Health and Safety Gone Mad

In every industry the requirements to adhere to Health and Safety guidelines mean inspections, audits and recording data is important – but Facilities Management sees more of this than most. It sometimes feels that the increase of red tape and H&S documentation is a full time job in itself, making sure that records are kept, checks are made and everyone is complying to the regulations – and keeping all of that information to hand can take up a lot of time and space. In fact, the teetering towers of files and paperwork can be a health and safety risk in themselves if we don’t have a good system!

Health and Safety Gone Mad

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This year has been one of the most significant when we look at the measures we need to go to for health and safety and protecting our workforce and the people who use the facilities we manage – especially if we have a large portfolio of locations and facilities being used by multiple services users, members of the public and varied workforces managing different projects. Auditing and cross checking every aspect, recording these inspections, updating the team and maintaining records at head office so that each aspect is covered is time consuming and can be a real pain – all the more so in 2020.

The extra steps we’ve all needed to take to maintain standards of cleanliness and safety through the Coronavirus pandemic have created a lot more work, and it’s more important than ever to maintain an effective and efficient system for these records, so that you can evidence that you’re protecting people and adhering to contact tracing if someone should become unwell.

It’s a headache, and it’s a lot of pressure on the teams who need to complete and process these inspections and audits – and the responsibility for H&S regulations being adhered to from Government and organisational guidelines at every level eventually falls onto the shoulders of the ground level workers tasked with the job day to day.

Make it easy on them – and on your back office team who need to maintain and collate all of this information – by investing in a system which can give all the information at the touch of a button, communicate it in real time, capture and evidence data with photographic inputs if any issues arise, immediately allocate remedial work to the right member of the team and streamline your processes in one easy to use, mobile ready app.

Health and Safety is at the forefront of all of our minds as the restrictions of lockdown begin to lift, and we are all moving back into the workplace with an eye on the safety and protection of anyone using that space. Businesses and FM teams are seeing a huge increase in demand for these processes, and in the transparency of the process – meaning that the demand for simplicity in digitised systems is increasing exponentially.

Protecting yourself, your team and your customers has never been easier thanks to the Mobiess Health & Safety  Audit App.

Health and Safety may have gone mad – but thanks to this one-stop digital system, which can be tailored to capture the specific data you need and immediately communicate it with your existing back office systems, you and your workers don’t need to. It’s never been easier to maintain your H&S records. Contact us today to find out more.

 

Measure and Track the Cleanliness of your Buildings, and Safeguard your Staff, in a Busy and Changing World

Maintaining facilities in buildings of any size and condition means keeping records to show that you are maintaining a standard of cleanliness and hygiene that protects people from harm. The recent Covid-19 pandemic has shown more than ever before that cleaning audits are vital to protect those using the space in any working environment.

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Our digital Cleaning Audit template is a standalone application which gives your team the ability to maintain records of cleanliness in your facilities, and evidence improvements in any areas where standards need raising.

As part of our library of preconfigured Published Apps, the Cleaning Audit allows you to produce reports which can be shared with stakeholders to evidence your hard work.

Stakeholders are more keen than ever to see assurances that high cleanliness standards are being maintained – and your legal requirement for compliance and auditing means that keeping records of your cleaning schedules and standards is vital.

Our Cleaning Audit app is a simple to use, ready-made solution which lays out the standard cleaning audit that most professionals in facilities management are familiar with – but keeps all the data in one place, sharing records in real time with your team to keep your facilities clean and hygienic, and maintain a high standard of work.

Any issues can be raised immediately with annotated photographic evidence, and this also maintains a record so that you can evidence the work undertaken to improve the issue.

Clearly defined responsibilities and actions can be assigned to specific team members, and reports can be shared with the whole team. Simplify your reporting and record keeping processes, and your work orders.

Available as a standalone app, the Cleaning Audit template from Mobiess can also be added to your existing Insight Suite, further enhancing your data recording process – and all for just £5 per month.*

Simplify your work – and give your team exactly what they need at the touch of a button.

Get in touch with our team, and let us show you how simple it can be; call 0203 411 1795 today and ask for the Cleaning Audit app.

*Per e-form/app per user

Internal Condition Survey

Life Cycle Surveys Made Simple

Life Cycle Surveys Made Simple

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Not all organisations need a full suite of digital solutions for collecting and collating data; sometimes you just need one form to streamline the information you need to collect and share, and find yourself struggling through a market swamped with complex solutions when you just need one easy fix.

That’s why we have created the ‘Published App’ range of products; rather than investing significantly in a full range of services which you just don’t need, simply pick the specific e-forms you need, and see immediate increases in your efficiency.

Easy to use, off-the-shelf apps designed to simplify your processes, the Published App range is available as individual products – priced to suit any budget at just £5 each – and can also be applied as an add-on to your existing Insight Suite.

The first of these services is our ‘internal conditions survey’ – a one-off e-form which captures all the information you need to complete internal conditions surveys, include photographic data which can be annotated to support and evidence the inspection. Ideal for any environment where you need to track condition changes, record any damage and repair data, and create estimated lifecycle costings.

Full digital systems can get expensive – and you may find that you’re scrolling through long lists of forms, data and empty space before you access the information you actually need. When that’s the case, organisations often find that their team just aren’t using the system – because it’s bulky, unhelpful and not user friendly.

Simplify your work – and give your team exactly what they need, all in one place.

One form, one app, one connected, communicative resource where all your data sits together, easy to access and compare, and easy to select specific information for reporting, whether you’re on site or in the office.

Get in touch with our team for a demo, and let us show you how simple it can be; call 0203 411 1795 today and ask for the internal condition survey app.

5 Tips for Asset Hierarchy

5 Tips for an Effective Asset Hierarchy

What is the best way to create an Asset Hierarchy?

If you want to streamline, improve and simplify processes for your workforce, particularly when a mix of teams and projects require access to assets at different times, spread across multiple locations, a well-structured Asset Hierarchy allows you to manage surveys and assign work orders in the right places.

5 Tips for an Effective Asset Hierarchy

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Defining your standards and expectations for data collection regarding asset usage and condition means that you can stay ahead of any maintenance needs long before damage causes failure or irreparable harm. This reduces the cost – smaller repairs to prevent failure are simpler to fix than catastrophic damage – and repairing smaller damage is considerably cheaper than replacing failed assets. The impact of downtime on your workforce and your managed facilities is also reduced as vital equipment failing can stop work entirely. This also costs you in man hours, paying people who aren’t able to work, and delaying completion of jobs.

To help you create an effective asset hierarchy we have put together 5 tips based on our many years of experience within the FM industry:

1. Give your Asset Hierarchy an instinctive and logical structure.

2. Follow uniformed approach to asset coding and naming.

3. Only include what you need to.

4. Define asset-specific attributes to ensure consistent level of data capture.

5. Audit and update the information included regularly.

 

Let’s go through them one step at a time:

1. Give your Asset Hierarchy an instinctive and logical structure.

You may already have a maintenance system in place, with asset profiles for each asset and component listed; if so, you have already completed much of the task. If not, you need to put careful consideration into the profiles of your assets, and the structure of your hierarchy.

Many industries have existing standards for asset identification – so look at those for examples, and then factor in a system which identifies the location and the purpose of your site and the asset in relation to one another.

For example, do you consider a motor as one whole asset (parent) with component parts (child), or are those component parts themselves individual assets (parents)?

Each asset type needs to be assigned a specific, unique identifier with uniform recognisable coding – which leads to our next tip:

2. Follow uniformed approach to asset coding and naming.

By this we mean that you need to follow the same pattern for naming your assets within the system, and ensure that the physical assets can show that code/name in some way (some people label with paint, barcode labels, or some engrave the asset itself.)

The image below shows one such naming system:

 

Mobiess Asset Hierarchy

3. Only include what you need to.

As we are emphasising the benefits of an Asset Hierarchy and its structure, you might think we’d encourage you to include every single thing you can think of – but that could actually be counterproductive, and make your new, efficient dataset cumbersome – which will make it more challenging for your workforce to actually utilise the system effectively. Cumbersome systems quickly become redundant.

A smaller hierarchy, with more depth per asset, is a more valuable use of time and the system than an overpopulated beast dotted with smaller, unrelated pieces of information. This is not only harder to navigate; it entirely removes the connected data aspect of the tool.

Initially, we would recommend taking your time to input things in order of priority and importance. Your priority is critical machines; things which would either be the most costly or the most disruptive to repair or replace if they fail. These would be the costliest case for downtime, so are the most significant assets to track and monitor.

Following those, you ought to input your most numerous assets; those you have multiples of which are most commonly used, so that you can determine which equipment is where, which is getting the most use, which will be due for inspection and maintenance most quickly, and which can be pulled into place should something fail, to reduce the impact of downtime across the workforce.

Finally, you can begin to return to those first and second rounds of information and input the ‘child’ components – anything repairable or replaceable which is vital to the functioning of those top level ‘parent’ assets.

4. Define asset-specific attributes to ensure consistent level of data capture.

To ensure data collected by a mix of individual engineers and surveyors is consistent, it is important to carefully consider the unique attributes required for each type of asset, and whether that data should be gathered on a mandatory, recommended or optional basis. Defining these attributes will standardise many vital elements and rules including whether a barcode scan is required, business criticality, mandatory photographic evidence, manufacturer details and of course condition grading (and many more.)

Clearly defining your asset attributes helps to achieve a high standard of captured data and maintains a baseline of expectations across your entire field team. This also avoids wasted time due to over-collecting data that is not required, or needing to make costly site revisits due to under-collecting critical data missed first time.

5. Audit and update the information included regularly.

Like any other project, a process of continued review and monitoring is important for developing an effective Asset Hierarchy. Typical issues include:

  • Duplicated, missing or inaccurate asset systems and types
  • Inconsistent asset attributes that do not meet the required scope of project(s)
  • Out of date info related to asset life expectancy (ref CIBSE Guide M or similar)
  • Inaccurate costing benchmarks for repair or replacement (ref BCIS/Spon’s/NSR)

Mobiess can help you review and improve your existing asset data, giving you a high quality, optimised Asset Hierarchy. Visit our Asset Hierarchy Review page or call us on 0203 411 1795 to speak with one of our technical experts, discuss your requirements, and learn how we can tailor our solutions to meet your needs exactly.

 

Benefits of Creating an Asset Hierarchy

For those working in Facilities management and monitoring the tools and equipment used throughout their business, an Asset Hierarchy is a valuable and efficient way to consolidate all the data you need.

Benefits of Creating an Asset Hierarchy

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A structured Asset Hierarchy helps streamline information, stay ahead of the maintenance schedule, and avoid unplanned expenses and breakdowns, as well as maintaining efficient cash flow and efficient work order processing. When we say Asset Hierarchy, we are referring to the system used to list, organise and categorise information on all the assets, machines, equipment and components or spare parts a company has, in one or more locations.

This is usually presented as a top-down structure, which means that your maintenance professionals can see at a glance the relationship between these assets, following a standard ‘parent/child’ logic.

Presenting this information in a way which conveniently connects the assets means that necessary maintenance is carried out in a timely fashion. Issues can be traced, and the parts and components required for repairs or replacement are easily identified.

 Why is an Asset Hierarchy a valuable tool?

We already mentioned that the Asset Hierarchy simplifies maintenance – but it also means that planners, employees and auditing systems can trace assets, their relationship to other assets, the bigger picture of company-wide assets and where they are located.
An accurate and updated Asset Hierarchy is a vital tool to assist with the processing of information when using any maintenance management system – and means that your team can respond to the requirements of your maintenance processes, rather than waiting for faults, damage or failures in any equipment to highlight issues.

With many years of experience in the FM industry, we have created platforms which simplify and automate much of this process and take the hard work out of what might just be the most important process in your organisation.

Mobiess can help you review and improve your existing asset data, giving you a high quality, optimised Asset Hierarchy. Visit our Asset Hierarchy Review page or call us on 0203 411 1795 to speak with one of our technical experts, discuss your requirements, and learn how we can tailor our solutions to meet your needs exactly.

 

Data Organisation

Is Your Organisation Data Driven?

Facilities Management is no different to any other industry; always looking for the latest trends, the forward-thinking methods and technologies, ways in which your office can streamline the work carried out across your portfolio so that on-the-ground teams can communicate efficiently with every level.

 

Is Your Organisation Data Driven?

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We see organisations of every size claiming to be ‘data driven’ – adamant that they have embraced a technology which promised to streamline this process, making the data available to everyone necessary, and using that data to make improvements.

Often we find that a shiny new system has promised all manner of things, has been adjusted clumsily and failed to adapt to the specific needs of the organisation – almost but never quite meeting the actual requirements of the team. Although data is being collected, once it’s inputted to the system that data is mostly ignored, and things continue in the way they’ve always been done.

Data-driven teams don’t just plough forward aimlessly. They assess, collate and compare at every stage, using data to make predictions and streamline energy. Efficiencies are brought in to the working systems, saving time, money, and meaning that fewer staff are needed to complete tasks. Many things can be automated or eradicated altogether.

How can you tell if you truly are a data-driven organisation – or whether you’re stumbling through your systems and not quite getting the best from them?

Read some of these statements, and let us know if any sound familiar…

  • Nobody in our workforce analyses the data.
  • Instinct leads most of our decisions when we plan work.
  • We have an idea of how efficient we are, but no real way to measure it.
  • There are no goals or targets for improving the data we collect

Does that sound like your experience? There is a good chance your office has requested more paperwork or even digital reporting, but the way you work on the ground hasn’t changed in years. If it does, we’ve got bad news: your claims of being ‘a data-driven organisation’ are untrue. You’re not getting any benefit from the many working hours your team have spent inputting information or collecting reports.

  • We input a lot of data and file reports, but nobody really knows what happens with the information.
  • Nobody knows how to process the information collected.
  • Reports are quite organic, with no graphic representation of what the information means.
  • Data is often ignored or directly dismissed as not representative of the ‘real picture’.
  • If some data is missing or reports aren’t filed, nobody notices and there’s no consequence.

This means that your organisation doesn’t have the information you need to future proof yourselves in a rapidly evolving industry.

If you want to keep yourselves ahead of the curve and make the most of your team, we can help. Ensure that everyone is where they ought to be, when they need to be there.

Keep your staff happy, your tenants happier, and embrace a data-driven system which will improve efficiencies and streamline both your data and the work you are achieving.

Call now on 0203 411 1795 or arrange a demo – and visit our website to learn more about what we can do.