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BIFM Membership and Good Practice Guides Expand your knowledge of facilities management

British Institute of Facilities Management


“Welcome to the BIFM” Ian R Fielder Chief Executive Officer

Introduction The British Institute of Facilities Management (BIFM) is the UK’s leading institute representing the interests of those who practice facilities management (FM) or provide FM-related products and services. Membership of the BIFM is a simple step to take to receive professional recognition and demonstrate your commitment to the FM discipline. You may have years of experience or be new to FM. You may be considering FM as a possible career, moving from another discipline or widening your role from related areas. Whatever your experience, the BIFM has a lot to offer to help you develop your professional career and advance FM within your organisation. This overview introduces you to some of the benefits you’ll enjoy as a member of the BIFM. In particular it focuses on the access that members have to a wealth of knowledge about FM good practices. We highlight a representative selection of our Good Practice Guides; these are a range of publications that give you comprehensive, practical advice on a wide area of facilities management.

Joining the BIFM couldn’t be simpler; You can contact our membership team in any of the following ways: Call our membership advisors: 0845 058 1358 Email us: membership@bifm.org.uk Or visit: www.bifm.org.uk

We look forward to hearing from you.

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Contents Why join the BIFM?

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Advantages of membership

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Becoming a member

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BIFM Good Practice Guides

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Security management for facilities managers

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Selecting FM software

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Inclusive access and the DDA

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Good-practice showcase: Implementing a sustainability policy

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FM procurement

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Procuring and running catering contracts

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Procuring and running cleaning contracts

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Procuring and running guarding contracts

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Join us now

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Why join the BIFM?

Career Development

Since our formation in 1993, the BIFM has been driving the discipline of FM forward, promoting professional standards and the personal development of our members.

To support you through your FM career, BIFM have a range of vocational FM qualifications at Levels 4, 5 and 6 of the Qualifications and Credit Framework. Level 4 Qualifications provide a broad understanding of facilities management for experienced operations managers who are responsible for a range of FM functions. They are also suitable for managers wishing to extend their operational activity. Level 5 Qualifications are for facilities managers at middle management level who have considerable experience and responsibility for more specialised and complex functions. The Level 6 Qualification will develop the strategic skills and knowledge of senior level facilities managers, targeted at those with a high level of responsibility who need to understand both current thinking and new concepts.

For organisations and individuals in both the highly competitive private sector and the much-scrutinised public sector, legislative change and growing compliance requirements have raised the bar on corporate professional standards. Joining the BIFM is a valuable way to make sure that FM evolves to meet these changing needs. FM professionals can contribute significantly to the success of the organisations they work for. We need to ensure that the value of their high-quality FM skills and management is properly recognised and rewarded. The BIFM exists to advance FM as a true profession and improve quality standards.

Advantages of membership

Becoming a member

More than 12,500 individuals and a growing number of organisations currently enjoy the benefits of belonging to the BIFM.

Your membership grade within the BIFM is based upon your FM experience, qualifications and competences. From 2010 our competency framework will follow the national Qualifications and Credit Framework.

Resources such as our interactive website, FM World magazine, e-newsletters, Good Practice Guides and BIFM Offers keep you informed of the latest FM information from a source you can trust. Networking events include knowledge exchanges, special interest groups and access to professionals in your region. No matter where you are, you’re never far from the BIFM community: where people who share your professional interests exchange views, tips and experiences. You’ll always be welcome at BIFM events. We give you access to FM recruitment opportunities, continuing professional development (CPD), and the chance to develop your BIFM membership in line with your career. Members will be entitled to a 20% discount off our comprehensive range of training courses provided by BIFM Training.

BIFM membership and Good Practice Guides

The membership grades are: • Associate grade (open to anyone interested in FM) • Member grade (MBIFM) • Certified Member grade (CBIFM) • Fellow grade (FBIFM) Please contact the membership department on 0845 058 1358 for guidance and further information regarding your membership requirements.

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BIFM Good Practice Guides

In the next few pages we give you a flavour of our Good Practice Guides, one of the key resources we use to share knowledge and good practice with our members. These guides are free to BIFM members; non-members have free access to abstracts and they may purchase full Guides. The abstracts and guides are available at: www.bifm.org.uk/bifm/knowledge/resources/goodpracticeguides

Security management for facilities managers Ever present security threats and operational risks often put security management at the top of the FM agenda. By taking control with the Good Practice Guide to Security Management for Facilities Managers, you can tackle this important and complex area with confidence. We provide you with guidance on the day-to-day process of managing security risks and threats in both the public and private sectors. The guide sets out the overall context in which facilities managers are increasingly required to manage the protection of corporate assets. It examines various risks and threats, particularly from increased levels of crime and global terrorism. The guide will help you identify the classes of threat to your organisation and carry out a risk and threat assessment to pinpoint your organisation’s vulnerabilities. Using a methodical approach to defining requirements, it introduces you to the elements of a proactive security strategy. Topics include effective access control; practical ways of securing your mail room; and making sure you know how to select appropriate technical security systems. The guide recommends over 30 DOs and DON’Ts of good practice. Whenever the subject of security management is on the agenda, you’ll have the knowledge and skills to give your organisation the assurance it needs.

Selecting FM software

Inclusive access and the DDA

Many FM teams need to work with their IT departments to identify, procure and implement the FM software that’s right for their organisation. With the Good Practice Guide to Selecting FM Software you can get up to speed on the issues and know exactly what you need from your software solution.

The Disability Discrimination Act (DDA) 1995, extended by the Special Educational Needs and Disabilities Act 2001 and the DDA 2005, are the primary legislative drivers. The guide explains that the legal duty placed upon employers differs fundamentally from that placed upon service and education providers. Service and education providers have a legal duty to meet the reasonable needs of all potential building users – it is an anticipatory duty. Employers, by contrast, have a duty to meet the needs of disabled employees as and when a need arises – it is a reactive duty.

This guide helps you to understand your organisation’s business processes in advance of any installation of FM software, and drills down into detail for areas such as asbestos management, health and safety auditing and fire safety. It helps you review functionality: a table of review criteria will enable you to make fair and measurable comparisons. Cost and savings assessments assist in the preparation of a realistic financial case. A ten-stage implementation plan provides guidance on managing a software vendor, training issues and early delivery of return on investment. The guide includes technology industry definitions and trends, enabling you to make informed decisions when selecting technology and software partners. Recommending 14 DOs and DON’Ts of good practice, this guide will help you deal with software salespeople, avoid costly mistakes and get the right FM software for your organisation.

With the Good Practice Guide to Inclusive Access and the DDA, you can understand the likely impact of the legislation on your organisation and also reach beyond it to implement better housekeeping policies. This guide explains why facilities management services need to be inclusive and how you can achieve this. Of value to anyone with responsibilities for buildings or delivery of services via a building, it covers design, management and maintenance. It shows you how to include the needs of the whole population when choosing products, developing management regimes, receiving visitors, and preparing evacuation strategies. We address the training of your front-ofhouse staff to allow cultural attitudes and training in disability awareness to be addressed. We discuss how routine maintenance and refits can provide natural opportunities for change, allowing for improvements to accessibility at little or no additional cost. Containing recommendations for over a dozen DOs and DON’Ts of good practice, this guide helps you to consider wider user needs when planning design, refurbishment, maintenance and management of buildings or estates for your organisation.

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BIFM Good Practice Guides

Good practice showcase Implementing a Sustainability Policy This Good Practice Guide has been produced by the Sustainable FM Research Project under a knowledge transfer partnership (KTP) scheme that is partly funded by the Technology Strategy Board. The research is an initiative of the BIFM Sustainability Special Interest Group in partnership with the University of Reading, with sponsorship from office furniture manufacturers Kinnarps. The aim of the project is to develop practical tools for FM professionals to improve the implementation and management of sustainable practices in the working environment.

The guide is built upon a thorough review of literature and wide participatory discussions on sustainability and facilities management issues. It provides concise information to help you: > Define and agree a suitable strategy for your organisation, identify the main roles and assign responsibilities required for the sustained success of your policy > Understand the benefits of a sustainability policy and construct a sound business case > Plan, develop and implement your sustainability policy > Identify the cornerstones of success, including:

As the pressure for organisations to take action on a range of social and environmental issues continues to build, there is a perception that a number of barriers stand in the way of progress. Financial issues and time constraints, as well as a lack of knowledge, awareness and commitment at senior level are critically hindering efforts for organisations to engage on sustainability issues.

• An appropriate policy statement with clearly expressed policy boundaries

Developing a framework that enables your organisation to overcome these barriers while helping it to meet its strategic objectives should be of great interest to stakeholders pushing for change and those tasked with delivering it.

• Obtaining feedback and adjusting your policy

The Good Practice Guide to Implementing a Sustainability Policy enables you to develop and implement an effective policy tailored to the needs and culture of your organisation. Such a policy will equip your organisation to align the achievement of its commercial and strategic objectives with its sustainability goals.

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• Appropriate targets and monitoring systems • Engagement with relevant stakeholders • Effective reporting on your policy’s performance

The guide lays out a 10-step process for implementing your sustainability policy. The strategic value and course of action of each step is defined. It will show you how to address the main barriers to sustainable FM. If you are part of the team responsible for delivering your organisation’s sustainability policy, With more than 25 Dos and Don’ts of good practice, this guide will improve your understanding and provide practical advice. From a wider perspective, the guide uncovers the value of FM in contributing to sustainability goals.


FM procurement We all want to deliver the best value for our organisations. Identifying how to do so for the complex process of procuring FM services over the lifecycle of an asset can be difficult. In the Good Practice Guide to FM Procurement we show you how to obtain best value in the procurement of FM services, in a professional and compliant manner. It will help you achieve cost savings and efficient, standardised procurement processes that support growth and profitability. Aimed at FM professionals within both the private and public sectors, the content includes guidance on procurement provided by HM Treasury and the Office of Government Commerce (OGC). Covering FM procurement principles the guide starts by detailing the legal considerations and examining sourcing strategies and FM options. It walks you through the procurement process including the production of tender documentation, requests for proposals, contract conditions, pricing schedules and specifications. Ten tips are given for preparing a tender specification. Appendices give you practical tools, including a pre-qualification questionnaire and templates for the supplier reference questionnaire and tender evaluation form. With 20 DOs and DON’Ts of good practice, the guide is invaluable whether you’re an experienced FM practitioner looking to refresh your skills or a recent recruit to the profession.

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BIFM Good Practice Guides

Procuring and running catering contracts

Procuring and running cleaning contracts

Procuring and running guarding contracts

From coffee bar and vending facilities to the full staff restaurant, the Good Practice Guide to Procuring and Running Catering Contracts shows you how to select a catering contractor on the basis of value for money, rather than just the lowest cost tender received.

With around 9,500 cleaning companies in the UK there is a lot of choice. But within such a healthy marketplace standards can vary.

Perhaps undeservedly classed as a ‘soft’ FM service by some, manned guarding services are a vital part of ensuring the physical security of employees, customers and assets. Using the Good Practice Guide to Procuring and Running Guarding Contracts you can find out how to avoid the pitfalls and select the right manned guarding option for your organisation.

The guide explains the principal types of contract and discusses various financial objectives and tariff policies. We help you to understand the risks associated with the various types of catering contract. We give practical advice on the management and structure of the catering tender process, explain the role of visits to contractors’ sites, outline a structure for the tender document and discuss the evaluation process. By covering ongoing contract management the guide also helps you to ensure that your services continue to meet quality and performance expectations. Comprehensive appendices include a glossary and point you to further sources of information. There’s also an outline of the catering contract market and information on legislation and issues concerning contractor and client responsibilities. The 25 DOs and DON’Ts of good practice will ensure that you can use your catering contract management skills and knowledge to obtain the best possible value from your catering services.

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The Good Practice Guide to Procuring and Running Cleaning Contracts is useful for building occupiers and facilities managers responsible for specifying and managing cleaning services, and for external contractors delivering cleaning services. The guide addresses the requirements of a variety of environments, including offices, retail space and education buildings. It highlights certain sectors with specific cleaning requirements, such as healthcare. It helps you to compare the benefits of outsourcing with in-house provision of cleaning services, and explains the difference between an input and an output specification. You will find a detailed discussion of the tendering process, where we emphasise that value for money should be the objective: you want to get the right service quality with low risk, at an appropriate cost. This will help you to avoid the cycle of being let down by contractors selected purely on the basis of lowest cost. To help you to implement the right service, the guide provides the top ten tips and recommends over 40 DOs and DON’Ts of good practice to help you secure lasting and transparent value for money.

Splitting the service area into two parts, the guide looks at the core functions of the manned guarding service and the additional services that security guards can perform. It will help you define your requirements based on a risk and threat assessment, and then formulate a policy and strategy document specific to your business. We show you how to take the process forward with tender and contract documents, the questions to ask and the qualifications to look for. Specific to the procurement of manned guarding services, we cover assignment instructions, and appendices contain examples of a service level agreement with performance indicators and a summary service level monitor. With advice on ongoing management of guarding contracts and recommendations for 20 DOs and DON’Ts of good practice, the guide helps you obtain the best value for your organisation.


“The opportunities to expand skill sets and progress in different areas of FM make it an interesting and varied career path; something that has been provided through the BIFM by meeting many like-minded people and attending events. The training available, continual learning and CPD element help with keeping abreast of the ever changing world of FM and in turn support my role as a practising facilities manager. I’ve been a member for many years and it keeps getting better and better. Be part of it and get on board!� Stewart Weeks MBIFM, Facilities Manager, Sodexo Member

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“My customers expect me to have an understanding, not just of their business, but of their market. Being a member of BIFM is the best way for me to keep in touch with what is happening in FM. Being regularly sent information either via FM World or email newsletters is useful, but the real value of associate membership is in meeting people at events and group meetings and learning of their day-to-day challenges.” Claire Sellick, Director, X-Seed Ltd Associate member

Join us now The BIFM is committed to advancing your career prospects. Fundamentally, we offer our members support of a professional vocational institute. Your membership post-nominal letters (depending on your grade) are your passport to professional recognition and status. You can develop your BIFM membership in line with your career progression and use our online CPD framework to track and log your career development. From our series of Good Practice Guide abstracts, a selection of key points have been presented in this brochure. These exemplify the BIFM’s practical and high-quality approach to knowledge-sharing.

The BIFM is an important centre for FM recruitment. FM World, our fortnightly magazine provides industry news, regular updates and job opportunities. This can also be found online at www.fm-world.co.uk.

The BIFM educational programme offers vocational qualifications at Levels 4, 5 and 6 of the Qualifications and Credit Framework. We also accredit a number of higher education degree courses in FM.

Membership of the BIFM supports your career in FM, so join us now.

Whether you want to attain formal qualifications or advance your knowledge and skills, we offer the UK’s most comprehensive and authoritative range of FM courses, designed for all levels of FM expertise: from beginner to senior management. As a member, you’ll be entitled to a 20% discount on courses provided by BIFM Training. In addition, we can create bespoke in-house training and accredited programmes for specific organisational needs.

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You can contact our membership team in any of the following ways: Call our membership advisors: 0845 058 1358 Email us: membership@bifm.org.uk Or visit: www.bifm.org.uk


BIFM Number One Building Bishop’s Stortford Hertfordshire CM23 2ER T: 0845 058 1356 E: info@bifm.org.uk www.bifm.org.uk

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