Beyond Compliance

Take, for example, Sarah’s ordeal: what should have been a routine journey home from a business trip turned into a frustrating struggle due to a lack of standardization. It began in the airport parking garage. Having rented a four-door sedan, she carefully navigated tight turns, barely squeezing the vehicle into a space designed for a compact car. She then tried to pull up her mobile boarding pass to check in for her flight, but the airline app would not load on her phone. Inside the airport, she inserted her bank card into an ATM, which spit it right back at her. Seated in the lounge, Sarah’s laptop charger did not fit the outlets. She had an adapter but could not connect to Wi-Fi due to a labyrinth of captive portals and incompatible systems.

With a universal standard for parking lot design, app development, banking, power outlets and Wi-Fi protocol, Sarah’s experience could have been one of pleasant convenience. In an interconnected world, standardization is not just convenient, it is essential for progress and efficiency. Each hurdle Sarah faced could have been avoided with proper standardization. Often-overlooked standards silently shape the world, with their absence only noticed when things go wrong.

At their core, standards are agreed-upon requirements or specifications that guide industries, organizations and individuals toward best practices. Standards serve as the unsung heroes that bring order, consistency and efficiency to various aspects of life.

The importance of standards is often overlooked. From products people use daily to the buildings they occupy, standards play a crucial role in shaping experiences and ensuring safety.

Where do standards come from?

Government bodies, industry associations or professional organizations such as the Occupational Safety and Health administration (OSHA), International Organization for Standardization (ISO), International Sanitary Supply Association (ISSA), and International Facility Management Association (IFMA) develop or help shape global and regional standards. These standards typically focus on areas like consistency, safety, quality, regulations, interoperability, communications and training. Management standards like the International Organization for Standardization (ISO), Cleaning Industry Management Standard (CIMS), and Health, Safety and Environment (HSE) guide organizational practices, while personnel standards ensure competence in areas like food handling and construction.

International standards further illustrate their far-reaching impact. The internet protocols relied on daily (HTTP, SMTP and HTML), measurements based on the International System of Units (SI), and even the sizes of batteries and paper are all governed by standards. These allow for seamless interoperability and global commerce, enabling manufacturers to create products that can be used and supported worldwide.

Governments also play an important role in setting standards to drive innovation and protect consumers. For example, the European Union (EU) recently mandated a common charger standard for new mobile phones, tablets, digital cameras, headphones, earbuds and more sold in the EU. Laptops were excluded from the initial rule that took effect late last year, but manufacturers have until April 2026 to comply with the rules.

While the new law does require companies to adapt their designs, it also aims to improve device compatibility, reduce e-waste and simplify consumer experiences. The European Commission estimates this change will save consumers approximately €250 million per year.

Setting the standard in FM

Green building standards continually adapt to reflect technological progress and shifting global priorities. The forthcoming LEED v5 standards exemplify this evolution, placing greater emphasis on decarbonization, equity, resilience and health – aligning more closely with global sustainability objectives. These modifications typically stem from updated environmental targets, cutting-edge technologies, market insights, harmonization with international benchmarks, or efforts to streamline processes and goals. This dynamic approach ensures that green building practices remain relevant and impactful in addressing contemporary challenges and opportunities in sustainable construction.

In facility management, standards are particularly crucial. They drive consistency in service delivery, ensure quality and safety, promote cost-effectiveness, improve performance, streamline training and onboarding, enhance efficiency and facilitate better decision-making. They also support sustainability initiatives, simplify vendor management and ease auditing processes.

Quality control & safety measures

Standards in quality control and safety measures are the foundation upon which reliable operations and workplace well-being are built. They establish consistent benchmarks that minimize variability, reduce errors and create predictable outcomes across processes and locations. When properly implemented, these standards serve as both protective guardrails and performance drivers, ensuring that products meet specifications while preventing workplace incidents. They transform subjective judgments into objective criteria, enabling meaningful measurement, comparison and improvement over time. Beyond mere compliance, robust standards foster a culture of excellence where safety and quality become ingrained values rather than imposed requirements. In industries ranging from construction to manufacturing, health care to food service, standardized quality and safety protocols not only protect consumers and workers but also enhance operational efficiency, reduce costs from defects or accidents and ultimately strengthen organizational reputation and trust.

For example, Johnson & Johnson, a multinational corporation known for its commitment to safety and quality, implemented a standardized protocol called “Safety First” across all of its global manufacturing facilities in 2015. This comprehensive program included:

• a uniform system for hazard identification and risk assessment

• standardized incident reporting and investigation procedures

• consistent personal protective equipment (PPE) requirements

• regular safety training schedules for all employees

• standardized safety audits and inspections

While implementing and maintaining standards in FM can present challenges, from resistance to change to the costs of implementation, the benefits far outweigh these hurdles. Building owners and occupants enjoy more predictable costs, improved safety and compliance, enhanced efficiency and a better overall experience. These advantages contribute to streamlined operations that support core business objectives.

HVAC maintenance

Standardized preventive maintenance schedules and equipment have reduced HVAC-related issues by 50 percent. FMs can predict and prevent issues before they become problems by simply implementing the right standards and streamlining the processes.

Responsible procurement

Responsible procurement standards are fundamentally transforming facility management practices across the industry. Environmental standards have evolved beyond basic compliance to drive ambitious carbon reduction targets, energy efficiency improvements and the development of sustainable buildings that minimize ecological footprints throughout their life cycle. Organizations now evaluate suppliers based on their environmental commitments, resource conservation efforts and innovative approaches to circular economy principles.

Simultaneously, social standards have evolved to emphasize meaningful diversity and inclusion initiatives that create equitable opportunities throughout the supply chain, while prioritizing employee well-being through fair labor practices, comprehensive safety protocols, and initiatives that support both physical and mental health. These standards recognize that human capital is a facility's most valuable asset. In parallel, governance standards have become increasingly rigorous, promoting ethical business practices, financial transparency and accountability at every level of operations. Modern FM now incorporates robust anti-corruption measures, responsible data management and comprehensive risk assessment frameworks that build stakeholder trust. Together, these three pillars of responsible procurement are creating more resilient, ethical and sustainable facility management ecosystems that deliver long-term value beyond immediate financial returns.

The standards of the future

Looking ahead, emerging trends in FM standards include a greater emphasis on sustainability and energy optimization, health-focused cleaning, technology integration, robotics and automation, worker safety and the circular economy. These evolving standards will shape the industry, driving innovation and improvement.

Standards, though often operating in the background, are powerful tools that enhance safety, efficiency and quality across industries and in daily life. In FM, they provide a critical framework for excellence, supporting the delivery of consistent, high-quality services that meet the evolving needs of building owners and occupants.

As global challenges like climate change and technological disruption increase, the role of standards in guiding best practices and driving positive change will only grow in importance. These universal frameworks provide a common language for international cooperation, ensuring that collective efforts are aligned, efficient and effective.

Standards also serve as beacons of best practice, illuminating the path forward in complex and rapidly evolving fields. They enable organizations to benchmark their performance, facilitate the transfer of knowledge across borders and accelerate the adoption of innovative solutions. In the fight against climate change, standards can help quantify emissions, set reduction targets and validate sustainable practices. In the realm of technological disruption, they can safeguard ethical considerations, ensure interoperability and promote responsible innovation.

However, the true power of standards lies not just in their creation, but in their widespread adoption and consistent implementation. This requires ongoing commitment from governments, industries and international bodies to develop, update and promote these standards. It also demands a concerted effort to overcome challenges such as cultural differences, economic disparities and resistance to change.

Looking to the future, the evolution of standards must keep pace with technological advancements and deepening understanding of environmental challenges. Flexibility and adaptability will be key attributes of effective standards in the coming decades.

Ultimately, well-designed and widely adopted global standards represent one of the most powerful tools for creating a more sustainable, equitable and technologically advanced world. Embracing these standards and working collaboratively to implement them can turn challenges into opportunities for progress and positive transformation. The path ahead may be complex, but robust global standards are a guide to navigate it successfully.