Top Facility Management Metrics Every Manager Should Track

Successful facility management depends on more than just keeping operations running—it requires data-driven decision-making to improve efficiency, reduce costs, and ensure long-term asset reliability. By tracking key performance indicators (KPIs), facility managers can gain insight into how well their facilities are performing and where improvements are needed.

Facility management KPIs help identify inefficiencies, improve maintenance strategies, and enhance overall operations. Understanding these metrics is crucial for making informed decisions that drive operational success and cost savings.

Asset Uptime and Reliability

One of the most important KPIs for facility management is asset uptime, which measures how often critical equipment and infrastructure are functioning versus how frequently they require repairs. High uptime rates indicate effective maintenance strategies, while frequent breakdowns suggest that equipment may need more preventive care or potential replacement.

Tracking asset uptime allows facility teams to identify patterns of failure, adjust maintenance schedules, and implement proactive strategies to extend the lifespan of key systems. By minimizing unplanned downtime, facilities can avoid costly disruptions and maintain smooth day-to-day operations.

Work Order Completion Rates

Work orders are the backbone of facility maintenance, and tracking how quickly and efficiently they are completed provides insight into overall operational performance. Monitoring work order completion rates helps measure:

• How long it takes to complete a typical work order.
• The percentage of work orders closed on time.
• The backlog of open work orders and overdue tasks.

A high work order completion rate indicates an efficient maintenance process, while delays may signal staffing shortages, workflow inefficiencies, or the need for better scheduling and prioritization.

Response Times for Maintenance Requests

When a maintenance request is submitted, how quickly does the facility team respond?

Slow response times can lead to increased downtime, higher repair costs, and disruptions in operations. Tracking response times ensures that teams are resolving issues promptly, minimizing disruptions for occupants, staff, or customers. Facilities can improve response times by using automated work order systems, real-time tracking, and mobile access, ensuring technicians receive immediate alerts and can prioritize urgent repairs effectively.

Preventive vs. Reactive Maintenance Ratio

Balancing preventive and reactive maintenance is crucial for cost-effective facility management. Preventive maintenance refers to scheduled upkeep and inspections, while reactive maintenance occurs only after an issue arises.

A higher preventive maintenance ratio means the facility is taking a proactive approach to asset management, reducing the likelihood of costly emergency repairs and unplanned downtime. Facilities that rely too heavily on reactive maintenance often experience higher repair costs, equipment failures, and operational inefficiencies.

Facility Operating Costs and Budgeting

Tracking facility operating costs helps managers make informed financial decisions and identify areas where expenses can be reduced. Key cost-related metrics include:

• Maintenance costs per asset – How much is spent on repairs and servicing for each piece of equipment.
• Labor costs – The total cost of staffing for facility operations.
• Energy and utility expenses – Tracking consumption to identify opportunities for efficiency improvements.

By analyzing these costs regularly, facilities can optimize their budgets, improve resource allocation, and find ways to reduce unnecessary expenditures.

How FacilityONE Can Help

Tracking the right facility management KPIs allows organizations to improve efficiency, reduce downtime, and optimize maintenance strategies. FacilityONE provides powerful tools to help facility managers monitor and enhance performance, including:

• F1 WORKS – A comprehensive work order and maintenance management system designed to improve asset uptime and streamline maintenance workflows.
  
  
• F1 INSIGHTS – Advanced analytics and real-time dashboards that track work order completion rates, response times, and operational costs.

With FacilityONE, facility managers can gain full visibility into operational performance, ensuring data-driven decision-making and long-term facility efficiency. Contact us today to learn how our solutions can support your facility’s success.