“Best Practices” are documented strategies and tactics employed by highly admired and successful businesses. These businesses are not “best-in-class” in every area – such a business does not exist. But due to the nature of competition and their drive for excellence, the profiled practices have been implemented and honed to help place their practitioners as the most admired, the most profitable, and the most successful competitors in their respective fields.

The TEAMS Group gathered this information from a variety of sources. For the most part, this information is based on interviews, surveys, and other mechanisms of “primary” research – information that is simply not available in the public sector. Other database documents are distilled insights from secondary research – books, magazines, libraries, Internet, and other public-domain resources. This ensures that the contents are truly valuable and are not simple re-hashing or re-publication of press releases and articles.

As an example: Our Best Practices Assessment for Facilities Management divides the best practices into 8 distinct categories, 42 specific practices, and 176 individual elements. The categories are as follows:

• Standards: The facilities management functions are performed with appropriate standards, within the client’s five-year plan, and in compliance with all applicable state and federal laws.
• Cost Control: The Client has an annual budget for facilities management that is equitable throughout the operations, supports annual ongoing and deferred maintenance requirements, and allows management to track and control operations and maintenance costs.
• Staffing: The facilities management department accomplishes program goals and expected outcomes through the use of qualified operations and maintenance personnel and provides adequate supervision, equipment, and ongoing training to ensure continued professional development and quality work.
• Systems: The Client utilizes an effective, computerized maintenance management system that includes work order management, work prioritization guidelines, inventory control, preventive maintenance provisions, and management reporting capabilities.
• Compliance: The Client maintains facilities to provide healthy, safe, and energy efficient facilities in compliance with related state and federal codes.
• Oversight: The Client provides managerial oversight to ensure that all operations and maintenance functions run smoothly and are fully accountable to their stakeholders.
• Internal Controls: The Client’s operations and maintenance departments have effective internal controls to ensure the proper measurement and control over their assets and expenditures.
• Accountability: The Client is accountable to the stakeholders for the performance and effectiveness of the operations and maintenance programs.

The rating system used by The TEAMS Group in conducting the Best Practices Review is as follows:

1. No system or process is evident during our assessment of the client’s operation.
    
2. There is evidence of the beginning stages of a system and/or process in meeting the basic needs of the client’s facilities management area. Major gaps exist in systems and/or processes that would inhibit progress in achieving the most basic needs of the department.
    
3. System and processes are in place. They are responsive to the overall mission of the facilities management area. Approach is well deployed, although deployment may vary in some areas of the department. A fact-based, systematic evaluation and improvement process is in place for the department’s systems and/or processes. The approach defined in the best practice is aligned with the needs of the Client.
    
4. All aspects of the system and/or process are sound and responsive to the broad needs of the facilities management area. Approach is well deployed with no significant gaps. A fact-based, systematic evaluation and improvement process and organizational learning and sharing are key management tools; clear evidence of refinement and improvement integration as a result of departmental analysis. The approach defined in the best practice is well integrated with the client’s needs.
5. Exceptional systems and/or process exist and are fully responsive to all the requirements of the school districts. Approach is fully implemented without any significant weaknesses or gaps between any areas within the departments. A very strong, fact-based, systematic evaluation and improvement process and extensive organizational sharing of results are evident; strong refinement and integration of the practice backed by excellent departmental analysis and results are broadly known by all members of the departments. The approach defined in the best practice are fully integrated with the departments’ needs.
    

We use this information as our guide to ensure that we cover all aspects of your business during all phases of our assessment. The TEAMS Group spent a year developing this Best Practices program – we will continue to keep abreast of new developments and update our database accordingly.