Man holding his head in his hands, stressed

Stress in the facilities management sector

27 Mar 2024

Facilities management isn’t always recognised as a potentially stressful job, but the last few years have been challenging for FM professionals around the world.

The FM industry accounts for around 7.5% of UK GDP and is expected to be valued at over £52 billion by 2026. However, its contribution is often hidden in the background. With the COVID-19 pandemic taking its toll on the FM sector, the job has never been so challenging.

Says James Massey, Managing Director of Facilities Management at MRI Software:

“Facilities managers shoulder the stresses and responsibilities of their daily duties while also ensuring accurate maintenance records and other property data, and it’s taking a toll on their mental wellbeing.”

A survey of 750 European facilities management professionals by MRI Software revealed that mental health is the biggest challenge they face, with 39% pinpointing it as a critical issue.

The HSE defines stress as “the adverse reaction people have to excessive pressures or other types of demand placed on them”. Workers feel stress when they cannot cope with pressures and other issues.

There are six main areas that can lead to work-related stress if they are not managed properly. These are demands, control, support, relationships, role and change.

Stress can arise from various factors. Here are some common stressors:

Operational challenges: Managing the day-to-day operations of facilities involves handling numerous tasks simultaneously, such as maintenance, repairs, security and cleaning. Keeping everything running smoothly can be overwhelming, especially during peak periods or emergencies.
Budget constraints: Facilities managers often work within tight budgets, which can create stress when trying to balance the needs of the facility with available financial resources. Finding cost-effective solutions without compromising quality or safety is a constant challenge.
Resource management: Efficiently allocating resources such as manpower, equipment and materials is crucial in facilities management. Dealing with shortages or inadequate resources can lead to stress and frustration.
Regulatory compliance: Facilities must comply with various regulations and standards related to safety, health and environmental sustainability. Ensuring compliance requires thorough knowledge of regulations and diligent implementation, which can be stressful, especially with frequent changes in regulations.
Emergency response: Facilities managers must be prepared to handle emergencies such as fires, natural disasters or security breaches. The pressure to respond quickly and effectively during these situations can be highly stressful.
Client and tenant expectations: Meeting the expectations of clients, tenants or occupants is essential for maintaining satisfaction and reputation. Managing diverse expectations and resolving conflicts can be challenging and stressful.
Technological advancements: Keeping up with rapidly evolving technology in facilities management, such as building automation systems and software applications, requires continuous learning and adaptation, which can be stressful for some professionals.
Workplace culture and team dynamics: Interacting with diverse teams and stakeholders within the organisation can sometimes lead to conflicts or communication challenges, contributing to stress in the workplace.
Work-life balance: Facilities managers often face long hours and on-call responsibilities, which can disrupt work-life balance and lead to burnout if not managed properly.
High-stakes decision-making: Facilities managers are often tasked with making critical decisions that can impact the safety, efficiency and functionality of the facility. The responsibility associated with these decisions can be stressful, especially when faced with limited time or information.

Addressing stress in facilities management requires implementing strategies such as effective time management, clear communication, prioritisation of tasks, investing in employee training and development, fostering a supportive work environment, and promoting work-life balance. Additionally, seeking support from colleagues, mentors or professional networks can help individuals cope with stress and navigate challenges effectively.

Providing planning, training and support can reduce pressure and bring stress levels down.

Employers in the facilities management industry can take several steps to help manage the stress experienced by their employees. Here are some strategies:

Provide adequate resources: Ensure that facilities managers have access to the necessary resources, including sufficient staff, tools, equipment and budget allocations to effectively perform their duties. Inadequate resources can lead to stress and hinder job performance.
Training and development: Offer regular training sessions and professional development opportunities to enhance the skills and knowledge of facilities management staff. Investing in training not only improves job performance but also boosts confidence and reduces stress associated with feeling unprepared or underqualified.
Clear expectations and communication: Clearly communicate job expectations, goals and priorities to facilities management staff. Establish open channels of communication to encourage employees to express concerns, seek clarification, and provide feedback. Transparent communication helps reduce uncertainty and fosters a supportive work environment.
Workload management: Implement strategies to manage workloads effectively, such as prioritising tasks, setting realistic deadlines and delegating responsibilities when appropriate. Avoid overloading employees with excessive work, as this can lead to burnout and increased stress levels.
Promote work-life balance: Encourage employees to maintain a healthy work-life balance by respecting their time off, limiting after-hours work demands and providing flexibility when possible. Offer benefits such as flexible work schedules, remote work options and wellness programs to support employees' wellbeing.
Recognition and appreciation: Recognise and appreciate the efforts of facilities management staff regularly. Acknowledge their accomplishments, milestones and contributions to the organisation's success. Feeling valued and appreciated boosts morale and reduces stress levels.
Stress management resources: Provide access to stress management resources and support services, such as employee assistance programs (EAPs), counselling services or mindfulness training. Educate employees about stress management techniques and encourage them to prioritise self-care.
Empowerment and autonomy: Empower facilities management staff by involving them in decision-making processes and giving them autonomy over their work. Allow employees to take ownership of projects, make decisions and implement innovative solutions. Empowered employees feel more engaged and motivated, which can help reduce stress.
Conflict resolution mechanisms: Establish effective conflict resolution mechanisms to address disputes or disagreements that may arise among facilities management staff or with other stakeholders. Encourage open dialogue, active listening and mediation to resolve conflicts constructively and prevent escalation.
Regular check-ins and support: Conduct regular check-ins with facilities management staff to assess their wellbeing, workload and job satisfaction. Be proactive in identifying signs of stress or burnout and offer support and assistance as needed. Demonstrate empathy and compassion towards employees facing challenges.

By implementing these strategies, employers can create a supportive and conducive work environment that helps manage stress and promotes the overall wellbeing of facilities management staff.

IOSH Managing Occupational Health and Wellbeing, brought to you by International Workplace, is the management training solution to help you address issues such as stress and wellbeing effectively and ensure your teams remain happy, healthy and productive. Find out more here.

We have created a range of free-to-download occupational health guides for managers, including Stress in the workplace, Mental health in the workplace, and Wellbeing in the workplace.