In One Place

Another benefit is the peace of mind from knowing that people have necessary records and resources stored digitally and not just in a paper format. Theft, fires and floods are some of the numerous disasters that could put physical record accessibility under threat, which is why FMs should create a digital materials library.

It provides a reliable reference point

FMs have so many day-to-day tasks that it is unrealistic to expect them to remember everything without help from technology. Plus, the people who know the correct information are not always available. They retire or go on vacation. A digital materials library can answer questions like:

• When was the building’s main climate control system installed?

• Which company supplies the gravel in the uncovered parking lot?

• Which type and color is the carpet in the conference room?

Having information in a digital format makes it easy to update as needed. Maybe most of an apartment complex features a particular brand of paint; however, a wing added within the last two years might have paint from a different provider. Having those details captured digitally saves people from scrambling to find physical receipts, order forms or other paperwork.

A digital database can easily accommodate physical records, too, making it easier for FMs to stay organized and on top of the tasks they need to do or the things they must buy.

It minimizes disruptions

Facility issues can span from mild annoyances – a broken intercom system – to matters requiring temporary operational shutdowns – a gas leak that closes the facility for a day or more, depending on what caused the problem.

A recent survey of FMs in the educational sector found that 93 percent experienced emergencies from infrastructure malfunctions over the past year. Relatedly, 71 percent said they would like to reduce downtime and disruptions.

Consider a situation in which a violent storm damages part of a facility’s roof, but the issue has not yet caused enough of a problem to put people at risk or otherwise warrant a closure. Once an FM becomes aware of the problem, having one place from which to retrieve the necessary details about replacement supplies or the service people to install them reduces the chances that fixing the problem will cause a long-term operational pause.

A digital materials library could also help FMs track which products work best. Perhaps someone vandalized a prominent college building only four days before campus tours are set to start. A digital materials library could contain specifics about the best product to clean graffiti and a note that two other options also in the system do not work as well. As long as the FM team can obtain the best product quickly, there is probably no need to delay the planned tours.

It supports issue management plans

Besides containing details about the type of flooring used in a cafeteria, the manufacturer of the faucets in the restrooms and the brand of furniture chosen for the main lounge, a digital materials library can also contain information about which parties to contact when things go wrong.

For example, a commercial energy supplier can assist with a an organization’s cost-control efforts by suggesting ways to save and find hidden expenses. The contact person at such companies can also provide accurate information during immediate challenges, such as a power outage at a busy hospital.

That is a significant crisis, but consider a smaller snag. Maybe the smart lights in a room will not respond to commands from the accompanying app, yet people can still turn them on manually. It is in an FM’s best interest to sort out that problem, especially because doing so allows getting the maximum return on investment from the technology.

A digital materials library could contain scans of the user’s manual included with the smart lights, allowing the FM team to quickly access it and use the content as a first step in the problem-solving process.

It enables consistency across sites

Having a database of materials is also valuable when property managers may oversee sites in multiple locations and want them to look the same or similar regardless of the place. There is no need to guess which shade of blue paint to use in the bathroom if the FM team can find it by looking at a database.

As decision makers prioritize eco-friendly upgrades, many choose materials to create cool roofs. These send more heat into the atmosphere than conventional roofs. However, the appropriate options vary depending on the local climate and the roof’s average sun exposure. A digital materials library can confirm the differences across various buildings overseen by a member of the FM team, making maintenance more straightforward.

Designers commonly use digital materials libraries, and one particular use case shows how property managers could benefit from approaches that originated in the design world. That indexed and cross-referenced library contains more than 1,000 materials, including less common ones, such as a leather-like material made from bark.

Besides inspiring users about materials to consider, this collection also contains direct sourcing links. That way, once a person finds an option that seemingly fits their needs, it is easy to research it further or even plan to purchase it.

It supports safety

Hazard reduction is a significant part of FM success . Servicing a boiler on the recommended schedule or applying non-slip material to areas of heavy foot traffic are two practical ways to cut down on accidents and injuries.

A digital materials library can support such efforts by clarifying the precise products purchased for a facility’s upkeep. Such information becomes vital when news breaks of recalled products.

In early 2021, consumer product regulators in the United States recalled containers of a spray-on product that prevents corrosion. They noted that a flaw in the product’s pressurized container could cause the bottom to suddenly detach and hurt users. The regulators provided a batch number of the affected products.

If the digital materials library includes enough supporting details, verifying whether a purchaser ended up with the faulty cans is easy. Plus, the product in question helps with galvanized steel repairs. Any database of primary materials used by a facility manager should ideally include supplementary information about the products used to treat such surfaces.

Relatedly, a digital materials library can contain content about all of a building’s fireproofing measures. For example, a wall’s fire rating varies from 20 minutes to 4 hours, while door fire ratings are typically for shorter periods. Additionally, using fire-safe furniture is another measure to keep blazes more contained. A database can specify the location of all flammable products, such as alcohol-based cleaning products.

It facilitates team member & contractor communications

The FM sector is one of many experiencing a labor shortage. One global market report anticipates a 6.6 percent compound annual growth rate in the industry through 2027. However, the authors noted, “...There is a stoppage in adopting of facility services for maintenance services owing to shortage of manpower and capital.” The report also said, “...the non-availability of staffs is causing hindrance in the facility management services around the globe.”

Some potentially compounding issues are contractor and materials shortages in the construction sector, which could both come into play if FMs must coordinate urgent building maintenance. A June 2021 report found 35 percent of contractors turned down work due to the labor shortage. Plus, 46 percent of respondents felt concerned about the reduced availability of building materials.

Having a digital materials library could help with both of these challenges by streamlining the communications between a facility management team and any applicable third parties. For example, that database might include a log of area contractors contacted, including their estimated lead times for sourcing the supplies they need. It could also contain any records of communications between the parties involved.

Then, a digital materials library can become a helpful resource if an FM needs to hire new permanent or temporary team members. Giving them access to the information it contains as part of their onboarding process is a practical way to help them hit the ground running while also familiarizing them with the contractors used to complete work in the past.

Start creating a digital materials library

These are only some of the compelling reasons why FM professionals should seriously consider taking the time to build and maintain a digital materials library. Such an endeavor takes time, but it can pay off immediately and over the long term.