Nonprofit Facilities Management: Spaces and Places for Change

Welcome to this edition of Nonprofit Navigator, where we explore the critical (yet often underappreciated) aspect of nonprofit operations—facilities management. In this article, we're examining how strengthening your organization's capacity in this area can significantly enhance operational efficiency, program effectiveness, and overall impact. We'll also take a look at how nonprofit facilities management differs from other types of facilities management, especially regarding our special duties surrounding place-making.

Nonprofit facilities are more than just spaces. They are the nerve centers where mission-driven activities transform from ideas into impactful realities. Managing these spaces effectively is paramount for any nonprofit aiming to maximize its reach and effectiveness. Often, we don't give much thought to our buildings, rooms, and areas until there is an issue or when it's time to renew a lease or refinance a mortgage. However, taking a proactive approach to not just managing our spaces but also creating places for our clients and team members can greatly benefit our organizations in the long run.

Definition and Importance

The capacity surrounding facilities management in the nonprofit context refers to an organization's ability to strategically manage its physical space and resources to support and advance its mission. Whether it's a community center, a shelter, a clinic, an exhibit hall, a classroom, or an office, the right facilities strategy can streamline operations, reduce costs, and elevate the quality of service delivery. When done well, we elevate our thinking from managing a property and start envisioning an environment that will inspire and enable.

One key difference between nonprofit facilities management and other types of facilities management is the focus on place-making. As mission-driven organizations, nonprofits have a unique opportunity to create spaces that not only serve functional purposes but also reflect and reinforce their values and mission. We can think of "placemaking" as the process of designing and managing spaces to create an environment that fosters a sense of community, collaboration, and purpose. This can be achieved through intentional design elements, such as artwork or furniture, as well as programming activities that bring people together in a "space" that is created on the fly.

Challenges and Opportunities

Many nonprofits face hurdles like limited resources, aging infrastructure, or rapidly changing needs of the populations served that make facilities management a daunting task. Sometimes we contend with donated space, discounted rents, or simply a lack of staffing to adequately manage the place where our work happens. Additional challenges may include navigating complex regulations and compliance requirements (such as ensuring client privacy or meeting certain square-footage minimums for our particular type of work), balancing the needs of multiple programs under one roof, and maintaining a safe and welcoming environment for both clients and staff.

However, these challenges also present opportunities for innovation and creativity. Nonprofits can leverage their unique missions to engage volunteers and community partners in place-making efforts. They can of course tap into pro bono services or seek out grants specifically aimed at improving facilities. And in some cases, they may even be able to generate revenue by renting out unused space or partnering with local businesses for shared use.

But beyond these simple ideas, additional means of creating opportunity in the spaces that exist include embracing green initiatives (e.g., adding solar panels or incorporating natural elements into the design), forging partnerships with other nonprofits to share space and resources, or even using space for fundraising events or retail ventures. Technological advancements present great opportunities for smarter, more sustainable facility management, including small (and large) improvements to pursue energy-efficient designs, digital and artificial intelligence tools that optimize space use, and space-management apps that help both staff and visitors get the most out of their work with your organization.

Key Strategies for Enhancing Capacity Around Facilities Management

Building your nonprofit’s capacity in facilities management entails a thoughtful approach. We've outlined a few strategies below, but it's critical to recognize the importance of engaging your various populations in each of the steps below. As you assess needs and design your places, focus on gathering "community-based evidence," or data from your clients’, staff’s, and volunteers’ own experiences to inform the design process.

Assess Your Needs: First, take an honest assessment of your current facilities. Consider conducting a space audit to identify where you have inefficiencies or areas for improvement. Ask yourself: Are we using our space effectively? Does it reflect our mission and values? What needs aren't being met and what opportunities are we missing?

Engage Your Stakeholders: Next, involve your various stakeholders in the planning process. This includes staff, volunteers, clients, and community partners. By incorporating their perspectives and ideas into the design and implementation of facility improvements, you'll discover that they have expectations and ideas that are worth incorporating.

Prioritize and Plan: After assessing your needs and gathering input from stakeholders, prioritize which improvements will have the most impact on your organization. This may involve setting short-term and long-term goals for facilities improvement, as well as creating a budget and timeline. Ask yourself, what is realistic and achievable within our resources? What can we do in the short-term to make immediate improvements, and what are our long-term goals for our facilities?

Implement and Evaluate: Once you have a plan in place, it's time to implement and evaluate your efforts. This may involve making physical changes to your space, implementing new policies or procedures, or launching programming initiatives. It's important to regularly assess and evaluate the impact of these changes on your organization's mission, as well as gather feedback from stakeholders to continuously improve and refine your facilities management strategies.

Actionable Low-Budget Tips

But what if you're not ready to embark on a full facilities revitalization plan? Alternatively, what if you're limited by resources and need to make the most out of your existing space? Here are a few simple tips that can help you and your team immediately improve their facilities management practices, even if you can't immediately make changes to your space:

• Conduct a mini space audit to identify any inefficiencies or areas for improvement. This can be done in-house by asking staff and volunteers for feedback, or you can engage a consultant on a short-term basis to provide an objective assessment.

• Implement regular cleaning and maintenance schedules to keep your space safe and welcoming for both clients and staff. Ask for visitors with fresh eyes to spot areas that they notice that seem cluttered, unclean, or poorly maintained.

• Get creative with your space! Can you rearrange furniture or use temporary dividers to create more versatile spaces for programming? Consider incorporating natural elements like plants or artwork into your design to enhance the overall ambiance. Sometimes a new layout can create a new sense of place, regardless of investing any additional money.

• Engage volunteers or community partners in small-scale "place-making" efforts, such as adding plants or creating artwork, to make the space more inviting and reflective of your organization's mission.

• Utilize inexpensive technology to optimize space use and improve efficiency, such as using digital scheduling tools or implementing smart lighting systems.

These tips may seem small, but they can have a big impact on the overall functionality and atmosphere of your space. By continually assessing and improving upon your facilities management strategies, you'll not only enhance your space, but you'll consistently move forward toward creating a place where people want to work and gather.

Enhancing Professional Abilities in Nonprofit Facilities Management

Beyond the team approach, there are key actions that each person within the nonprofit can take in order to enhance their personal and professional abilities surrounding facilities management. You may not have in mind advancing within the field of facilities management proper, but your involvement with your nonprofit will still occasionally (or often!) involve supporting or improving the spaces that you spend time in. Here are a few ideas to round out your own competencies in this important area:

• Invest in Training and Skill Development: Ensure that you and your team possess the knowledge and skills to implement your facilities strategy effectively. This could mean training in sustainability practices, emergency preparedness, or the latest facilities management software. It could also mean subscribing to an industry newsletter about place-making, green workplace practices, or facilities management trends. Invest in your own professional development to stay up-to-date and knowledgeable.

• Network with Other Nonprofits: Attend conferences and workshops that offer something related to facilities management in general, or nonprofit space- and place-making in specific. Learning from others in these settings will help you learn from others in the industry, share best practices, and gain new insights into current trends and strategies. Building a network of colleagues can also be an invaluable resource for advice, support, and collaboration. Seeking out professional groups related to your type of space (clinic, shelter, museum, pantry, or the like) can reveal additional insights as you leverage the wisdom of others who are likely facing the same challenges as you.

• Stay Informed: Keep up-to-date on local and national policies and regulations that may impact your facilities. This could include zoning laws, building codes, or environmental regulations. By staying informed, you can ensure that your organization is in compliance and prepared for any potential changes. Alternatively, ensure that one of your team mates is empowered to be up-to-date on these matters.

• Create a Place-Making Team: While you're likely not excited to form a new committee, creating a team of staff (and perhaps a supportive volunteer or two) that meet up regularly to explore how your spaces and places can improve is one of the best things to do in order to keep your facilities management top-of-mind. Even on small teams, this group can contemplate everything from recycling practices to the scent you wish to use in the lobby.

By taking these steps to enhance your professional abilities in nonprofit facilities management, you'll not only improve your organization's space, but you'll also become a valuable asset to your team and help propel your mission forward. Remember, facilities management is about more than just maintaining a physical space - it's about creating an environment that supports and enhances the work of your nonprofit. By continuously evaluating and improving upon your strategies, you can create a space that truly reflects and supports your organization's mission. So, always keep an open mind and be willing to adapt and evolve in order to create a space that truly serves the needs of your team, stakeholders, and community. As your organization grows and evolves, so should your facilities management approach!

The Path Forward with Nonprofit Facilities Management

Effective facilities management is crucial for any nonprofit aiming to thrive, and our donors, clients, and staff expect that our spaces match our inspirational vision for change. Even in the most modest of office and program space, we have an opportunity to enhance our impact and strengthen our community presence. After all, our facilities are a reflection of your organization’s values and commitment to the people we serve. Let's treat them as such.

The Merit Nonprofit Professional Development system offers a wealth of resources and training opportunities just for nonprofit professionals, including a nine-course series on building your professional capacity surrounding nonprofit facilities management. Learners can enroll for this learning path and pursue their Certificate in Nonprofit Facilities or can enroll in the entire Merit® learning experience in pursuit of their Certificate in Nonprofit Capacity Building.

For board members who are ready to take the next step in enhancing your nonprofit's governance abilities, including its facilities capacity, the Nonprofit Help Center offers comprehensive learning opportunities within the Nonprofit Board Member Basics online course.