Top 9 Must-Have Facility Manager Skills for 2025

In today’s rapidly evolving business environment, facility managers play a crucial role not just in maintaining and overseeing a company’s physical spaces, but also in adapting to the demands of the digital age and sustainable development. They are the unsung heroes who ensure everything runs smoothly, create optimal work environments, and lay the foundation for a productive workforce.

However, the role of a facility manager is far from simple. The job requires a combination of technical expertise and interpersonal skills. As the industry evolves, so too do the skill sets required. The COVID pandemic highlighted the need for facility managers to be adaptable, forward-thinking, and ready to handle unexpected challenges. Technological advancements, such as the rise of artificial intelligence (AI) and smart building systems, are continuously reshaping how facilities are managed, further increasing the demand for facility managers to stay agile and tech-savvy.

These are 9 key skills and competencies every facility manager needs to succeed in their role:

• Leadership and team management
• Communication Skills
• Organizational Skills
• Financial and sustainable management
• Technological skills and data analysis
• Safety and risk management
• Problem-solving and crisis management
• Flexible work and hybrid office management
• Knowledge of legislation

In this article, we will also cover the following topics:

• Trends in facility management
• What makes a good facility manager?
• What are the main functions of a facility manager?
• Facilities management tips

Facility Manager Skills

Facility management has evolved rapidly in recent years, and today, the role of a facility manager extends far beyond simply maintaining a building. They now play a critical role in the efficient running of an organization. Whether you’re pursuing a career in facility management or hiring for the role, these skills are crucial for success:

1. Leadership and Team Management

Effective facility management begins with excellent leadership. As natural leaders, facility managers should be self-motivated, trustworthy, and compassionate. Above all, they should be able to inspire their team to strive for excellence. A clear vision of the team’s direction and a positive example to follow are key components of successful leadership. Crucially, they should be adept at conflict resolution, work delegation, and communication, which brings us to our next point.

2. Communication Skills

Facility managers interact with a wide variety of individuals daily, from maintenance staff and visitors to senior managers and vendors. As such, they need to be able to communicate effectively and handle any concerns or complaints efficiently. Listening is also a crucial aspect of communication. Paying attention to others’ words enables them to address issues swiftly and proficiently.

3. Organizational Skills

Organizational skills are critical for facility managers. They need to plan maintenance activities, implement procedures, and keep up with various tasks. From handling maintenance requests to managing inventory and scheduling repairs, a good facility manager needs to stay on top of everything. Prioritizing tasks and balancing resources is crucial for maintaining a smooth flow of operations.

4. Financial and sustainable management

As we enter an era of heightened environmental consciousness, facility managers must balance financial oversight with a strong push toward sustainability. This involves managing budgets, controlling costs, and allocating resources efficiently. At the same time, sustainable initiatives, such as going paperless or implementing a recycling program, can often lead to significant cost savings over time.

Want to learn tips on how to make your workplace sustainable? Read our blog post on 9 Initiatives for an Eco-Friendly Office.

5. Technological skills and data analysis

With the continued evolution of technology, facility managers are expected to stay ahead of the curve. Investment in cutting-edge solutions that can enhance building efficiency is necessary. One trend gaining traction is using data-driven insights to make building operations decisions.

By leveraging modern tech tools such as visitor management systems, facility managers gain a deeper understanding of how their spaces are being used. This data allows them to make informed decisions that optimize space utilization, reduce energy consumption, and improve overall workplace efficiency.

6. Safety and risk management

Ensuring the health and safety of visitors and employees in the workplace is one of the primary responsibilities of a facility manager. They must manage a wide range of tasks to maximize safety, such as maintaining operating systems, identifying and managing hazards, planning for disruptions, and keeping up-to-date documentation of safety procedures. Effective risk management goes beyond simply following regulations – it requires proactive strategies to mitigate potential dangers and ensure a safe, secure environment for everyone.

Is your company prepared for emergencies? Check out our article on the key elements of an emergency readiness plan to ensure you’re ready for any unexpected event.

7. Problem-solving and crisis management

Critical thinking and problem-solving are among the most vital skills a facility manager can possess. Facility managers are frequently faced with unforeseen issues and must apply strong problem-solving abilities to resolve them effectively. This process involves identifying the nature of the problem, gathering relevant information, developing a strategy, and testing the solution. In crisis situations, these skills are essential for managing emergencies, minimizing disruptions, and ensuring that operations continue smoothly.

8. Flexible work and hybrid office management

As the workplace continues to evolve, facility managers must adapt to the growing demand for flexible work arrangements and hybrid office setups. With more employees working remotely or splitting their time between home and the office, managing a flexible workspace has become a key challenge.

Facility managers are now tasked with creating environments that support both in-office and remote work, ensuring spaces are efficiently utilized, technology is up to date, and employees can easily transition between locations. This also includes implementing policies and systems that promote collaboration, productivity, and employee well-being, no matter where they are working from. Managing a hybrid office requires an understanding of both physical and digital space optimization to foster a seamless and flexible working experience.

9. Knowledge of legislation

A good understanding of relevant legislation is essential for facility managers to ensure compliance with laws and regulations affecting the workplace. This includes staying up to date with health and safety regulations, environmental laws, labor standards, and building codes. Facility managers must ensure that all aspects of the facility are in accordance with legal requirements, from accessibility and security to waste management and energy use.

Trends in facility management

Today’s office buildings look very different than they did, say, 10 years ago. As a result, the world of facility management is undergoing rapid change. These are some key trends reshaping the industry:

Smart buildings and IoT integration

Smart buildings are revolutionizing facility management by integrating Internet of Things (IoT) devices to collect real-time data. From smart thermostats that optimize energy use to sensors that monitor air quality, IoT enables facility managers to make data-driven decisions that improve efficiency, reduce costs and enhance employee comfort. This technology also provides the ability to remotely monitor and control building systems, further streamlining operations and increasing responsiveness.

Flexible work

The rise of remote and hybrid work has had a significant impact on facility management. As companies adopt more flexible work arrangements, facility managers must adapt their strategies to accommodate fluctuating office occupancy and the need for adaptable spaces. This may involve redesigning workspaces, optimizing space utilization, and ensuring that the technology infrastructure seamlessly supports both in-office and remote workers.

ESG (Environmental, Social & Governance)

As companies focus more on sustainability and corporate responsibility, ESG initiatives are becoming increasingly important in facility management. Facility managers are now tasked with reducing environmental impact, ensuring social responsibility in the workplace, and aligning with governance standards. This includes implementing energy-efficient solutions, promoting diversity and inclusion in the workplace, and ensuring that ethical business practices are followed in facility operations.

AI and automation

AI and automation are changing the way facilities are managed. From predictive maintenance powered by AI algorithms to automated systems that control lighting, heating, and cooling, these technologies are streamlining operations and improving efficiency. AI-powered systems can analyze large amounts of data to predict equipment failures, optimize energy use, and even personalize the occupant experience. Automation, meanwhile, reduces manual labor and helps facility managers focus on strategic decision-making. As these technologies continue to evolve, they will play an increasingly important role in improving the overall efficiency and effectiveness of facility management.

What makes a good facility manager?

A good facility manager needs to have an array of skills from technical know-how to leadership abilities in order to be successful in their role. Facility managers are responsible for more than just the basic upkeep of buildings. They ensure the safety of the building’s occupants and ensure that all systems within the building are running efficiently and effectively.

To fulfill their function, they must have excellent communication, organization, and problem-solving abilities. Facilities managers in the modern world should consider safety measures and focus on sustainability. They are also proficient in leading and managing teams and show attention to detail while maintaining a broad perspective. Other essential facility manager skills include adaptability, time management, and commercial awareness.

What are the main functions of a facility manager?

When it comes to their key functions or primary responsibilities, facility managers are tasked with ensuring the smooth functioning of an organization’s infrastructure, meeting legal requirements, and upholding health and safety standards. They operate across various business functions on both strategic and operational levels.

Their responsibilities may include:

• building maintenance

• contract management

• environmental health and safety

• workplace security

• facility maintenance planning

• employee and facility safety

• space management

Facilities management tips

Facilities management is now centered around efficiency, productivity, sustainability, and leveraging advanced technologies. Here are some tips that facilities managers can utilize to stay on top of their game:

Stay Aware of Government Regulations

It’s necessary to comply with regulations imposed at federal, state, and local levels. These regulations could be about building safety, environmental standards, or carbon emissions. Understanding and staying updated with these regulations can prevent potential legal and compliance issues, ensuring the smooth operation of the facilities.

Keep Up With the Latest Facility Technologies and Trends

Technology, especially IoT and data-driven operations, is driving innovation and performance improvement in the facilities management industry. One notable trend is the hybrid work models which all companies are now adapting to.

Optimize Physical Spaces

The impact of the pandemic has forced many organizations to rethink their office spaces. Facilities managers should optimize physical spaces to accommodate new ways of working, such as remote work and collaboration needs. This will enhance operations and improve employee satisfaction.

Conclusion

The role of a facility manager is multifaceted, requiring a combination of technical expertise, strategic thinking, and interpersonal skills. As companies continue to embrace flexible work arrangements, hybrid office setups, and sustainability initiatives, the demand for skilled facility managers will only grow. By staying informed, adaptable, and proactive, facility managers can help shape the future of the workplace.

To better manage the flow of visitors in order to improve safety and security, consider trying out a visitor management system. It simplifies the entire visitor management process and gives you ease of mind knowing that all visitors in your building are accounted for.

Try out Vizito with a 14-day free trial or book a demo to discover how Vizito can help your business.