In facilities management, there are hundreds of terms to know, not to mention the acronyms and shorthand that get used.
For those outside the Facilities Management Team or just starting in the industry, these terms can leave you asking questions and make you feel like you are speaking a foreign language.
Whether you are new to the sector or a seasoned professional brushing up on your knowledge, having a solid grasp of the right terms matters.
Contents
Facilities Management Glossary
A
Abatement: The safe removal or reduction of hazardous materials or conditions.
Access Control: Systems and procedures used to restrict and monitor entry to buildings or secure areas.
Accessibility Compliance: Meeting legal and design standards that ensure buildings and services are accessible to all people, including those with disabilities.
Activity-Based Working: A flexible workplace strategy where employees choose workspaces based on the task being performed.
Add-On: Additional work or materials added to the original project scope or contract.
Air Conditioner, Air Conditioning (A/C): A system used to cool, heat, and control indoor air quality.
Air Quality Monitoring: The process of measuring indoor or outdoor air conditions to ensure healthy environments.
Annual Maintenance Program (AMP): A yearly schedule of planned maintenance activities designed to keep facilities and equipment operating efficiently.
Application for Payment: A contractor’s formal request for payment for completed work.
Artificial Intelligence (AI): Technology that enables systems to perform tasks requiring human-like learning, reasoning, or decision-making.
As-Built Drawings: Updated drawings showing the final constructed condition of a project.
Asbestos: A hazardous mineral formerly used in building materials for insulation and fire resistance.
Asset Cost Breakdown: A detailed analysis of all costs associated with acquiring, operating, maintaining, and disposing of an asset.
Asset Lifecycle: The complete lifespan of an asset from acquisition and operation to maintenance and disposal.
Asset Management: The process of tracking, maintaining, and optimising physical assets throughout their lifecycle. Read More
Asset Record: A documented history of an asset, including details such as maintenance, location, condition, and warranty information.
Audit: A formal review or inspection of processes, systems, finances, or compliance activities.
Average Life: The expected operational lifespan of an asset or piece of equipment.
B
Backlog: Outstanding maintenance tasks or work orders that have not yet been completed.
Block and Stack Planning: A method of organising departments and teams within building floors or office spaces.
Branch Manager: A person responsible for overseeing operations, staff, and performance at a specific branch or location.
Budget and Cost Control: The process of planning, monitoring, and managing operational and project expenses.
Building Automation System (BAS): A centralised system that monitors and controls building services like HVAC, lighting, and security.
Building Information Modelling (BIM): A digital 3D model process used to design, manage, and maintain buildings and infrastructure.
Building Inspection Checklist: A structured list used to assess the condition, safety, and compliance of a building.
Building Management System (BMS): A centralised system used to monitor and control building services such as HVAC and lighting.
C
Capital Expenditure (CapEx): Funds spent on acquiring, upgrading, or extending the life of long-term assets.
Change Order: A document authorising changes to the original project scope, cost, or schedule.
Closed Circuit Television (CCTV): A video surveillance system used for security and monitoring.
Cloud-Based Facilities Management System: An online FM platform hosted in the cloud for managing maintenance, assets, and workplace operations remotely.
Code: Regulations and standards governing building safety, design and construction.
Common Data Environment (CDE): A centralised digital platform used to store, manage, and share project and facility information.
Compliance Standards: Rules, regulations, and industry requirements that organisations must follow.
Computer-Aided Design (CAD): Software used to create precise technical drawings and designs.
Computer-Aided Facility Management (CAFM): Software that helps manage facilities, space, assets, workplace and maintenance operations.
Computer-Integrated Facility Management (CIFM): An integrated system combining facility management processes with technology and data.
Computerised Maintenance Management System (CMMS): Software used to manage maintenance schedules, work orders, and asset records.
Condition-Based Maintenance (CBM): Maintenance performed based on the actual condition or performance of equipment.
Contract Management: The administration of contracts throughout their lifecycle, including monitoring performance and obligations. Read More
Corrective Maintenance: Maintenance performed to repair faults or restore equipment after a failure occurs.
Cost Control: Managing expenses to ensure operations or projects remain within budget. Read More
D
Data Analytics: The process of analysing data in real time to identify trends, improve decisions, and optimise operations. Read More
Deferred Maintenance: Postponed maintenance activities due to budget, resource, or scheduling constraints.
Diffusers: Air distribution devices used in HVAC systems to direct airflow.
Distribution Panel (DP): A panel that distributes electrical power to multiple circuits.
Downtime: A period when equipment, systems, or operations are unavailable or not functioning.
Dynamic Workplace: A flexible and adaptable work environment designed to support changing workforce needs.
E
Emergency Maintenance: Urgent maintenance is performed to address critical failures or safety risks.
Emergency Preparedness: Planning and procedures designed to help respond effectively to emergencies or disasters.
End of Life Costs: Costs associated with decommissioning, disposing of, or replacing an asset at the end of its useful life.
Energy Efficiency: Using less energy to achieve the same level of performance or output.
Energy Management: Monitoring and controlling energy usage to improve efficiency and reduce costs.
Energy Management System (EMS): A system used to monitor, control, and optimise energy usage in buildings or facilities.
Energy Performance Certificate (EPC): A certificate rating the energy efficiency of a building.
Enterprise Asset Management (EAM): A strategy and software system for managing the lifecycle of physical assets.
Enterprise Resource Planning (ERP): Business management software that integrates finance, operations, procurement, HR, and other functions.
Environmental Health and Safety (EHS): Policies and practices focused on protecting people, property, and the environment.
Environmental Management: The process of controlling and reducing environmental impacts through policies and sustainable practices.
Environmental, Social and Governance (ESG): A framework used to measure an organisation’s environmental impact, social responsibility, and governance practices.
F
Facility Assessment: An evaluation of a building’s condition, systems, and operational performance.
Facility Audit: A formal review of facility operations, compliance, maintenance, or energy performance.
Facility Automation: The use of automated systems to control building operations such as lighting, HVAC, and security.
Facility Condition Assessment (FCA): An evaluation of a building’s physical condition and maintenance needs.
Facility Condition Index (FCI): A metric comparing repair costs to the replacement value of a facility to measure condition.
Facility Management or Facilities Management (FM): The management of buildings, services, maintenance, and workplace operations.
Facilities Management Bids: Competitive proposals submitted by vendors to provide FM services or projects.
Facility Management Information System (FMIS): A centralised digital system used to manage facility operations, maintenance, space, assets, and workplace data.
Facilities Management Procurement: The process of sourcing and purchasing FM services, equipment, and contractors.
Facilities Management Services: Services that support the operation, maintenance, safety, and functionality of buildings and workplaces.
Facility Management Software (FMS): Software designed to support facility operations, maintenance, and workplace management.
Facility Manager: A professional responsible for overseeing facility operations, maintenance, and workplace services.
Facility Solutions Manager (FSM): A professional or software platform responsible for coordinating facility operations and maintenance solutions.
Fire Rating: A measure of how long a material or assembly can withstand fire exposure.
Fire Safety Systems: Equipment and procedures designed to detect, prevent, and respond to fires.
Fire Stop: Materials or systems used to prevent the spread of fire and smoke through openings.
Fixture: A permanently installed plumbing device, such as a sink or toilet.
Floor Plan: A top-down drawing showing the layout of rooms, walls, and spaces.
Framing: The structural framework that supports a building.
G
General Contractors: Contractors responsible for managing and coordinating an entire construction project.
Geocoding: The process of converting addresses or locations into geographic coordinates for mapping and tracking.
Green Building Certification: An official rating recognising environmentally sustainable building practices and performance.
Grounds Maintenance: The upkeep of outdoor areas such as lawns, landscaping, parking lots, and walkways.
H
Hard FM: Facilities management services related to the physical building and infrastructure, such as HVAC, electrical, and plumbing systems.
Hardware: Physical building components such as hinges, locks, and handles.
Health and Safety Audit: A formal review of workplace safety practices and compliance with regulations.
Health and Safety Oversight: Monitoring and enforcing workplace safety policies, procedures, and compliance requirements.
Heating, Ventilation, and Air Conditioning (HVAC): Systems used to control indoor temperature, airflow, and air quality.
Hot Works: Tasks involving open flames, sparks, or heat-producing equipment, such as welding or cutting.
I
Initial Investment Costs: The upfront costs required to purchase, install, or implement assets or systems.
Inspection: A formal examination of equipment, systems, or facilities to assess condition and compliance.
Inspection Checklist: A checklist used to verify conditions, compliance, or performance during inspections.
Integrated Facilities Management (IFM): The delivery of multiple facility services through a unified management approach, where multiple facility services are managed through a single provider or system.
Integrated Workplace Management System (IWMS): A platform that integrates real estate, maintenance, workplace, and asset management functions.
Internet of Things (IoT): A network of connected devices and sensors that collect and exchange data over the internet.
Inventory: Stored materials, spare parts, equipment, or supplies available for operations and maintenance.
Inventory Turnover: A measure of how frequently inventory is used and replenished over a period of time.
J
Janitorial Services: Cleaning and sanitation services provided within buildings and workplaces.
K
Key Performance Indicator (KPI): A measurable value used to evaluate performance against objectives.
L
Lead Time: The time required between requesting and receiving goods, services, or materials.
Leadership in Energy and Environmental Design (LEED): A globally recognised certification system for sustainable and environmentally friendly buildings.
Lifecycle Cost Analysis (LCCA): A method for assessing the total cost of an asset over its entire lifespan.
Lifecycle Costing: An analysis of the total cost of ownership of an asset over its lifespan.
Light Emitting Diode (LED): An energy-efficient lighting technology that emits light using semiconductors.
Life Safety Inspection: An inspection ensuring compliance with fire, safety, and emergency standards.
Lifting Operations and Lifting Equipment Regulations (LOLER): UK regulations governing the safe use of lifting equipment.
Lighting Control Systems: Automated systems used to manage lighting levels, schedules, and energy efficiency.
Logistics: The planning and coordination of transportation, storage, and delivery of materials or services.
M
Maintenance: The process of keeping equipment, systems, or facilities in proper working condition.
Maintenance and Operations: The activities required to keep buildings, systems, and equipment functioning effectively.
Maintenance Documentation: Records and documents related to maintenance activities, procedures, inspections, and repairs.
Maintenance Management Software (MMS): Software used to plan, schedule, track, and manage maintenance activities, assets, and work orders.
Maintenance Schedule: A planned timetable for performing maintenance tasks and inspections.
Maintenance SOP: A Standard Operating Procedure outlining the approved steps for performing maintenance tasks safely and consistently.
Maintenance Strategy: A planned approach for managing maintenance activities to improve reliability and efficiency.
Mechanical, Electrical and Plumbing (MEP): The core engineering systems that support building operations and occupant comfort.
Mean Time Between Failures (MTBF): The average operating time between equipment failures.
Mean Time Between Repairs (MTBR): The average time between repair activities on equipment or systems.
Mean Time to Repair (MTR or MTTR): The average time required to repair equipment and restore operation after failure.
Meaningful Maintenance Metric (M3): A performance metric used to evaluate the effectiveness and value of maintenance activities.
Move Management: The planning and coordination of workplace relocations or space changes.
N
Net Zero Building: A building designed to produce as much energy as it consumes over time.
Noise Control: Measures used to reduce or manage unwanted sound levels in a facility or environment.
Non-Routine Maintenance: Maintenance work that is irregular, unexpected, or outside normal scheduled activities.
O
Occupancy Planning: The process of organising and allocating workplace space based on occupancy needs.
Occupancy Sensors: Devices that detect the presence of people to automate lighting, HVAC, or security systems.
OHSA: Occupational Health and Safety regulations designed to protect workers.
Operational Efficiency: Achieving maximum productivity with minimal wasted resources or costs.
Operational Expenditure (OpEx): Day-to-day operating costs required to run a facility or business.
Original Equipment Manufacturer (OEM): The company that originally designs and manufactures equipment or components.
Outsourcing: Hiring external providers to perform services or operations instead of internal staff.
P
Parts Ordering: The process of purchasing replacement components, tools, or maintenance materials. Read More
Physical Plant: The buildings, infrastructure, and equipment that support facility operations.
Planned Predictive Maintenance: Maintenance planned using performance data and condition monitoring to predict failures before they occur.
Planned Preventive Maintenance (PPM): Scheduled maintenance activities performed at planned intervals to prevent breakdowns and reduce the risk of equipment failure. Read More
Power Distribution Unit (PDU): A device used to distribute electrical power to multiple systems or equipment.
Preventive Maintenance (PM): Routine maintenance carried out to reduce the likelihood of equipment failure.
Prime Contractors: The main contractor directly contracted by the project owner.
Project Delivery: The management and completion of projects from planning through execution and handover.
Property Maintenance: The upkeep and repair of buildings, systems, and surrounding property.
Property Management: The administration and operation of real estate properties and tenant services. Read More
Provision and Use of Work Equipment Regulations (PUWER): UK regulations ensuring work equipment is safe to use.
Punch List: A list of incomplete or corrective items that must be finished before project completion.
Purchase Order (PO): A formal document authorising the purchase of goods or services.
Q
Quality Assurance (QA): Processes used to ensure services, products, or operations meet required standards.
Quality Control (QC): Inspection and testing activities used to verify quality and identify defects.
Quick Response Code (QR Code): A scannable barcode used to store and access digital information quickly.
Quoted Works: Maintenance or project tasks that require a formal price quotation before approval and execution. Read More
R
Reactive Costs: Expenses incurred from unplanned repairs or emergency maintenance after failures occur.
Reactive Maintenance: Maintenance carried out in response to equipment failure or unexpected issues. Read More
“Red Tagged”: Equipment or areas marked unsafe and removed from service until corrected.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR): UK regulations requiring workplace incidents to be formally reported.
Request for Information (RFI): A document used to request clarification or additional details during a project.
Request for Proposal (RFP): A document inviting vendors to submit proposals for products or services.
Return on Assets: A performance measure showing how effectively assets generate value or profit.
Return on Investment (ROI): A measure of profitability comparing gains to the cost of an investment.
Risk Assessments: Evaluations used to identify hazards and determine appropriate control measures.
Room Booking: A system or process used to reserve meeting rooms or shared spaces.
Rough-In: The initial installation stage of systems such as plumbing, electrical, or HVAC before finishes are applied.
Routine Maintenance Tasks: Regularly scheduled maintenance activities are performed to maintain equipment performance.
Run-To-Failure (RTF): A maintenance strategy where equipment is allowed to operate until it fails before repairs are made.
S
SFG20: A UK industry standard providing maintenance schedules and guidance for building services.
Scope of Work (SOW): A document defining the tasks, deliverables, timelines, and responsibilities for a project or service.
Section: A cut-through drawing showing the internal structure or construction details of a building.
Service Level Agreement (SLA): A contract defining the expected level of service between a provider and customer.
Sick Building Syndrome (SBS): A condition where building occupants experience health or comfort issues linked to the indoor environment.
Sign-Off: Formal approval confirming that work or requirements have been completed satisfactorily.
Site Plan: A drawing showing building placement, landscaping, parking, and site features.
Smart Buildings: Buildings that use connected technologies and automation to improve efficiency, comfort, and performance.
Space Utilisation: The measurement and analysis of how effectively workplace space is being used.
Space Utilisation Software: Software used to monitor and analyse how workplace or building spaces are being used.
Specifications: Written technical requirements describing materials, workmanship, and standards for a project.
Soft FM: Services that support people and workplace comfort, such as cleaning, catering, security, and landscaping.
Software as a Service (SaaS): Cloud-based software delivered and accessed over the internet through subscriptions.
Standard Operating Procedures (SOP): Documented instructions outlining how tasks should be performed consistently and safely.
Standing Work Order: An ongoing work order used for recurring maintenance or routine service activities.
Supply Chain Management: The coordination of sourcing, procurement, logistics, and delivery of goods and services.
Sustainable FM: Facilities management practices focused on environmental responsibility, efficiency, and long-term sustainability.
Sustainability: Practices that minimise environmental impact while supporting long-term economic and social goals.
Sustainability Planning: Developing strategies to reduce environmental impact and improve long-term resource efficiency.
T
Technical Facility Management: Management of technical building systems such as HVAC, electrical, plumbing, and fire safety systems.
Temporary Occupancy: Permission to use part of a building before full project completion or certification.
Tenant Services: Services provided to building occupants, such as maintenance, security, cleaning, and support.
Total Quality Management (TQM): A management approach focused on continuous improvement and customer satisfaction.
Total Productive Maintenance (TPM): A maintenance strategy focused on maximising equipment efficiency through proactive involvement of all employees.
Tripped Circuit: A circuit breaker that has automatically shut off power due to overload or fault.
U
Unscheduled Maintenance: Maintenance performed unexpectedly due to failures, breakdowns, or urgent issues.
Utility Management: The monitoring and optimisation of utilities such as electricity, water, gas, and waste services.
V
Valve: A device used to control the flow of liquids or gases.
Valve Tags: Identification labels attached to valves for maintenance and operation purposes.
Vendor: A company or individual supplying goods or services.
Vendor Management: The process of selecting, coordinating, and monitoring external suppliers and contractors.
Vents: Openings or ducts that allow air circulation or exhaust.
W
Waste Management: The collection, disposal, recycling, and reduction of waste materials.
Work Order (WO): A document authorising and tracking maintenance or operational tasks.
Working Environment: The physical and operational conditions in which employees perform their work.
Workload: The amount of work assigned to personnel, teams, or systems over a period of time.
Workplace: A location where employees carry out their job duties.
Workplace Distancing: Strategies used to maintain safe physical distances between people in the workplace.
Workplace Equipment: Tools, machinery, furniture, and technology used within a workplace.
Workplace Health and Safety: Policies and practices designed to protect employees from workplace hazards.
Workplace Inspection: An assessment conducted to identify hazards, maintenance needs, or compliance issues in the workplace.
Workplace Management: The coordination of workplace operations, resources, and employee environments to improve efficiency and experience.
X
Y
Z
Zero Waste: A sustainability approach aimed at minimising waste through reuse, recycling, and responsible resource management.
Summary of Key Terms
Facilities management is a broad and complex area that requires a large knowledge base.
The terms in this glossary are not extensive, but they give a good foundation for those looking to expand their knowledge of the industry.
Understanding these terms can give you the confidence to engage with your FM provider and to make better decisions for your organisation.
For more FM terminology and industry resources, see Expansive FM