COVID-19: A New Reality for Facility Managers?

The Role of the Facility Manager: Before the COVID-19 Outbreak

Before the pandemic disrupted global operations, facility managers maintained straightforward responsibilities:

• Developing facility layouts considering aesthetics, safety, and employee capacity
• Collecting workplace injury data and monitoring environmental factors like noise, humidity, and temperature
• Implementing improvements to create healthier, safer, and more productive work environments
• Tracking changes while monitoring employee and operational productivity

These duties typically fell into three categories:

• Leadership: Designing workplaces that are comfortable, secure, and boost productivity
• Executing: Implementing policies to ensure properly configured workspaces
• Advising: Helping leadership understand how decisions impact workplace dynamics, organizational policy, and team members

The role’s purpose remained relatively clear – until the pandemic changed everything.

The Role of a Facility Manager: After the COVID-19 Outbreak

In early pandemic weeks, facility managers faced unprecedented questions about ventilation systems, social distancing, and office safety protocols. As data emerged and safety measures were established, a clearer picture developed – though many businesses remained uncertain about facility managers’ evolving role.

What is a Facility Manager in a post-pandemic outbreak world?

The core responsibilities remain unchanged, but facility managers now carry significantly greater advisory responsibility. In essence, they’ve transformed into “flexibility managers par excellence.”

Most companies are adopting hybrid work models as offices reopen. This fundamental shift means facility managers must now make office work not just accessible but secure and genuinely desirable. Their role has become increasingly strategic, focusing on:

• Risk assessment
• Employee experience
• Workplace culture design

Critical Shift: Facility managers now work closely with Human Resources teams – a significant change from pre-pandemic structures where HR dominated decision-making and facility managers were frequently excluded from strategic discussions.

The pandemic elevated facility managers to essential strategic thinkers. They now influence “return to work” planning and hybrid workplace design.

The “New” Facilities Administrator

Modern facility managers must be:

• Cost-efficient and risk-oriented
• Adaptable to rapid change
• Strategic thinkers focused on risk assessment
• Balancing office space security (ventilation, social distancing, disinfection) with parking management and employee-centric workplace experiences

This requires focus on both physical office and remote-work experiences.

Top 7 Best Practices to Help Facility Managers Transition to Their New Role

1. Define the work-style mix that suits your team best
2. Assess workplace security risks based on this analysis
3. Identify workspace design features that help employees feel safe
4. Determine policy practices ensuring secure working conditions across devices and locations
5. Determine access provision methods for physical office spaces, including devices and accessories
6. Invest in technology: Audio-video equipment ensuring engagement whether employees work on-site or remotely
7. Use software solutions: Office and meeting room booking software streamlines operations for facility managers and teams

The New Normal Is Here

The world won’t return to pre-pandemic normalcy. While the virus may fade, its lasting impacts reshape workplace policies, structures, and roles. Facility managers, business owners, and HR professionals must adapt now and prepare for whatever lies ahead.

Putting your “novel” Facility Management cape on is an essential part of what will take your company forward.

Embracing this redefined role – centered on employee experience, flexibility, and strategic risk management – positions organizations to thrive in hybrid work environments.