under the current legislation and the organisation's policies on managing accommodation and space within the workplace
- the organisation's standards and policies on space management
- who to consult on space management issues, including the specialist expertise available and where to obtain it
- the methods and techniques for monitoring, measuring, implementing, testing and reporting space management performance including business efficiencies and sustainable practices
- the importance of your own actions in reinforcing the organisation's space management policy statement
- your responsibility for managing workplace and facilities services in accordance with the current legal requirements and social responsibilities
- how to address risks and opportunities in the management and delivery of workplace and facilities services
Scope/range
Scope Performance
Scope Knowledge
Values
Behaviours
Skills
Glossary
Business efficiencies
This relates to the sustainable management of resources such as water, energy efficiency and waste management, in line with the organisation's business efficiency policies which aim at improving operational efficiency. In business, efficiency refers to the production of goods or the offering of services by using the smallest amount or resources, such as capital, energy, etc. Efficient businesses can create products, offer services and accomplish their overall goals with the minimum effort, expense or waste.
Operational performance
An organisation's performance can be measured against a standard or prescribed indicator of effectiveness, efficiency, and environmental responsibility such as, time, productivity, waste reduction, and regulatory compliance.
Sustainable practices
Sustainable business practices are characterised by environmentally friendly practices initiated by an organisation for the purposes of becoming more sustainable. Organisations aim to reduce their environmental footprint through initiatives that cut down on waste, poor environmental stewardship and unethical environmental practices that offer a reduced level of sustainability within the organisation's policies and practices.
Sustainable business practices differ between industries and are often specific to the type of organisation and the product or service it produces or provides.
Social responsibilities
Social responsibilities refer to a type of self-regulatory business plan and the efforts made by a company to improve society and contribute towards sustainable development. It describes initiatives run by a business to evaluate and take responsibility for their impact on issues ranging from human rights to the environment.
The business plan will focus on achieving economic, social and environmental benefits for all stakeholders involved (employees, consumers, investors and other groups).
The purpose of it is to encourage businesses to conduct their companies in an ethical manner and work towards having a more positive impact on society through ensuring sustainable growth.
Workplace and facilities services
Workplace and facilities services is "the organisational function which integrates people, place and process within the built environment with the purpose of improving the quality of life of people and the productivity of the core business." Workplace and facilities services professionals are responsible for services that enable and support business performance.
All organisations have responsibilities under the current health, safety and welfare regulations to ensure the daily health, safety and welfare of their employees. This includes ensuring provisions are made for:
Workplace and facilities services (soft services)
• Soft services are ones that make the workplace more
pleasant or secure to work in.
Examples of soft services are cleaning, catering, security.
Facilities Management (hard services)
• Hard services are ones that relate to the physical fabric of the
building and cannot be removed. They ensure the safety and
welfare of employees and generally are required by law.
Examples of hard services are plumbing, heating and lighting.
Hard services are covered in the Facilities Management suite