Hard Facilities Management Vs Soft Facilities Management: What’s The Difference?

For both employees and visitors, a workplace that runs like clockwork depends on hard and soft facilities management. 

These are two types of facilities management services which are used to efficiently run businesses. 

While every company needs both, they have different intended purposes and meet requirements for different areas of a business operation.

In this guide we will explore the differences between these services. We discuss hard and soft facilities management, their roles, and the reasons why both are so important.

What is facilities management?

Management of facilities is the coordination of services to make sure a business runs smoothly.

But the size and location of a business, and the kind of industry it operates in, will determine the specific requirements for it, but all are covered by the Workplace (Health, Safety and Welfare) Regulations 1992.  

These regulations obligate businesses to provide:

• Adequate lighting and ventilation
• Sufficient workspace dimensions
• Proper toilet and washing facilities
• Cleanliness and hygiene standards
• Comfortable temperature control
• Rest and eating areas

A facilities manager or team is responsible for ensuring these requirements are met.

They also conduct regular maintenance and safety checks to maintain compliance with legal standards.

Why facilities management matters

No business can operate effectively without hard and soft facilities services management. A well-maintained workplace ensures:

• Compliance with legal standards for health and safety
• Reduced downtime caused by equipment failures or structural issues
• Increased employee productivity and satisfaction
• Positive impressions for clients and visitors
• Cost savings through proactive maintenance and efficient service delivery

Advanced tools, including Computer-Aided Facilities Management (CAFM) software are sometimes used by facilities managers to simplify these services.

They use such tools to plan maintenance schedules, log service requests and monitor energy usage.

Hard facilities management – ensuring building integrity

Physical and structural aspects of a building are associated with hard facility management. These services cannot be taken out of the premises and they impact the health, safety and welfare of occupants directly.

For businesses to operate, there are many hard services which are legal requirements and non-negotiable.

Examples of hard facilities management include:

• Heating, ventilation, and air conditioning (HVAC) systems
• Electrical and mechanical maintenance
• Plumbing and water systems
• Fire safety systems and equipment
• Structural repairs and building maintenance

Without these services, a building is not operating effectively.

HVAC systems are examples of where proper climate control, i.e. temperature and air quality, is necessary for employee comfort and productivity. For more details, read our guide on the importance of regular air duct cleaning in offices.

Facilities managers overseeing hard services regularly inspect, maintain, and update these systems to meet health and safety standards.

Soft facilities management – improving the workplace experience

Services in soft facilities management change the overall environment and workplace experience. In contrast to hard services, these are not fixed or bound to the building and are slightly more flexible.

Examples of soft facilities management include:

• Cleaning and hygiene services
• Landscaping and grounds maintenance
• Security and reception services
• Waste disposal and recycling
• Catering and vending services
• Workspace organisation and design

The purpose of soft services is to make workplaces comfortable, efficient and inviting. As an example, clean office spaces can improve the well-being of employees and landscaped grounds create a positive impression for visitors.

While not all soft services are legally required, they are essential to improving employee experience management and even boosting employee productivity.

Commercial cleaning and soft facilities management

Commercial cleaning is amongst the most important aspects of soft facilities management. In industries such as ones with high foot traffic or high sanitation requirements, where hygiene is critical, you will know all about how important it is to maintain your workplace’s hygienic levels.

So, what is commercial cleaning? Commercial cleaning services include:

• Daily office cleaning
• Specialist floor cleaning
• Communal area cleaning
• Window cleaning
• Fogging and misting
• Retail & boutique cleaning

Professional cleaning services are also a useful first step in the contribution they make to employee wellbeing, in addition to meeting legal standards.

A clean, hygienic workspace increases productivity and reduces absenteeism. In fact, a recent Institute for Public Policy Research study found that the cost of staff sickness has grown by £30bn a year.

Final thoughts: Comparing hard and soft facilities management

The easiest way to distinguish between hard and soft facilities management is to think about their focus. Hard services relate to the building’s infrastructure, while soft services cater to the needs of the people using the facility.

Both are equally important for the smooth functioning of a workplace – hard services ensure the building is safe and operational, while soft services create a pleasant and productive environment. In some cases, the two categories overlap.

Think FM specialises in commercial cleaning services in soft facilities management. Check out our reviews to see why Think FM is the no.1 commercial cleaning company London has to offer.

We provide exceptional office cleaning London companies throughout the capital rely on at all times of the day. We’ve also written a guide on after hours office cleaning.

For other informative guides, take a look at our blog – recently we answered the common question, what does a deep clean include?

Investing in reliable cleaning services will help your organisations create a good atmosphere and stay focused on your core objectives. For more details about our services, please don’t hesitate to get in touch with us.

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