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Facilities management terminology doesn’t have to be overwhelming.
This glossary is a curated collection of facilities management terms designed to help you understand key concepts across the industry, from asset management to sustainability.
Whether you’re a facilities manager, service provider, or supplier, our facilities management glossary will help you decode the language of the industry.
A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, Z
Glossary
Term
Definition
Access Control
Systems and processes used to regulate who can enter or exit a building or specific areas within a facility.
Asset Management
The systematic process of maintaining, upgrading, and operating physical assets cost-effectively
Air Quality Monitoring
The process of measuring and managing indoor air quality to ensure a healthy environment for occupants.
Awaab’s Law
A proposed UK law requiring social landlords to address damp and mould issues in rental properties within strict timeframes to ensure tenant safety and well-being, based on the preventable death of toddler Awaab Ishak.
Building Automation System (BAS)
A centralised system that controls and monitors a building’s mechanical and electrical systems, such as HVAC, lighting, and security.
Benchmarking
Comparing the performance of a facility or its operations against industry standards or similar facilities.
Computer Aided Facilities Management Software (CAFS)
A digital tool that helps facilities managers plan, manage, and optimise building operations, maintenance, and resources efficiently.
Capital Expenditure (CapEx)
Funds used by an organisation to acquire, upgrade, or maintain physical assets such as buildings or equipment.
Cloud Based Facilities Management System
A facilities management platform hosted on the cloud, allowing real-time access to tools and data for managing building operations, maintenance, and resources from anywhere with an internet connection.
Computerised Maintenance Management System
(CMMS)
Software designed to streamline maintenance tasks by managing work orders, tracking assets, scheduling preventive maintenance, and storing maintenance records.
Compliance in Facilities Management
Adhering to legal, regulatory, and safety standards in facilities management operations.
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Condition-Based Maintenance (CBM)
Maintenance performed based on the actual condition of equipment rather than a predetermined schedule.
Disaster Recovery Plan
A documented strategy for responding to and recovering from emergencies or disruptions in facility operations.
Downtime
The period during which a facility, system, or equipment is not operational.
Energy Management
The process of monitoring, controlling, and conserving energy in a facility to reduce costs and environmental impact.
Environmental Health and Safety (EHS)
Policies and procedures aimed at ensuring the health and safety of employees and minimising environmental impact.
Facility Condition Assessment (FCA)
A systematic evaluation of a building’s physical condition to identify maintenance and repair needs.
Fire Safety Systems
Equipment and protocols designed to detect, prevent, and respond to fires in a facility.
Facilities Manager
A professional responsible for overseeing the efficient operation, maintenance, and safety of a building and its services, ensuring they meet the needs of occupants (and the organisation).
FM – Facilities Management
The coordination of services and processes that ensure buildings and their systems operate efficiently, supporting occupants and business needs.
Facilities Management Bids
The process where service providers submit proposals to win contracts for managing facilities, including maintenance, cleaning, security, and other operational services.
Facilities Management Procurement
The process of sourcing and acquiring services, tools, and resources needed to manage and maintain facilities effectively. Includes selecting vendors, negotiating contracts, and ensuring compliance with organisational and regulatory standards.
Facilities Management Risk Assessment
The process of identifying, evaluating, and mitigating potential risks to a facility or its occupants.
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Facilities Management Software
Software designed to help facilities managers and organisations efficiently manage their facilities, assets, and operations. It typically includes features for maintenance scheduling, asset tracking, space management, work order management, and reporting, streamlining day-to-day tasks and improving overall efficiency.
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Facilities Management Statutory Compliance
The process of ensuring that all facilities and operations adhere to legal and regulatory requirements. This includes compliance with health and safety laws, fire safety regulations, environmental standards, and other statutory obligations to maintain safe and lawful operations.
Green Building
A building designed, constructed, and operated to minimise environmental impact and promote sustainability.
Grounds Maintenance
The upkeep of outdoor areas, including landscaping, parking lots, and walkways.
Hard FM
Hard Facilities Management: The management of a facility’s physical assets, like HVAC, plumbing, and fire safety, ensuring safety and compliance.
Health and Safety Audit
A systematic review of a facility’s compliance with health and safety regulations.
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Hot Works
Tasks that involve heat, sparks, or flames, such as welding or cutting, which may pose fire risks.
HVAC (Heating, Ventilation, and Air Conditioning)
Systems that regulate indoor temperature, humidity, and air quality.
Integrated Facilities Management (IFM)
The consolidation of multiple facilities management services under a single provider or system.
Inspection
The process of examining a facility or its components to ensure they meet required standards.
Janitorial Services
Cleaning and maintenance services provided to ensure a facility remains clean and hygienic.
Key Performance Indicators (KPIs)
Metrics used to measure the efficiency and effectiveness of facilities management operations.
Lifecycle Costing
An analysis of the total cost of ownership of a facility or asset, including acquisition, operation, and disposal costs.
Lighting Control Systems
Automated systems that manage lighting to improve energy efficiency and occupant comfort.
LOLER
Lifting Operations and Lifting Equipment Regulations – UK regulations ensuring lifting equipment is safe and properly used.
Maintenance Schedule
A planned timetable for performing routine maintenance tasks to ensure equipment and systems operate efficiently.
Move Management
The planning and execution of relocating people, equipment, or operations within or between facilities.
Net Zero Building
A building that produces as much energy as it consumes, typically through renewable energy sources.
Noise Control
Measures taken to reduce or manage noise levels within a facility.
Occupancy Sensors
Devices that detect the presence of people in a space and adjust lighting, HVAC, or other systems accordingly.
Operational Expenditure (OpEx)
The ongoing costs of running a facility, including utilities, maintenance, and staffing.
Preventive Maintenance
Scheduled maintenance performed to prevent equipment failure and extend its lifespan.
Property Management
The administration and oversight of real estate properties, including maintenance, leasing, and tenant relations.
PUWER
Provision and Use of Work Equipment Regulations – UK regulations ensuring work equipment is safe, suitable, and properly maintained.
Quality Assurance (QA)
Processes and procedures to ensure facilities management services meet established standards and expectations.
Reactive Maintenance
Maintenance performed in response to equipment failure or issues that arise unexpectedly.
RIDDOR
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations – a legal requirement to report workplace incidents, injuries, and near-misses in the UK.
Space Planning
The process of organising and allocating space within a facility to optimise functionality and efficiency.
Sustainability
Practices aimed at reducing the environmental impact of facilities management operations.
Soft FM
Soft Facilities Management – Services that improve occupant experience, such as cleaning, catering, and security.
Tenant Management
The process of addressing tenant needs, concerns, and lease agreements in a facility.
Total Productive Maintenance (TPM)
A maintenance approach that involves all employees in maintaining equipment and systems.
Utility Management
The monitoring and optimisation of utility usage, such as electricity, water, and gas, to reduce costs and environmental impact.
Upkeep
The regular maintenance and repair of a facility to ensure it remains functional and safe.
Vendor Management
The process of overseeing and coordinating third-party service providers to ensure quality and cost-effectiveness.
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Ventilation
The process of circulating fresh air within a facility to maintain air quality and comfort.
Work Order
A document or request outlining maintenance or repair tasks to be completed in a facility.
Waste Management
The collection, disposal, and recycling of waste generated by a facility.
Zero Waste
A philosophy and strategy aimed at minimising waste generation and maximising recycling and reuse.
Want to dive deeper into the terms in our facilities management glossary?Visit our Insights section, where we regularly publish content about industry trends, regulatory updates, and best practices to keep you informed and ahead in the evolving world of facilities management.
