FM Operation Model
Mohamed Abbas 1
Asset & Facilites Management Professional
Operation Model
FM Operation Model: The Backbone of Modern Facilities
Management
A powerful FM Operation Model doesn’t just maintain
buildings It protects assets, drives business continuity,
and delivers value.
Mohamed Abbas 2
Asset & Facilites Management Professional
Definition
What is FM Operation Model?
“A structured framework that defines how FM services are planned,
delivered, governed, monitored, and improved.”
Built on:
ISO 41001 (FM Standard)
ISO 55001 (Asset Management)
SFG20 (Maintenance Standards)
Local standards e.g. EXPRO in KSA
Mohamed Abbas 3
Asset & Facilites Management Professional
Why It Matters
According to IFMA & McKinsey:
➔ 80% of a facility’s lifecycle cost is in operations.
➔ Poor FM models = higher costs, risks & downtime.
➔ Strong FM models = optimized value, risk control,
and customer satisfaction.
Without a defined FM Operation Model, even the
most advanced facilities will underperform.
Mohamed Abbas 4
Asset & Facilites Management Professional
How to build it!? Action Plan
✅ A strong FM Operation Model is your insurance policy
against failure and your engine for operational excellence.
1- Scope
2-Governace
3- Communications
4- FM methodology (PPM & CM)
5- Quality & Safety (QHSE)
6- Sustainability
Mohamed Abbas 5
Asset & Facilites Management Professional
1 Scope:
A- Physical Boundaries – Ground-Level Clarity
One of the most common gaps in FM contracts is the absence
of well-defined physical boundaries. FM providers must
ensure:
Exact demarcation of service areas (buildings, outdoor
spaces, utility zones, parking, perimeter fences, etc.)
Site plans clearly identifying areas under FM
responsibility.
Shared facilities or gray zones.
B- Scope Limitations Related to DLP:
Clear DLP responsibility matrix
C-Other Liabilities – Limitations of Responsibility:
Design errors.
Force majeure events.
Structural failures not caused by FM negligence.
External utility network failures outside property lines.
Mohamed Abbas 6
Asset & Facilites Management Professional
2 Governance
Clear identification of key stakeholders and their
reasonability and authorities:
Define the Key persons for all parties (Clients, Consultant
and Services Provider)
A. Roles & Responsibilities Matrix (RACI) for all key
persons
Approval process for the documentations
Variations, Ad-Hocs & Change Orders process
Mohamed Abbas 7
Asset & Facilites Management Professional
3 Communication:
It ensures that information flows accurately, decisions are made in
a timely manner, and all stakeholders — from frontline technicians
to client executives — remain aligned.
Internal & external Communication Plan
Reporting Plan (Format and timing)
Escalation matrix.
Incident reporting workflow
Emergency escalation protocols.
Mohamed Abbas 8
Asset & Facilites Management Professional
4 FM Maintenance Methodology:
Develop SOPs based on the criticality of your
assets and based on the table below:
1
Mohamed Abbas 9
Asset & Facilites Management Professional
5 Quality & Safety (QHSE):
Health, Safety & Environment (HSE) is not just a compliance requirement in
Facilities Management it’s a core operational pillar that protects people,
assets, the environment, and the entire business operation.
Identify and apply all relevant regulatory and industry standards (local,
international, and client-specific).
Define and maintain a comprehensive list of required documentation
(procedures, permits, licenses, inspection records, compliance
certificates).
Establish detailed emergency response protocols aligned with client
requirements and regulatory authorities.
Develop a structured training and competency development plan for all
personnel, covering both operational and HSE requirements.
6 Sustainability:
Develop Sustainability Policies & Objectives
Establish formal sustainability policy endorsed by FM leadership.
Set SMART sustainability goals related to:
Energy consumption reduction.
Water conservation.
Waste minimization.
Carbon footprint reduction.
Green procurement.
Mohamed Abbas 10
Asset & Facilites Management Professional
Thank You
What is your opinion
Mohamed Abbas
Asset & Facilites Management Professional
CFM IFMA | LEED AP O+M | PMP | ISO 55001 Asset management
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