What Is Facility Management in the UK?

What Is Facility Management?

Facility Management, or FM, is the responsibility of keeping buildings and workplaces running smoothly.
Whether it's an office, hospital, school, or manufacturing plant, facility management ensures that every part of a space is safe, efficient and a productive environment. 

Defining facility management

Simply, the goal is to ensure that the built environment supports the organisation's objectives.

According to the International Facility Management Association (IFMA), "Facility Management is a function which integrates people, place and process within the built environment."

Facilities management teams are responsible for the physical assets, business operations and quality of life of people in the building. 

6 Key responsibilities of facility management

Facility management helps organisations manage, maintain, and optimise their physical spaces. These services can be outsourced or handled in-house, depending on the organisation's size and structure. Many of the responsibilities can be streamlined with the use of CAFM software. 
The responsibilities of a FM are wide and varied. Here are just 9: 

1. Maintenance management

The facilities management professionals oversee preventive and reactive maintenance for all building systems, including HVAC, electrical, plumbing, elevators, wiring, machinery, and more. Proper maintenance reduces downtime and extends the life of assets.

2. Space management

Effective space planning ensures every square metre is used wisely. Facility managers track occupancy, manage office layouts, and optimise floor plans to improve productivity and reduce costs.

3. Health, safety, and compliance

Keeping occupants safe and comfortable is a priority. Facility managers ensure buildings comply with local regulations, fire safety standards, accessibility laws, and environmental requirements.

Facility management services ensure that inspections, certificates, and audits are up to date. 

4. Sustainability and energy efficiency

Modern FM in the UK focuses on reducing carbon footprints and promoting sustainability. This might include energy audits, waste reduction programs, and smart building technology that monitors energy use.

Energy management implements eco-friendly practices to reduce carbon emissions and operational costs.

5. Technology and automation

Digital transformation has reshaped facility management. Tools like CAFM (Computer-Aided Facility Management) and IWFM systems (Integrated Workplace and Facilities Management Systems) help automate tasks, track assets, streamline project management and improve decision-making.

6. Technology and smart building services

Efficiency has improved and processes are streamlined with the assistance of digital tools such as:

• CAFM (Computer-Aided Facility Management) for maintenance and asset management
• IoT devices for real-time monitoring of equipment and occupancy
• BIM (Building Information Modelling) for lifecycle management
• Energy management platforms for efficiency optimisation

Types of facility management

There are two main types of facility management: Hard FM and Soft FM.

Hard facilities management (Hard FM)

These responsibilities relate to the physical structure and systems of a building. They ensure that everything built into the facility operates safely and efficiently. Examples include:

• Building maintenance and repairs
• Electrical, plumbing, and HVAC system management
• Fire safety systems and emergency equipment
• Space planning and layout management
• Health and safety compliance
• Energy management and sustainability planning

Hard FM is critical to maintaining a building’s integrity, ensuring it meets legal and safety standards while remaining functional and efficient.

Soft facilities management (Soft FM)

Soft FM focuses on the services that make a workplace safe, comfortable, and pleasant for its users. These tasks support the people within the facility. Examples include:

• Cleaning and janitorial services
• Security and access control
• Waste management and recycling
• Catering and food services
• Landscaping and grounds maintenance
• Mailroom and front desk operations

Soft services play a major role in employee satisfaction and overall workplace experience and the productivity of the core business.

Why facility management matters

Facility management plays a vital role in organisational success. 

Operational Efficiency: Streamlined processes reduce downtime and waste.

Cost Savings: Preventive maintenance and space optimisation lower long-term costs.

Employee Wellbeing: A clean, comfortable, and safe environment enhances satisfaction and productivity.

Sustainability: Energy-efficient practices contribute to corporate social responsibility goals.

Business Continuity: FM ensures that facilities remain functional during emergencies or disruptions.

The role of a facilities manager adds value to the people and the productivity of a modern business. FM professionals support business in a range of areas and help to facilitate best practices across the organisation. 

What is the future of facility management?

Facility management is evolving with the rise of smart buildings, the Internet of Things (IoT), AI and data analytics, all transforming how facilities are managed.

Predictive maintenance, real-time monitoring, and AI-driven insights are becoming the norm. Whether you manage one building or a global portfolio, effective FM ensures that your facilities are safe, sustainable, and aligned with your organisation’s goals.

Learn about facility management software.