In summary, we have established common language for this discussion and explored the first 2 most obvious reasons for using facility management software. (Be intentional and Central Data base/Repository).

Now, let’s expand that list and look at a number of other factors in making the right decision for your church/ministry:

1. Hit by a truck: What would happen to all of your data, plans, procedures, systems, process, etc…if your key person at the church was (heaven forbid) hit by a truck?  Would you lose all of the data that is squirreled away in their head?  Would you find yourself starting from scratch?  What things might go undone or undetected until something major broke-down? Would you know where all of the files were stored and what vendors had contracts with the church or what promises had been made?  I have met dozens of great facility managers.  They know their facilities like the back of their hands and they are invaluable to their church.  But…what if suddenly they were gone?  Would you be prepared?

2. Long Term Capital Improvement Planning: We have been pretty surprised by how many churches do not have an active “sinking fund” or some form of capital improvements process.  When we ask them about their planning process for major capital expenses (i.e. replacing flooring, replacing HVAC equipment, resurfacing parking, etc), the oh too common answer is..”we wait until it breaks and then replace it.”  OUCH…does not sound like planning. It is funny that we generally do a tremendous job when we plan for a building expansion or new construction project.  We set aside money in a building fund…evaluate the costs…and plan accordingly.  However, we find it more common than not that this level of proactive planning dies when a church moves into the building.  Having a proactive means to project and plan for future capital expenditures is a key factor in using facility management software

3. Prioritize work: Does the “urgent” take precedence over the important?  Does that last e-mail or call take you offtask? Ever walk into the office and know you have a  million things to to…but don’t know where to start? Do you feel like you have a mountain of work…e-mails…projects…emergencies?  Well…you are not alone.  Frankly, I feel exactly like that as I am typing this.  I have a fence to repair, bills to pay, accounting to update, and so much more.   Well…the use of software solutions can be a tremendous asset to staying on point and keep work prioritized.  If it was not for Outlook, I would forget where I am to be, everyone’s phone numbers and even when to take certain meds (I know…I am a mess).  If it was not for my Salesforce.com account, I would not be able to stay on task with the people I need to follow up with or to get a proposal out.  Facility management software can do the same thing for your facility team.  It can set the priority of the work, set an ETA for the work to be complete and send e-mail alerts and reminders.  Trying to keep all of this in your head or on a legal pad will only increase the stock value for Advil.

4. Manage Vendors: Who is approved to work on your site? How do you track their names, address, e-mails, phone numbers, etc?  How do you dispatch work to the vendors? Fax?  Phone?  Smoke signals?  Most good facility management software solutions will at the very least provide a section to list all of the pertinent data about your vendors and subs.  This is a necessity at the very least.  The better systems will also provide a means for assigning work orders to vendors and dispatch the work orders via an automated system through e-mail, text messages or some similar method.  The very best that we have seen will also allow you to do a “end of work” evaluation of the work that will create a historical thread of data for your future reference.  We believe that these tools are vital to the success of your work flow and will save you a great deal of time and frustration in the future.

Well…that is it for this time….there are several more factors that need to be discussed…but they will have to wait until next time.

BTW, if you have not already seen the most recent article in Worship Facilities Magazine about cleaning your facilities, check it out here

Download

Last time we developed some “common language” to establish a baseline for our future discussions.  The terms we defined were:

1. Service Request

2. Work Order Process (a better term may actually be Work Order Management)

3.  Scheduled Maintenance

4. Capital Improvement Needs

5. Vendor Management

6. Equipment Cataloging and Tracking

So…why should your church consider using some form of Work Order Management software or Facility Management software?  Isn’t that just for big churches with big facilities and big budgets and big staff and big….(you complete the rest)…

If you have followed any of my past blogs (thanks mom and dad), then you know that I have stated that our church facilities are large complex commercial structures.  Even if your facility is less than 10,000 square feet, it is a commercial structure…and it is complex. It may be the “house of God” but it ain’t no house.

Regardless of the size of your facility, take a minute to answer the following questions:

1. Does your facility have more than one HVAC unit? If so, do you have more than 5 “tons” of cooling/heating capacity?

2. Does your facility have an electrical service that is larger than 400 amps?

3. Do you have paved parking spaces with a curb cut to a city, town, county, state or federal road?

4. Do you have an automatic fire sprinkler system?

5. Do you have a fire alarm system?

6. Do you have exit signs and emergency lights?

7. Do you have ceilings higher than 10 feet with light fixtures in those ceilings?

8. Is any part of your roof over 30 feet tall?

9. Do you have more than one water heater?

10. Is any part of your building made of steel/metal?

If you  answered yes to 2 or more of the above questions, then you likely have a complex commercial structure and with that type of structure comes the need for scheduled maintenance, repairs, service, etc. In most cases, these tasks exceed the ability of the typical “residential” handyman.  They need to be completed by skilled professionals in these trades… whether from inside your congregation or not.

I can hear you saying….“OK…we agree with you in principle….but so what?”.  Good question

Well, let me start with 2 of the most obvious this week, and then address more next week.

1. BE INTENTIONAL:  There is a quote that most of you have heard…but I believe it is so appropriate for this discussion...”People do not plan to fail, we fail to plan”. We do not plan to forget to change the HVAC filters or to clean the coils or to clean the carpet.  However, without a plan, these things become lost in the hustle and bustle of the “urgent” items that absorb our daily activities.  When that happens, the low cost maintenance items become higher cost repair issues.  Having a proactive system that will serve as your “reminder” for these items will not only save you time, but assist you in being intentional with the care and maintenance of your facility…remember, these were entrusted to our care.

2. CENTRAL DATA BASE/REPOSITORY: Do you have a spreadsheet here…a post-it note there…an e-mail requesting work be done…a legal pad full of ideas…your computer calendar with dozens of reminders?  Unfortunately, this is more the norm than the exception.  We met with a new client the other day who said “When all 4 of us involved in the care of our facility are together, we then have all the needed data”.  So, what happens when only 2 of them are together…do they only have 50% of the needed data and information?   We are hearing this over and over from small churches  to those with hundreds of thousands of SF.  This “plague”  is an equal opportunity offender.  Having a single source to input and store your facilities data is critical.  You need to have a single secure place to store data, process work orders, track historical data, evaluate work requests and manage vendors….and it needs to be accessible to all the key players and stakeholders at the church.   Without this single repository, you will always be subject to missing critical data when you need it most.

There are a number of other critical issues to discuss…so join me next time…and please join in and provide some insights that may help all of our readers.

Legal Pad?

Excel spreadsheet?

Post-it Notes?

Cross your fingers, then hope and pray?

I would like to explore the other options for tracking work orders, service history, equipment inventory and condition, capital improvements, defective equipment log, vendor log, on-site maintenance staff assignments….and so much more.  We will take the next several weeks to investigate the needs of most churches to track service requests and work orders as well as being proactive on tracking capital improvements to assist in your annual budgeting process.

To get started let’s develop some common language…here are some words and phrases that will help us in this discussion:

1. Service Request: A request from within your church/ministry that someone is asking to be addressed (i.e. It is too hot in our classroom, the copier is not working, the toilet is clogged, etc….sound familiar)

2. Work Order Process: The system/process that you use to facilitate the inspection, review, acceptance and fulfillment of the Service Request.

3. Scheduled Maintenance: Items that reoccur on a regular basis (or should occur on a regular basis).  These can include Preventive Maintenance items (i.e. HVAC servicing, changing filters, systematic replacement of light bulbs, certification of fire extinguishers as well as regular maintenance on elevators and other systems with moving parts) as well as other items that need to be scheduled and tracked on a regular basis (i.e. housekeeping items, yard maintenance, mulch in the plant beds, window cleaning, carpet cleaning, etc, etc, etc)

4. Capital Improvement Needs: These are items that are identified as having a predicted life cycle with a predetermined or expected end of its useful life/service. These would be items that would require capital funds to replace or significantly modify in order to extend or start a new Life Cycle (i.e. Replacement of HVAC equipment, paving in the parking lot, replacing or re-coating roofing materials, replacement of floor coverings, etc)

5. Vendor Management: Who does work on your facility?  Is it by on-staff personnel…outside vendors…volunteers?  Regardless of who does the work, you need to assign the work and then follow up on the completion of the work.  You also need to track Certificates of Insurance for vendors that are not on staff at the church.  There needs to be clear and definitive communication to all personnel that are performing services for the church including assigning of work, tracking of the work, issuing the proper paper work (i.e. work orders, PO’s, work scopes, “not to exceed” amounts for the work, warranty fulfillment…and so much more). All of this would fall under the category of Vendor Management.

6. Equipment Cataloging and Tracking: Your facility has HVAC equipment, light fixtures, bulbs, plumbing fixtures, water heaters, kitchen equipment, IT equipment, office equipment, yard equipment, cleaning equipment…and the list goes on.  So…what is your process for tracking the manufacturer, make, model, components, warranty remaining, quantity of items, service history (when was the last time this was serviced, repaired or replaced) and other aspects associated with this equipment?  Do you currently have a system/process to schedule work orders and preventative maintenance to each specific item?  Do you even know the make and model number of all of your equipment…if not…why not?

OK…now that we have started to develop a  common language, we will explore how a process and system can be developed to help you with managing your facilities.  To keep this all in perspective let’s not forget that our ministry facilities are large complex commercial structures…with lots of very expensive moving parts that need to be maintained, serviced and repaired.  These facilities have been ENTRUSTED to us…so let’s do our part to steward them.

More to come next time…

Charlotte, NC (PRWEB) February 9, 2010 — Cool Solutions Group announced the signing of a Facilities Management agreement with Elevation Church in Matthews, North Carolina. Elevation Church, the 2nd fastest growing church in America, has recently opened their first permanent campus of over 43,000 SF. Elevation will be utilizing not only the Facilities Management services of Cool Solutions Group, but will also be using their cutting edge web based software solutions; ministrEspace (Room Scheduling software) and facilitEspace (Facility Management/Work Order tracking software).

View the entire press release

1. Is your software Web-based? In today’s ever changing world of technology, web based software is the most effective, efficient and accessible.  No more software to  down load.  No more servers to house and maintain.  No more manual updates to buy.  No more system upgrades and patches to implement. No more thick manuals to read.  No more issues between PC’s and Mac’s (praise God).  Web based software is not only the wave of the future, but the reality of now.

2. How many users can have access to the system and do we pay extra for each user? Many software solutions are tethered to the number of “users” that can access to the software.  This can be inconvenient and frustrating….who should be included…who is left out?  It also puts an undue burden on certain staff members to not only be the gatekeeper of the schedule but also serve as the data entry person for everyone that wants to schedule an event or reserve a space.  In addition, if you are paying for multiple users the cost can become excessive…if you don’t believe me, check out some of the other apps and see how much the REAL costs is.  Some specific applications such as accounting software, facilities management, and the like work well in a “user” based format…but scheduling is generally not one of those applications.

3. Do we have to maintain multiple calendars? OUCH…what a nightmare…just take me out and shoot me now.  Can you imagine having to try and coordinate multiple schedules for the use of your ministry space?  One says this and another says that….PULL MY HAIR OUT.  You need a single source solution for all your room, space, resource and service scheduling…all in one easy to use solution.

4. Do we have to purchase your other products/services to use your scheduling solution? Many room/space scheduling solutions are an “Add-on” to a more robust church management system.  You may find that X system is great for membership management but their small group component is not right for you and the room scheduling module is too “skinny” for your needs or feels clunky.  Find the RIGHT solution for your ministry…even if it means using different applications for what works best for YOU.  What is going to make your life easier and more effective?

5. We don’t want to break the bank to have software…how much should we pay for a room scheduling solution? The cost of web based solutions continue to improve.  That is a real benefit for your ministry.  We do not believe that you should have to pay more than about $100/month for room scheduling software.  And there should rarely if EVER be a set up fee. What is that set up fee for any way?  What are they setting up that you can not do yourself? Let me give you a prime example… Elevation Church in Charlotte, NC is one of our clients and is loving our ministrEspace solution.  We did a quick price check of another popular web based Event application.  If we were to sign up for all of the users, resources and viewers that Elevation needed for this Event system, the cost would have been well over $200.00 per month…ours is less than $40.00 per month  Our service starts as low as $39.95/month and does not exceed $99.95/month for a single campus…now that is cost effective.  Why would you ever want to pay more?

6. What kind of support will you offer? You should never feel alone or on your own.  We believe that the best web based services provide multiple levels of support including website tutorials, website “wiki” forums, e-mail, web demos/training as well as a real person on the phone. We will be with you every step of the way.

7. Will you listen to us? Can you still hear me…are you still out there???? Ever make a purchase and then feel like you have fallen into the “customer service abyss”?  I know we have.  Your suppliers of services and goods need you (even if they don’t think they do)…they need to hear from you…and then they need to actually HEAR you and not just listen to your words.  What are you really saying and how can we (your solution provider) adjust to meet your needs? After all…it is your ministry.

8. Can rooms be double booked? Why would you want to pay for a software solution that allowed you to double book rooms, spaces or resources?  Frankly, one of the main reasons for having a room scheduling solution is to avoid these issues.  We would suggest that you steer clear of any software that would not address such overbooking.  It is one thing to double book a classroom…but can you imagine double booking a wedding???

9. Does your software have features that we will never use? We have seen far too many software providers…in many fields of endeavor…throw all sorts of features and functionality that were added for just a few users, but require everyone to “pay” for them in their base fee.  Our approach to developing software solutions is to develop core features and functionality that are at the heart of the majority of users needs…not the minority.  This may mean that some solutions do not have all the bells and whistles that others have…but are you really going to use those features?  And if not…why pay for them?

10. Can we see our calendar on our Website? As our world becomes more reliant on the internet for  much of our basic communication, more ministries are utilizing their websites as the common repository for most of their communication…including the church calendar.  If this is important to your church and ministry, then you need to make sure that there is a component of your space scheduling software that will allow for this function.  But also make sure that there is a way to separate “private” events from “public”.

There is no doubt many more questions that need to be considered…but these are a great starting point and should be explored in detail before proceeding. For more information on our Web-based solutions, visit our website or click on the ministrEspace logo below…you will be glad you did.

As I have studied the Facilities Management field and have researched the cause and effect of the decay of everything that we build, I am more confused as to why we, as God’s stewards, do such a poor job of fulfilling those duties. We would rather put off today what we can go into debt for tomorrow. HMMM….is that good stewardship? Sounds like many government officials.

I recently was introduced to Kevin Folsom, Director of Facilities and Plant Operations Dallas Theological Seminary, Dallas, Texas (http://facilityportfolios.googlepages.com/home) He wrote a White Paper entitled “sustainable facilities” vs. Sustainable Facilities. This is an excellent article and frankly some of it is over my head….Kevin is one smart dude!!!!

Here is a quote from this article:

There are numerous levels that can be used to go about this, but to start we have to
remember our early Physics lessons in high school about the 2nd Law of Thermal Dynamics. Everything we build will decay, but it may last longer if properly maintained. So, here’s a puzzling question… If we build facilities that the natural law causes them to decay at fairly predictable rates throughout its birth to burial, why do we not plan for it?

According to a research project done a few years ago, facilities….any facility…will deteriorate at a rate of 1-2% per year, assuming regular preventive maintenance. However, this rate of deterioration will in most cases more than double if the regular, systematic preventive maintenance is not performed.

So….why do we, as church leaders, avoid addressing and planning for the inevitable? Would you drive your new car and never change the oil until the engine seizes up and then cough over a huge amount of money for a new engine? That does not make any sense to me.

Let me share one more quote from an interview Kevin did with facilitiesnet (http://www.facilitiesnet.com/green/audiovideo/Establishing-Sustainable-Facilities-with-Kevin-Folsom–16070)

Let’s step back and look at the big picture for a minute. An appropriate preventive maintenance program should be funded on average at 1.5 percent of the CRV (Current Replacement Value) of a facility. Using the Fram analogy, which is much like a really small facility, 1.5 percent of a $20,000 car is $300 per year. The equivalent would be to pay someone to come to your car’s location to provide maintenance and inspections, while working around your schedule to prevent interruption. That sounds like a pretty good deal to me.

So, how much is the CRV (Current Replacement Value) of your ministry facilities? How much are you budgeting each year to maintain these God given resources? It may be time for a Facilities Management/Maintenance Audit.

Now…I am smart enough to know that most of you, after you read the blog, do not go back through and read the comments…so…I want to share some the comments with you as there are some great insights.

Here are your comments:

I think there is a big difference between facility management and facility maintenance. Good facility maintenance has evolved over the past 30 years and should focus primarily on preventive maintenance. As your preventive maintenance programs evolve you should see a decrease in reactive maintenance. Proactive, preventive (PMs), planning (maintenance planners), systematic (CMMS programs), save over long term and increase life cycles have all migrated to the maintenance side of your chart. The facility manager not only oversees maintenance but also has tons of other responsibilities like facility budgeting, energy, procurements and the list goes on. I know I have over simplified the differences and there are tons of variables based on organizational structure alone.

I agree…I think the key word that was used above is “oversees”. I believe that is one of the primary differences between Management and maintenance.

I think there is indeed a difference. FM can be defined as so much more than maintenance. FM can and should be proactive in looking for ways to staff, save, and service. Keeping up the the best tech ideas, security, “green uses” and more. Also FM staff can look for ways to better set-up, design, and multi-use of its “plant” rather than simply caring out orders or manual instructions. In most church settings these fuctions are a last minute “Hick-Up’ and is not thought out well or processed INTO Ministry systems. In short FM is working “ON” verses simply “IN” a process. Therefore becoming a vital part of any ministry process and it total outcome~!

I LOVE that last sentence….working “ON” and not “IN”. When we focus on working “IN” the maintenance issues associated with our ministry space, we forego the proactive part of working ON…there is a huge difference.

We have been in the management business for 9 years and the business thought that pops into my head is if it gets to the maintenance stage then we haven’t managed it very well.

OUCH!!!! That one hurts….but it is so true. This principle is true in so many facets of our life and work. When working with a church during a construction project, if either party ever felt it was necessary to get an attorney involved or to submit an issue to arbitration or court, then frankly, we had not done our job. Same applies here.

There is definitely a difference between the two terms – mainly in the corporate world but increasingly in the Higher Education area as well. Facilities Management – in Higher Education – is an all encompassing for the entire life cycle of an institutions infrastructure. By inference, this implies strategic oversight, leadership and vision. Facilities Maintenance on the other hand, although critically important to how a campus operates is highly tactical and usually reactive to change. Neither the Management or the Maintenance side work without the other, so the integration of strategic thinking and tactical implementation is essential to allow universities, schools and colleges plan for the future.

Sure there is a difference. Maintenance is just keeping what you have running smoothly and efficiently, but Fac. Management means planning ahead, seeking to improve, managing risks, learning what is available and so forth.

Now…with all that said…there is maintenance that must be done and there will be emergency repairs that have to be accomplished and dealt with. But I am convinced that the more proactive we are in our MANAGEMENT, the less we will be surprised and taken off point by the maintenance and repair issues of the day.

AMEN and AMEN!!!!!

Thanks everyone for your input….great stuff.

As part of setting a positive and uplifting mood and atmosphere in our home, she has placed some great plaques and pictures in prominent locations. There is one that I have really been drawn to these past few weeks…it is a plaque with the same title as the title of this blog…and here are the items on the list:

1. Sing
2. Smile at strangers
3. Keep listening
4. Notice kindness
5. Eat ice cream
6. Hope
7. Count your blessings
8. Laugh
9. Love
10. Love some more.

I/we have been in a “valley” season of our life…not something I have experienced very often…or to these depths…but the above list helps to put things in perspective. Not that the above is theologically correct or that it really is THE list…but rather as a re-focusing of what things in life really are important…such as my relationship with the Lord…my relationship with the best wife God could give….my relationship with my kids (they are really great)…ministry opportunities…serving others, and so on.

Thank you Lord for the seasons of life to bring clarity to who you made us to be.

If so, then ministrEspace is the right solution for you.  ministrEspace is the easiest-to-use room scheduling solution ANYWHERE!

Join us for a one hour demo and training session of ministrEspace.  We will walk you through the log in, set-up and scheduling components.  We will walk through the application and also allow time for Q & A.  This will be an interactive demo so if you want to get a jump on what questions to ask, sign up today for your FREE 30 DAY TRIAL and start to put it through your paces.

See you then
Register for a session now by clicking a date below:

Thu, January 28, 2010 1:30 PM – 2:30 PM EST