Posts Tagged ‘Facility Management’

8 HVAC Trends for Facility Management

For most organizations, one of the most impactful aspects of their facility management and operations is their HVAC systems and the associated energy costs.  Given that, it is always a front of mind issue for facility managers, Business Administrators and other leaders. When you realize that 50-75% of an organizations utility bill is due to the HVAC system, it becomes a really important aspect to understand.

Early in my career, I had a mechanical engineer tell me that the only thing I needed to know about HVAC systems is that they “suck and blow.”  In essence, that is accurate…they suck air in through return vents and blow it back out through supply access points.  Seems pretty simple.  But technology, energy codes, environmental considerations and desire for efficiency has changed the landscape of the HVAC industry.

Below are trends that every facility owner, facility manager and organizational leader responsible for the stewarding of their facility should be aware of.

Building Code Changes – Depending on what state you are in, some of these code items are currently mandatory while in others, it is coming:

  • > Primary entrance doors to access rooms that are over 3,000 SF must have a vestibule (sanctuaries, gathering, large classrooms, etc.). Some people call this an “air/light lock”…but it is basically the requirement to have 2 sets of doors with the vestibule in between the sets of doors for any assembly space over 3,000 SF
  • > Demand control ventilation, using CO2 sensors that control and provide increase outdoor air for high occupancy spaces (i.e. worship, gathering large classrooms, etc). If you are building a new assembly space, you have to add CO2 sensors that will engage the fresh air intake portion of your system when CO2 leaves reach a certain level.

Open Protocol – The days of proprietary control systems is rapidly coming to a close thanks in part to the introduction and development of open protocol systems such as LON and BACnet:

LON – Local Operating Network – was one of the pioneers in this space, but its use is being overshadowed with the introduction and rapid adoption of BACnet

BACnet – Building Automation Control Network – has become the most popular open protocol and is widely supported by developers and ASHRAE (American Society of Heating, Refrigerating, and Air-Conditioning Engineers)

Integration – You may wonder why “Open Protocol” is a trend on this list. The reason this is so critical is due to what is called the Internet of Things (IoT). One definition is:  “The Internet of Things (IoT) is a system of interrelated computing devices, mechanical and digital machines, objects, animals or people that are provided with unique identifiers and the ability to transfer data over a network without requiring human-to-human or human-to-computer interaction.” Things talking to things.  In the HVAC world, it is thermostats talking to controllers and JACE’s.  It is BACnet compatible systems talking to your Event Scheduling Software. The open protocol systems allow for more freedom in developing “things” that talk to each other.  More on this another time.

Wireless – This should be surprise given all the wireless applications we use in nearly every aspect of our lives.  However…in the world of HVAC, wireless is NOT synonymous with Wi-Fi. Let me explain.

  • Wi-Fi – is a technology that allows electronic devices to connect to a wireless LAN (WLAN) network. The Wi-Fi Alliance defines Wi-Fi as any “wireless local area network” (WLAN) product based on the Institute of Electrical and Electronics Engineers’ (IEEE) 802.11 standards. In short, it is what most of us use to connect to the internet when at work, home or a coffee shop.
  • ZigBee – Wireless language for device connectivity. ZigBee is an IEEE 802.15.4-based specification for a suite of high-level communication protocols used to create personal area networks with small, low-power digital radios. It Is NOT Wi-Fi.
  • BACnet systems offer wireless components that use the BACnet protocol

VRV/VRF –Variable Refrigerant Volume (Flow) – The simplest example of this technology is what most of us might refer to a “mini-split” system.  But this category of HVAC units is far more encompassing than that and it is gaining popularity and acceptance at an increasing rate. VRF is an HVAC technology invented in Japan by the Daikin company in 1982. Like ductless mini-splits VRFs use refrigerant as the cooling and heating medium. This refrigerant is conditioned by a single outdoor condensing unit, and is circulated within the building to multiple fan-coil units (FCUs). This technology is on the move and will do so for years to come.

HVAC vs. AVLA (Audio, Video, Lighting and Acoustics) – if you have a sound system, then you know that in many cases the AVLA system is the tail that wages many facility and budget decisions.  I am not being critical.  We have just come to expect a higher level of sound in our spaces than just that of a megaphone or and AM radio sounding system.  With this requirement comes several considerations in the ambient noise that can be caused by the HVAC systems.  As such, attention must be given to:

  1. Vibration of units on the roof or in close proximity
  2. Installation of isolation curbs to assist in the reduction of vibration
  3. Air velocity…which incorporates fan speeds, duct size, duct location, register locations and design/shape.
  4. Larger lined ducts
  5. How to address “haze”. If your church uses haze, then you know what I mean.  If you do not use haze, then just ignore this. The particulate size of the haze can impact the “duct sensors” in your return air vents thus making the system think there is smoke, triggering the fire alarm…OOPS!

Refrigerant is changing…AGAIN!!!Yep…that is right! Once we had R-22 Freon that was phased out (although you can still get it) and replaced with R-410A as it was better for the environment.  This is the current refrigerant…but only until 2025 when ASHRAE will introduce a new format referred to as a “2L Flammable Refrigerant” (Name TBD).  Do you ever feel like the HVAC industry has learned a lesson from the computer industry? They change to “operation system” every so often making the old systems obsolete. BROTHER!

Residential ThermostatsHow many of you have bought a Nest or other wireless stat for your home.  They are pretty cool and in some cases the will work in a small commercial setting.  But before you rush out to Lowes to get your wireless stat, here are some considerations:

  1. Multiple Stages of Heating and Cooling
  2. Size of the building
  3. Number of buildings
  4. Ability of occupants to adjust temperature
  5. Variations in weekly/annual usage
  6. Type and age of the HVAC equipment

*These are all factors that need to be considered and vetted before investing in these residential options.

These 8 trends represent areas of consideration that you, as the steward of your facilities, must become familiar with and determine the best application of them for your facility.

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8 Tools for Intentional Facility Management

I am sure you have heard the adage that to some people every task looks like a nail, as such the only tool you need is a hammer.

I have been in the church construction and facility management/stewardship world for over 30 years and I have never seen a construction professional or a FM professional that did not perform their best work without having the right tools in their tool box.  I, on the other hand, have tried to use a screwdriver handle to drive a nail and  hacksaw to demo a wall instead of a Sawzall. Big mistakes.  What should have been a 3-4 minute task took far longer and the results were equally as incompetent. FAIL!!!!!

So, why are so many churches and other facility owners/managers not as intentional with their facility managerial tools?  I believe the same applies to these tools as to the above example.  Why would you try to process and manage work orders and preventive maintenance with antiquated or inefficient tools when the “right tools” are available? Are we just stubborn with a mindset that “what worked in the past is good enough now?” Or is it a lack of knowledge as toRigt tool what is available?

Regardless of the reason…there is a better way.  Below is a list of tools that should be in every facility owner’s toolbox.  Remember, these facilities have been ENTRUSTED to you to STEWARD.  Should we not be using the right tools?

  1. The Right Mindset – In her book, “Switch On Your Brain”, Dr. Caroline Leaf says – “Your mind tells your brain what to do. It is mind over matter.” In short, your mind is the catalyst for everything that we do. The same applies to Facility Stewardship. If you believe, in your mind, that being a good steward requires intentionality and diligence, then being proactive will come natural.  However, if your mindset is based on “just get by” or “DIY” paradigms, you will likely be playing catch-up constantly.
  2. Others…don’t go it alone – There are thousands…maybe millions…of facility managers in the country and my guess is that there are dozens right in your back yard. I love the quote by Ken Blanchard – “None of us is as smart as all of us.” Find other professionals to gain information and lessons learned. Join groups like IFMA, BOMA or The Church Network. Don’t go it alone.
  3. Proactive Facility Management Check list – This is a simple, and free recourse to get you started. DOWNLOAD HERE
  4. Event Scheduling Software – I have been surprised how many organization still use a paper calendar or a whiteboard or Outlook/Google Calendar. If you use your facility more than one day a week, they you need a tool to help you be proactive in managing its use. Here is an article on the 10 Reasons to Tear-up Your Old Event Scheduler. This is an easy step for you to gain control as to how your facility is utilized. Check out an affordable and intentional tool HERE
  5. Work Order Management Software – How do you track and process work requests at your facility? Legal Pad? Excel spreadsheet? Post-it Notes? Cross your fingers, then hope and pray? There is a better way! There are a number of CMMS (Computerized Maintenance Management System) available on the market, but only one developed by church facility professionals…check it out HERE
  6. Life Cycle Calculator – How much should you set aside each year for capital improvements? Check back with me in Fall 2016  for my recommendation on an incredible tool. In the meantime, here is a simple tool to help you plan for your future capital needs.
  7. HVAC Integration – For most churches, 50-75% of your utility cost can be attributed to HVAC usage. That is a big number and one that should get your attention. If you are looking to save operational dollars, this is the most obvious place. I suggest finding a tool that will allow you to integrate our Event/Room Scheduling software to your HVAC system to reduce energy consumption and increase staff efficiency. Here is a great example of such a TOOL.
  8. Facility Stewardship Manual – If your church owns your facilities, then you must get this 300 page manual. If you are not up for the full manual but want a primer…get this FREE e-book to get you started.

Don’t steward your facilities with the wrong tools.  Be intentional!

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5 Critical Questions To Ask Before You Start A School

Has your church ever thought of starting a school?  I have worked with dozens of churches that at some point thought they would best serve their local community by starting a school…usually in their existing church facilities. While this can be exciting, there are also many considerations that you most address and vet. One of the most critical facility questions is if your facilities meet fire codes for a “school” which is different than those of a “Sunday School” or an assembly occupancy (which is what most church facilities are classified).

This week we are going to share a guest blog from Aaron Johnson. Aaron is “a fire strategist and the “peace of mind” expert in fire protection and life safety.” Given his experience, I thought he would be an excellent source to guide us in this discussion. In addition, Aaron is offering a FREE guide to fire safety for worship space.  You will want to get a copy!

Thanks Aaron…hope you all enjoy:

I consider myself fortunate to have had the opportunity to spend my school years in Christ centered, Bible based schools.  Kindergarten through high-school, my entire education has been faith-based.

Many churches set out to start a school as an extension of their ministry within the community. This is a worthy goal.  However, prior to starting an endeavor of this magnitude, the ministry should closely examine the regulations, requirements, and costs.

A primary concern should be facilities.  Where will this school be physically located? Is the space required available? Does this space meet fire protection and life safety requirements? There have been many ambitious ministries that have started out down the education path, only to have to shutter their doors due to high costs associated with an inability to meet code requirements. In your planning stages, as you consider the costs to start out on this endeavor, there are 5 critical fire protection and life safety questions that must be answered.

  1. Definition – Are you really a school?

The National Fire Protection Association (NFPA) defines educational occupancies as any building “used for educational purposes through the twelfth grade by six or more persons for 4 or more hours per day or more than 12 hours per week.”  This definition is further expanded to include preschools and kindergartens used primarily for educational purposes of children over 24 months of age. In essence, if you have six or more students between 24 months old and the twelfth grade the requirements of NFPA 101, chapter 14, for educational occupancies, must be met.

  1. Occupant Load – How many students will you have?

The first step in determining space needs and code requirements is to calculate the occupant load of the space, or determine how large the space will need to be based on potential number of students your school will host. The code requires 20 square feet per person.  For example, if you anticipate that your school will enroll 50 students, then you know that you will need a minimum area of 1,000 sq. ft.  Or, if you have an 8,000 sq.ft. facility available you know that you could potentially host up to 400 students.

Questions to ask in the planning stage:  How much space will you need (based on potential or target student enrollment)?  Is this space available? How much will this space cost (if it must be built, leased, or purchased)?

  1. Fire Alarm System – Will a fire alarm system need to be installed?

The majority of educational facilities will require a fire alarm system. If the facility is not equipped with a fire alarm system, all of the following conditions must be met:

  • >The building must not be larger than 1,000 sq.ft.
  • >The building must contain only a single classroom.
  • >The building is located no closer than 30 feet from another building.

Questions to ask in the planning stage: Will our facility require a fire alarm system? What will be the cost of this system?

  1. Fire Sprinkler System – Will the building need to be sprinklered?

Structures used for educational purposes that are greater than 12,000 sq.ft., or four or more stories high, or in basement areas are required to have a fire sprinkler system installed.

Questions to ask in the planning stage: Will our facility require a fire sprinkler system? Can the square footage (if 12,000 sq.ft. or greater) be reduced to not require this installation? What will be the cost of this system?

  1. Emergency Action Plan – Do we have an emergency action plan in place?

Prior to opening the school doors an emergency action plan (EAP) is required to be submitted to the local fire authority, or fire marshal’s office.  The EAP outlines what actions must occur in the event of various types of emergencies. Minimally, the following information is required in the EAP:

  1. Procedure for reporting emergencies
  2. Occupant and staff response to emergencies
  3. Evacuation, relocation, and shelter-in-place procedures.
  4. Appropriate use of elevators.
  5. Design and conduct of fire drills.
  6. Type and coverage areas of building fire protection systems.
  7. Any other information required by the local jurisdiction or fire authority.

Some discussion should be had on who will head up the EAP creation process, what each staff position will be responsible for in an emergency event, and the availability or cost of any necessary emergency preparedness items.

Starting a faith-based educational center in your community is definitely a worth-while undertaking. It is important to ensure that you count the cost before starting. Equally important is the determination that systems, inspections, and processes will be conducted and maintained for the protection of the facility, and safety of its occupants.

For more information and resources on worship facility fire and life safety, download the FREE guide, Fire Safe Worship Space.

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AJ_new_headshot3_500mbAaron Johnson  is a fire strategist and the “peace of mind” expert in fire protection and life safety. He has more than a decade of fire protection/life safety/code compliance experience.  Aaron is active on several fire code development and technical committees and holds multiple fire service certifications. His expertise spans multiple occupancy types and use functions. He regularly writes on fire protection/life safety issues at, www.TheCodeCoach.com.

12 Diseases of a Church Facility

A while back, Gary Nicholson, church architect formerly with LifeWay in Nashville, wrote a blog about 9 diseases of church facilities. Since that post, our researchers have determined that there are additional diseases that many church facilities…and those involved in church facility care and development…may suffer from.

I thought you would enjoy “playing doctor” and diagnose if your facilities suffer from any of these ailments.

Diseases of the Church Facility

Just as our bodies contract diseases that can lead to problems and cause pain and discomfort, many diseases can infect church facilities so that the church can experience functional problems and great discomfort. Rarely are these merely cosmetic, but are often outward signs of much more deep seeded problems. Examples include:

1. Growing Pains – Consistently filling of a space or spaces in the church to beyond eighty percent, often a positive sign of growing numbers in a church. If not addressed, can become a limitation and lead to stunted growth. The remedy is not always to build new space, but to examine the possibilities of a.) Redistributing the people into underutilized areas, b.) Utilizing the space in an additional session at a different hour or time slot, or c.) Considering adding space that allows for future growth.

2. Bumpus Maximus – When too many people are in your church foyer or lobby. Occurs primarily between services and Bible study sessions. Made worse when the preacher doesn’t stop preaching on time and people are waiting in the foyer to get into the next service when the previous service is not yet over, so that people are exiting the worship center at the same time others are trying to enter (Can be made even worse when the entire congregation ate nothing but beans the night before at the annual world hunger banquet).

3. Circulatory Disease – when hallways and corridors are clogged or jammed full of people so that movement becomes difficult. Worst in cases where multiple services are occurring so that there is traffic both coming and going in the halls at the same time. Easily rectified by a good church squabble to thin the flock and reduce the numbers, leaving only the few who will not leave regardless of the dysfunction in the fellowship.

4. Architectural Senility – A rather sad state whereby antiquated facilities relate to the past much more than the present. Can take on many forms. One often cited example is extremely small rooms designed for adult Bible study groups of 6-8 people instead of today’s larger groups, or built for activities that never materialize, like a recreation facility that no one uses. Another example is a very small platform with room for piano and organ and no other instruments because that was the way church was done in the 1950’s.

5. Flashback Syndrome – The visual state of a room that induces instant flashbacks in a person who enters, usually to the 1970’s or some other era, by the nature of the color scheme and patterns, such as shag carpet with harvest gold, or avocado green color schemes. Symptoms may also include floral wall paper, or garish plaids and mauve color schemes from the eighties, etc.  Communicates that the members are out of touch with the present, or simply do not think church is important enough to bother updating the environment.

6. Architectural Vertigo – When a church facility has been designed with no sense of balance such as between the spaces allotted for areas such as building a huge worship center without regard for the space to balance it with children’s program space, or building without adequate parking. The result is often the communication of an unintended message such as: Bible study is not important, or even that we don’t care about kids.

7. “Scatter brain” Syndrome (scatterus incognito) – A common ailment where the various age groups and programs are not arranged in any logical order and finding the appropriate room becomes extremely difficult for new or infrequent attendees.

8. Religious Edifice Confusionitis – When a congregation builds using architectural styles or trappings from a different religion while declaring it to be “the way a church ought to look.” Greek and Roman temple forms used in nineteenth and twentieth century church buildings are often confused as “Christian”, when actually they were created as tributes to ancient gods like Aphrodite and Zeus. Makes people wonder if you know why the church even exists.

9. Pave-it-all Landscapeosis – A disease often seen in churches that have taken the desire for a low-maintenance landscape plan to the ultimate level. Everything (except the cemetery) is paved. Asphalt has replaced the grass all the way up the building with no room for landscaping because, well, that’s the point: They don’t want to have to maintain a landscape. It has an unattractive appearance, but at least it they don’t have to do anything to take care of it.

10. Life Cycle Anemia – This is a very serious disease that affects the majority of churches in America.  It is cause by a lack of planning for the future and not setting aside ample funds for Capital Reserves.  The reality is that you will replace many of the building components of your buildings…PERIOD!  You will replace the roof.  You will replace all the HVAC equipment.  You will replace all the carpet. So, to avoid this serious condition, plan accordingly.

11. Committee Atrophy – When a committee can not move forward or is stuck in the sister disease of Paralysis by Analysis, you may have to take serious action.  In fact this disease often requires you to go all “Medieval” on the committee.  Unfortunately, this are not many cures to this other than slicing and dicing.

12. Cheapitis – Cheap is TOO Expensive.  I will not belabor this condition…check out last week’s blog HERE

Infected with one or more? The cure can be a lot of hard work, but so worth the effort to be free of such maladies and able to function as a church should. I recommend diagnosis by an expert in church  such diseases.

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“Cheap” Is Too Expensive

“It is unwise to pay too much, but it is worse to pay too little.
The common law of business balance prohibits paying a little and getting a lot … it can’t be done. When you deal with the lowest bidder, it is wise to add something for the risk you run, and if you do that you will have enough to pay for something better!”
John Ruskin (1819-1900)

This simple statement regarding cost was written in the late 1800s, but it still holds true today. The design, construction and maintenance industry is full of companies who claim to offer discount services, when in reality they perform services that actually cost us more in the long run.

Designing, building and maintaining a complex commercial building, like our churches, cannot be done with low cost/cheap as the primary qualifier in the purchasing matrix. I am not suggesting that just because someone’s price is higher that you are getting a better value…but to have a paradigm that is exclusively bent on CHEAP, is headed for expensive long term ramifications.  I recently heard a radio ad where the store owner was quoting a customer who said that she was “too poor to buy cheap.”  That thought, coupled with the above quote, is a concept that most of us never fully grasp. I must admit that I still go to the clearance rack and pick out a style or size that is not exactly what I want…I buy it…then it sits in the closet, never to be worn. But hey, I got quite the “deal”.

Can you relate?

Now, do not get me wrong, I believe in being prudent. In fact I wrote about it last week HERE. But prudence does not mean buying something that is “cheap” or the lowest “price/bid” only because we think it will save us money initially. I have found that in most cases, the lowest “cost” comes with a price. The “value” of the purchase is usually commensurate with the price…LOW. Let me give you a real life example. I went to Staples the other day to get some printer paper. They had a sale on paper…about $3.00 for a ream…which is 1/2 of the  going rate of what I usually buy. So I bought some…thinking how smart I was. Well, when I actually started to use the paper, I realized that it was a paper-weight less than I usually use and the paper kept curling from the humidity in the office or when it had a lot of ink covering the paper. It also was not as bright white as I would want to use to give a client. So…was that a smart purchase or not? The paper is sitting under my printer and I only grab it when I need “scrap” paper. This cheap paper cost me a second trip to Staples to buy the paper that actually met my needs.

What did this escapade actually “cost” me:

1. The initial “deal” purchase – I paid money for the paper
2. The personal frustration with the quality of paper and the horror of what my presentations would have looked like if I used that paper with a client
3. Extra time to drive back to Staples…which equates to lost opportunity time for serving clients or spending time with the family
4. Additional gasoline and wear and tear on my vehicle
5. The cost of the purchase of the right paper
6. Did I mention the TIME this all took?!?!

So, the next time you are making a buying decision…count ALL the potential cost of that “cheap” decision…it will surprise you. There is nothing wrong with buying a lower priced product or service, if it has the “value”  you desire…otherwise you are just buying cheap.

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PRUDENCE: How much can we afford?

I have been assisting churches for nearly 30 years plan and develop their ministry facilities. We have been part of developing over 4 Million Square feet of ministry facilities and every one of them had a budget.

PERIOD!

As one involved in the development of physical facilities for churches, you may think that the most common questions would be:

  1. How many seats do we need?
  2. How many kids’ classes do we need?
  3. What material should we use for the exterior?
  4. Which design firm or general contractor should we use?
  5. How long will it take?
  6. What is the right tool for our ministry? (I WISH this was actually asked more often!!!)

While all of the above questions are critical, they are not usually the most commonly asked question.

The most common question or underlying question is – What can we afford?!?!?

I have never met a church that did not have budget constraints. When I find that one church that does not have a budget, I hope to be a part of that project so I can retire after its completion…or at least be able to pay for the triplet’s college.

Besides having a budget, I have never worked with a church that did not have either cash or loans to pay for the development of their facilities. In today’s culture, I do not know of many architects, contractors, engineers, AVL integrator, Owner’s Reps, furniture suppliers, or land owners that are willing to accept manna or sheep or goats as collateral for the payment of their products and services. This means that the underlying component of every project is how to pay for it. This may sound completely nonspiritual to many…but it is the fact!

I heard a quote that has been attributed to Max Dupree, former CEO of Herman Miller and leadership guru that put an exclamation point on this for me:

“Even if Angels ran the company, they would need to make a profit.”

That may sound crass to you, but think about the connotation of this. He’s associating the need to be fiscally responsible…regardless who is at the helm of the organization. Financial stewardship – Prudence (a word we do not use enough) – is the foundation for any initiative that an organization undertakes. It has to be. I know, I know…what about faith…what about trust…what about vision and mission? I am not discounting those, in fact, I believe that prudence is at the heart of all of these.

Think of prudence in this way. At its core, it can be defined as good judgment or wisdom gained from experience and knowledge, expressed in a realistic attitude. Prudence, however, is not the same as grave caution or wariness concerned only with preserving the status quo.

What is the Biblical perspective on this? I could quote you dozens of scriptures related to prudence…but you can research these on your own. (Prov 12:23, Prov 15:24, Prov 14:15, Prov 6:8, Prov 10:5, etc). The most common scripture about prudence…when associated with “building” something is Luke 14: 28:

“Suppose one of you wants to build a tower. Won’t you first sit down and estimate the cost to see if you have enough money to complete it?”

While this verse has been used…and possibly abused…by church leaders to defend a point of view, I believe it is 100% correct and applicable…especially if you are seriously looking at a facility expansion or building initiative.

Start the process by having a realistic understanding of what you can afford. That does not mean you do not apply a factor of faith and stretching…but it does mean being prudent.

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William Vanderbloemen and Tim Cool Talk Church Facilities [Podcast]

This past week I enjoyed some mic time with William Vanderbloemen from Vanderbloemen Search Group. If you are not familiar with William then your church may not have needed to hire a new staff person in the last 5-7 years.  William leads a team of the best “Executive Search” professionals in the church space today.  He has the heart of a pastor (which he was for many years…and very successful I may add) and the drive of a serial entrepreneur.  What a GREAT combination!

William invited me to sit with him to do a deep dive into many topics near and dear to my heart, such as:vandercast

  • > How churches can care for their existing buildings
  • > 3 primary ways churches should think through their facility stewardship (management) initiative
  • > Whether a church should own their own facility
  • > Being proactive and reactive to extend the life cycle of a building and save money in the long-term
  • > Most recent trends in church facility planning
  • > Effective and affordable facility planning for churches

Click HERE to visit the podcast site from “Vandercast” or click below to listen NOW!

ListenNow

 

 

 

 

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4 Tips to Successful Facility Management

Are you engaged in the art and science of Facility Management?  You may not realize it, but if you are a homeowner, you are a facility manager.  So my guess is that the majority of those reading this post are technically involved in the role of a facility manager.  Some of us are engaged in the “profession” of Facility Management while others of us are responsible for the stewarding of facilities at a different level or capacity.  Given that, these 4 tips are relevant to each one of us.

As I have studied Facility Management and operations, I have seen a significant dichotomy between those whose facilities are functioning at peak levels and others that…well…not so much (and I will leave it at that!).  I have observed some very specific traits in both camps and I have found that they are almost always polar opposites of each other.  The well run facilities do “X” and those on the other end of the spectrum do NOT do “X”. In most cases there is a direct correlation of what is done…and the exact opposite.

There are 4 primary areas in which the top producers invest their time.  They take these seriously and make the time to engage in them.  They are intentional.  They are proactive.

Here are the 4 Tips to Successful Facility Management that we have observed:

LEARN – I have never met a successful Facility Manager that knew everything there was to know or was up to date on the most current means, methods or tools available…but they constantly were seeking to learn. With accessibility to the internet and our ability to “Google” just about anything, there are no excuses to not be constantly learning. Not sure where to start?  Here are some ideas for you:FM-Pie-e1306962773693

  1. Facilities Management & Real Estate by Michel Theriault – This is a tremendous resource book and a must have for any facility manager.
  2. The Facility Management Handbook by David Cotts (and others) – Again, a great resource book.
  3. Church Facility Stewardship Manual by Tim Cool – Sorry to be self-promoting…but if you work in a church or other non-profit, you REALLY need to get this manual.
  4. FacilitesNet – This is a great online resource with blogs, articles and other great information.
  5. HPAC Engineering – This is not a typo…it is HPAC and not HVAC for this online tool.  Great input on your heating and cooling systems.
  6. Cleaning & Maintenance Management – We all have to clean our facilities…so why not learn what others are doing.

ENGAGE – None of us were meant to go it alone.  We need to engage with others to help us in our journey…and hopefully you will become the trusted advisor to the next generation of proactive facility professionals.  Here are some suggestions of where to engage:

  1. International Facility Managers Association – In my opinion, this in the best trade association for facility managers.  I have been a member for years and hands down, they produce the best resource materials and training.
  2. FacilitesNet – The organization behind the above online data also have an association.
  3. The Church Network – FastTrack – This one day event is geared toward church facilities managers.  Both you and your church administrator need to attend.
  4. Local Facility Managers Groups – I don’t have links to all of the local organizations, I assure you they are out there.  For instance, Minnesota has the “Minnesota Association of Church Facility Managers”  and I know of small groups in Greenville, SC and Charlotte, NC that get together regularly to share and support each other. Do a little homework…or start your own group.

PLAN – What is the old adage…“People don’t plan to fail, they fail to plan.”  This is so true!!! As I have written before, this is really what separates the effectiveness and efficiency of facilities.  Are they proactive or reactive?  Are they planning for the future or just dealing with the urgent? If you need a primer to help get you started, download this FREE e-Book.  You will want to get this!

TOOLS – While you can take a hammer to drive a lag-bolt, I think we would all agree there is a better “tool” for that job.  So, what tools are you using to manage your facilities?  How do you track and process work orders?  How do you increase efficiency within your team?  Are you using tools to help increase your energy efficiency?  How about space utilization and preventive maintenance planning?  Do you have a tool to project your Capital Reserve expenditures? Here are some tools to consider:

  1. Life Cycle Calculator – This free tool is incredibly helpful in projecting your future costs.
  2. Best Practices Checklist – This is a preliminary “checklist” of items that should be on every church’s “radar” as a minimum baseline for maintaining their facilities.
  3. Work Order Management software – Be intentional with your work order processing, PM, Equipment tracking, Vendor Management and Inventory Management.
  4. Event and Room Scheduling software – Our facilities were intended to be used…but that use must be planned and properly coordinated.  You need to avoid the “Chinese fire-drill” that is far too common.
  5. HVAC Integration with Event Scheduler – Most churches we work with have 2 facility commonalities: 1) They have HVAC systems 2) They have spaces/rooms they need to manage for events and meetings. Why would you not integrate those 2 activities to increase efficiency and save money on utility bills?

That is a lot of information, I know. What will you do with it?  Information with out implementation is unproductive.  I encourage you to be INTENTIONAL and start right now to be the best facility professional your organization has ever had.  You can do it!

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5 Bags of Silver and ROI

Last week we looked at how to consider what is in our hand in lieu of making excuses. This continues to challenge me personally and I hope it does you as well. To me, this kind of paradigm shift is at the heart of stewardship…regardless if it is financial stewardship or Facility Stewardship. It requires intentionality to steward what has been entrusted to you..and to do it well. There is no room in any form of stewardship for excuses.  Stewardship is not passive nor can a stewardship mantra be devised but a plan of action never implemented.

I am going to add one more nuance to stewardship that may seem crass (then again, would you expect anything less from me) but I believe there are legitimate Biblical and moral cases to be made around this statement:

“Intentional Stewardship produces a Return On Investment”

At first glance/reading of that, you may think I am trying to commoditize the concept of stewardship or make it “worldly.”  Humor me for a moment.  Read the below passage from Matthew 25…it will only take 30 seconds:

“Again, the Kingdom of Heaven can be illustrated by the story of a man going on a long trip. He called together his servants and entrusted his money to them while he was gone. He gave five bags of silver to one, two bags of silver to another, and one bag of silver to the last—dividing it in proportion to their abilities. He then left on his trip. “The servant who received the five bags of silver began to invest the money and earned five more. The servant with two bags of silver also went to work and earned two more. But the servant who received the one bag of silver dug a hole in the ground and hid the master’s money. “After a long time their master returned from his trip and called them to give an account of how they had used his money. The servant to whom he had entrusted the five bags of silver came forward with five more and said, ‘Master, you gave me five bags of silver to invest, and I have earned five more.’ “The master was full of praise. ‘Well done, my good and faithful servant. You have been faithful in handling this small amount, so now I will give you many more responsibilities. Let’s celebrate together! ’ “The servant who had received the two bags of silver came forward and said, ‘Master, you gave me two bags of silver to invest, and I have earned two more.’ “The master said, ‘Well done, my good and faithful servant. You have been faithful in handling this small amount, so now I will give you many more responsibilities. Let’s celebrate together!’

That scripture is likely the most used passage when addressing “talents” or stewardship. I am sure you saw it…but the man expected a return on his investment.  I left off the verse where the man reprimands the servant that buried the one bag of silver…because my focus is on what IS expected…not the opposite.

A “return” is the yield from something that has been invested into.

To invest” is to allocate a resource (such as time, money, effort) in the expectation of some benefit in the future.

Stewardship is all about allocating resources…so why would we not expect a return on that investment.  Here are some “Stewardship” types and the expected or anticipated return.

Stewardship Types

 

 

 

 

 

 

 

What kind of Return on Investment are you getting from your Facility Stewardship plan?

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What’s in Your Hand – The Opposite of Excuses

 

excuse-definition

 

 

 

 

 

I have been blessed to work with hundreds of churches during my career.  I love serving the church. I do not subscribe to the nay-sayers that keep telling us that the church is dead or dying. However, I have seen (and continue to see) lots of excuses for inaction in churches.  I realize that this is not systemic to just churches…but rather churches are made of flawed humans, and as humans we tend to make excuses. Here are some of the common things:

We can’t do X,Y and Z because…

Our church is not large enough

We don’t have enough budget

We don’t have the “right” trainingroundtuit

Our people are not ready (oh, really)

We don’t have the right staff

We don’t want to rock the boat

We will get around to it (here is your personal Round Tuit)

 

Let me give you a Biblical example of a prime “excuse maker”. In John 5, there’s a story about a man who I believe represents a lot of people who refuse to change and make excuses to justify it.

During a Jewish feast in Jerusalem, Jesus visited the Bethesda pool where sick people gathered, hoping to get healed. One of the people waiting to get healed was a man who had been crippled for 38 years. When Jesus saw him, He asked if he wanted to be healed.

To me, the man’s answer tells us why he hadn’t been healed in 38 years. He said, “I have no one to help me into the pool when the water is stirred.” Bottom line, the man was avoiding responsibility.

His second problem was that he blamed others (made excuses). The man said, “While I am trying to get in, someone else goes down ahead of me.”

How did Jesus respond? Jesus didn’t feel sorry for him. Instead, Jesus said, rather sternly, “Get up! Pick up your mat and walk.” For change to occur in your life, you can’t be a prisoner of your circumstances and you cannot make excuses. You just have to decide to take action…to take responsibility…to find a way.

So…if you are a facility manager or the primary steward of the ministry facilities God has entrusted to you, what CAN you do? Maybe you don’t have enough budget…what CAN you do with the budget you have to be a better steward? Maybe you don’t have the right training…what CAN you do…maybe take some free online courses? You may not have the right “staff”…what CAN you do with volunteers?

Let’s look at one more scripture about Moses:

“What is that in your hand?” “A staff” he replied.
Exodus 4:2 NIV

God will start with what is in your “hand” even when it seems menial and insignificant. “What is in your hand, Moses?”  This was God’s response to Moses’ ample excuses about why he was not qualified to lead Israel out of slavery to Egypt

Make a list of the things that you know should be done (maybe the ones you have been giving excuses for inactivity)…then examine what is in your hand… then take action.  You will be far more productive.

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