How to Properly Implement Facility Management Processes in a New Building? Timing Is Critical 

There are many strategies for implementing Facility Management processes correctly. However, from several decades of experience in the FM market, one factor stands out as absolutely critical: timing. Facility Management should be involved in a project as early as possible — ideally at the trade inspection stage, before installations are concealed and before the formal technical handover process begins. 

You are invited to read this article by Maciej Kamiński, CEO of For Assets Sp. z o.o. 

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? 

The handover stage is not only a critical milestone; it is also a key moment in its own right. It is important not only for the future FM provider to become familiar with the building in advance, but also to be present during the handover to understand the condition in which the asset is delivered. 

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, accepting this documentation should not be treated as a mere formality. It is a substantive, operational process that must actively involve FM. 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. 

This is a critical moment of knowledge transfer from the construction phase to the operational phase. FM connects construction with occupancy, and contractors’ work with tenants’ needs. 

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 about technology, but it is also about communication. 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 

Which processes fall under FM after handover? Facility Management: 

– organises post-handover technical documentation, 

– creates equipment registers, 

– plans inspections and servicing, 

– launches fault and enquiry reporting systems, 

– defines response times and priorities, 

– begins collecting operational data from day one of building operation. 

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 

The initial FM implementation is the moment when technical knowledge, documentation and responsibility transfer from construction to operation. If this moment is missed, the building quickly becomes reactive. If handled properly, the asset operates in a stable, predictable manner from day one, to the owner’s benefit. 

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.