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ISO 41001 Facilities Management Management Systems

BENEFITS OF THE ISO 41001 STANDARD

ISO 41001 enables an organization to demonstrate the quality of its professional Facilities Management System to insurers, regulators, clients, and shareholders.

ISO 41001:2018 should be applied when an organization:

The benefits of an integrated management system standard for facilities management identified by ISO include:

In the future compliance with ISO 41001 is expected to increasingly become a prerequisite for business dealings, as is the case with ISO 9001 and 14001. Being able to demonstrate compliance or accreditation with the standard will therefore provide a competitive advantage.

STRUCTURE OF THE STANDARD

ISO 41001:2018 Facilities Management System. Requirements with Guidance for Use is divided into 10 sections referred to as “Clauses”.

The standard includes an Annex which provides guidance on the use of the standard.

To review and understand the core processes of a facilities management system an organization should concentrate on Clauses 4–10.

This section is divided into four parts:

 

  • 4.1 Understanding the organization and its context.
  • 4.2 Understanding the needs and expectations of interested parties.
  • 4.3 Determining the scope of the facilities management system.
  • 4.4 The facilities management system.

 

Section 4.1 requires an organization to determine, demonstrate and document the external and internal issues that are relevant to its purpose and its strategic objectives, and that affect its ability to achieve the intended outcomes of its facilities management system.

 

Section 4.2 involves determining and documenting:

 

  • • The interested parties that are relevant to the facilities management system.
  • • The requirements of these interested parties.
  • • The outputs which will satisfy the requirements.
  • • The inputs required to achieve those outputs.
  • • The process to keep the requirements up to date.

This section is divided into three parts:

 

5.1 Leadership and commitment

5.2 Policy

5.3 Organizational roles, responsibilities and authorities.

 

Section 5.1 requires an organization’s senior management to demonstrate leadership and commitment with respect to the facilities management system. They should do this in a range of ways, including:

 

• By ensuring that a facilities management policy and associated objectives are established and are compatible with the strategic direction of the organization requiring a service

• By ensuring the integration and support of the facilities management system requirements into the organization’s business processes

• Coordinating and collaborating interdepartmentally.

 

Section 5.2 sets out the requirement to establish a facilities management policy which:

• Is appropriate to the purpose of the organization

• Provides a framework for setting objectives

• Ensures the management of risk

• Includes a commitment to satisfy applicable requirements

• Includes a commitment to the continual improvement of the facilities management system

• Is endorsed by top management.

 

Section 5.3 requires that the responsibilities and authorities for relevant facilities management roles are assigned and communicated within the organization.

This section is divided into two parts:

 

6.1 Actions to address risks and opportunities

6.2 Facilities management objectives and planning to achieve them.

 

When planning a facilities management system, section 6.1 requires an organization to determine the risks and opportunities that need to be addressed to give assurance the system can achieve its intended outcomes. The organization must plan actions to address these risks and opportunities, taking into account how they may change with time.

 

Section 6.2 requires the organization to establish facilities management objectives that are consistent with the facilities management policy and aligned with the organizational objectives.

This section is divided into six parts:

 

7.1 Resources

7.2 Competence

7.3 Awareness

7.4 Communication

7.5 Documented information

7.6 Organizational knowledge.

 

Section 7.1 involves identifying and providing the resources needed for the establishment, implementation, maintenance and continual improvement of the facilities management system.

 

Section 7.2 requires the organization to determine the necessary competence of persons (or entities) doing work under its control that affects its facilities management performance. Section 7.3 involves ensuring that those persons or entities are aware of necessary policies, strategic objectives, outputs and desired outcomes.

 

The need for internal and external communications relevant to the facilities management system are covered by section 7.4 while 7.5 covers the creating and updating of information, the control of documented information and facilities management information and data requirements.

 

Section 7.6 requires an organization to determine the knowledge necessary for the operation of its processes and to achieve conformity of products and services. The standard requires knowledge to be maintained and be made available.

This section is divided into three parts:

 

8.1 Operational planning and control

8.2 Co-ordination with interested parties

8.3 Integration of services.

 

Section 8.1 requires an organization to plan, implement and control the processes needed to meet the requirements.

 

Documented information should be kept to the extent necessary to have confidence that processes have been carried out as planned.

Documented operational processes are specified in the standard as:

 

Relationship management

• Resource management, including capacity planning

• Service level statements and agreements

• Project management.

 

Section 8.2 requires an organization to manage relationships with end-users and other interested parties while section 8.3 requires them to demonstrate that they have integrated their facilities management functions to ensure the effective and efficient delivery of services.

This section is divided into three parts:

 

9.1 Monitoring, measurement, analysis and evaluation

9.2 Internal audit

9.3 Management review.

 

Section 9.1 requires the scope of facilities management services to be monitored and for an organization to retain appropriate documented information as evidence of the results of any monitoring. The organization should evaluate the performance and the effectiveness of the facilities management system and under section 8.2 carry out appropriate audit.

 

Section 9.3 involves the senior management of an organization reviewing its facilities management systems at planned intervals.

This section is divided into three parts:

 

10.1 non-conformity and corrective action

10.2 Continual improvement

10.3 Preventive actions.

 

Section 10.1 requires an organization to take appropriate action to correct any nonconformity with the standard and to make changes to facilities management systems as necessary.

 

Section 10.2 requires an organization to continually improve the “suitability, adequacy and effectiveness” of their facilities management system while section 10.3 requires an organization to establish processes to “proactively identify” potential gaps in service delivery.

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