The Software, Programs, and Strategies You Need for Managing Non-Profits

Facility management too often is the aspect of managing non-profits that goes overlooked by organizations. Because non-profits are so mission-driven, those in charge of managing non-profits have a tendency to prioritize budget going towards their direct program and proper facility management (which includes upkeep of built environment, sustainability practices, technologies used, and management of human factors) can fall by the wayside.

However, it’s never too late for facility management to be properly integrated into a non-profit. For those who are managing non-profits but don’t know the first place to start when it comes to facility management, a vast set of tools and strategies are out there ready to use and catch their organizations up. Facility management can be the responsibility of just one person in the non-profit who acts as the full-time facilities manager, or the responsibilities can be divvied up and shared among different members of the staff. Regardless of which approach is the most appropriate for your non-profit, the following tools and strategies can apply:

1. Audit of existing facilities

The first strategy any non-profit needs to employ if they are just starting their facility management process, regardless of size, is to audit the current situation. Complete an assessment of the building, from the envelope to the interior to the electrical systems and plumbing and everything else. Such an audit will provide a baseline with which improvements can be compared and provides an overview of what aspects of the facility are top priorities for renovation, repair, and upgrades.

2. Facility maintenance manual

Once managing non-profits and their associated facilities is off the ground, it’s time to document the knowledge learned and processes undergone. As soon as the first audit is complete and moving forward in perpetuity, all information should be included in a facility maintenance manual. The creation of such a document will ensure all the valuable information is in one place and can be passed from one person to the next as new people are brought into the facility management process over the years.

3. Prioritize upgrades

As noted during the initial audit, an important strategy for facility management (especially in the time- and budget-sensitive environments of managing non-profits) is to prioritize the facility upgrades that are made. The first and strongest focus should be placed on the most efficient upgrades (those that will deliver the greatest results for the least investment, such as energy-efficiency upgrades) and the most pressing work (those that must be completed in order to ensure safe and continuous business operations, such as emergency preparedness measures).

4. Software tools

A number of software-based tools exist to enable and help with facility management for nonprofits. These software-based solutions, such as Computerized Maintenance Management System (CMSS) software, help to streamline the process (saving time and money), elucidate new opportunities for process improvements, and put in one place long-term planning abilities.

5. Facility management training

For people who want to learn more, many facility management courses and certifications exist, from training in leadership in and management of core facilities to certificate programs in nonprofit facility management. Invest some time into researching which of these programs would be most relevant to your work to ensure you’ll learn the most valuable and applicable strategies.

6. Outsourcing facility management

Never shy away from outsourcing the facility management of your non-profit to third parties who are best suited to stretch your budget, bring a vast wealth of knowledge, and can work specifically to your needs. When you engage with the appropriate contractors and outside consultants, the facility management projects can be properly and expertly executed for the most affordable price and highest quality of final work. The advantages of this type of outsourcing are plenty, such as freeing the non-profit organization back up to focus on the organization’s mission, enabling the use of people whose expertise is best suited, and ensure time and money is not wasted on a learning curve.

Outsourcing facility management jobs is beneficial to your business. When managed properly, your organization will see a change in the culture, decreased expenses, and a better customer experience as a result. Contact The Entech Group today to help manage your next project. 

The Entech Group, Inc.
Office: 400 Morris Avenue, Suite 265, Denville, NJ 07834
Office: 202 Hamilton Blvd., South Plainfield, NJ 07080
Phone: 800-571-8661