How to Write a Sustainability Strategy for Facilities Managers

Sustainability is not just a buzzword; it's a necessity. Organisations are increasingly prioritising environmental responsibility. As a facilities manager (FM), you will find yourself at the forefront of this change, and strategy will be necessary for you to implement these changes. 

Writing a sustainability strategy can benefit an organisation in many ways. These include cost savings, improving brand reputation, creating a healthier environment for employees, lowering energy usage, and working towards global targets. This guide will provide steps to integrate sustainability into your facilities management operations, allowing you to create a sustainable business.

What is a Sustainability Strategy for Facilities Managers?

A sustainability strategy focuses on reducing building operations' impact on the environment. Facilities management sustainability is the integration of environmentally responsible practices in a building or facility's operations. This could involve reducing energy consumption, improving waste management practices, using eco-friendly cleaning products, mindful water usage, and using sustainable building materials and resources.

The aim is to balance operating facilities efficiently and minimising their environmental impact. Your strategy should consider long-term environmental goals, water and waste management, conserving resources, and addressing economic and social factors.

Why is Sustainable Facilities Management Important?

Facilities management ensures buildings and their systems run smoothly. Sustainable FM is becoming increasingly important because organisations are under pressure from governments, stakeholders, and customers to adopt greener practices. Incorporating sustainability can drive operational efficiencies and build a more sustainable future for everyone.

How to Implement a Sustainable FM Strategy

If you've been tasked with implementing sustainable changes to improve your business's environmental footprint, and you're not sure where to start. Then, start by following these steps.

Step 1: Understand the Current Environmental Impact

• Baseline assessment: Conduct an audit to find your current impact on the environment. Review energy consumption, water usage, waste production, carbon footprint, and material usage in your facilities.
• Gather data: Collect data from utility bills, waste management reports, and building maintenance records.
• Identify areas for improvement: Look for patterns or areas where energy or resources are being wasted, like lighting, HVAC systems, water usage, or inefficient building design.

Step 2: Set Clear Goals and Objectives

• Determine long-term goals: Think about your overall sustainability vision. Do you aim for energy efficiency, reduced carbon emissions, or zero waste? Make sure your targets are measurable and specific, and they align with your company's broader sustainability objectives.
  • Examples: "Reduce energy consumption by 20% in 5 years" or "Achieve zero waste by 2030."
• Set short-term objectives: Break down long-term goals into smaller, more achievable targets.
  • Example: "Replace incandescent bulbs with LEDs in all common areas within the next 6 months."
• Ensure alignment with corporate values: The sustainability strategy should align with broader company or organisational goals.

Step 3: Assess Available Resources and Budget

• Evaluate the financial investment: Sustainability initiatives often require upfront costs. Consider the budget available and the return on investment (ROI).
• Look for funding or grants: Many regions offer incentives for energy efficiency and sustainability improvements.
• Smaller businesses can find government incentives, grants, and low-interest loans for upgrades to energy efficiency or sustainability initiatives. 
• Involve stakeholders: Work with leadership, procurement, and finance teams to ensure you have the necessary resources.

Step 4: Develop Key Sustainability Initiatives

Here are some common sustainability initiatives to consider for your facilities:

• Energy efficiency: Implement energy-efficient lighting, HVAC systems, or renewable energy sources like solar panels.
• Water conservation: Install low-flow faucets, toilets, and irrigation systems.
• Waste management: Set up recycling programs and composting, or find ways to reduce waste generation.
• Indoor air quality: Use low-VOC paints, carpets, and materials to improve air quality.
• Green building certifications: Consider pursuing certifications like LEED (Leadership in Energy and Environmental Design) or BREEAM (Building Research Establishment Environmental Assessment Method).

Step 5: Create a Sustainability Action Plan

• Create a timeline: Develop a timeline with clear milestones to track progress.
• Assign responsibilities: Define roles for staff and teams responsible for implementing various actions.
• Prioritise actions: Start with the most cost-effective or impactful initiatives, such as replacing old HVAC systems or installing energy-efficient lighting.
• Ensure ongoing monitoring: Plan for continuous monitoring and measurement of progress toward goals.

Step 6: Engage and Educate Staff

• Provide training: Educate your facilities management team and building occupants about sustainable practices (e.g., energy conservation, waste sorting).
• Foster a culture of sustainability: Encourage employees to adopt green practices, such as reducing waste or turning off lights when not in use.
• Communicate with tenants/occupants: If your building is leased, inform tenants about sustainability initiatives and encourage them to participate.
• Passion in the team: Find people in the team who are passionate about sustainability. They can be from different areas of the business, such as stakeholders, FMs sustainability officers, expert advice and senior leadership.

Step 7: Monitor, Measure, and Report Progress

• Track key performance indicators (KPIs): Keep track of your energy consumption, water usage, waste diversion rates, and other metrics.
• Use tools: Utilise energy management systems (EMS) or sustainability reporting software to track progress.
• Adjust strategies as needed: If you're not meeting your targets, identify challenges and make adjustments to your plan.

Step 8: Celebrate Successes and Communicate Results

• Report successes: Share achievements with stakeholders, leadership, and employees to demonstrate the impact of sustainability initiatives.
• Promote transparency: Publish an annual sustainability report or send out updates about the progress you've made.
• Recognise achievements: Celebrate milestones to maintain motivation and support for the ongoing sustainability efforts.
• Sustainability Certifications: Consider pursuing certifications like BREEAM (Building Research Establishment Environmental Assessment Method) to ensure that your facility meets the highest environmental standards.

Step 9: Continuously Improve

• Stay updated on trends: Sustainability standards and technologies evolve, so continue researching new practices or innovations in facilities management.
• Solicit feedback: Regularly ask for feedback from stakeholders and employees to identify areas for improvement.
• Revisit and revise goals: Adjust your strategy every 1-2 years to ensure it remains relevant and ambitious.

By following these steps, you'll not only create an actionable sustainability strategy but also foster a culture of sustainability within the facilities you manage.

How can a CAFM System Help?

Adopting CAFM ( computer-aided facilities management) system offers numerous advantages in streamlining sustainability efforts. Here are some ways CAFM software can make a significant impact to help your business create sustainable decisions:

• Monitoring and Optimisation: Software tools can track energy consumption patterns and identify opportunities for optimisation, making a positive impact on energy savings and more efficient building operations.
• Reporting and Analytics: Advanced software can help track sustainability metrics, generate data and reports, and provide insights on how your facility is performing against sustainability goals. Metrics such as energy consumption, water use, waste reduction, carbon emissions, and employee satisfaction can be used to track the success and sustainably grow your strategy.
  

Benefits of Sustainable Facilities Management Practices 

You know how to implement your strategy, but you might not be sold on why it's worth doing yet. Implementing a sustainability strategy has many benefits for organisations. 

Reducing Waste

Waste reduction is one of the sustainable initiatives that can be seen immediately. Start by optimising waste management, improving recycling programs, and reducing material usage. Tracking waste output can help you understand what is being disposed of and where efficiencies can be introduced. Remember: reduce, reuse and recycle! 

Reducing Carbon Footprint

Reducing the amount of energy used and increasing the use of renewable energy sources helps minimise a facility's carbon footprint. Green initiatives such as solar panels and more efficient HVAC systems can significantly reduce greenhouse gas emissions. Reaching net zero or a smaller carbon footprint supports sustainability goals and enhances the facility's responsible reputation. 

Improves Reputation

Consumers and employees gravitate toward organisations that are committed to sustainability. Promoting your sustainable strategies can improve your brand image and gain customer loyalty. Green reputations can be a powerful marketing tool and a key differentiator in a competitive market.

Your corporate social responsibility and sustainable practices are probably also part of your organisation's broader CSR strategy. This shows a commitment to environmental stewardship, which can be attractive to customers, investors, and talent.

Employee Satisfaction, Productivity and Health 

Employees are increasingly valuing organisations that take sustainability seriously. A green facility can contribute to employee well-being and productivity, as eco-friendly environments are often healthier by having better indoor air quality, more natural lighting, and eco-friendly cleaning practices. These factors contribute to higher employee satisfaction and can even boost productivity.

Cost Savings

Sustainable practices such as water conservation and waste reduction directly reduce operational costs over time. For example, reducing energy consumption through more efficient lighting systems, HVAC optimisation, or adopting renewable energy sources can significantly lower utility bills. Over time, these changes lead to substantial cost savings for your organisation.

Regulatory Compliance 

Governments worldwide are imposing stricter regulations on energy consumption, waste management, and carbon emissions. Adopting sustainable practices helps your facility stay ahead of regulations and avoid costly fines.

Challenges of a Sustainability Plan

If you decide to go ahead with your plan, it might not all be smooth sailing. As with any shift in operations, adopting sustainability within facilities management presents challenges. But, by being aware of any potential challenges ahead of time, you can better prepare for them.

Resistance to Change

One of the most significant challenges that FMs face is resistance to change. Employees, stakeholders, and even leadership may be hesitant to embrace sustainable practices if they are seen as expensive or inconvenient. To overcome this resistance, it's important to communicate the long-term benefits of sustainability, both financially and socially.

Using New Technology

Sustainable facilities management often involves integrating new technologies like energy-efficient lighting, smart thermostats, and water-saving systems. FMs should start by conducting a cost-benefit analysis to justify the investment. Partnering with experienced vendors can help to ease the transition and implementation.

Tracking and Reporting

Tracking and reporting on the strategy you have implemented to prove its efficiency can occasionally be a challenge. Facilities management software can help simplify the tracking and reporting, and they have insights for FMs to identify areas for improvement, monitor progress, and meet sustainability goals.

What is the future of sustainable facilities management? 

The future of sustainable facilities management will likely see more widespread adoption of smart technology, greater emphasis on carbon reduction, and further integration of sustainability into building designs and operations.

Adopting a comprehensive sustainability strategy earlier than your competitors can give you a head start. It might seem overwhelming at first, but starting with a clear understanding of sustainability, setting achievable goals, and utilising the right tools and resources, you can successfully integrate sustainable practices into your facility's operations.