There are many strategies for implementing Facility Management processes effectively.
However, decades of experience in the FM sector show that one factor is consistently decisive: timing. FM involvement should begin as early as possible – ideally during trade inspections, before installations are concealed and before the formal technical handover begins.
Technical handover – the final moment
If Facility Management services are to be implemented properly and deliver maximum value to both the building and its owner, professional technical services should be introduced at the property as early as possible – before the technical handover. The earlier FM enters the building, the better its understanding of the asset and the more effectively it can support owners and managers in protecting value and managing operations. Early involvement also makes subsequent FM work smoother and more efficient for all parties.
Why is the technical handover a critical threshold?
During construction, preparation for handover and the handover itself, all contractors responsible for building systems and installations are present on site. These are the parties with detailed technical knowledge – not only of the systems themselves, but also of how they were installed. This knowledge is extremely valuable and essential for future management of both the systems and the entire building.
If the owner or manager engages a professional FM provider before the technical handover, it delivers substantial benefits to the entire investment ecosystem – including cost control, asset value growth and tenant satisfaction. At For Assets, we are fully aware of this, which is why we become involved in new developments at the earliest possible stage whenever we take on such projects.
Why does FM presence at handover make real sense?
If FM is to deliver maximum value, it must be introduced before the technical handover. Early involvement ensures a more in-depth understanding of the asset and enables FM to support owners in protecting value and managing operations from day one.
All service providers in one place at one time
During handover, contractors responsible for individual systems – ventilation, air conditioning, building automation, electrical, sanitary and other installations – are all present on site. They deliver as-built documentation, operating manuals, diagrams, warranty certificates, and maintenance requirements.
Importantly, as emphasised by For Assets experts, reviewing and accepting this documentation is not a formality; it is a critical operational task that requires active FM participation. For Assets, specialists participate in every inspection, every installation, and every system.
FM as the link
The FM provider possesses technical knowledge that property managers typically do not. This is why the facility manager – or the property manager with active FM involvement – should be responsible for accepting installations from contractors, asking technical questions, clarifying solutions and ensuring that all systems are fully understood from an operational perspective.
FM bridges the gap between construction and operation. It ensures that technical knowledge is transferred effectively and that the building’s systems are understood not only from a design perspective, but also from an operational one.
It is also important to emphasise that FM is – and should be – the link between owners, service providers and tenants. At For Assets, we often highlight another key aspect: FM is not only technical; it is also fundamentally about communication and coordination. In modern professional Facility Management, communication and human relationships are the final but essential elements.
Facility Management from day one
Implementing FM at the outset primarily involves structuring responsibilities effectively. First and foremost, the owner or investor should define operational objectives, building performance standards, quality levels, and – where applicable – budget frameworks. It should be clearly specified which decision-making responsibilities remain with the owner. This significantly simplifies cooperation and property management.
The role of the facility manager is to translate owner expectations into concrete operational processes. This is what I expect from every For Assets specialist.
FM – taking over processes
FM takes responsibility for:
- organising post-handover documentation
- creating equipment registers
- planning inspections and servicing
- launching reporting systems
- defining response times and priorities
- collecting operational data from day one
Service providers and Facility Management
Service companies should operate under clearly defined scopes of responsibility, response times, and procedures. From the outset, all service providers should work within a single reporting system. Ideally, service engineers should not operate via private phone calls or emails.
The role of service companies is not limited to carrying out inspections – it also includes reliable reporting and effective knowledge transfer.
Clear FM rules
Clearly defined FM operating principles, agreed as early as possible, are essential. From the very beginning, they support all parties: tenants know how to report issues, what their responsibilities are and what response to expect, while property managers avoid communication chaos. As a result, the building has the best chance to operate efficiently.
Facility Management as early as possible
Early FM involvement ensures that knowledge, documentation, and responsibility are transferred smoothly from construction to operation. When this moment is missed, buildings quickly shift into reactive mode. When handled correctly, the asset operates predictably and efficiently from day one.
Of course, professional FM can also be introduced in an existing building. However, early involvement is always more beneficial for all stakeholders.
I invite you to discuss how professional Facility Management can be implemented at your property.
Maciej Kamiński
CEO, For Assets Sp. z o.o.