Maintaining any kind of large-scale facility can feel like a balancing act. There are always countless tasks that require time and attention, from repairing damaged assets to ensuring cleanliness day-to-day. It’s impossible for facilities managers to keep all these balls in the air on their own—which is why cultivating good relationships with third-party vendors is so important.
Partnering with the right third-party vendors ensures consistency and reliability, easing the workload on facilities managers and keeping operations running smoothly. In fact, finding the right vendors may be the best way for facilities managers to address internal limitations, whether that’s insufficient staffing or expertise gaps.
Specialized Technology, Unique Expertise
Due to the sheer scope of the responsibilities they face, facilities managers often have to function as generalists, having a good working knowledge of many different skills and disciplines. Having a well-rounded skill set can be invaluable, but there are times where it may be necessary to enlist greater specialization—including technologies and competencies the facilities team may not have available to them in-house.
Carpet cleaning is a good example of this. The typical facilities team undoubtedly possesses the resources to vacuum regularly, spot-treat spills and stains, and otherwise pursue the integrity of the building’s carpeting. To maximize the longevity of that carpeting, however, it is advisable to schedule professional cleanings a few times a year.
Third-party carpet cleaning vendors possess a depth of knowledge about how to clean carpets thoroughly, and use products that will safeguard the fibers to promote a longer lifespan. They also have access to specialized equipment and techniques—like carbonation—that facilities teams simply don’t have access to internally.
Certainly, there is much that internal teams can do to keep facilities looking pristine—but for the highest standards of cleanliness and care, it is prudent to bolster those in-house abilities with expertise from third-party vendors.
Exemplary Service with Predictable Pricing
While facilities teams are responsible for maintaining high standards year-round, there may be certain occasions when their work is placed under extra scrutiny. For example, in the days leading up to a major health and safety inspection or an open house event or office holiday party, there may be more eyes than usual on the facilities—and a higher level of expectation with regard to maintenance and upkeep.
These occasions can be especially good times for facilities team members to partner with third-party vendors, relying on that heightened level of skill, experience, and technology to ensure the very best outcomes.
Reputable third-party vendors thrive on quality service, exceeding customer expectations to earn referrals and drive business growth. In fact, many service providers will offer robust guarantees for their services, which is exactly the kind of assurance that facilities managers need when it comes to allocating their limited budgetary resources.
Speaking of which, another advantage of working with a third-party vendor, especially for routine maintenance needs or recurring service calls, is that their services tend to be priced very predictably—meaning facilities managers can safely budget for these services and won’t have to worry too much about unwelcome surprises.
Addressing Staffing Needs
Third-party vendors aren’t meant to replace existing teams, yet they can help mitigate common staffing issues.
One of the great benefits that vendors offer is that they tend to be flexible, ready to jump in whenever they are needed. This quality can make them invaluable for filling temporary gaps in the existing team, whether during peak periods or during lulls in the labor force. Working with a third-party vendor is also a great way to get specialized skill sets—such as HVAC maintenance or electrical work—that may be hard to find on short notice.
In some situations, outsourcing to a third-party vendor may actually be more cost-effective than hiring someone on a full-time basis. Again, consider carpet cleaning as an example. For facilities that only need professional-grade carpet cleaning a couple times a year, outsourcing can be far more cost-effective than taking on all the overhead of recruiting and training a full-time employee.
A final note: By bringing in vendors to handle special projects, facilities managers free their in-house team to concentrate on daily operations or specific strategic priorities—an important way to use resources effectively and prevent in-house facilities teams from feeling overburdened.
Cultivating Third-Party Vendor Relationships
Maintaining a large facility is demanding, and every manager will eventually need support. Strong relationships with trusted third-party vendors can ensure seamless operations when it matters most.
Ed Quinlan is the president of Chem-Dry, a provider of carpet cleaning services and products.
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