Outsourcing Facility Management

Hey there, fellow real estate enthusiasts! It’s Mike Tolj here, and today I want to talk about a growing trend in our industry: outsourcing facility management. As a seasoned professional with over 18 years of experience, I’ve seen firsthand how outsourcing can be a game-changer for business owners and landlords. But like any big decision, it’s crucial to understand the pros and cons before taking the plunge. In this article, we’ll dive into the world of outsourcing facility management, exploring the benefits, challenges, and best practices to help you make an informed choice. So, grab a cup of coffee, and let’s get started!

Key Takeaways

  • Outsourcing facility management offers cost savings, expertise, and flexibility, but also comes with potential risks and challenges.
  • Successful outsourcing requires careful planning, vendor selection, and ongoing communication and collaboration.
  • A phased approach and effective integration with in-house teams can help ensure a smooth transition and optimal results.

The Pros of Outsourcing Facility Management Services

First things first, let’s talk about the good stuff. Outsourcing your facilities management can bring some serious perks to the table, like:

Cost savings and improved ROI

By partnering with a specialized vendor, you can tap into their economies of scale and efficiency, potentially saving big bucks in the long run.

Access to specialized expertise and advanced technology

Leveraging AI and data-driven solutions for predictive maintenance and optimization

Benefiting from the vendor’s knowledge of industry best practices and regulatory compliance

Increased staffing flexibility and scalability

Outsourcing allows you to adjust your facility management workforce based on your changing needs, without the hassle of hiring and training.

Enhanced focus on core business activities

By handing over the reins of facility management, you can free up your time and resources to focus on what you do best – growing your business.

The Cons of Outsourcing Facility Management 

Now, let’s be real – outsourcing isn’t all sunshine and rainbows. There are some potential downsides to consider:

  1. Potential loss of control over operations: When you outsource, you’re essentially handing over a piece of your business to someone else. This can be a bit unnerving, especially if you’re used to having your finger on the pulse of every aspect of your operations.

  2. Risks associated with vendor’s lack of organizational knowledge: An outside vendor might not have the same deep understanding of your company’s culture, values, and quirks as an in-house team would.

  3. Challenges in ensuring vendor dedication and accountability: With an external partner, it can be tougher to ensure they’re fully invested in your success and willing to go the extra mile.

  4. Possible disruptions during the transition process: Handing over the keys to your facility management can be a bumpy ride, with potential hiccups and misunderstandings along the way.

  5. Concerns regarding data privacy and security when sharing sensitive information with third-party vendors.

Key Considerations for Successful Outsourcing 

Okay, so you’ve weighed the pros and cons, and you’re leaning towards outsourcing. Here are some key things to keep in mind:

Identifying the right tasks and services to outsource

Assessing core competencies and strategic priorities

Evaluating the complexity and criticality of facility management functions

Selecting a reliable and experienced facility management partner

Conducting thorough vendor evaluations and reference checks

Assessing cultural fit and alignment with organizational values

Establishing clear contracts, KPIs, and communication channels

Make sure everyone’s on the same page about expectations, goals, and how you’ll measure success.

Fostering strong relationships and collaboration with vendors

Remember, this is a partnership – treat your vendor as an extension of your own team, and nurture that relationship.

Implementing a Phased Approach to Outsourcing 

Slow and steady can win the race when it comes to outsourcing. Consider taking a phased approach:

  • Start with non-critical functions and gradually expand scope
  • Continuously monitor and evaluate vendor performance
  • Maintain flexibility to adjust the outsourcing strategy as needed

Integrating Outsourced Facility Management with In-House Teams 

For outsourcing to work like a well-oiled machine, integration is key:

  • Establish clear roles and responsibilities
  • Promote effective communication and collaboration
  • Leverage technology platforms for seamless coordination and data sharing
Outsourcing Facility Management

Key Considerations for Outsourcing Facilities Management

Integrated Facilities Management (IFM) Explained

Integrated Facilities Management (IFM) is a comprehensive approach to managing and maintaining facilities, where a single provider oversees multiple services, such as maintenance, cleaning, security, and more. This holistic approach streamlines processes, improves communication, and enhances overall efficiency. By outsourcing to an IFM provider, organizations can benefit from a single point of contact, standardized processes, and a more strategic approach to facilities management.

Efficiency and Cost Savings in Outsourcing FM

Outsourcing facilities management can lead to significant cost savings and improved efficiency. By partnering with a specialized provider, organizations can access expertise, advanced technology, and economies of scale. This can result in reduced labor costs, improved resource allocation, and minimized downtime. Additionally, outsourcing allows organizations to convert fixed costs into variable costs, providing greater financial flexibility and enabling them to focus on their core business activities.

Importance of Partner Selection in Outsourcing

Choosing the right facilities management partner is crucial for the success of an outsourcing initiative. Organizations should consider factors such as the provider’s industry experience, service offerings, technology capabilities, and cultural fit. It’s essential to conduct thorough due diligence, including reference checks and site visits, to ensure a potential partner can meet the organization’s specific needs and expectations. A strong, collaborative partnership built on trust and shared goals is key to achieving the desired outcomes of outsourcing.

Challenges and Opportunities in Outsourcing FM

Common Cons of Outsourcing FM

While outsourcing facilities management offers many benefits, it also comes with potential challenges. One common concern is the loss of control over operations, as the organization must rely on an external provider. There may also be risks associated with the provider’s lack of familiarity with the organization’s specific needs and culture. Ensuring accountability and dedication from the outsourced team can be challenging, and there may be disruptions during the transition process. Additionally, organizations must be mindful of data security and privacy when sharing sensitive information with a third-party provider.

Exploring Facilities Services Outsourcing

Facilities services outsourcing encompasses a wide range of functions, including maintenance, janitorial services, landscaping, and more. When exploring outsourcing options, organizations should carefully consider which services to outsource based on their core competencies, strategic priorities, and the complexity of each function. Outsourcing non-core activities can allow organizations to focus on their primary objectives while benefiting from the expertise and efficiency of a specialized provider. However, it’s important to maintain a balance between outsourced and in-house functions to ensure seamless integration and maintain control over critical aspects of facilities management.

Utilizing Technology for Facilities Management Outsourcing

Technology plays a crucial role in facilitating successful facilities management outsourcing. Leveraging platforms such as computerized maintenance management systems (CMMS), building automation systems, and IoT sensors can enhance communication, streamline workflows, and provide real-time data for informed decision-making. These technologies enable remote monitoring, predictive maintenance, and energy optimization, leading to improved efficiency and cost savings. When selecting an outsourcing partner, organizations should consider their technology capabilities and ensure compatibility with existing systems. Effective technology integration is key to maximizing the benefits of outsourcing and driving continuous improvement in facilities management.

AspectKey Considerations
Integrated Facilities Management (IFM)• Comprehensive approach
• Single provider oversight
• Standardized processes
Efficiency and Cost Savings• Access to expertise and technology
• Reduced labor costs
• Improved resource allocation
Partner Selection• Industry experience
• Service offerings
• Technology capabilities
• Cultural fit
Common Cons of Outsourcing• Loss of control
• Lack of familiarity with organization’s needs
• Accountability challenges
• Data security concerns
Facilities Services Outsourcing• Wide range of functions
• Outsourcing non-core activities
• Maintaining balance with in-house functions
Technology Utilization• CMMS, building automation, IoT sensors
• Remote monitoring and predictive maintenance
• Compatibility with existing systems
Outsourcing Facility Management

Best Practices for Outsourcing Facility Management 

To wrap things up, here are some best practices to keep in your back pocket:

  • Conduct thorough research and due diligence
  • Prioritize value over short-term cost savings
  • Maintain open lines of communication and regular performance reviews
  • Embrace a flexible and adaptable approach to outsourcing


How can I determine if outsourcing facility management is right for my business? 

Consider factors such as your core competencies, strategic priorities, and the complexity of your facility management needs. If outsourcing can help you save costs, access specialized expertise, and focus on your core business, it may be a good fit.

What should I look for in a facility management vendor? 

Look for a vendor with a proven track record, relevant industry experience, and a deep understanding of your business needs. Also, consider their technological capabilities, financial stability, and cultural fit with your organization.

How can I ensure a smooth transition when outsourcing facility management? 

Develop a clear transition plan, establish open lines of communication, and involve key stakeholders from both your organization and the vendor. Consider implementing a phased approach to minimize disruption and allow for adjustments along the way.

How can I measure the success of my outsourced facility management program? 

Establish clear KPIs and metrics that align with your business goals, such as cost savings, response times, and tenant satisfaction. Regularly monitor and review performance, and maintain open communication with your vendor to address any issues and drive continuous improvement.

What steps can I take to mitigate risks associated with outsourcing facility management? 

Conduct thorough due diligence on potential vendors, establish clear contracts and SLAs, and maintain strong oversight and communication. Also, consider implementing data security measures and contingency plans to address potential issues or disruptions.

What key performance indicators (KPIs) are important when outsourcing facility management?

KPIs such as maintenance response times, energy savings, and overall facility uptime are crucial metrics to monitor when outsourcing facility management services.

How does outsourcing facility management impact facilities leaders within an organization?

Outsourcing facility management can allow facilities leaders to focus more on strategic planning and overall management oversight rather than day-to-day operational tasks.


Outsourcing facility management can be a powerful tool for enhancing efficiency and effectiveness, but it’s not a one-size-fits-all solution. By carefully weighing the pros and cons, making strategic decisions, and fostering strong partnerships, you can set yourself up for outsourcing success. Remember, the key is to find the right balance for your unique business needs and goals.

Ready to explore outsourcing facility management for your commercial real estate needs? Let’s chat! Schedule a consultation with me today, and together, we’ll navigate the world of outsourcing to find the best solution for you.

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