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A visit to a co-working space to understand its FM challenges

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Priyanka Sarkar, Program Manager, OneSIS

Recently, Mrigank Warrier, Associate Editor, Clean India Journal got the opportunity to visit a multi-storeyed coworking facility in Bengaluru and chat in an immaculately maintained meeting room with Priyanka Sarkar, Program Manager, OneSIS.

The facility
  • 32,000 sq ft + cafeteria spread across five floors
  • 25 meeting rooms
  • 600-800 regular users + 30 freelancers daily
  • 50-70 daily visitors
  • 150+ companies
  • 27 such spaces across India

Maintaining a facility with multiple end-users – that too a facility which has been retrofitted as a coworking space – is no easy task. At this facility, OneSIS manages the entire gamut of FM requirements:soft services, technical services, security and pest management.

From the security person at the entrance to the janitor in the washroom, I found that each employee was trained to work as efficiently and unobtrusively as possible.

QR codes and dashboards

OneSIS offers to integrate technology wherever possible. “Supervisors can scan a QR code to get a digital checklist of cleaning tasks for that particular area, which can be checked off and supported with photo evidence of completed tasks”, explained Sarkar. Similar options are available for washroom cleaning. “A common dashboard – which can be made visible to facility end-users – can show the proportion of cleaning done and pending. Pop-up alerts can ensure the right task is done at the right time”.

Attendance, payments and other employee interactions are all managed through proprietary software.

Planned maintenance

Sarkar’s team works with each facility head to understand the expected footfall for the next day, and allocates resources accordingly. “On a Monday morning, we may intensively monitor the entrance area during the morning rush hour, and increase the frequency of cleaning accordingly”, she shared. The pantry is also restocked with tea and coffee to ensure they don’t run out.

But what if something spills during a meeting? A janitor is always at hand to spray down the affected area so that the meeting can continue, and clean up after it is over.

Deep cleaning

This is done every Saturday or Sunday, depending on the location. By the time the janitorial staff comes early on Monday morning, the facility is already in great shape.

On a normal day, more janitors are deployed in the first shift than in the second shift, since most facility users are also present only between 9 am and 5 pm. The second shift continues to respruce the facility after the last user has left, in readiness for the next day.

My experience

The space is constantly buzzing with meetings and calls; the type of FM required here requires unique skills, which the company manages through field and virtual training. As I was leaving, Sarkar shared: “When end users pay a premium for premium services, we work to exceed their expectations”. The time I spent at the facility surely exceeded mine.

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