The New Face of FM in the Modern Workplace

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As modern workplaces evolve into dynamic ecosystems blending technology, sustainability, and human-centric design, Facility Management (FM) has moved far beyond its traditional operational scope. Sitharaman PN, Assistant Manager – Facilities and Administration, Ascensus Global Services LLP, writes for Clean India Journal on how strategic FM practices are redefining workplace culture, improving retention, and strengthening the organization’s talent brand.

1. Preference-based workspace and digital simulations of workspace

Use platforms that capture employees’ environmental preferences (e.g., lighting, temperature, noise) and match them dynamically to workspaces (quiet zones, collaborative hubs). This boosts comfort and satisfaction.

a.   Implement and maintain a digital simulation which shows layout and airflow to optimize for both well-being & energy. Also helps foresee issues, reducing disruptions.

b.   Lighting systems that adjust intensity and colour temperature throughout the day to support human circadian rhythms — helps alertness in morning, calm in evening, improving wellbeing and productivity.

2. Hybrid & Flexible Space Arrangements

a.   Instead of fixed seats, allow fluid or activity-based zones: People can choose based on type of work (deep focus, team meeting, brainstorming) and the facility adapts (furniture, lighting, acoustics) accordingly.

b.   Offers flexible work hours and remote work options to manage lifestyle and work life balance in modern.

c.   For remote and hybrid workers: Ensure that facilities extend virtually too [virtual meeting booths, remote booking of desks, shared virtual reality/augmented reality (VR/AR) whiteboards]. So, even when people are off-site, they feel connected to the workspace.

3. Inclusive Workspace Designs

Incorporate designs and amenities that consider different age groups, ability levels, neurodiversity: adjustable workstations, private quiet rooms, sensory light, noise control, easy access, etc. makes everyone feel considered and valued.

4. Employee Environmental Feedback Loops

Real-time feedback from occupants about comfort (temperature, smells, noise, etc.) via apps or IoT sensors; use that data to adjust quickly. Employees feel heard, and productivity improves.

a.   Employees earn points or recognition for giving feedback (‘Found a squeaky door’), helping with small tasks, or participating in facility usage surveys. Drives engagement and a sense of ownership

b.   Easy, mobile-app one-click reporting of issues (AC, cleanliness, etc.), with visible tracking: ‘reported → actioning → closed.’ Fast response reduces frustration and shows caring.

5. AR for Maintenance Transparency

Use AR to let employees see projected timelines or status of maintenance work in their vicinity (e.g., “HVAC being serviced – expected done by 4 pm”) – reduces ambiguity and irritation.

a.   Rooms, meeting spaces, even cleaning schedules should adapt in real time based on usage analytics (sensors, calendar data). E.g., less cleaning when space is unused, redirecting cleaning/maintenance staff more efficiently.

b.   Use predictive data not only to schedule maintenance but time the maintenance to minimize employee disruption; for example, scheduling noisy work after hours or in less used zones; informing affected users in advance.

6. Design Integration with Mental Wellness in Mind

Deeper integration of living elements: Green walls, indoor gardens, nature views, natural materials, water features. This is not just for aesthetics but linked to reduced stress, better air quality, sense of wellbeing.

a.   Carefully design sound zones (quiet pods, ambient sound, collaborative zones) and use sound masking / soothing background sound to reduce noise distraction. Poor acoustics is a common hidden dragon productivity.

b.   Small dedicated zones for short breaks: meditation / stretching / power naps. Even ambient lighting and music can help reset mental energy. Especially useful for high stress / tight deadline times.

7. Transparent Metrics & Dashboards

Publish service-level dashboards: e.g., average time to respond to issues, cleaning scores, environmental comfort metrics. Let employees see how facility teams are performing. It builds trust.

8. Sustainability & ESG

Go beyond compliance: Allow employees to see and participate in sustainable initiatives (e.g., panels displaying building carbon savings, waste recycling, green roof, or solar installations). Let staff propose sustainability improvements.

9. Vendor & Staff Cross-Training

Facility staff trained not just in technical skills but in interpersonal skills; vendors also oriented toward employee experience. When the service person fixes something, their attitude, speed, and communication matter.

10. Recognition Program

Regularly keep tracking the performance of the service provider and acknowledge with recognition programs.

11. Employee Assistance Program

Offer support to even service provider staff on personal and professional issues keeping subject to limitations of company policies, this will ensure better services from service provider.

12. Facility Experience as Part of Talent Branding & Onboarding

Including the facility and workspace experience, as part of the communication to new hires: Tours, show how the facility supports them (amenities, wellness, flexibility). Use the physical environment as part of the employer value proposition.

13. Digital Handbook SOPs and Policy for FM

a. Introduce the digital handbook of SOPs and policy available digitally to all employees which is easily accessible 24/7 and handy.

b.   Maintain clear and transparent policies for all regarding facilities and its operations.

14. Workshop-Based Leadership Training

Introduce a leadership training program for the management team that includes practical, day-long workshops conducted alongside ground staff to help leaders develop supportive, communicative, and effective management skills.

15. Mobile App–Driven Risk Mitigation and Management

a.   Maintaining the Digital Risk mitigation platform helps in understanding the compliance part of the service provider which ensures a safe workspace and builds the relationships of the company and its service provider to maintain the productive space.

b.   Maintaining such apps ensures the company has the benchmarking of the service providers service levels.

16. Introduction Digital-based Strategy Decisions

Based on the history of data’s available in the database, ensure to make a strategic decision in creation and managing Crisis Management and Disasters which helps in maintaining the business continuity without disruptions in productivity.

17. Service Provider Townhall

a.   Companies may start a practice of quarterly townhall program for facilities and its service provider for connecting with associates to maintain a transparency to management in understanding employees’ requirements and ensures engagements between internal and external shareholders managing the workspace.

b.   A well-managed facility fosters a sense of belonging, pride, and engagement among employees.

18. Employee-Friendly Retention Policy and Feedback post resignations

a.   Maintaining the employee assistance program provided to employees who have resigned to choose their decision on retention post resignation such as revoking till LWD.

b.   Ensure employees choose feedback on workspace during their exit interviews.

19. External and Internal Accommodations Support

a.   This could be Old School ideas in a modern world but as we say, ‘World is round and change is mandate’, companies can choose the location and create their own community-based accommodation like earlier offices where temporary and permanent employees can reside which ensures quick turnaround to office and helps in maintaining the family and work-life balance.

b.   This should be implemented for both external and internal stakeholders with proper policies in place with HR Team support.

20. Integration of productivity platform of employees and facilities applications

This program ensures integration of the employee’s productivity platform with the facility platform to monitor the employee’s productivity loss due to facilities’ maintenance or repair work.

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