Optimising the mobilisation experience

In many industries, even a few minutes downtime can translate to significant losses. But how many businesses are truly satisfied with their current Hard FM provision? Speaking to business owners in many industries, it’s common to hear tales of inadequate Hard FM provision, too much focus on just labour supply – from both in-house teams and external providers. However, equally as common is a sense of resignation; they would like to make changes, but feel it’s too risky, and too much work to change.

A certain aversion to change is natural, and it’s quite easy to see how businesses employing large Hard FM teams may be daunted by the idea of switching to a new provider. The fact is though, industry-leading Hard FM service providers have the know-how and experience to make difficult transitions look easy. Thanks to meticulous planning, coupled with an experienced mobilisation team and tried-and-tested mobilisation procedures, top Facilities Management service providers take on the hard work and risks associated with the transition period as part of delivering a seamless mobilisation experience.

Planning

Effective mobilisation begins even before the service contract is signed! With detailed research already conducted, the planning stage can begin from a strong foundation of mutual understanding. The next step is to get the full Mobilisation team in place and briefed on the mobilisation project. This team needs to have a strong and experienced leader, supported by key functional leads (such as HR, Technology, Finance, and Operations) that take full ownership and responsibility for delivering the mobilisation activities on time and to the required standard. This ensures that there is a structured and controlled approach to the mobilisation activities, supported by a detailed Mobilisation Plan right through to the ‘Go Live’ date. Regular joint meetings with the customer throughout the mobilisation period provides an update on the mobilisation plan status as well as identifying any emerging risks can that be jointly resolved before they become an issue. All this means there is a smooth transition to the new outsourcing arrangements.

Implementation

With firm plans in place, the mobilisation process enters the implementation stage, which typically begins a few weeks or in some cases, months before ‘Go Live’. A key part of this involves the recruitment, onboarding and training of staff. Manpower is often a concern for businesses considering looking to make a change in their Hard FM provision. A common fear is that suddenly replacing a team, whether it be less than 20 staff or even 200+ staff, will be both difficult and chaotic, but in the hands of experienced Hard FM service providers, these fears can be addressed. Any experienced provider appreciates the value of recruiting a team that has the right mix of existing staff, new externally recruited employees, as well as existing employees from the Facilities Management provider itself. This blend of new and old helps to ensure continuity while laying the groundwork for future improvements. As important as recruitment is training. New and existing colleagues undergo thorough training to make certain that everyone is on the same page with regards to operations, security, health and safety, and business continuity. Shadowing is another important part of successful implementation. This refers to process of observing and understanding site specific processes, procedures and access requirements, so there are no surprises on Day 1 / the Go Live date. Ultimately this means that there will be complete continuity of service and absolutely no disruption in service during the transition phase and beyond.

Also important during the Implementation stage is the review of key business processes, undertaking an asset due diligence process, and the integration of technology such as Computer Aided Facility Management (CAFM) solutions. In short, the best Hard FM service providers leave no stone unturned in ensuring a seamless and stress-free mobilisation experience. They do the hard work so that when ‘Go Live’ comes, it’s business as usual with no costly downtime or disruption to service. Then, from this solid platform, new processes and innovations can be integrated gradually to drive the continuous improvement of services across the board. Contact PCS today to discuss how your business can transition seamlessly to an award-winning Hard FM provider.