Equipment Allocation in Facilities Management: Guide

Here's what you need to know about equipment allocation in facilities management:

• It's about getting the right tools to the right places at the right times
• Good allocation saves money, keeps people safe, and boosts productivity
• Key steps:
  1. Do regular equipment audits
  2. Match equipment to tasks
  3. Track usage patterns
  4. Prioritise based on criticality
  5. Use technology like CMMS to help
  6. Create clear allocation procedures
  7. Train staff on proper use
  8. Review and improve regularly

Common challenges and solutions:

Remember: Better allocation means smoother operations and happier teams. Keep improving your system to stay ahead.

Basics of Equipment Allocation

Equipment allocation in facilities management is about getting the right tools to the right places at the right times. Let's look at common equipment types and key allocation principles.

Common Facility Equipment Types

Facility managers handle various equipment types:

Core Allocation Principles

To allocate equipment effectively:

1. Match equipment to tasks

Ensure you have the right tools for each job. For example, put X-ray machines in the right hospital wards, not randomly scattered.

2. Track usage patterns

Monitor when and how often equipment is used. This helps prevent expensive kit sitting idle in one area while another department is short.

3. Prioritise based on criticality

Some equipment is more crucial than others. Use a criticality matrix to identify must-have tools for keeping your business running.

4. Balance efficiency and cost

Find the sweet spot between having enough equipment and not wasting money on excess.

5. Use technology to help

Use a Computerized Maintenance Management System (CMMS) to track equipment location and maintenance needs.

"A CMMS is essential for managing equipment maintenance, including tracking asset information, scheduling preventive maintenance, and managing work orders", says the International Facility Management Association (IFMA).

6. Keep it safe and legal

Follow all rules and safety standards. This keeps people safe and avoids costly fines.

7. Plan for the unexpected

Have a system for equipment breakdowns or sudden high demand. Consider backup equipment or quick ways to move tools between departments.

Checking Equipment Needs

To make smart decisions about equipment, you need to know what you've got and what you need. Here's how:

Equipment Audit

Start by taking stock:

1. List all equipment
2. Note condition, age, and usage
3. Check maintenance status
4. Spot gaps or redundancies

Use a CMMS to track this info. It's faster and more accurate.

Must-Have Equipment

Some items are critical. To spot these:

• Look at core business functions
• Check regulations
• Consider safety needs

For example, a hospital needs life support systems and sterilisation equipment.

Usage Patterns

Understanding how equipment is used helps you allocate it better:

Here's a real-world example:

"By analysing our equipment data, we cut forklift idle time by 30% and saved £50,000 in rentals last year", says Tom Brown, Facilities Manager at XYZ Manufacturing.

Tracking usage can lead to big savings. It's worth the effort.

Making an Allocation Plan

Here's how to create an equipment allocation plan that meets your goals and budget:

Setting Priorities

Rank your equipment's importance:

1. List all equipment
2. Score each item (1-5) based on:
   • Usage frequency
   • Operational impact
   • Safety requirements
   • Legal compliance

Balancing Efficiency and Cost

To find the sweet spot between productivity and cost:

• Analyze equipment usage data
• Boost efficiency
• Share equipment between teams
• Consider renting vs buying for less-used items

Following Rules and Safety Standards

Put safety first:

• Know relevant safety laws
• Ensure equipment meets standards
• Train staff properly
• Keep maintenance records

Example: Maintenance Risk Matrix

Use this to prioritize equipment attention:

Example: A broken safety switch? That's high risk. Fix it NOW.

Setting Up an Allocation System

A clear system is key for managing equipment allocation. Here's how to set one up:

Picking Allocation Methods

Choose a method that fits your needs:

Creating Clear Procedures

Your procedures should cover:

• How to submit requests
• Who approves them
• Equipment collection and return
• Usage rules
• What to do if something breaks

Making a Request and Approval Process

Set up a simple system:

1. Create a request form

Include:

• Equipment name
• Request reason
• Needed date
• Expected return date

2. Set up approval steps

Example:

1. Team leader review
2. Facilities manager availability check
3. Department head final approval

3. Use tech to streamline

The HVI APP can help you:

• Track equipment usage
• See due dates
• Get overdue alerts

4. Train staff

Regular training helps reduce mistakes and misuse.

Using Technology for Allocation

Equipment management software makes tool tracking and allocation a breeze. Here's how to use tech to your advantage:

Equipment Management Software Basics

Modern software takes the headache out of tool management. It offers:

• Real-time equipment tracking
• Automated maintenance schedules
• Easy check-in/check-out
• Data-driven allocation insights

Key Software Features to Look For

When shopping for equipment management software, keep an eye out for:

Using Barcodes or RFID for Tracking

Barcodes and RFID tags make tracking a snap:

Barcodes:

• Cheap and cheerful
• Need line-of-sight
• Great for indoor use and smaller items

RFID:

• Pricier but more powerful
• No line-of-sight needed
• Works outdoors and on bigger equipment

A construction company slapped RFID tags on their pricey tools. Result? 80% less theft and £250,000 saved in just one year.

"RFID tool tracking saved us up to £1 million in potential losses." - Construction Industry Report

Want to give it a go? Here's how:

1. Pick barcodes or RFID
2. Tag your equipment
3. Set up scanning spots
4. Train your team
5. Keep your database up to date

Tips for Better Equipment Allocation

Here's how to step up your equipment allocation game:

Regular Equipment Maintenance

Keep your gear in shape:

• Check equipment based on maker's advice
• Teach staff to spot problems early
• Use software to track maintenance

"Preventative maintenance stops costly breakdowns and downtime." - RedBeam Software

Training Staff on Equipment Use

Good training cuts misuse and boosts efficiency:

• Give hands-on training to new hires
• Pair new staff with experienced ones
• Make simple guides for each tool

Using a Check-in/Check-out System

Track your tools like a pro:

"I used to use a clipboard for signing out gear. Now, I'd go digital. It's faster and more accurate." - Construction Tool Management Expert

Reviewing Allocation Regularly

Keep your methods sharp:

• Do monthly checks to see usage trends
• Change allocation based on needs and performance
• Ask staff for feedback

Common Allocation Problems and Solutions

Handling Equipment Shortages

Equipment shortages can mess up your day. Here's how to deal:

• Make a priority list. Who needs what most?
• Use software to track your gear.
• Look at past use to predict future needs.

Solving Conflicting Requests

When everyone wants the same stuff:

Stopping Equipment Misuse

Misuse leads to breakdowns and costs. Here's how to stop it:

1. Train your team

Show them how to use tools right. Make safety a big deal.

2. Track who's using what

Set up a check-in/check-out system. It keeps people honest.

3. Do surprise checks

Pop in and make sure gear's where it should be and used properly.

Did you know? If workers spend just 10 minutes a day looking for tools, that's 43 hours a year gone. That's like losing two whole workdays!

Checking and Improving Allocation

Want to boost your equipment allocation? Here's how to measure and improve it:

Key Allocation Metrics

Keep an eye on these numbers:

Gathering and Using Data

Smart choices come from good data. Here's what to do:

1. Use tracking software

Get a system that logs equipment use, maintenance, and location. It'll cut mistakes and give you a clear picture.

2. Set up regular audits

Check your gear every few months. It keeps records fresh and catches issues early.

3. Look at the numbers

Review your metrics often. Spot problems like unused gear or frequent breakdowns? Fix them fast.

Keep Improving

Always aim higher:

• Train your team on proper use and tracking
• Update old, breakdown-prone gear
• Use barcodes or RFID for faster, more accurate tracking
• Ask your team for feedback - they might have great ideas

Remember: Better allocation means smoother operations and happier teams. Keep at it!

Real Example: Successful Equipment Allocation

Case Study: Jon Corns and the Industrial Equipment Manufacturer

Jon Corns stepped in as interim Managing Director for an industrial equipment manufacturer in trouble. The company was struggling with market downturns, high costs, and a lack of structure.

Here's how Corns turned things around:

1. He made a clear plan, focusing on where to best use the company's gear.
2. He set up ways to measure how well equipment was being used.
3. He made sure everyone knew their job and what they were responsible for.
4. He streamlined work processes, cutting waste and boosting output.
5. He found ways different parts of the business could work together and share resources.
6. He set up the company to handle future changes.

The results were impressive:

What We Learned

This case offers key insights for facilities managers:

1. Plan ahead with a solid strategy.
2. Measure everything - you can't improve what you don't track.
3. Make sure people know their roles for efficient equipment use.
4. Always look for ways to improve your processes.
5. Think long-term and plan for future needs.
6. Use data to guide your resource allocation decisions.

Conclusion

Equipment allocation in facilities management isn't easy. But get it right, and you'll see big benefits. Here's what you need to know:

• Do regular equipment checks
• Make a solid allocation plan
• Use tech to make things easier
• Keep equipment in good shape and train your staff
• Always look for ways to improve

What's Coming Next?

The world of equipment allocation is changing fast. Here's what's on the horizon:

1. AI and IoT are coming

These tech giants are set to shake things up. They'll help:

• Spot when equipment needs fixing before it breaks
• Use resources better
• Do the boring allocation stuff automatically

2. Going green is in

Everyone's talking about sustainability. Here's why it matters:

3. Data is king

More companies are using data to make smart choices. As Graham Perry puts it:

"By embracing advanced analytics now, you're not just solving today's problems – you're future-proofing your organisation for the challenges of tomorrow."

4. Fix it before it breaks

Say goodbye to fixing things when they break. Hello to fixing them before they do. Why? In car plants, one hour of surprise downtime costs over £2 million. Ouch.

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