Question 1

Do PM nesting intervals need to divide evenly?

Accepted Answer

Not necessarily, but compatible intervals make recurring overlaps easier to predict and manage. Monthly, quarterly and annual schedules align naturally, while irregular intervals may require more careful configuration of nesting rules.

Question 2

Why not schedule each maintenance frequency separately?

Accepted Answer

Separate schedules are appropriate when the work must remain independent. Nesting is useful when maintenance intervals coincide and their tasks overlap, allowing related work to be coordinated without unnecessarily duplicating activities.

Question 3

Why can a floating maintenance schedule shift over time?

Accepted Answer

Because the next due date is calculated from completion of the previous task. If maintenance is completed later than planned, the following due date can move accordingly, preserving the interval between completed services.

Question 4

When should a fixed maintenance schedule be used?

Accepted Answer

A fixed schedule is useful when maintenance needs to remain aligned with predetermined dates or cycles, such as certain regulatory, contractual, warranty or operational requirements. The applicable requirement should determine the schedule.

Question 5

Does preventive maintenance stop all equipment breakdowns?

Accepted Answer

No. Preventive maintenance can reduce failures associated with wear, deterioration or known maintenance needs, but it cannot prevent every failure. It is often used alongside corrective, condition-based and other maintenance strategies.

Question 6

Is PPM the same as preventive maintenance?

Accepted Answer

PPM commonly refers to planned preventive maintenance: maintenance scheduled in advance to help prevent failures or deterioration. “PM” is also widely used as an abbreviation for preventive maintenance, although terminology can vary between organisations.

Question 7

What is the difference between a warranty and an AMC?

Accepted Answer

A warranty sets out the manufacturer’s or supplier’s obligations for covered faults during an agreed period or under defined conditions. An Annual Maintenance Contract (AMC) is a separate service agreement for specified maintenance services, which may operate during or after the warranty period.

Question 8

Can missed maintenance affect an asset warranty?

Accepted Answer

Yes, depending on the warranty terms. Some manufacturers or suppliers require specified servicing, inspections or maintenance records as conditions of coverage. Failure to meet those requirements may affect whether a warranty claim is accepted.

Question 9

Does transferring an asset affect its maintenance?

Accepted Answer

It can. The maintenance schedule may remain unchanged, but a transfer can affect the responsible team, service arrangements, inspection requirements or where maintenance work is performed. These dependencies should be reviewed when the asset moves.

Question 10

Why not just update an asset’s location?

Accepted Answer

Simply changing the location can remove useful historical context. A controlled transfer preserves where the asset moved from, where it moved to and when, providing a traceable movement history for verification and asset management.

Question 11

What happens when an asset cannot be found during verification?

Accepted Answer

The discrepancy should be investigated to determine whether the asset was moved, disposed of, incorrectly recorded or is genuinely missing. The asset register and relevant financial records can then be corrected through the organisation’s authorised process.

Question 12

How often should physical asset verification be carried out?

Accepted Answer

There is no single frequency for every organisation. Verification intervals should reflect asset value, quantity, mobility, risk, location and applicable requirements. For CARO 2020 reporting, management verification of PPE is assessed against whether it occurs at reasonable intervals.

Question 13

Should every facility asset be tagged?

Accepted Answer

Not necessarily. Tagging is most useful for assets that require maintenance, inspection, verification or reliable identification. Consumables and frequently issued stock items are generally better managed through inventory controls.

Question 14

Which asset tagging method should I choose?

Accepted Answer

The choice depends on how and where assets are identified. QR codes and barcodes suit visual scanning, RFID supports non-line-of-sight identification, and NFC suits short-range tap-based interactions.

Question 15

How is an asset register different from an inventory list?

Accepted Answer

An asset register primarily records physical assets that an organisation owns, operates or is responsible for managing over time, such as equipment and building systems. An inventory list commonly tracks stock items such as spare parts, materials and consumables that are held in quantity and issued or replenished through operations. The exact distinction can vary according to an organisation’s asset and inventory policies.

Question 16

What information should an asset register contain?

Accepted Answer

The information required depends on the organisation, asset type and purpose of the register. Common fields include a unique asset identifier, description, location, manufacturer and model, serial number, acquisition details, warranty information, condition and current status. Additional information may include technical specifications, maintenance history, depreciation, criticality and supporting documents.

Question 17

Is asset lifecycle management the same as asset management?

Accepted Answer

Not exactly. Asset management is the broader discipline of managing assets to support organisational objectives. Asset lifecycle management focuses specifically on the decisions and activities that occur throughout an asset’s working life, from planning and acquisition through operation, maintenance, renewal and disposal.

Question 18

Which asset lifecycle stage usually has the greatest ongoing cost?

Accepted Answer

For many long-life facility assets, operation and maintenance can account for a significant share of lifecycle cost because energy, servicing, repairs, labour and downtime-related costs accumulate throughout the asset’s working life. The actual cost distribution varies by asset type, operating conditions and expected service life.

Question 19

Asset hierarchy or space hierarchy – what’s the difference?

Accepted Answer

Space hierarchy organises rooms for booking and occupancy. Asset hierarchy organises equipment for maintenance. They often share the same site and building levels.

Question 20

How many hierarchy levels do I actually need?

Accepted Answer

Enough to trace costs and faults without empty levels – most facilities settle on site, building, system, equipment and component.

Question 21

When do spreadsheets stop being enough?

Accepted Answer

Usually once preventive tasks start slipping through the cracks, work history gets hard to find, or you can’t see backlog and cost across sites.

Question 22

Is CMMS the same as CAFM?

Accepted Answer

No. CMMS handles maintenance work. CAFM is broader – it also covers space, bookings, visitors and helpdesk. Many platforms offer both under one roof.

Question 23

Is EAM only for large companies?

Accepted Answer

Mostly. Small, single-site operations rarely need full EAM. It pays off once you’re managing dozens of assets across multiple buildings or sites.

Question 24

Do I need EAM or just a CMMS?

Accepted Answer

Start with a CMMS if you’re single-site and focused on repairs. Move to EAM once you need lifecycle costing, contracts and capital planning across many sites.

Question 25

How do booking timeslots support flexible workplaces?

Accepted Answer

Flexible workplaces often involve changing attendance patterns and shared resources. Timeslot settings provide a structured way to manage access to available spaces while allowing users to plan their workplace requirements.

Question 26

Can different facilities have different booking timeslots?

Accepted Answer

Yes. Different resources may require different scheduling rules. For example, a meeting room, workstation, training area, or specialised facility may have different booking durations, advance booking limits, or availability periods.

Question 27

Why are booking timeslot rules important?

Accepted Answer

Timeslot rules create consistency by defining when resources can be reserved and how long they can be used. Without clear rules, shared facilities may experience overlapping bookings, inefficient scheduling, or difficulty managing availability.

Question 28

Why do organisations need a Facility Booking System?

Accepted Answer

As workplaces become more flexible and shared resources increase, organisations need a structured way to coordinate availability, prevent conflicts, and understand how facilities are being used.

Question 29

How is a Facility Booking System different from a room booking system?

Accepted Answer

A room booking system mainly focuses on reserving rooms, while a Facility Booking System can cover a wider range of shared resources and facility types across an organisation.

Question 30

What types of facilities can be managed through a Facility Booking System?

Accepted Answer

The resources managed depend on organisational requirements. Common examples include meeting rooms, workstations, training rooms, collaboration areas, parking spaces, equipment, and other shared facilities.

Question 31

Why do organisations need a structured Space Request process?

Accepted Answer

Without a structured process, workplace requirements may be managed through emails, spreadsheets, or informal discussions, making it difficult for facility teams to prioritise requests and understand future space demand.

Question 32

What information is usually included in a Space Request?

Accepted Answer

A Space Request may include details such as the required space type, number of users, preferred location, expected duration, business reason, and any specific workplace requirements.

Question 33

How is a Space Request different from Space Booking?

Accepted Answer

A Space Request communicates a requirement for a space or workplace change, while Space Booking is usually the process of reserving an already available space for a specific purpose or period.

Question 34

Does Move-In and Move-Out apply only to employees?

Accepted Answer

No. The concept can apply to employees, departments, tenants, contractors, or other occupants depending on the type of facility. Any change where people or functions move between spaces may require move management activities.

Question 35

Why is accurate space information important during workplace moves?

Accepted Answer

During a move, incorrect space information can lead to confusion about availability, ownership, and workplace arrangements. Keeping space records updated helps facility teams understand current conditions and plan future changes more effectively.

Question 36

What is the difference between Move-In and Move-Out and Space Allocation?

Accepted Answer

Space Allocation focuses on assigning a suitable space to a person, team, or function. Move-In and Move-Out focuses on the wider transition process when occupants change their workplace location, which may include updating allocations and records.

Question 37

Why is location data important in facility management?

Accepted Answer

Accurate location data allows facility teams to connect information with the correct physical place. This improves the reliability of space records, asset information, maintenance activities, and workplace planning.

Question 38

What is the difference between a location and a space?

Accepted Answer

A location identifies where something exists, such as a campus, building, or floor. A space represents a specific usable area within that location, such as a meeting room, workstation, or office.

Question 39

How are Seat Categories useful in a space management system?

Accepted Answer

Seat categories add context to individual workplace records. When consistently defined, they can help facility teams identify appropriate seating, organise space information, and understand the composition of workplace capacity when planning or managing spaces.

Question 40

What can be used to define a Seat Category?

Accepted Answer

The criteria depend on the organisation. Categories may distinguish seats by intended use, assignment model, workspace type, location, or other characteristics that are meaningful for managing the workplace. There is no single classification scheme that applies to every organisation.

Question 41

Why do organisations classify workplace seats into categories?

Accepted Answer

Different seats can have different purposes, access requirements, or workplace characteristics. Categorisation makes these distinctions easier to record and manage, particularly when an organisation has a large or varied workplace portfolio.

Question 42

Why is BIM data quality important after handover?

Accepted Answer

Facility teams depend on building information being accurate and relevant to the operational environment. If information is incomplete, outdated or structured only for design purposes, its usefulness in CAFM or IWMS processes can be limited. Recent FM research highlights information quality and interoperability as important considerations when bringing BIM into facility operations.

Question 43

What information can be transferred from BIM to facility management?

Accepted Answer

The information depends on the model and the requirements of the FM system. It can include building elements, spaces, locations, equipment and associated properties that are useful for operations, maintenance or space management. Successful BIM-to-FM use depends on providing the right information in a usable structure.

Question 44

Does BIM replace a CAFM or IWMS system?

Accepted Answer

No. BIM provides structured information about the building and its physical components, while CAFM and IWMS platforms manage operational activities and facility information. Integration allows relevant BIM information to support those operational systems rather than replacing them.

Question 45

Can a Space Hierarchy vary between organisations?

Accepted Answer

Yes. A hospital, university campus, manufacturing site, and corporate office may need different levels or naming conventions. The structure should reflect the organisation’s physical environment and the level of detail required for managing its facilities.

Question 46

Why does Space Hierarchy matter in a CAFM system?

Accepted Answer

A hierarchy gives facility data a consistent location structure. It allows information associated with a room, workspace, or other space to be understood in relation to the building and site it belongs to, making location-based management and reporting more practical.

Question 47

What levels are typically included in a Space Hierarchy?

Accepted Answer

The levels vary between organisations, but a common structure is site → building → floor → zone or room → workspace. Larger or more complex properties may introduce additional levels such as campus, building wing, or functional area.

Question 48

Is a Space Inventory the same as a Floor Plan?

Accepted Answer

No. A Space Inventory is the structured information about the spaces, whereas a Floor Plan provides their visual layout. They complement each other: the inventory describes the spaces, while the floor plan shows where those spaces are located.

Question 49

Why does a Space Inventory need to be kept up to date?

Accepted Answer

Workplaces change frequently through moves, renovations, reassignments and changes in how areas are used. An outdated inventory can give facility teams an inaccurate picture of available space and make planning or reporting less reliable.

Question 50

What information is included in a Space Inventory?

Accepted Answer

A Space Inventory can contain information such as space name or number, location, area, space type, capacity, assigned function and occupancy-related details. The fields maintained depend on the organisation’s space management requirements.

Question 51

How are floor plans used in CAFM systems?

Accepted Answer

CAFM systems can connect floor-plan information with records about spaces, assets and facility activities. This allows teams to work with location-based information rather than relying only on separate drawings and databases, making spatial information more useful for day-to-day facility management.

Question 52

What is the difference between a floor plan and a BIM model?

Accepted Answer

A floor plan primarily represents the layout and location of spaces, while a BIM model contains a broader set of digital building information associated with physical elements. A floor plan can therefore be used on its own for spatial reference or as part of a wider BIM-enabled facility management environment.

Question 53

Why is an up-to-date floor plan important for facility management?

Accepted Answer

An up-to-date floor plan gives facility teams an accurate view of the building as it exists today. This is important when planning space changes, locating rooms and assets, managing moves, or coordinating facility activities. Outdated drawings can lead to decisions based on incorrect spatial information.

Question 54

Can automatic allocation reduce the need to open unused office areas?

Accepted Answer

It can support this approach when allocations are deliberately concentrated within selected areas or floors. eFACiLiTY describes automatic allocation in a hot-desking environment as filling spaces area-wise or floor-wise according to timing and duration, with the aim of using space and related building resources more efficiently.

Question 55

How is Automatic Space Allocation different from choosing a desk manually?

Accepted Answer

Manual selection leaves the user or facility team to choose an available workspace. Automatic Space Allocation applies predefined rules to make the assignment, which is particularly useful when many shared workspaces need to be coordinated.

Question 56

Can Automatic Space Allocation consider employee preferences?

Accepted Answer

It can, depending on the rules and capabilities of the system being used. Automatic allocation may consider factors such as preferred locations, workspace type, availability, or proximity when those criteria are supported and configured.

Question 57

Does checking out automatically make a space available?

Accepted Answer

Not necessarily. A system may release the unused portion of a reservation when early check-out is supported and the applicable booking rules allow it. The exact behaviour depends on the configured workflow.

Question 58

What happens when a user does not check in for a booking?

Accepted Answer

The outcome depends on the organisation’s booking rules. Some workplace systems can flag the reservation as a no-show or release the space after a defined period, while others may simply retain the booking.

Question 59

How is check-in different from a space booking?

Accepted Answer

A booking indicates that a space has been reserved for planned use. Check-in records that the user has confirmed arrival or use. Keeping these as separate events helps workplace teams distinguish planned demand from recorded use.

Question 60

How can occupancy be identified?

Accepted Answer

Occupancy can be identified through methods such as user check-ins, access-control events, occupancy sensors or manual observations. The appropriate method depends on the type of space, the required accuracy and how the information will be used. Different data sources represent different aspects of actual use.

Question 61

Can an allocated space still be unoccupied?

Accepted Answer

Yes. Allocation indicates that a space has been assigned to a person, department or function, but it does not necessarily mean that someone is physically using it. Comparing allocation with occupancy can reveal assigned capacity that remains unused.

Question 62

What’s the difference between a booked space and an occupied space?

Accepted Answer

A booked space has been reserved for a user or activity, whereas an occupied space is actually being used. A reservation can therefore exist without physical occupancy, which is why workplace systems can treat booking and occupancy as separate information.

Question 63

What technology supports a hybrid workplace?

Accepted Answer

Hybrid workplaces often rely on digital workplace technologies that support activities such as workspace booking, occupancy understanding, collaboration, and facility operations management.

Question 64

Is a hybrid workplace the same as remote working?

Accepted Answer

No. Remote working generally means employees work away from the office, while a hybrid workplace combines office-based work and remote working as part of a structured approach.

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