Creating a facility master plan is a bit like piecing together a puzzle—there are a lot of moving parts to consider. Whether you decide to bring in external help or lean on your internal team, the key is to ensure your plan accurately reflects your facility’s current state, anticipates future changes, and outlines a clear set of priorities and responsibilities.
Facilities can use technology to visually map sites in detail to aid in maintaining areas needing attention. At some organizations, facilities teams are mapping out locations of sewer cleanouts, dedication plaques, manholes, electric manholes, electric transformers, fences, fire department connections, fire hydrants, generators, and ground signage—all of which could be reflected in facility master plans.
Catherine Jeffrey believes that facility master planning enhances the adaptability and resilience of an organization’s facilities. She manages the operations of the San Diego Rental Car Center, a large facility that serves multiple car rental companies.
“By proactively planning for change and uncertainty, organizations can ensure that their facilities remain responsive and resilient in the face of evolving needs and unforeseen challenges,” Jeffrey says.
It’s not always easy to juggle the roles of a facilities manager and a master plan writer, but both require a similar set of skills: good communication, curiosity, analytical thinking, selflessness, technical know-how, and a constant drive for improvement. Facilities and the needs of the people they serve are always evolving, and there are significant financial and funding considerations to keep in mind. So, it’s best to give yourself plenty of time to get it right.
Mike Johnson, the senior facilities maintenance manager for Saddle Creek Logistics Services, considers growth and changing conditions within a facility when working on facility master planning.
“If I need to supply power to specific areas of my buildings, I would assess the existing power supply and install more than what is currently needed,” says Johnson. “This allows for future growth within that area of the facility. The cost of running the additional power is much more cost-effective than having to install an entirely new power system in the future. This also allows for changes, if needed, without incurring additional costs to the project.”
Expert Insight: Dr. Louis L. Fletcher’s Take
Dr. Louis L. Fletcher, the executive director of facilities and operations for El Paso County Colorado School District 49, oversees a wide range of services, from security and transportation to nutrition and facility maintenance. Serving over 28,000 students, Fletcher emphasizes the importance of metrics, measurability, and accountability in master plans.
According to Fletcher, many facility master plans fall short because they only offer a snapshot of deferred maintenance and suggest fixes. “It’s not enough to simply describe the current state of things,” he explains. “You’ve got to include metrics that show how to move from where you are now to where you want to be.”
He recommends updating the master plan every four to five years. This way, you can track progress and anticipate future milestones rather than just comparing two snapshots and missing the changes in between.
Fletcher’s key audience includes school boards, which often consist of people unfamiliar with construction. His challenge is to get them excited about the plan and its direction. He paints a vivid picture to make his point: “If we don’t replace the roof when needed, we risk water damage during heavy rain or snow, which can lead to bigger problems like mold or structural damage.”
When talking to school superintendents, Fletcher stresses that investing in infrastructure has long-term benefits for student learning and well-being. “We can only put a Band-Aid on so much,” he notes.
Tips for Writing an Effective Facility Master Plan
Fletcher offers several tips for crafting a compelling facility master plan:
- Balance emotion, facts, and action: Your plan should appeal to both the heart and the mind.
- Use bullet points: Keep it simple and to the point.
- Collaborate: Get input from others during the writing and editing process.
- Take your time: Rushing through a master plan can lead to overlooked details.
- Use photos: Visuals, especially before-and-after pictures, can be more effective than charts or graphs in communicating changes in Facility Condition Index (FCI) scores.
- Know your audience: Tailor your presentation to what’s important to them.
- Keep it concise: Aim to keep presentations under an hour.
- Do more interviewing than writing: Talking to various stakeholders can provide valuable insights.
- Make it about “us”: Frame the plan as a collective effort against a shared problem.
- Get out there: Walk through all the buildings, getting a first-hand look at what needs attention.
- Timing is key: For schools, summer is often the best time to work on facility master plans, as it’s less disruptive.
Dr. Doug Aldrich’s Perspective
Dr. Doug Aldrich from the International Facility Management Association (IFMA) advises that when pitching facility master plans to organizational leaders, it’s crucial to highlight what’s in it for them. “Senior facilities managers should present only the highlights and overviews, using short lists, building diagrams, and growth graphs to make their case,” he suggests.
Gordon Rogers’ Experience
Gordon Rogers, program director for the Judicial Council of California, has led teams in master planning various state agency portfolios, including community colleges and religious campuses. He emphasizes that each sector has its own success metrics, and understanding these is key to effective master planning. “It’s important to align your processes and outcomes with the client’s goals and budget constraints,” Rogers advises.
He adds that even experienced planners should approach each new project with a beginner’s mindset. “Doing it the same way as last time can lead to trouble,” he warns. Early meetings with stakeholders are crucial to set clear goals, desired outcomes, and understand the budget and time constraints.
Across the board, experts agree that facilities teams can be everyday heroes in their organizations. They play a crucial role in understanding the ramifications of deferred maintenance and the cost of operational interruptions on building occupants, whether they are students, office workers, or the general public. But, as Fletcher aptly puts it, “A vision without a budget is just a dream.” So, plan wisely and always keep an eye on the bottom line.
Jack Rubinger is the marketing content writer for facility solutions provider ARC Facilities. He can be reached at jack.rubinger@arcfacilities.com.