Streamlining Operations: Outsourcing Facility Maintenance

Explore how outsourcing facility maintenance boosts efficiency, cuts costs, and lets you focus on core tasks. Uncover key strategies and trends today!

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Ever felt like you were in an endless cycle of fixing one problem after another with your business? That’s how one business felt until they switched to outsourcing their facility maintenance.

They were neck-deep in non-core activities that sucked time and energy from what truly mattered – growing their core business. But just when it seemed like they were sinking into this quicksand of daily upkeep, an idea lit up the horizon – Outsourcing!

This wasn’t merely shifting responsibilities; it was more akin to finding a secret passage in an old mansion – one that led straight out of the maze. It promised freedom from mundane tasks, increased efficiency, and allowed them to focus on building bigger dreams.

Are you hooked? Stay with me while I share their adventure of picking service providers, handling risks, and getting a sneak peek into the future trends in outsourcing.

Understanding the Concept of Outsourcing Facility Maintenance

Outsourcing facility maintenance is a strategic move that can boost efficiency and productivity. Simply put, it’s about handing over non-core activities to external experts specializing in those areas.

This process lets businesses focus on their core competencies while leaving routine or specialized tasks like HVAC management, electrical repairs, plumbing work, landscaping, janitorial services, and more to trusted partners. These experts possess the necessary tools and expertise to execute these tasks proficiently.

The concept also extends beyond physical upkeep; it includes equipment inspections for preventive maintenance and reactive repairs when things go wrong. This approach helps minimize machine downtime – a significant factor affecting business continuity.

A report from IBM Institute for Business Value suggests that outsourcing such operations could reduce costs by up to 25-30%. It’s no surprise, then, why many organizations are exploring this avenue.

  • Better Focus: Companies get more time to concentrate on their core business aspects because they don’t need to worry about handling day-to-day facility issues.

  • Savings: The ability to tap into economies of scale brings substantial cost benefits compared with maintaining an in-house team for all tasks.

  • Faster Response Times: With dedicated service providers ready at hand, any issues arising within facilities can be dealt with promptly before escalating into major problems.

Analogies That Make Sense

Simply put, if you were baking bread (running your business), would you also want to try growing wheat (maintaining facilities)? Most likely not. You’d buy flour from a trusted supplier (outsource) and focus on your main job: baking delicious bread.

The Benefits of Outsourcing Non-Core Facility Activities

Facility engineers often juggle many tasks, from running systems smoothly to planning for future improvements. But when you outsource non-core activities, it’s like hiring an extra pair of expert hands.

Research shows companies save up to 15% in operational costs by delegating these tasks. That’s not just savings; that’s money that could be redirected towards core business objectives.

And there’s more than just cost benefits. When facility maintenance is handled by experts who specialize in their field – whether HVAC systems or plumbing works – they’re less likely to make mistakes, and they know how things should run and what signs indicate trouble down the line (Pro tip: It’s always better having an experienced pilot at the controls).

  • This means reduced machine downtime,

  • Fewer disruptions,

  • And ultimately, higher productivity rates for your company.

Identifying Non-Core Facility Activities Suitable for Outsourcing

To get more done with less, start by identifying tasks that don’t form your facility’s core functions. These jobs aren’t part of your primary business operations but must be done.

Think about activities like cleaning, landscaping, and general repairs. They’re essential for keeping a smooth-running facility, but they might not be where you want your team to focus their energy.

The Facilities Net Guide suggests breaking down all the duties into three categories:

  • Routine Maintenance: Cleaning services or basic upkeep work fall into this category.

  • Critical Services: HVAC maintenance or plumbing issues belong here because these affect day-to-day operations directly.

  • Scheduled Tasks: This section includes seasonal chores like snow removal and lawn care.

If any task seems too time-consuming compared to its contribution towards productivity – it’s probably ripe for outsourcing. Recognizing the potential of external assistance for certain elements of your workload is key to successful outsourcing. Successful outsourcing starts with recognizing which parts of your workload can benefit from outside help.

Choosing the Right Service Provider for Your Facility Maintenance Needs

Searching for a dependable provider can be like locating a needle in an immense haystack. But don’t fret. Let’s look at key factors to consider.

Demonstrated Expertise: Ensure they have proven experience in your industry. Ask if they’ve worked on similar projects and request case studies or references.

Certifications and Training: Ensure their team has the qualifications and ongoing training programs to stay updated with the latest techniques  (IFMA).

The Importance of Good Communication

A project manager can prevent misunderstandings leading to downtime or extra costs. They should keep you informed about progress, challenges, and plan changes.

Tailored Solutions

Your business is unique, so one-size-fits-all solutions won’t cut it. The right facility maintenance partner will offer customized services based on your specific needs (Kroeschell).

Managing Risks Associated with Outsourcing Facility Maintenance

Outsourcing facility maintenance can offer many benefits, but it’s with risks. Miscommunication, service disruptions, and inconsistent work quality are potential issues.

The first step to mitigate these risks is selecting a reliable service provider. Look for providers with strong industry reputations like Kroeschell, who have proven experience in handling non-core facility tasks.

To avoid miscommunication problems, make sure you establish clear lines of communication from the start. It helps to set expectations about regular updates and emergency response protocols.

The risk of service disruption can be managed by developing contingency plans ahead of time. For instance, having backup vendors or internal staff trained on key tasks can ensure smooth operations even when your primary vendor encounters challenges.

Maintaining Quality Control When Outsourcing

When outsourcing maintenance activities, quality control becomes more challenging because you trust an external team to uphold your standards. This risk is best mitigated through proactive monitoring and setting performance benchmarks based on your company’s needs and industry standards.

Auditing their work periodically will help keep them accountable while providing opportunities for feedback and improvement.

Case Studies on Successful Outsourcing of Facility Maintenance


Field Museum

The Field Museum is home to irreplaceable artifacts and priceless collections that require an extremely controlled environment to maintain their sensitive state. The museum needed to implement a strict climate control system throughout the building, which considers the fragile pieces and provides a comfortable environment for the few hundred to several thousand visitors that the museum hosts each day.

Read the Case Study

George W. Bush Library

The George W. Bush (GWB) Presidential Library and Museum aimed to be the first presidential library to achieve The U.S. Green Building Council’s Leadership in Energy and Environmental Design (LEED) platinum certification.

When construction of the GWB Center was nearly complete, Kroeschell’s Facility Management Team proceeded to implement an operation and maintenance program. Now that the Center is functioning at 100%, Kroeschell must provide full facility maintenance to support the LEED platinum status.

Read the Case Study

Future Trends in Outsourcing Facility Maintenance

The field of outsourcing facility maintenance is ripe with innovation and is ready to shape its future. As we gaze into the crystal ball, a few trends stand out.

Digitalization and Data-Driven Decisions

Expect more businesses to use digital tools. This lets them gather data for better decision-making. With predictive analytics, machine downtime could become a thing of the past.

Sustainability Practices

Eco-friendly measures are no longer an option but a necessity. Outsourced partners will need to demonstrate their commitment to sustainability. Expect more green cleaning products, energy-efficient machinery, and building automation in use.

Incorporation of AI and Robotics

Artificial Intelligence (AI) and robotics are set to revolutionize facility management. From automated cleaning robots to smart HVAC systems, these technologies can increase efficiency while reducing costs.

These advancements make it clear that the world of outsourced facility maintenance isn’t just about fixing broken machines anymore – it’s about using technology wisely and preserving our planet too.


Outsourcing facility maintenance isn’t just a fad; it’s a smart business strategy. It frees up your time, lets you focus on core tasks, and brings expert help to the table.

The secret sauce? Identifying non-core activities ripe for outsourcing. You don’t need to juggle everything when others can do it better.

Picking the right service provider is crucial, too. A good match leads to smooth operations and fewer headaches down the line.

Risks are part of every decision, but they’re manageable with sound strategies in place. Remember: forewarned is forearmed!

And let’s not forget those successful case studies we discussed – proof that this works! Future trends hint at even more exciting developments ahead in outsourcing facility maintenance.



Kroeschell delivers the right building solutions, at the right time. Ready to learn more about our facilities engineering, maintenance, and operations services?

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