How to succeed in your first 90 days as a new facility manager

Entering a new role as a facility manager can be a whirlwind. As you continue settling into your position, you’ve likely already experienced the juggling act of balancing urgent tasks, long-term planning, and team relationships. Every day, something new demands your attention. Without a proper game plan, the job becomes even more difficult. 

That is why the first 90 days are crucial. Creating a roadmap for the first three months can bring clarity and structure to an otherwise chaotic role. With a successful 30-60-90 day plan in place, you can set clear milestones and ensure nothing falls through the cracks—from relationship building to workspace optimization.

This guide will explain how to create an effective action plan for your first 90 days as a new manager, outlining key milestones and goals along the way. Begin laying the groundwork for long-term success with these tips.

What are the duties and responsibilities of a facility manager?

Facility managers are primarily responsible for the day-to-day operations of an office, but they also play a key role in shaping the workplace experience as a whole. FMs are focused on crafting safe, sustainable, dynamic spaces so business can thrive. Here are some core responsibilities of a facility manager:

Building maintenance and operations. FMs ensure facilities are well-maintained and safe for usage. They also oversee the effectiveness of systems like HVAC, plumbing, and electrical.

Space planning and optimization. FMs make decisions to shape the work environment. This includes arranging workstations, determining the number of required meeting rooms, enacting desk booking, and more.

Enacting sustainability initiatives. FMs should implement eco-friendly policies, including energy-saving programs, waste reduction strategies, and sustainable sourcing.

Creating company culture. Creating a safe, inclusive work environment is a critical responsibility of a facility manager. How your employees feel about coming into the office is a reflection of leadership initiatives.

Workplace data reporting. FMs should collect and analyze data on space usage and facility performance, providing reports to support decision-making on future workplace strategies.

Breaking down the first 30, 60, and 90 days of being a facility manager

If you want to hit the ground running in your first week as a new facility manager, develop a clearly outlined plan for your first three months. Set goals, key performance indicators, and realistic timelines. 

The 30-60-90 day framework helps break down achievable goals into phases, each building on the last. This method allows FMs to set clear expectations for company stakeholders and track personal KPIs for measurable success. Let’s note actionable goals and steps for each phase to ensure a productive transition into this vital role.

Your first 30 days

Outside of the onboarding process that all other new employees go through, your first 30 days are about familiarizing yourself with the facility, its assets, and the people who help keep everything running smoothly.

There will be a lot thrown at you during your first month in your new management role. Focus on gaining a deep understanding of the facility’s structural layout, existing processes, and the responsibilities of your new team members. Build relationships with teammates, vendors, and key stakeholders to establish trust early on and glean insights into immediate challenges or priorities. Proactively introducing yourself to the broader company relays your buy-in level to management. 

Actionable steps 

• Schedule one-on-ones with key stakeholders to introduce yourself and learn about the current state of the facility.
• Review any current facility management software, policies, maintenance schedules, vendor contracts, and safety procedures.
• Set up regular check-ins with direct reports and team members that will carry on throughout your tenure. 
• Identify any urgent repairs, updates, or compliance needs and prioritize them for early attention.

Your first 60 days

Taking the insights you gained in your first month as a facility manager, it’s time to implement them into a strategic action plan. 

You’ve been with the company for two months. Now that you have a decent understanding of your facility’s dynamics, you can begin assessing current workflows, optimizing processes, and addressing tasks you previously identified as urgent. Continue to prioritize fostering collaboration among your team and reinforcing a culture of continuous improvement. 

As you continue evolving in your new job, start thinking about adopting a method for tracking important office metrics, such as employee occupancy rates and maintenance response times. This data will help you measure the effectiveness of any changes you implement and provide insights for future decision-making and resource allocation.

Actionable steps

• Thoroughly review current operational workflows and identify specific areas for improvement. For example, you could discover that more collaborative work zones should be added to alleviate a lack of cross-team collaboration.
• Initiate a phased, strategic plan to upgrade or replace outdated equipment and technology. 
• Organize regular team meetings to encourage open communication and gather feedback on proposed changes.
• Assess existing vendor relationships and evaluate performance. Consider renegotiating contracts with vendors who provide essential services, like maintenance or supplies, to ensure better pricing and service quality.
• Set measurable objectives for your team, such as reducing response times for maintenance requests by 20%, and develop key performance indicators (KPIs) to track progress effectively.

Your first 90 days

As you approach the end of your first three months, it’s time to solidify your impact as a facility manager and align your efforts with the organization’s broader strategic goals.

Ideally, by the third month, you have a firm grasp of the facility’s operations and the relationships necessary for success. This phase is about leveraging these newly gained insights to drive meaningful changes, enhance maintenance management practices, and set the business on a path to sustained success. Focus on establishing systems that provide real-time data and insights, enabling proactive decision-making and continuous improvement.

Actionable steps

• Develop and implement a comprehensive maintenance management strategy. Focus on different maintenance strategies, including preventative and predictive maintenance, to minimize disruptions and maximize efficiency.
• Create a dashboard or reporting system that provides real-time insights into key metrics such as occupancy rates, maintenance requests, and operational costs. 
• Align your team’s objectives with the organization’s strategic goals. Ensure each team member understands how their role contributes to broader business objectives. 
• Organize a review of the first 90 days with your team to assess progress against established goals. Solicit feedback to refine processes and adjust strategies as necessary.

How workplace management tools can help facility managers

As you get your feet wet as a new facility manager, creating a structured 90-day plan is essential for setting the stage for success. However, the reality of daily operations can be complex and demanding. This is where workplace management tools come into play, offering invaluable support in navigating your seemingly infinite responsibilities.

Workplace management software is intended to ease the burden of daily tasks by providing a comprehensive overview of your facility. With the proper tools, you can streamline request management, space planning, occupancy tracking, and more in one centralized platform. Let’s explore those benefits a bit further:

• Request management: Easily track and address maintenance needs efficiently, ensuring timely issue responses.
• Space planning: Visualize your office layout and make data-driven decisions about space utilization for improved productivity.
• Real-time occupancy tracking: Monitor occupancy metrics to identify trends, optimize resource allocation, and adapt to the evolving needs of your workforce.
• Move management: Simplify the logistics of relocations and space changes, ensuring a smooth transition for employees and minimal disruption to operations.

OfficeSpace is a reliable sidekick for any facility manager. With a user-friendly platform that simplifies many of these processes, you can ensure your employees have the support they need to thrive. From managing requests to optimizing space and tracking vital metrics, a workplace management platform like OfficeSpace equips you with the tools necessary to enhance your facility’s operational efficiency and foster a productive work environment.

Request a demo to learn more.