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Operations and Maintenance

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Since the pandemic, variable occupancy has become a key issue for building optimization. Yet, operations and maintenance leaders recognize that fluid occupancy levels can occur for many reasons.

Some are short-term—for example, when severe weather strikes—while others can last longer.

Let’s consider a range of contexts that can drive variable occupancy.

Unplanned Situations

Business continuity often requires a flexible approach on short notice. If a lightning strike wipes out power, employees may be safer and more productive working from home. Or, if major roadworks or a traffic accident causes delays in getting to work, the organization may suggest remote working.

People Considering Retirement

When employees are considering whether to take retirement or extend their service, a soft approach can help encourage them to continue working. This can be especially beneficial in job markets with large numbers of vacancies and low levels of qualified candidates. A retention-based approach can also help enable access to niche skill sets.

Diversity Retention

Working parents (mothers, in particular) and people of color are among those who say that rigid work policies are likely to drive attrition, according to the Future Forum Pulse Report. Flexible locations and scheduling can benefit the retention of a diverse workforce.

Employees with Disabilities

Employees in this talent pool may need additional support during a health crisis. A flexible work pattern can help people with disabilities—and their families—feel safe about returning to work. 

team members working
Engineers, including a prosthetic limb user, collaborate at a computer.
Photo by ThisisEngineering RAEng on Unsplash

Perhaps your organization has committed to flexible working. Perhaps it plans to explore new policies. Either way, your expertise will help ensure the organization generates maximum value and flexibility from facilities management.

As a facilities manager, you can help the workplace be ready to flex up or down. Read on to discover some of the key areas of consideration for managing variable occupancy in an optimized building.

Schedule Optimization

From an operations perspective, running a building involves a strong budget management component. The cost of running a building becomes higher as occupancy decreases—particularly if all other building systems remain unchanged.

Once you’re able to anticipate and monitor expected usage, you can make cost-saving adjustments to essential building systems. You’ll be in a stronger position to estimate daily occupancy if you use desk-booking technology.

Anticipate how many people will be using the space at any given time by using scheduling software. This allows users to book desks and office space in advance. Based on this information, you can then choose not to energize certain parts of the facilities that won’t be in use.

Energy Management

With a clear understanding of scheduled occupancy, you can then optimize energy usage around the building. This includes heating and cooling—and even irrigation, as well.

Smart technology lets you monitor energy consumption on a local basis.

If your building accommodates 100 people on two floors, but only 50 people will be in the office, you could minimize or turn off energy usage on the second floor. Let your colleagues know this floor will not be in use, in line with the organization’s environmental commitments.

Smart tech systems also let you check whether doors are opened or closed. During a severe weather situation, or other active situation, you should be able to respond quickly and remotely.

Air Quality

Which parts of the building will be in active use today? How you can ensure optimal filtration levels? Facilities managers must plan ahead for the number of staff on site each day and what zones they will occupy. You can then use technology and controls to adjust local airflows. This aspect of building optimization helps ensure a safe environment for all occupants.

Work Order Software

Offering utmost flexibility, smart spaces allow you to monitor local usage and respond to urgent issues from anywhere in the world. Work order software allows users to report issues. The facilities team can then create and triage tickets based on incoming requests.

As an example, thermostats can be managed remotely via work order-based software. You can also respond to reports of faulty equipment.

Variable Occupancy and Building Optimization

Organizations must be flexible enough to support evolving needs. From navigating a pandemic or short-term situation, to planning the next stage of growth, many scenarios can lead to fluid occupancy levels.

With the right planning and communication, a flexible approach to variable occupancy can benefit workers, while helping deliver on wider business objectives.

Well-designed plans for variable occupancy can help:

  • Retain top talent
  • Achieve diversity goals
  • Act on environmental commitments

Give your organization a competitive advantage by optimizing buildings for variable occupancy.

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Want to partner with an organization whose safety record is 30% better than average, compared to OSHA incidence rates? Contact us today.
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Acknowledge the role your colleagues play in helping conserve energy. Send a note of thanks via chat, email, or by posting a note on the Intranet. Use your smart tech to measure and communicate how much energy they’ve helped save.

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As a facilities leader, you help the organization navigate change. These days, that remit could include returning to the office.

While this may seem straightforward, be prepared. Facilities management post-COVID will likely play a key role in retaining talent.

Hybrid or home-based work models took off with the pandemic, with research showing a sustained preference for flexibility.

Among workers whose jobs can be performed at home, three in five professionals continue to work from home, according to February data from the Pew Research Center.

Yet, in many workplaces, executive leaders want to entice workers back to the office. With your knowledge of facilities management post-COVID, you’ll be an important voice in that conversation.

There’s much at stake. The battle to retain talent, particularly at non-executive level, requires a strategy that recognizes fundamental concerns about health and safety. This is perhaps the most critical value-add you can bring to post-pandemic strategic planning.

According to the Future Forum Pulse Report published in October of 2021:
  • Only 17% of non-executives, currently working full-time remote, support a full-time return to the office.
  • In comparison, 44% of executives in the same situation favor a full-time office return.
  • Nearly 70% of CEOs are leading the return-to-office planning process, compared to just 3% of HR chiefs. This underscores a business-critical context.
Returning to work statistics
Source: Future Forum Pulse, conducted July 28 to August 10, 2021. Number of respondents = 10,569. Sample sizes by country: USA (5,339), Australia (1,060), France (1,049), Germany (1,050), Japan (1,047), and the UK (1,024)

So, how can you prepare for these conversations, and what actions should you recommend to the business?

From start to finish, keep the focus on health and safety. With that approach, you can help reassure employees of their safety, while fostering a more enjoyable workplace.

Discover three actions you can take to strengthen your organization’s return-to-office strategy.

1. Incorporate Smart Spaces into the Workplace

In the post-pandemic world, higher standards of health and safety must be seen and experienced. Smart spaces make this possible, and they can be incorporated at many touchpoints.

Let’s start with building controls. Smart technology adds greater levels of flexibility throughout the workplace, helping leaders flex up or down in response to fast-changing business needs.

“Smart technology for building controls is really essential,” says Tim Vanover, a 30-year veteran of the facility service industry and Director of Business Development at PRIDE Industries.

 

“If we have 40 people coming back to work tomorrow, how do we ramp up quickly, adjust airflows, and make sure their work environment is ready? Similarly, how do we communicate critical information with hundreds or thousands of people in real time?”

To address this challenge, facilities managers can communicate with the entire organization via work-order platforms. These platforms create triggers that send messages at scale.

“For example, you may want to communicate that the first two floors of a building have been sanitized,” says Randy Gregorcyk, Operations Director and Program Development Director at PRIDE Industries. “A work-order platform can send everyone an update via Teams, Slack, or another software stack.”

Timely, frequent communications play a vital role in boosting employee satisfaction.

2. Optimize for a Hybrid Work Model

More than 75% of companies have chosen to adopt a hybrid working model, according to research by Envoy, published in April. As such, facilities managers must be equipped to support the diverse needs of local and virtual workers, with people regularly switching between groups.

Always ensure that employees know what to expect before they get to the office. Providing sufficient information reduces anxiety and fosters a much-needed sense of structure and routine.

Desk-booking software can help. Colleagues can conveniently book space in advance, thanks to simple scheduling software. Known as office hoteling, organizations benefit by maximizing existing space on a day-to-day basis.

“Flexible office designs, paired with below-average occupancy, also allow for extra distance between workstations, as needed,” Gregorcyk says.

 

“And, with fewer workstations required, organizations can also achieve cost savings to the tune of about $8,000 per workstation, per year.”

You should also ask about how they have updated their methods, policies, or best practices, in light of the pandemic.

“Facility services leaders must always be able to respond quickly, keeping visitors and employees informed and comfortable... particularly when the goal is to entice workers back to the office.”

—Tim Vanover, a 30-year veteran of the facility service industry

3. Select Strategic Partners with Solid Records

Many organizations choose to outsource aspects of facilities management post-COVID. As part of this process, you should request information from possible vendors about their health and safety record.

You should also ask about how they have updated their methods, policies, or best practices, in light of the pandemic.

“All of these details can be used to evaluate potential partners. Shortlist vendors who show the ability to help your business level-up its own practices and procedures,” Vanover says.

Once you’ve identified key partners, communicate positive updates about each milestone that improves your organization’s performance. Work with your internal communications team, or PR department, to spread awareness. Encourage employees to celebrate shared successes.

The Bottom Line: Show Workers You Care, Every Day

As a facilities leader, you can help set a gold standard for trust between employee and employer.

Your ability to engage with and serve employees matters, particularly when designing plans for facility management post-COVID.

Whether it’s how quickly you resolve a complaint, or your ability to identify which parts of the building should be cleaned most frequently, these metrics send strong signals. They underscore that the office is a good place to work. It is consistently reliable, safe, and comfortable.

Now, how good is that?

Keep the message simple. Say it often. And back it up with proactive, reassuring actions.

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Want to partner with an organization whose safety record is 30% better than average, compared to OSHA incidence rates? Contact us today.
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“By working together to implement new best practices, you can achieve significant improvements for health and safety.”

—Randy Gregorcyk, Operations Director and Program Development Director at PRIDE Industries

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Want to elevate your operations and maintenance expertise? Check out these upcoming opportunities to discover the latest trends, best practices, and more.

Applying Strategic Thinking to Operational Management – Online Course
July 13-15, 2022
Learning Tree International - Herndon Education and AnyWare Center | Alexandria, VA

What impact does strategy have on operational activity? How do you differentiate between organizational and operational competencies? This course offers key insights. Learn more. 

Developing a Leading-Edge Operations Strategy – Online Course
July 27-28, 2022
Online | MIT Sloan School of Management

This course covers “strategic insights into vertical integration, outsourcing, product strategy, supplier management, process technologies, capacity and risk management, and global networks.” Learn more. 

Building Operating Management’s NFMT Remix
Nov. 2-3, 2022
Paris Hotel | Las Vegas, NV

This trade show and educational conference welcomes professionals who oversee the management, operations, maintenance, renovation, and construction of non-residential buildings. Learn more. 

International Conference on Advanced Operations Management
Sept. 27-28, 2023
TBC| San Francisco, CA

Industry practitioners are invited to join researchers and educators in discussing the most recent innovations, trends, and challenges from advanced operations management. Learn more. 

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PRIDE Industries Gets a Sensitive Military Forensic Lab into Pristine Condition

Located in the Gillem Enclave in Forest Park, Georgia, Fort Gillem is home to the Defense Forensic Science Center (DFSC), the Department of Defense’s premier forensic center. At the DFSC, scientists and technicians examine and analyze crime scene evidence for the Army, DoD entities, and federal agencies. Center services include specialized forensic training, research and laboratory analyses, and management of the DoD Convicted Offender DNA Database Program. Since 2016, PRIDE Industries has provided facility operations and maintenance support to the DFSC, maintaining 150,000 square feet of building space. Over the last several years, we have improved the site mechanics through ongoing maintenance and added improvements.

Situation

In 2016, the Defense Forensics Science Center (DFSC) was seeking a contractor who could meet their unique needs and was up to the demanding task of keeping this vitally important lab in peak condition. Due to the exacting nature of the lab’s work, which includes handling delicate forensic evidence for the U.S. military, the DFSC must maintain a pristine environment at all times. After a thorough search, the DFSC chose PRIDE Industries to take on the crucial work of ensuring that key infrastructure elements, such as HVAC and video gate controls, were in working order. There were also important repairs to be made. In one mechanical room, for example, a series of leaks had caused water to pool on the floor.

Solution

PRIDE Industries systematically addressed each of the issues that were preventing the lab from operating at peak efficiency. Actions taken included:

  • Cleaning and repairing all broken systems
  • Documenting all center assets and implementing preventative maintenance protocols
  • Ensuring that HVAC temperature and humidity controls were functional and accurate
  • Optimizing the facility’s up-time

PRIDE Industries employed an inclusive team to make repairs and improvements. Today, this team ensures that critical systems are properly maintained. By working with PRIDE Industries, the DFSC is able to meet its diversity goals as it reaps the benefits of a proven workforce with statistically high retention rates and low turnover.

Services Provided

  • Repair and maintenance of HVAC systems
  • Repair and maintenance of gate and video gate controls
  • Repair of pipe leakage
  • Documentation of assets
  • Implementation of preventative maintenance protocols
  • Ongoing maintenance of laboratory’s critical mechanical systems
  • Pest control
  • PH monitoring
  • Sign making
  • Appliance maintenance
  • Grounds maintenance

Results

  • Assurance of laboratory-optimal environmental conditions
  • Maximization of up-time
  • Meeting of inclusivity goals
  • Consistent service provided by a proven, reliable workforce
  • Positive community impact resulting from the employment of nearly 50 local subcontractors
Defense Forensic Science Center logo

Highlights

150,000 sq. ft.

of building space maintained

“PRIDE Industries solved a long-term generator malfunction that had plagued the facility for years. Working side by side with the generator’s manufacturer, they were able to document and troubleshoot each failure—eventually discovering a minor manufacturing wiring assembly problem. In correcting this, PRIDE Industries relieved the DFSC of a chronic issue.”

— Fort Gillem Customer
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soldiers in uniform walking through landscape

Keeping an Important Army Installation in Top Shape

Since 2009, PRIDE Industries has provided Base Operating Support Services to Fort Johnson (formerly Fort Polk) and the Joint Readiness Training center (JRTC). We manage 2,243 buildings, over 1,000 miles of roads, and more than 238,000 acres of land at this Vernon Parish, Louisiana site. To deliver these crucial services, PRIDE Industries relies on an inclusive workforce that includes many people with disabilities—an employee group with proven high retention rates and low employee turnover.

Situation

Fort Johnson features modern barracks, comfortable on-post housing, bustling offices, and sophisticated service facilities—all of which require regular maintenance. In addition, Fort Johnson contains an entire mock town where soldiers practice fighting. As a result, the town’s features must be constantly rebuilt. Because of Fort Johnson’s location, it is also subject to occasional hurricane damage and freeze events—necessitating rapid recovery protocols. The fort also requires regular upgrades, like the stone path we built that leads from the barracks to the commissary. In addition to original construction projects like the path, PRIDE Industries provides repair, cleanup, and rebuilding services. These services keep the buildings and grounds of Fort Johnson in peak condition, ensuring the health and comfort of the 8,000 soldiers and 13,000 family members who call Fort Johnson home.

Solution

Starting in 2009, PRIDE Industries’ inclusive workforce has provided all of the following solutions in a timely, cost-effective manner:

  • Servicing of paved and unpaved surfaces
  • Implementation of facility improvement strategies and procedures
  • Ongoing reconstruction of all doors, windows, and plywood that get damaged during fighting practice
  • Rapid recovery from hurricanes and major freeze events
  • Building the morale-increasing Geronimo trail, linking barracks to commissary
  • Providing consistency with a workforce that boasts high retention rates and low turnover
  • Down-time minimization

Services Provided

  • Building management
  • Paved surfaced area maintenance
  • Grounds and landscaping
  • Servicing unpaved roads, bridges, ranges, and railroads
  • Range support maintenance and repair
  • Preventative maintenance
  • Facilities improvement
  • Minor construction
  • Hurricane and storm recovery
  • Freeze event recovery

Results

  • 145 local residents employed
  • 70 persons with disabilities employed
  • 13 military veterans employed
  • PRIDE Industries is consistently highly praised in Contractor Performance Assessment Reports
  • Based on previous performance, PRIDE Industries was awarded a significant modification to the contract in 2016
  • 8K troops and 13K family members supported

Highlights

2,243

buildings managed

>1,000

miles of roads maintained

>238,000

acres of land maintained

70

employees with disabilities

"PRIDE Industries’ unwavering support during all three storms was invaluable. Their ability to listen to and anticipate the Government’s requirements have allowed them to offer sound and timely solutions to several complex problems."

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Maintaining the Army’s Largest Installation for More Than 15 Years

The US Army Garrison at Fort Bliss, Texas, is the largest installation in FORSCOM (United States Army Forces Command) and is the site of America’s Tank Division. The Army post is also home to nearly 40,000 active-duty military personnel and contains a number of state-of-the-art training facilities.

 

Situation

In 2007, Fort Bliss leadership sought an AbilityOne provider that could provide a broad range of facilities maintenance services and lower their Total Facilities Management costs. 

Solution

As an AbilityOne provider, PRIDE Industries hires, trains, and continuously supports employees with declared disabilities, giving them valuable job skills and an independent life. The company also has a long history of serving military customers, and has the facilities management expertise needed to handle every facet of operations support at a military installation. These traits made PRIDE Industries a natural fit for the work at Fort Bliss.

Services Provided

  • Facility Operation & Maintenance (O&M)
  • Between Occupancy Maintenance (BOC)
  • Glass, grounds, and street maintenance
  • HVAC and appliances
  • Pest control
  • Materials warehouse
  • Sign making
  • Solar panels
  • Vehicle wash facilities
  • Self-Help/U-Do-It services
  • Call center operations

Results

  • >100% increase in the installation’s service requirements since 2007
  • 2020 renewal of contract
  • $6M in procurement value savings
  • 452 team members employed
  • 70% of team members have a documented disability 
  • 230 Subcontractors and vendors employed though the contract
  • >85% are local

Awards

  • Texas Workforce Commission and Texas Veterans Commission for Commitment to Veteran Employment
  • AUSA Business Partner of the Year
  • Texas Governor’s Annual Employment Award
  • Texas DARS Business of the Year
Fort Bliss TX logo

Highlights

452

team members employed

$6M saved

in procurement costs

70%

of workforce with a documented disability

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