Introduction

Facilities managers are often tasked with managing projects such as renovations, new system installations, maintenance schedules, and energy efficiency initiatives. Understanding the fundamentals of project management is essential for effectively planning, executing, and delivering these projects within scope, time, and budget constraints.

This 5-day course provides facilities managers with the foundational knowledge and skills needed to successfully manage projects. Covering essential project management principles, tools, and techniques, the course prepares participants to lead projects with confidence, ensuring efficiency and alignment with organizational goals.

Course Objectives

By the end of this course, participants will:

1. Understand the core principles and processes of project management.
2. Learn how to define project scope, objectives, and deliverables effectively.
3. Gain skills to develop project schedules, budgets, and resource plans.
4. Understand risk management strategies to address project challenges.
5. Learn how to communicate and collaborate effectively with stakeholders.
6. Use project management tools and techniques for tracking progress and performance.
7. Develop problem-solving and decision-making skills for project execution.
8. Build a foundation for managing larger and more complex projects in facilities management.

Target Audience

This course is ideal for:

• Facilities Managers and Supervisors
• Property and Real Estate Managers
• Maintenance and Operations Staff with Project Responsibilities
• Aspiring Project Managers in Facilities Management
• Administrative Professionals Supporting Facilities Projects
• Anyone new to project management in a facilities management context

Course Outline

Day 1: Fundamentals of Project Management

Session 1: Introduction to Project Management

• What is Project Management? Key Concepts and Terminology
• The Project Life Cycle: Initiation, Planning, Execution, Monitoring, and Closure
• The Role of Facilities Managers in Project Management

Session 2: Defining Project Scope and Objectives

• Identifying Project Goals and Deliverables
• Setting Clear Objectives and Avoiding Scope Creep
• Developing a Project Charter and Work Breakdown Structure (WBS)

Session 3: Stakeholder Identification and Engagement

• Identifying Key Stakeholders: Internal and External
• Building Stakeholder Relationships and Managing Expectations
• Tools for Stakeholder Communication and Collaboration

Activity: Workshop – Creating a Project Charter and WBS for a Facilities Project

Day 2: Project Planning and Scheduling

Session 1: Developing a Project Plan

• Components of a Project Plan: Scope, Schedule, Budget, and Risk
• Setting Milestones and Key Performance Indicators (KPIs)
• Planning Tools for Facilities Projects

Session 2: Project Scheduling Techniques

• Creating Gantt Charts and Using the Critical Path Method (CPM)
• Time Management and Sequencing Project Activities
• Managing Dependencies and Addressing Delays

Session 3: Resource Planning and Allocation

• Identifying Resource Requirements: Labor, Materials, and Equipment
• Allocating Resources Efficiently to Avoid Overlaps and Bottlenecks
• Monitoring and Adjusting Resource Plans

Activity: Hands-On Exercise – Developing a Project Schedule Using Gantt Charts

Day 3: Risk Management and Budgeting

Session 1: Risk Identification and Assessment

• Common Risks in Facilities Management Projects
• Risk Assessment Techniques: Probability and Impact Analysis
• Creating a Risk Register and Developing Mitigation Strategies

Session 2: Budgeting and Cost Management

• Preparing a Project Budget: Fixed and Variable Costs
• Tracking Project Expenditures and Managing Cost Overruns
• Aligning Budget Plans with Organizational Constraints

Session 3: Contingency Planning and Change Management

• Dealing with Unforeseen Changes During Project Execution
• Managing Change Requests and Their Impact on Scope and Budget
• Keeping Stakeholders Informed About Changes

Activity: Case Study – Risk Assessment and Budget Development for a Facilities Project

Day 4: Project Execution and Monitoring

Session 1: Project Execution Strategies

• Assigning Tasks and Responsibilities to Teams
• Managing Team Performance and Communication During Execution
• Ensuring Quality Control Throughout the Project Lifecycle

Session 2: Monitoring and Tracking Project Progress

• Tools for Monitoring Progress: Dashboards, Reports, and Metrics
• Identifying and Resolving Performance Issues in Real-Time
• Using Earned Value Management (EVM) to Measure Project Performance

Session 3: Problem-Solving and Decision-Making in Projects

• Identifying Root Causes of Issues and Implementing Solutions
• Decision-Making Techniques for Facilities Managers
• Ensuring Alignment with Project Goals and Deliverables

Activity: Simulation – Monitoring and Resolving Issues in a Live Project Scenario

Day 5: Project Closure and Continuous Improvement

Session 1: Successful Project Closure

• Finalizing Deliverables and Conducting Handover Processes
• Preparing a Project Closure Report and Archiving Documentation
• Evaluating Project Success Against Objectives

Session 2: Lessons Learned and Continuous Improvement

• Conducting Post-Project Reviews to Identify Strengths and Weaknesses
• Leveraging Lessons Learned for Future Projects
• Building a Knowledge Repository for Facilities Projects

Session 3: Next Steps in Project Management

• Introduction to Advanced Project Management Concepts and Certifications (e.g., PMP, PRINCE2)
• Scaling Up Project Management for Complex Facilities Projects
• Building a Long-Term Project Management Roadmap

Activity: Group Exercise – Conducting a Post-Project Review and Identifying Lessons Learned

Course Delivery Methods

• Interactive Lectures: Delivered by experienced project managers and FM professionals.
• Hands-On Exercises: Practical activities for project planning, scheduling, and tracking.
• Case Studies: Real-world examples to demonstrate key project management principles.
• Workshops and Simulations: Engaging activities to apply problem-solving and risk management techniques.
• Collaborative Group Discussions: Peer learning to address common challenges in FM projects.