Streamlined operations help to keep companies running smoothly without distractions or setbacks. In addition to coordinating its business procedures, every organization should have a plan for managing breakdowns and repairs to minimize inconvenience and cost. Here are some ways to prepare for the occasional facility problems that can occur at any place of business.
Distribute a Procedures Manual
Everyone in the company should know who to contact and what to do in case something breaks down. For example, if the heat goes out suddenly in an employee’s office, that person needs to know how to handle the problem. A procedures manual can advise everyone whether to fill out a form, call the maintenance crew, or notify a supervisor. Having to ask around or make several phone calls to find the right person wastes valuable work time.
Schedule Annual Inspections
A professional business building should be inspected every year to look for signs of plumbing problems, HVAC issues, or needed electrical updates. Having an expert evaluate these critical systems can keep everything running smoothly and catch problems at an early stage when they are easier and cheaper to repair. The names of recommended local experts could be added to the procedures handbook and updated as needed if the companies change hands or another contractor replaces the original.
Have a Backup Plan
To keep your business working efficiently in case of emergency, have a backup plan in place. For example, if the electric goes out during a storm, generators could be used temporarily. Another option is for employees to work remotely when possible. Although most decisions can be made on a case-by-case basis, employees should have an idea of how the workload will be managed if an emergency should occur.
Keep a List of Expert Repair Contacts
Don’t wait until a problem occurs to find a responsible expert. Look for qualified contractors with good reputations before issues come up that need immediate attention. Search contractors’ and companies’ credentials online and call references to find the most qualified service technicians. You may even want to contact the experts before a problem develops to find out how they would handle it and what the estimated cost would be. You could also check the Better Business Bureau for reports filed against the contractors and if or how these were resolved.
With the winter approaching, get ready now. Check out your office systems, distribute a guide that advises how to report a problem, schedule regular inspections and maintenance, and compile a list of reliable contractors.
Lizzie Weakley is a freelance writer from Columbus, Ohio. In her free time, she enjoys the outdoors and walks in the park with her three-year-old husky, Snowball.
