A Step-by-Step Guide to Drafting Facility Management Proposals: Tips and Best Practice

Facility management is an essential part of any organisation that owns or leases property. The purpose of a contemporary facility management program is to efficiently provide a comfortable, functional, and safe built environment. This applies not only to property owners but also to tenants of commercial leased space with an obligation to maintain the building.

When it comes to drafting a comprehensive facility management proposal, there are several best practices and tips that can help you create a successful document. In this article, we will discuss some of these best practices and provide a step-by-step guide to drafting a comprehensive facility management proposal.

Step 1: Identify the core issues

The first step in drafting a comprehensive facility management proposal is to identify the core issues that will be addressed in the proposal. This involves brainstorming and gathering information about the needs and requirements of your potential clients.

Step 2: Think from the perspective of your prospect

When drafting your proposal, it is important to always think from the perspective of your prospect. This means considering their needs and requirements and tailoring your proposal accordingly.

Step 3: Use persuasive language

Using persuasive language in your proposal can help connect with your clients and convince them of the value of your services. Make sure to highlight the unique selling points of your company and its services.

Step 4: Keep it short and sweet

One of the most important things to remember when drafting a facility management proposal is to keep it short and sweet. Avoid including unnecessary information and focus on providing clear and concise information that is relevant to your potential clients.

Step 5: Include a template

Including a template in your facility management proposal can help make it easier for potential clients to understand the scope of work to be performed, the estimated cost of the project, and the timeline for completion. This template should include the minimum information such as size and usage of your buildings, types of assets, both hard and soft such as HVAC systems, fire systems and areas of grounds and gardens that will need maintaining. If everyone has the same information, it will make comparing the submissions easier and quicker.

Step 6: Follow best practices for facility management

In addition to following the steps outlined above, it is also important to follow best practices for facility management when drafting your proposal. Some best practices include creating a streamlined workflow that can be modified as needed, using data and analytics to make informed decisions, and implementing a sustainable facility design plan.

By following these steps and best practices, you can draft a comprehensive facility management proposal that effectively communicates the value of your services to potential clients.

Maintenance for many of the buildings critical assets will be governed by a series of legislation, that in some cases mandate minimum maintenance standards. WPC Consulting have decades of experience in outlining legislative maintenance requirements and can help you in preparing the tender documents before going to market. Clear and concise language is a must to make sure you get the service levels you demand. Reach out to us today for a complimentary overview session on maintenance requirements.