By Ken Stack, Vice President of Facilities Solutions & Transitions

Making sure your scope of work gets you your desired results.

Whether you’re starting from scratch with a first-generation outsourcing initiative or rebidding a contract for the 10th time, here are my top two tips for building a scope of work that will get the desired results.

  1. Focus on Outcomes – I know we all do it from time to time, but try to avoid getting bogged down in the weeds, especially when it comes to describing tasks to a vendor. Instead, focus on conveying your needs, pain points, and desired outcomes. For example, don’t tell a vendor they should be cleaning bathrooms with a toothbrush on Monday, Tuesday, Wednesday, and Friday. Instead, explain the problems you’ve had in the past and the standard of cleanliness you’re trying to achieve. This approach empowers the vendor to leverage their expertise and produce new, innovative solutions versus only doing what’s been done before.
  2. Provide as Much Data as Possible – Always provide vendors with as much data as possible. What kind of data they’ll need depends on what kinds of services you’re looking to outsource, but a good starting point includes historic work order information and building specifications, such as square footage and asset inventories. This will give the vendor a solid base from which they can begin formulating customized solutions. The more high-quality data, the more concrete science can be applied to your facility problems, eliminating the need for guesswork. If you are not sure what data is needed or how to obtain this data, ask the vendors. They are not shy and know that a data-based solution is the most reliable path to delivering the desired outcomes.

Boston FM engineer Ken works for CWS formerly DTZ Services

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