Enhancing Operational Efficiency: A Strategic Audit of HR and Facilities Management Departments

The Challenge

As part of a major school board’s continuous improvement initiatives, the board sought to assess the Human Resources and Facilities Management departments in response to significant external changes affecting the education sector. Increased capital funding, COVID-19 related work requirements, and changes in labor markets highlighted the need to optimize operational efficiency and ensure long-term sustainability. In Facilities Management, the increased complexity of managing resources and adapting to facility upgrade demands brought challenges in planning and execution. Similarly, in Human Resources, the competitive labor market and changes to recruitment and onboarding processes, exacerbated by the pandemic, created challenges in attracting and retaining qualified talent. This review aimed to identify areas for improvement and ensure that both departments were equipped to meet the evolving needs of the board in a more cost-effective and streamlined manner. 

The Solution

In response to the identified challenges, we proposed a series of strategic solutions aimed at enhancing the operational efficiency of both the Human Resources and Facilities Management departments.  

For the Human Resources Department, we developed a board-wide recruitment strategy that included the creation of key performance indicators (KPIs) to assess the effectiveness of recruitment and onboarding activities. This approach ensured that recruitment processes could be streamlined, clearly defined, and aligned with the board’s long-term objectives. Additionally, we focused on clarifying roles and responsibilities within the HR team, improving communication and accountability between HR and various departments, and ensuring that recruitment practices were adaptable to meet future demands.  

For the Facilities Management Department, we recommended a review of the existing organizational structure, particularly concerning the role of custodial area managers and their reporting lines. To enhance operational clarity, we developed revised job descriptions for all FM roles, ensuring they were aligned with the current and future needs of the board. We also introduced the establishment of performance plans and KPIs, allowing the FM department to track efficiency and service delivery more effectively. These measures would enable the department to manage both current operations and anticipate future challenges, fostering a more structured and responsive management system. 

The Results

As a result of this audit, the board now has a clear understanding of the operational efficiency and effectiveness of its two largest corporate services departments: HR and Facilities Management. The audit provided valuable insights into how these departments compare industry best practices and relevant comparators. Through this process, the board gained a clearer picture of where improvements can be made, along with targeted recommendations designed to enhance efficiency and effectiveness. These recommendations offer actionable steps that, if implemented, will help the departments manage their resources more effectively and operate in a more streamlined, structured manner going forward.