Effective facility management hinges on detailed recordkeeping and a deep understanding of the property you’re managing. Without these, you risk unexpected challenges down the road.
That’s why experienced professionals use a facility management questionnaire to streamline onboarding and adequately prepare for upcoming projects. If you still haven’t created one for yourself, we’ll give you a hand by suggesting some of the more important questions to add to your template.
Whether you’re working with a new client or simply refining your existing process, these questions can help you gather all the critical information you need to hit the ground running.
Let’s take a look!
30+ questions to include in your facility management questionnaire
A good facility management intake form should help you learn about tenant experience, maintenance, operation, and use of a facility. That’s why we created several sections of the questionnaire to focus on different aspects of facility management.
| Note: We’ll also add screenshots from Content Snare’s built-in questionnaire template. If you want to dig deeper into it, go ahead and access it for free through our template library. |
Client overview
1. Company name
2. Who are the primary and secondary contacts for facility management matters?
Please provide their names, titles, email, and phone numbers.
3. How many employees or occupants are regularly present in your facility?
4. How long has your company been operating at its current location?
Facility description
5. Where is your facility located?
Please include all relevant addresses if there are multiple sites.
6. What is the total square footage of your facility?
7. How old is this facility?
8. When was the last major renovation or upgrade completed?
9. What types of spaces are included in your facility?
These can be commercial, industrial, recreational, residential, or institutional.
10. Are there any unique features or specialized areas within your facility that require specific attention?
If yes, please provide more details.
Scope of services
11. Which facility management services are you interested in?
These can be cleaning, maintenance, security, landscaping, waste management, utility services, and lease management.
12. Are there any specialized services you need due to the nature of your facility or business?
If yes, please provide more details regarding these services.
Service expectations and current challenges
13. What are the biggest challenges you are currently facing in facility management?
14. Are there specific areas or services that consistently fall short of your expectations?
If yes, please provide more details regarding these challenges.
15. How quickly do you expect us to respond to maintenance or emergency requests?
Options: Within an hour, within 24 hours, in a week.
16. How frequently would you like to review service performance and progress with us?
This can be monthly, quarterly, or annually.
Budget and financial considerations
17. What is your current budget for facility management services?
Feel free to provide a range.
18. Are there any budget constraints or financial considerations we should be aware of?
If yes, please explain these constraints.
19. Do you have any preferences regarding the allocation of costs across different services?
If yes, please explain these preferences.
Compliance and safety requirements
20. What are the key regulatory requirements your facility must comply with?
21. Are there any specific safety standards or certifications that your facility needs to maintain?
If yes, please provide details regarding these standards or certifications.
22. Have there been any recent audits or inspections that highlighted areas for improvement?
If yes, please explain these areas for improvement.
23. Are there any potential risks or hazards in your facility that require special attention?
If yes, please explain these risks.
Technology and reporting
24. Are you currently using any facility management software or tools?
If yes, please tell us which one(s).
25. What type of reporting do you require?
This can be maintenance logs, financial reports, performance metrics, and similar.
Emergency and contingency planning
26. Do you have an existing emergency response plan for your facility?
If yes, please upload this plan.
27. Are there any specific contingency plans you would like us to develop or implement?
If yes, please provide more details about these plans.
Sustainability
28. Are there specific energy efficiency initiatives you would like us to support?
If yes, please describe these initiatives.
29. How do you currently manage waste reduction and recycling efforts?
Tenant feedback
30. How do you currently manage feedback from occupants regarding facility services?
31. How do you measure satisfaction with facility management services?
32. Are there specific areas where you have seen a need for continuous improvement?
If yes, please provide details about these areas for improvement.
Legal considerations
33. What are the key terms and conditions you need to include in the facility management contract?
34. Are there any confidentiality agreements or non-disclosure requirements we should be aware of?
If yes, please provide details regarding these requirements.
35. How do you typically handle contract renewals and amendments?
36. Are there specific legal or compliance obligations that must be addressed in the contract?
If yes, please provide details regarding these obligations.
37. What documentation would you need from us during the review process?
Create a tailored facility management questionnaire with Content Snare
Content Snare is the most efficient form builder for facility managers who wish to streamline client onboarding. On average, our clients spend 71% less time gathering information and see a 52% reduction in data collection errors.
How is this possible?
For one, Content Snare features an editable facility management questionnaire template. You can customize it by adding, removing, or rearranging elements. But if you’re in a hurry, just send it to your client as-is.
Secondly, our platform gives you a whole range of advanced but easy-to-use functions. Each of these is designed to optimize the data collection process, so you can focus on facility management instead of spending hours gathering information and documents.
Some of the more notable Content Snare features are:
- Automated reminders for unresponsive clientsÂ
- Field-related discussions to assist your clients if they aren’t sure how to answer
- Effortless data exportsÂ
- Integrations with thousands of third-party apps, including facility management systems
This feature list doesn’t even scratch the surface, so we strongly encourage you to sign up for a free 14-day trial to try Content Snare firsthand.