Premises Workflow Map

In this article, we’ve created a starter Premises Workflow Map that you can use to start planning out your product/service delivery and we’ve outlined a few examples of experiments that you can run in your Premises role.

Ready to get started? Download the Workflow Map template or get in touch to discuss how a workflow coach could help you fast-track your business improvement.

Systems & Processes for Premises

The path towards better systems and processes in your Premises role starts with mapping out your most important business processes. Being able to see your business processes laid out visually helps you to collaborate with your team on how to improve and grow. By repeating this collaboration process, you’ll develop a culture of continuous improvement that leads to a growing business and streamlined systems and processes that increase customer & staff experience.

To help you start mapping out your processes, we’ve developed a sample flow for a Premises Workflow Map that you can use with your team to start clarifying your processes and then run Business Experiments so you can build a better business.

Workflow Map For A Premises

1. Initial consultation: Meet with clients to understand their specific requirements and goals for their facility.
2. Design and planning: Develop a comprehensive plan for the facility, including layout, equipment, and infrastructure.
3. Procurement: Source and purchase necessary materials, equipment, and supplies for the facility.
4. Construction and installation: Oversee the construction and installation process, ensuring that all elements are implemented according to the design plan.
5. Testing and commissioning: Conduct thorough testing of all systems and equipment to ensure they are functioning properly and meet industry standards.
6. Training and handover: Provide training to facility staff on how to operate and maintain the facility effectively.
7. Facility operations: Manage day-to-day operations of the facility, including maintenance, repairs, and ensuring a safe and functional environment.
8. Performance monitoring: Regularly assess the facility’s performance and identify areas for improvement or optimization.
9. Continuous improvement: Implement strategies and initiatives to enhance the facility’s efficiency, sustainability, and overall performance.
10. Client satisfaction and feedback: Regularly communicate with clients to gather feedback on their experience with the facility and address any concerns or suggestions for improvement

Business Growth & Improvement Experiments

1. Name: Implementing a preventive maintenance program
Description: Develop and implement a preventive maintenance program for all facilities and equipment. This program will include regular inspections, maintenance tasks, and repairs to ensure optimal functioning and minimize downtime.
Expected Outcome: Increased equipment reliability, reduced breakdowns, and improved overall facility performance, leading to increased productivity and cost savings.

2. Name: Streamlining inventory management
Description: Analyze the current inventory management system and identify areas for improvement. Implement a more efficient inventory tracking system, such as barcode scanning or automated inventory management software, to streamline the process of ordering, receiving, and tracking inventory.
Expected Outcome: Reduced inventory holding costs, improved inventory accuracy, minimized stockouts, and enhanced overall supply chain efficiency.

3. Name: Energy efficiency audit and upgrades
Description: Conduct an energy efficiency audit of the premises to identify areas where energy consumption can be reduced. Implement energy-saving measures such as installing LED lighting, upgrading HVAC systems, and improving insulation to reduce energy costs and environmental impact.
Expected Outcome: Lower energy bills, reduced carbon footprint, and improved sustainability practices, leading to cost savings and enhanced corporate social responsibility.

4. Name: Implementing a waste management program
Description: Develop and implement a comprehensive waste management program that includes recycling, composting, and waste reduction strategies. Educate employees on proper waste disposal practices and provide designated recycling and composting bins throughout the premises.
Expected Outcome: Reduced waste disposal costs, improved environmental sustainability, and enhanced corporate image as a responsible and eco-friendly organization.

5. Name: Automating maintenance requests and work orders
Description: Implement a digital system for submitting and tracking maintenance requests and work orders. This system can include an online portal or mobile app that allows employees to easily report issues and track the progress of maintenance tasks.
Expected Outcome: Streamlined maintenance processes, improved response times, and enhanced communication between employees and maintenance staff, resulting in increased customer satisfaction and reduced downtime.

6. Name: Implementing a space utilization analysis
Description: Conduct a thorough analysis of the current space utilization within the premises. Identify areas of underutilization or inefficiency and develop strategies to optimize space allocation, such as rearranging workstations, implementing hot-desking, or redesigning layouts.
Expected Outcome: Improved space utilization, increased productivity, and cost savings through better utilization of existing resources.

7. Name: Implementing a visitor management system
Description: Install a visitor management system that allows for efficient check-in and check-out processes, visitor tracking, and enhanced security measures. This system can include features such as visitor badges, automated registration, and integration with access control systems.
Expected Outcome: Improved visitor experience, enhanced security, and streamlined visitor management processes, leading to increased efficiency and reduced administrative burden.

8. Name: Implementing a centralized facilities management system
Description: Adopt a centralized facilities management system that integrates various aspects of facility management, such as maintenance, asset tracking, space management, and vendor management. This system will provide a comprehensive overview of all facilities-related activities and enable better decision-making.
Expected Outcome: Improved coordination and visibility of facilities management processes, increased efficiency, and reduced costs through better resource allocation and vendor management

What Next?

The above map and experiments are just a basic outline that you can use to get started on your path towards business improvement. If you’d like custom experiments with the highest ROI, would like to work on multiple workflows in your business (for clients/customers, HR/staff and others) or need someone to help you implement business improvement strategies & software, get in touch to find out whether working with a workflow coach could help fast-track your progress.

Category: Tag: