As service providers, we get an insider’s view of how companies across various industries manage their budgets year over year. Facility managers often find themselves vying for a portion of the budget leftover after other departments have taken their share. The common sentiment is that facilities management, even in critical areas like piping schematics and other system updates, doesn’t receive the same financial consideration. However, I don’t believe that is entirely true – here’s why.
From time to time, I encounter facility managers who say, “I always get what I need because I know how to ask for it.” Initially, I’m skeptical—until their purchase order arrives a few days later, proving me wrong. What’s their secret? How do they consistently secure funding for upgrades, safety improvements, and system maintenance while others struggle? I spoke with a few of these successful facility managers to uncover their strategies, and the results were strikingly consistent across the board. Here are four key tactics to help you secure the funding you need in 2025.
1. Understand Your Audience
There are three main “customers” you need to convince: the company, the finance department, and your coworkers. Yes, customers. You are essentially in sales now, as you must secure their buy-in to access the budget. So, what motivates each of these stakeholders?
- The Company: The organization’s priorities are typically focused on revenue generation, risk mitigation, and maintaining its reputation.
- The Finance Department: Finance aligns its goals with the company’s strategic objectives, ensuring that any allocated funds are utilized effectively and yield a high return on investment.
- Your Coworkers: While their motivators vary, two factors tend to drive them the most: pain and fear. This translates to work-related concerns, which will differ based on your facility, industry, and leadership.
Understanding these motivators allows you to craft proposals that address multiple concerns. For example, if you can frame your request as mitigating a risk (appealing to finance), boosting productivity (appealing to the company), and solving a recurring issue (appealing to coworkers), you’re much more likely to gain traction.
2. Master Deadlines with a Reverse Timeline
Are your projects consistently completed on time to meet business objectives? If deadlines are missed, do you attribute it to circumstances beyond your control? A tactic borrowed from sales, known as the “reverse timeline,” can help you plan effectively.
Start with the project’s end date and work backward to map out each key milestone. Surprisingly, many facility managers I spoke with were using this strategy, even though they had no formal sales background. Here’s an example to illustrate the difference:
- The Common Approach: “I need a new HVAC system because it’s too hot in here.”
- The Strategic Approach: “By November, temperatures will start to drop, and we will be launching a new production line in October. The products will need to cool in a controlled environment. I’ve consulted with three contractors, and the lead time is two months. Our vendor onboarding and purchase order process usually takes three months, so we need to initiate the purchase now to meet our deadlines.”
Remember, the person approving the budget may not understand the intricacies of your daily operations, but presenting your proposal in a way that emphasizes common-sense urgency and aligns with broader business goals can significantly improve your chances of approval.
3. Build a Reputation as a Responsible Steward of Funds
Have you made the most of the funds allocated to you in previous years? Do your budget requests align with corporate initiatives, and have your projects been completed on time and within budget? Earning a reputation for prudent financial management doesn’t happen overnight. The facility managers I interviewed all emphasized the importance of being known as “the person who uses money wisely.”
Finance departments are unlikely to approve funding for someone who repeatedly overspends or fails to deliver on promises. To avoid jeopardizing your reputation:
- Utilize funds promptly: Don’t wait until the end of the year to start using your budget.
- Stay within budget: Avoid using allocated funds for unrelated purchases that don’t contribute to the project’s objectives.
- Plan meticulously: Anticipate every variable before requesting funds to minimize the need for change orders, rework, and unforeseen expenses.
Demonstrating fiscal responsibility increases the likelihood that your future requests will be met with approval.
4. Secure Buy-In from Stakeholders
Who benefits from your proposed project? Are they aware of your plans, and do they agree on the need? Garnering support from those affected by your request is crucial. Consider this scenario: You are requesting funding for a new roof installation. Your chances improve significantly if you:
- Survey the workforce: Gauge whether employees have experienced issues related to the existing roof.
- Present supporting evidence: Highlight recent incidents, such as water leaks disrupting operations.
- Demonstrate business impact: If water damage has led to product recalls or facility shutdowns, your case becomes even stronger.
At its core, buy-in is about aligning your project with the business’s primary objectives—revenue generation and risk mitigation. If you can show that your request addresses a critical need that directly impacts these areas, you are far more likely to receive approval.
Involving others also opens the door to discovering whether someone else in the organization has already advocated for similar improvements. Collaborating with others who share your concerns not only strengthens your case but also demonstrates a unified commitment to solving the problem.
The Takeaway: It’s Not Just About Getting the Money
The insights shared by the facility managers I spoke with were more than just lessons on how to secure funding for a new piping system survey or updated schematics. They offered a deeper understanding of the psychological dynamics at play when presenting budget requests. Ultimately, it’s about understanding the priorities of the decision-makers, anticipating all possible variables, and ensuring that every dollar spent delivers a meaningful return on investment for the business.
By adopting these strategies, you can move from being a “budget chaser” to a strategic partner who consistently adds value to your organization. As you prepare for 2025, keep these tips in mind to enhance your proposals and make the most of the funds allocated to you.
