Implementing Soft Facilities Management for Building Maintenance

Implementing Soft Facilities Management for Building Maintenance

Facilities management plays a crucial role in ensuring the smooth operation and maintenance of buildings. Whether it’s an office, a residential complex, or a commercial space, effective facilities management is necessary for the overall well-being of the occupants and the longevity of the structure. One aspect of facilities management that often gets overlooked is soft facilities management. In this article, we will explore the importance of soft facilities management for building maintenance and discuss the steps involved in implementing it.

What is Soft Facilities Management?

Soft facilities management refers to the non-physical, intangible services that are essential for the day-to-day functioning of a building. It includes various support services such as cleaning, security, pest control, waste management, landscaping, and more. While hard facilities management focuses on the maintenance and repair of physical assets like HVAC systems, electrical infrastructure, and plumbing, soft facilities management focuses on creating a clean, safe, and pleasant environment for building occupants.

The Importance of Soft Facilities Management

Soft facilities management is crucial for maintaining a high standard of cleanliness and hygiene within a building. Clean and well-maintained surroundings have a positive impact on the health, productivity, and overall satisfaction of the occupants. Here are some key reasons why soft facilities management is important:

1. Health and Safety

A clean and well-maintained building reduces the risk of accidents and health hazards. Regular cleaning and sanitization help in preventing the spread of diseases, while efficient waste management ensures a healthy work environment. Additionally, proper security measures provide a sense of safety and protection to the occupants.

2. Enhanced Productivity

A clean and organized workspace has a direct impact on employee productivity. Clutter-free surroundings promote focus and concentration, reducing distractions and improving efficiency. Similarly, a well-kept building creates a positive impression on visitors and potential clients, enhancing the overall image of the organization.

3. Extended Asset Life

Regular maintenance and cleaning can significantly extend the life of building assets. For example, periodic cleaning of HVAC systems improves their efficiency and prevents costly breakdowns. Proactive pest control measures protect the building structure from damage, avoiding the need for expensive repairs in the future.

Implementing Soft Facilities Management

Now that we understand the importance of soft facilities management, let’s discuss the steps involved in implementing it effectively.

1. Assessing Needs

The first step in implementing soft facilities management is to assess the specific needs of the building. This involves identifying the critical areas that require attention, such as high-traffic zones, restrooms, common areas, and exterior spaces. Conducting a thorough assessment helps in determining the frequency and intensity of the required services.

2. Choosing a Reliable Service Provider

Once the needs assessment is complete, it is essential to select a reliable service provider for soft facilities management. Look for a company with a proven track record, experience in the industry, and a range of services that meet your requirements. Crystal Facilities Management, for example, offers comprehensive cleaning services, including janitorial services, carpet cleaning, window cleaning, and more.

3. Customizing the Service Plan

After partnering with a service provider, customize the service plan to meet the specific needs of the building. Consider factors such as the size of the building, the number of occupants, the types of spaces, and any specialized requirements. A tailored service plan ensures that all aspects of soft facilities management are addressed effectively.

4. Scheduling and Execution

Establish a schedule for the execution of soft facilities management tasks. This includes regular cleaning, waste management, pest control, landscaping, and other necessary services. Clearly communicate the schedule to the service provider and ensure that the tasks are carried out as per the agreed-upon timeline.

5. Continuous Monitoring and Feedback

Soft facilities management is an ongoing process that requires continuous monitoring and feedback. Regular inspections should be conducted to ensure that the services are being implemented as per the agreed-upon standards. Encourage building occupants to provide feedback on the cleanliness and maintenance of the building, and address any concerns promptly.

6. Periodic Review and Improvement

Periodically review the soft facilities management program to identify areas for improvement. Assess the effectiveness of the services, consider feedback from building occupants, and make necessary adjustments to the service plan. Continuously striving for improvement helps in maintaining a high standard of building maintenance.


Soft facilities management is a critical aspect of building maintenance that should not be overlooked. By implementing effective soft facilities management practices, building owners can create a clean, safe, and healthy environment for occupants while extending the life of the building assets. By partnering with a reliable service provider like Crystal Facilities Management, building owners can ensure that all aspects of soft facilities management are addressed efficiently and professionally.