Compliance in Facilities Management: A Quick Guide - RFM Group (2024)

What do we mean by the term compliance?

When it comes to facilities management, there are two things to be aware of. Firstly, there are eight key areas that are deemed ‘in scope’ of facilities compliance:

• Law
• Requirements
• Rules
• Standards
• Policies
• Transparency
• Regulations
• Governance

To put this in context, compliance touches every aspect of a workplace, from asbestos, fire safety, electrics, gas and water, right through to air conditioning units. Within this, there are expectations that fall into these eight areas that must be adhered to, to ensure a compliant and therefore safe workplace.

The second thing to know is that there’s a pretty extensive list that sits beneath each of these areas. You can read more about this in this IWFM Guidance Note.

Are there legal requirements to be aware of?

In simple terms, yes. Apart from the obvious health and safety reasons, if an incident occurs and it is not possible to clearly demonstrate compliance and that all reasonable steps were taken, organisations and individuals could be subject to prosecution and insurances voided.

The FM team should understand all legislative requirements for a building or space, which may vary from one site to the next, and have a process in place to ensure that regular inspections are completed and any non-compliant issues quickly rectified.

How can compliance become embedded in the culture?

Facilities compliance is a specialist area and so it’s likely it will only be on the radar of a few key individuals, but ensuring compliance has executive sponsorship and visible, comprehensive management data will go a long way to keeping everyone focused.

Where a third party is involved, ensure compliance is on the agenda at review meetings and request regular compliance statements demonstrating adherence to all necessary compliance areas.

Proactive FM compliance

Proactivity is key when it comes to compliance. Employers are legally obliged to ensure their premises are safe for those who work there and facilities management teams are well placed to support this objective. Their in-depth knowledge of the kit and systems that keep a building running, as well as the infrastructure that supports the day-to-day operation of a space makes them idea custodians of facilities compliance, but it is critical that you ensure this expectation is properly communicated and expectations understood to ensure you get a proactive and well-managed strategy to support your overall compliance.

Glossary of Terms used in Facilities Management Compliance

Here is a glossary of terms commonly used in facilities management compliance:

1. Compliance:
   The act of following laws, regulations, and other requirements that apply to a business or organization.

2. Risk assessment:
   The process of identifying and evaluating potential hazards or risks that could affect a facility or the people who use it.

3. Health and safety:
   Measures that are put in place to protect the health and well-being of people in a facility, including employees, customers, and visitors.

4. Fire safety:
   Measures that are put in place to prevent fires and protect people in the event of a fire, including fire alarms, sprinkler systems, and evacuation plans.

5. Emergency management:
   Measures that are put in place to respond to and manage emergencies, including natural disasters, fires, and other unforeseen events.

6. Security:
   Measures that are put in place to protect a facility and the people who use it from threats, including theft, vandalism, and other crimes.

7. Maintenance:
   The regular upkeep and repair of a facility to ensure that it is in good condition and functioning properly.

8. Energy management:
   Measures that are put in place to reduce energy consumption and improve energy efficiency in a facility.

9. Environmental management:
   Measures that are put in place to minimize the impact of a facility on the environment, including waste management, pollution prevention, and conservation efforts.

10. Quality management:
    Measures that are put in place to ensure that the services and products provided by a facility meet or exceed the expectations of customers and clients.