Facility Management – Action Items for Planning and Execution

[Devaraj Sharma]

Hi Ramesh,

I am sharing an action list for your attention to help improve the maintenance and overall organization of the facility.

Please review each item, prepare an execution plan, and coordinate with the respective teams for implementation. You can start planning these activities now. Once the new Association is formed, you may approach the respective MC members for review and approval, wherever required, before proceeding with execution.

Apartment Complex – Facilities Management Action List

1.     FM Office Maintenance

·       Repair/replace locks for FM office cupboards.

·       Remove unwanted items and maintain the office in clean and organized condition.

·       Keep essential registers and documents properly labeled and stored.

·       Prepare, maintain, and display a weekly off-duty roster on the FM office notice board for Facility Management, Electrical, Plumbing, and housekeeping staff.

 

2.     Facility Management Accountability and Oversight

·       Be proactive in monitoring and resolving issues across the premises.

·       Monitor the overall welfare of the apartment complex proactively.

·       Close all aged tickets that are open for more than 15 days.

·       Maintain a maximum of 20 open tickets at any given time in the Adda system.

·       Approach Management Committee (MC) members for support whenever required, without any delay.

·       Take complete ownership and accountability for all facility management operations, including housekeeping, electrical systems, plumbing, STP, WTP, security, and other associated services.

3.     House Keeping

·       Send a notice to all residents to segregate their waste as per GBA. Ask HK staff to report this with photo evidence, send the notice for the penalty if required.

·       Enforce housekeeping staff to use gloves while collecting waste.

·       Remove all unwanted items from common areas (LB, UB, Ground, terrace, corridors etc) and segregate them — items that can be sold/scrap (metal, cartons etc) should be listed and keep it separately for sale . Rest should be disposed properly in the garbage.

·       Prepare a plan to relocate the housekeeping staff and their materials to their original room, which is currently being used to store painting materials. The painting materials can be moved to an alternative storage location.

4.     Fire and safety

·       Send a notice to all residents to remove obstacles such as shoe racks, flowerpots, bicycles, and other items from common corridors.

·       Inspect all staircase doors to ensure they are functioning properly. Unlock any doors that are locked and prepare a list of broken door handles for procurement and replacement.

·       Repair or replace damaged hydraulic door closers.

5.     Store Room Management

·       Install locks for all store rooms and maintain keys in the FM office.

·       Maintain a register for store room access — entries must include date, time, person, and purpose.

·       Maintain stock register

·       Assign numbering/names for each storeroom.

Organize store rooms by category for better utilization:

·       Electrical items

·       Plumbing items

·       Housekeeping materials

·       Gardening tools, etc.

·       Carpentry items

·       Ensure all storerooms are kept within or under the control of the FM office.

·       Keep all store rooms locked when not in use.

6.     Electrical & Mechanical

·       Prepare a plan for the replacement of fused bulbs in all common areas, including floor corridors, basements, storerooms, pathways, and other shared spaces.

·       Propose the installation of motion sensor lights, wherever feasible, to reduce electricity consumption. Areas to be considered include storerooms, ground-floor common areas, selected basement locations, corridors, pathways, and other suitable locations.Lock all Electrical Panel Rooms and Motor Rooms.

·       Access only by authorized maintenance personnel from the respective teams.

·       Strictly prohibit unauthorized entry into any electrical/mechanical room.

·       Display 'Authorized Personnel Only' signage where necessary.

·       Ensure and enforce all communication panels across floors and common areas are closed immediately after use to maintain safety and order.

7.     Club House Management

• Display club house rules clearly on a signboard.
• Display club house usage charges on:
• The club house notice board
• The FM office notice board
• Mygate notice

8.     Additional Facility & Safety Actions

·       Repair all broken window glasses found in common areas.

·       Inspect pathways and common areas where pit lids are broken or the surrounding concrete has come off. Prepare a list and plan for fixing all these issues.

·       Inspect and plan for fixing pathway road surface issues across the premises.(give the report to MC)

 

9.     SOP’s and Periodic maintenance plans

Prepare separate SOPs and periodic maintenance plans for each key asset (e.g., DG sets, lifts, water pumps, STP, etc.), covering:

 

·       Periodic maintenance schedules

·       Regular inspection and maintenance checklists

·       Roles and responsibilities, including shift-wise accountability and sign-off procedures

·       Vendor contact details and escalation matrix

·       Breakdown response and corrective maintenance procedures

·       Record-keeping and compliance requirements

10.Asset Management

·       Assign and label unique numbers for all assets across the property. (This is a bigger item once the new associate forms, discuss this with respective portfolio owner)

·       Update all asset details in the Adda application (or equivalent FM system).

·       Ensure asset numbering and tagging are clearly visible and consistent.

If you require any support, clarification, or guidance, you can connect with me.

Regards,

Devaraj Sharma