IMPORTANT NOTICE

There are several types of documents you will need to write as a facility manager.  In your day-to-day work life you create reports, memos and presentations as a way to communicate information.  The following represents many of the written ways facility managers communicate.

1. Legal compliance requirements.
2. Requests for proposals and contract documents.
3. Project proposal that include complete scope definitions.
4. Policy and procedure manuals.
5. Project status reports.
6. Financial reports and budget explanations that include contributing events and actual to budget variances.
7. Departmental reports.

Being able to write well is just as important as being able to speak well.  Good writing has several standard characteristics, it is:

Clearly organized
Before you begin to write, it is useful to create an outline; this ensures that the logical flow of your thoughts will be apparent to the reader:

Concise
Good writing does not use any more words than necessary.

Appropriate vocabulary
Consider your audience.  Are you writing for your customer who is likely to know very little about FM, or are you writing a memo to the engineering department that is familiar with all of the technical terminology used in the industry.

Active
It is much easier to understand writing that is in the active voice rather than the passive voice.

Reader focused
In addition to creating an outline, think about whom you are writing for before you begin to write.  Talk to that person directly.

Direct
Good writing is also direct.  You don't want your reports to read like a Steinbeck novel.  You want to get to the point with a few words as possible.

One document you will likely have to prepare as a facility manager is an annual report for your department.  The annual report can be used to promote facilities services by communicating departmental achievements, challenges and trends. Your annual report should begin with an executive summary and introduction and include amongst other things a report on the current state of the facilities, a summary of the FM activities you have carried out during the year, show an analysis of the facilities changes and highlight your major accomplishments as well as challenges faced during the year. You can end with recommendations for changes to the FM strategy and highlight your plans for the coming year. In doing so remember to indicate the external events likely to influence FM staffing and budgeting.

Another written document often required of the facility manager is the project proposal. The purpose of a project proposal is to win senior management approval for a project.  When writing a proposal, keep in mind that you will be competing with other departments for resources.  You are trying to sell an idea; thus you need to make sure your message is clear, compelling, desirable and practical.  Write as if you were an outside firm trying to win business with your company.  You must be able to identify all the costs and procedures necessary to produce the project.  A project proposal should contain the following elements

Remember that rhere are multiple ways to communicate information; you can use print, video, flip charts, transparencies and computer-generated presentations.  Before you decide on a medium, think about what you want to communicate.

Thanks to tools such as PowerPoint, it is easier than ever to create a professional-looking and sophisticated presentation in a short time.  Most high-end presentation tools allow users to create multi-media presentations with ease.  Users can attach sound clips and video clips to slides, as well as use special effects transitions, animation and other special effects such as presenting bullet points on a slide one at a time.

To be an effective facility manager, you need to master several techniques of communication.  Good communication is fundamental to effective managing a FM department.

Because the functions performed by the FM department are largely invisible (especially if they are done well), facility managers must take an extra effort to promote their departments.  Most people don't stop to think about a comfortable office environment, a comfortable temperature, running water, electricity until they don't have these things.  Effectively promoting the FM department begins with quality work.  Apart from this, you need to be able to anticipate and recognize customer needs.  A good way to promote your FM department is to hold a meeting to introduce facilities staff, explain the services provided and ask customers about their current and future needs.

Fundamental to promoting the department is the image of facility personnel themselves.  Emphasis should be placed on effective communication.  The ability to speak and write well is crucial to presenting a positive and professional image; yet this is often the downfall of many technical competent individuals.
The ability to speak and write well is crucial to presenting a positive and professional image; yet this is often the downfall of many technical competent individuals.