Considering a Third-Party Survey Resource
Are you considering site surveys but wondering how you're going to get them done right and on time? One of the great challenges of managing a regional or national network of sites is determining the need for new equipment, upgrades and maintenance in a combination of new builds, heritage location and acquired facilities located across a wide-ranging operational area. Nevertheless, this information is critical for accurate budgeting and planning activities.
While every organization is different, our clients typically share a number of challenges when considering site surveys:
Resources
Few organizations have the manpower to execute a network-wide assessment of all sites in a short timeframe. Often, their efforts resemble that adage about painting the Golden Gate Bridge -- once you're finally finished, so much time has elapsed since you started that it's time to start over again.
Even asking your internal team to manage multiple regional vendors means taking valuable time from their other duties, can result in survey results that are inconsistent between regions and vendors.
Specialized Skills
Assessments of parking lots, signage, HVAC, roofing and lighting require specialized expertise that the regional operations team -- and even internal facilities management resources -- may not have on a consistent basis natiowide.
Many organizations, lacking their own resources, choose to rely on their existing lighting, HVAC, roofing or other vendors to conduct assessments of site condition. This is a tempting choice, as these providers are already operating in the company's geographies, have developed relationships with regional facilities and site managers, and have expertise in a particular area. However, this invariably carries the risk that a vendor may be asked to assess aspects of the sites outside their particular area of expertise.
It's important to know that not only are your surveys identifying critical but less obvious aspects of facility condition, but that you are capturing potential solutions that an inexperienced surveyer may not be able to identify.
Objectivity
Asking a current vendor to offer an objective assessment of conditions for equipment which they themselves are responsible for installing and maintaining is rife with issues of objectivity. Even asking internal facilities personnel to assess the condition of sites for which they are responsible can affect the quality and consistency of survey results.
Project Procedures
Consistent procedures will provide a sound basis for preparing capital and expense budgets, eliminate subjective reports and the potential misapplication of capital funds. Survey guidelines must incorporate rating scales and address all aspects of the process from survey to closeout, and must be made accessible throughout the process to all team members. Project flowcharts must establish standards for gathering, recording and analyzing survey information. And regional customization based on geographical, weather and soil conditions must be incorporated to ensure accurate survey results.
Project Tracking Tools
Data collected and stored by multiple vendors, using various tools and forms, virtually precludes your ability to access that information in a cohesive way when budgets, forecasts and capital needs are being discussed. Beginning a survey initiative with a centralized tracking and reporting system in place ensures that the information will be at your fingertips when you need it, even after the project has been completed.
A web-based tool for efficiently entering, tracking and sharing project information guarantees that all information is entered consistently, makes it possible for all team members, office-based or mobile, to efficiently remain current on project progress, and ensures that the data will be available for planning future initiatives.
Training
Any survey initiative, however well-designed, will crumble in the face of inconsistent execution due to poor training. An effective training intiative must incorporate best industry practices and procedures that have withstood the test of multiple projects at multiple organizations, but must also be adapted to accommodate your organization's unique structure, internal skill level and asset management objectives.
Scope Change
Every project is subject to adjustments in scope once underway. Many organizations lack flexibility once an initiative has been planned, and your internal facilities management team may inavoidably slow a survey initiative's progress as they work to accommodate changes while also contending with the daily responsibilities of managing a multi-state asset base.
Checklist for Selecting a Third-Party Resource
There are a number of questions you should ask when evaluating any third-party resource to aid you in planning, executing and evaluating an asset survey initiative:
- What is their geographic footprint? Are they available regionally, or nationwide? Are they familiar with local regulations and licensing offices in the areas in which you operate?
- What experiences do they have with initiatives like yours? Have they worked with organizations facing similar challenges? Are they familiar with the kind of locations you need assessed? Do they have expertise in the equipment you're evaluating?
- Are they familiar with developing processes for the type of assessment initiative you're undertaking? Do they have experience with project planning, tracking, communication and training?
- How will they track, consolidate and share the status of the project with all affected team members?
- Can they quickly accommodate changes in scope if they arise?
- How will project pricing be established? How will scope changes affect the price? Are change orders addressed in pricing?
Choosing the right partner, whether to augment your internal facilities management resources or to serve as your team, is a critical aspect of ensuring that your site assessment activities, and by extension your asset management plans, will be accurate, efficient and ensure the best use of your organization's capital funds.
Contact us now to discuss how we can help your organization plan and execute a site survey initiative.
