FACILITIES MANAGEMENT TIPS NIFM MEETING 08/16/18 PALATINE LIBRARY Gregg Szczesny

(CMMS) COMPUTERIZED MAINT. MGT SOFTWARE Helps prioritize work Empowers workers to plan their day, week, month Tracks progress/establishes accountability Helps avoid missed deadlines Documents results Archives knowledge Palatine Library uses Spice Works

DOCUMENTATION/RECORD KEEPING Go Paperless (as much as possible) Use spreadsheet to track pending and completed projects Develop a storage system of electronic docs Follow consistent organizational protocol Save time with quick retrieval and email submissions Save storage space

SHOW VALUE WITH INFORMATION Keep staff and patrons aware of service, repairs, projects which may affect them Early notice makes disruptions more tolerable Make staff and patrons aware of improvements being made

Quarterly Reports to Director Highlight Achievements/Value Projects Completed Knowledge Gained Processes Improved Expenses reduced/Revenue earned Archives a record of success

Working with Contractors Set high expectations right away Plan for success Establish a no dropping in policy Use electronic calendar to schedule dates and times of visits Request written quotes Ask for ETA for deliverables Record ETA in calendar Follow up if no response Alert contractor of poor performance and provide opportunity to remedy Recognize outstanding service to encourage positive results

Obsolete/Unneeded Equipment Sell or donate on RAILS Sell on Obenauf Auction Online site Donate to other Libraries, Schools, Goodwill, Salvation Army

Questions/Comments?