JUNIOR LEVEL

What do you find most challenging in facility management, and how do you overcome it?

Sample answer to the question

The most challenging aspect of facility management for me is balancing multiple tasks and priorities while ensuring that everything is running smoothly. To overcome this challenge, I prioritize my tasks based on urgency and importance, creating a schedule and to-do list for each day. I also use facility management software and spreadsheets to track and manage all the tasks and ensure that nothing falls through the cracks. Additionally, I communicate effectively with team members and stakeholders, delegate tasks when necessary, and collaborate with others to streamline processes and improve efficiency.

A more solid answer

The most challenging aspect of facility management for me is prioritizing tasks while ensuring that everything runs smoothly. In my previous role as a facility manager, I encountered a situation where the HVAC system malfunctioned during a busy workweek. I had to address the issue immediately to provide a comfortable working environment. To overcome this challenge, I quickly assessed the urgency of the situation, contacted the HVAC technician, and coordinated their visit without disrupting the workflow. I also updated the occupants about the issue via email and ensured that alternative temporary arrangements were made, such as providing portable fans to keep the space ventilated. This experience taught me the importance of clear communication, quick decision-making, and the ability to adapt to unexpected situations.

Why this is a more solid answer:

The solid answer provides a specific example from the candidate's past experience that demonstrates their problem-solving skills, ability to prioritize tasks, and effective communication. It also highlights their ability to work independently and as part of a team. However, it could be further improved by mentioning how the candidate monitored and followed up on the progress of the HVAC system repair to ensure its successful resolution.

An exceptional answer

The most challenging aspect of facility management for me is ensuring compliance with health and safety regulations. In my previous role as a facility manager, I conducted a comprehensive review of our building's safety protocols and identified areas that needed improvement. One challenge I faced was ensuring that all employees were aware of the safety procedures and actively followed them. To overcome this, I organized regular safety training sessions, created visually engaging posters and reminders, and implemented a reward system for employees who consistently followed safety protocols. I also collaborated with the HR department to incorporate safety training in the onboarding process for new hires. These initiatives resulted in increased safety awareness, reduced accidents/incidents, and improved compliance with regulations.

Why this is an exceptional answer:

The exceptional answer goes beyond the basic and solid answers by addressing a different aspect of facility management, which is compliance with health and safety regulations. It provides a detailed example of how the candidate proactively identified and addressed a challenge related to safety protocols in their past role. The answer demonstrates the candidate's problem-solving skills, strong organizational abilities, and excellent communication and interpersonal skills. However, to further enhance the answer, the candidate could mention any specific certifications or training they have related to health and safety in facility management.

How to prepare for this question

Familiarize yourself with facility management software and Microsoft Office tools as they are essential for managing tasks and documentation.
Build your knowledge of health and safety regulations relevant to facility management to ensure compliance and create a safe working environment.
Prepare examples from your previous experience that highlight your problem-solving skills, ability to prioritize tasks, and effective communication in facility management.
Practice discussing how you have managed and resolved challenging situations in facility management while balancing multiple tasks.
Highlight your ability to work independently and collaborate with others by sharing examples of successful teamwork or individual projects in your past roles.

What interviewers are evaluating

Strong organizational and multitasking abilities
Good problem-solving skills
Proficiency in Microsoft Office and facility management software
Excellent communication and interpersonal skills
Ability to work independently and as part of a team