Facility & Maintenance Manager Performance Reviews for 2025

Evaluating the performance of facility and maintenance managers is essential for keeping buildings and equipment running smoothly. Your managers play a key role in ensuring workplaces are safe, functional, and efficient. Meanwhile, a well-structured performance review process helps recognize their strengths, address any areas for improvement, and align their goals with the company’s needs.

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This article explores effective ways to review and support facility and maintenance managers. By focusing on skills like problem-solving, time management, and leadership, companies can build stronger teams and reduce costly maintenance issues.

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Why Are Facility & Maintenance Manager Performance Reviews Unique?

Facility and maintenance managers have unique jobs that make their performance reviews different from other roles. They don't work at a desk all day. They handle hands-on tasks, make quick decisions, and manage the upkeep of equipment and buildings. Their work affects a workplace's safety and functionality. So, their reviews must focus on skills like problem-solving and handling emergencies. They should also assess how well they manage both scheduled and unexpected tasks.

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Standard metrics, like productivity, don't fully apply to facility and maintenance managers. For example, a manager’s effectiveness isn’t just about completing tasks; it’s also about reducing downtime, staying within budget, and keeping operations running smoothly. Key performance measures might be response times to breakdowns, maintenance schedule adherence, and leading a team under pressure.

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Facility and maintenance managers often work behind the scenes. Their impact is most noticeable when things go wrong. So, reviews should recognize both their preventive efforts and their ability to handle problems when they arise. Tailoring reviews to highlight these contributions can improve assessments. It would make them fairer and more motivating. This would help managers in their tough roles.

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Key Performance Indicators for Facility & Maintenance Managers

When evaluating facility and maintenance managers, it’s helpful to focus on Key Performance Indicators (KPIs). These KPIs are measurable goals that match a manager’s unique duties, like keeping the workplace safe, managing equipment, and sticking to budgets.

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By setting and measuring these KPIs, companies can see how well managers are doing in the areas that matter most. Here are some example KPIs for facility and maintenance managers:

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1. Efficiency in Preventive Maintenance: Preventive maintenance means doing regular check-ups and repairs to prevent bigger problems down the road. This KPI focuses on how well a manager keeps up with these tasks. The goal is to avoid surprise breakdowns and keep things running smoothly. If a manager can complete these tasks on time and reduce unexpected issues, it shows they’re effective at maintaining equipment and avoiding costly repairs.

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2. Response Time and Problem-Solving: Sometimes, equipment breaks or emergencies happen, and managers need to respond quickly. This KPI measures how fast a manager and their team can fix problems and get back to normal. Quick response times mean less downtime and show that the manager is ready to handle tough situations. Companies can look at how fast they respond and get feedback from the team about how well issues were managed.

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3. Budget and Resource Management: Facility and maintenance managers often have to work within a set budget, meaning they need to spend wisely and avoid waste. This KPI checks how well the manager sticks to their budget and finds cost-effective ways to complete tasks. It involves comparing actual spending with the planned budget and looking at any smart, money-saving ideas they use. Meeting this KPI helps keep costs low and shows strong budgeting skills.

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4. Team Leadership and Communication: Managing a team is a big part of the job. This KPI measures how well the manager leads, communicates, and supports their team, especially when things get busy or challenging. Good leaders motivate their teams, encourage teamwork, and create a positive work environment. To measure this KPI, companies can gather feedback from team members and see how well the team performs. A manager who meets this KPI helps build a stronger, more reliable maintenance team.

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By focusing on these KPIs, companies get a clear, fair view of a facility and maintenance manager’s performance. Tracking these goals helps managers see where they’re doing well and where they can improve. It also makes performance reviews more meaningful, supporting managers in their important work of keeping the workplace safe, efficient, and cost-effective.

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Example Goals for Facility & Maintenance Managers

Setting realistic and relevant goals is the key to success. These goals should match what managers do every day and help them improve the workplace. They should also be clear and achievable, so managers can understand expectations and can track progress.

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Meanwhile, it’s important to establish short- and long-term goals. Short-term goals focus on quick improvements, while long-term goals tackle bigger projects. Here are some examples to consider:

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Example Short-Term Goals:

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1. Reduce Repair Response Time: Aim to respond to maintenance requests within a set time, like 30 minutes for urgent requests and 2 hours for regular ones. This goal ensures quick responses, reducing downtime and keeping things running smoothly.
2. Stay on Schedule with Preventive Maintenance: Complete 90% of scheduled preventive tasks each month. This goal helps managers keep equipment in good shape and avoid major breakdowns by being proactive.
3. Organize Supply Inventory: Cut inventory costs by 10% by better tracking and storing supplies. By organizing resources, managers can avoid extra spending and make sure they always have what they need.

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Example Long-Term Goals:

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1. Reduce Equipment Downtime by 20% in a Year: Focus on doing preventive maintenance and fast repairs to keep equipment running with fewer interruptions. This goal helps the facility run more efficiently and keeps costs down.
2. Create a Team Training Program: Build a training plan to teach team members new skills, like using advanced equipment or following safety procedures. A well-trained team improves job performance and safety.
3. Cut Energy Use by 15% in Two Years: Set up energy-saving projects, like upgrading to energy-efficient lights or improving insulation. This goal supports sustainability and helps lower costs.

How to Conducting Effective Performance Reviews

When it’s time to review a facility and maintenance manager’s performance, having a clear and supportive process makes a big difference. A well-run review doesn’t just point out strengths and areas to improve—it also helps managers feel motivated and appreciated. To prepare, both the manager and the reviewer should bring any data, examples of work, and updates on goals. This gets everyone ready for a useful, goal-focused conversation.

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• Start with Open Communication: Begin the review by asking the manager to share their thoughts on their recent work. Ask them about any successes or challenges they faced in meeting their goals. This lets the manager feel involved and helps you understand any problems they may have faced. For example, they might explain why there was a delay in preventive maintenance or share a successful project, like saving energy by upgrading equipment.

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• Focus on KPIs and Goals: Go through each KPI and goal, giving clear feedback on what went well and what could be improved. For instance, if they handled repairs quickly, acknowledge this and talk about how to keep up that speed. If staying within budget was hard, discuss ways to improve, like finding better-priced supplies. This step-by-step review makes expectations clear and encourages the manager to keep building on their strengths.

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• Finish with Development and Support: After talking about current performance, focus on growth and support. Identify any areas where extra training or resources could help the manager do even better. For example, if they need to improve inventory tracking, suggest a course or software that could help. Encourage the manager to share any personal goals, and work together to set new objectives for the next review period. This makes the review feel positive and gives the manager clear goals to work toward.

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By following these steps, companies can create performance reviews that are helpful and motivating. A process that includes open communication, clear feedback on KPIs, and a focus on development gives facility and maintenance managers a positive review experience. This helps them improve and continue contributing to a safe and efficient workplace.

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Using PerformYard for Facility & Maintenance Manager Reviews

PerformYard is an effective tool for conducting performance reviews, especially for roles like facility and maintenance managers. It allows organizations to easily track Key Performance Indicators (KPIs) and specific goals, such as response times, budget management, and preventive maintenance schedules, all in one place.

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PerformYard also provides a structured framework for gathering and storing feedback, making it easy for managers to review past performance data and identify growth areas.

By using PerformYard, companies can ensure that performance reviews are fair, consistent, and focused on measurable outcomes, ultimately helping facility and maintenance managers improve their skills and contribute more effectively to the organization.

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Example Facility & Maintenance Performance Review Comments

Here’s an extensive list of performance review comments and examples for facility and maintenance managers, organized by key skills and responsibilities:

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1. Efficiency in Preventive Maintenance

• Positive Comments:
  • "Consistently completes preventive maintenance tasks on time, which has reduced equipment breakdowns by [X]% this year."
  • "Takes a proactive approach to equipment care, helping avoid unexpected repairs and downtime."
  • "Successfully created and followed a preventive maintenance schedule, resulting in longer equipment lifespan and fewer emergency repairs."

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• Areas for Improvement:
  • "Struggles to stay on track with preventive maintenance, which has led to more unplanned repairs. Setting reminders and tracking progress could help improve consistency."
  • "Needs to improve on planning and scheduling preventive maintenance to avoid last-minute issues. Consider using a maintenance checklist to keep on schedule."
  • "Has made progress on maintenance tasks but could benefit from focusing more on preventive measures to avoid future breakdowns."

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2. Response Time and Problem-Solving

• Positive Comments:
  • "Demonstrates quick and effective response times to equipment issues, which has minimized downtime and kept operations running smoothly."
  • "Shows strong problem-solving skills, especially under pressure. Able to identify solutions quickly and implement them effectively."
  • "Consistently meets or exceeds response time targets, keeping disruptions to a minimum."

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• Areas for Improvement:
  • "Response times are sometimes slower than expected, which affects overall efficiency. Working on prioritizing urgent issues may help."
  • "Could improve problem-solving skills to handle unexpected issues more efficiently. Taking time to analyze common issues may help speed up responses."
  • "Occasionally takes longer to address equipment issues. Setting up a quicker system for identifying and prioritizing urgent repairs could improve response time."

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3. Budget and Resource Management

• Positive Comments:
  • "Consistently stays within budget, finding cost-effective solutions and reducing waste without compromising quality."
  • "Shows excellent management of resources, regularly finding ways to cut costs while maintaining high standards."
  • "Implements creative and practical solutions that help reduce costs, contributing to overall budget savings."

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• Areas for Improvement:
  • "Occasionally exceeds budget limits; focusing on planning and tracking expenses more closely may help manage resources better."
  • "Can improve in finding more cost-effective options for supplies. Researching vendors or negotiating better rates could be beneficial."
  • "Needs to work on balancing spending with quality. Reviewing budget tracking methods may help improve resource management."

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4. Team Leadership and Communication

• Positive Comments:
  • "Communicates clearly and effectively with team members, providing direction and feedback that keeps tasks on track."
  • "Leads by example, showing strong leadership skills that keep team morale high and promote teamwork."
  • "Handles stressful situations calmly, giving clear instructions and ensuring that team members stay focused on their tasks."

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• Areas for Improvement:
  • "Could work on improving communication with team members, especially during busy times. Holding regular check-ins may help clarify tasks."
  • "Sometimes struggles with delegating tasks. Focusing on assigning responsibilities according to team members’ strengths may improve efficiency."
  • "Could benefit from clearer communication when setting priorities. Developing a more structured plan for task delegation may help."

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5. Health and Safety Compliance

• Positive Comments:
  • "Shows a strong commitment to health and safety protocols, regularly conducting safety checks and promoting safe work practices."
  • "Consistently ensures that the team follows all safety guidelines, resulting in zero accidents this quarter."
  • "Actively seeks ways to improve workplace safety, such as organizing training sessions and updating equipment as needed."

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• Areas for Improvement:
  • "Needs to improve consistency in safety checks to ensure all protocols are followed. Setting up a checklist may help maintain regular checks."
  • "Could benefit from more focus on reinforcing safety guidelines with the team. Regular reminders and safety training may be helpful."
  • "Has made progress in safety but should focus on regular safety audits to ensure compliance with all standards."

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6. Technical Knowledge and Skill Development

• Positive Comments:
  • "Demonstrates excellent technical knowledge, keeping up with new tools and techniques that improve maintenance processes."
  • "Actively seeks out training opportunities to improve skills and stay updated on industry standards."
  • "Applies technical knowledge effectively, solving complex issues that others may struggle with."

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• Areas for Improvement:
  • "Could improve technical skills related to [specific equipment]. Additional training in this area would help increase efficiency."
  • "Needs to stay more updated on industry standards to ensure best practices are followed. A commitment to ongoing learning would be beneficial."
  • "Has a good foundation in technical skills but could benefit from expanding knowledge on newer maintenance tools."

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7. Inventory and Supply Management

• Positive Comments:
  • "Maintains an organized and efficient inventory system, ensuring that supplies are always stocked and accessible."
  • "Regularly reviews and optimizes inventory to reduce waste and save on costs."
  • "Effectively tracks inventory levels, avoiding both overstock and shortages, which has improved budget efficiency."

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• Areas for Improvement:
  • "Needs to improve tracking of inventory levels to avoid shortages. Setting up a more consistent system for inventory checks could help."
  • "Occasionally over-orders supplies. Reviewing order history and adjusting purchase quantities might reduce waste."
  • "Could work on organizing supplies more efficiently to save time and improve accessibility."

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8. Customer Service and Stakeholder Relations

• Positive Comments:
  • "Provides excellent service to both internal and external stakeholders, addressing concerns and resolving issues quickly and effectively."
  • "Is attentive to the needs of other departments and works collaboratively to ensure their needs are met."
  • "Receives consistently positive feedback from stakeholders, demonstrating strong customer service skills."

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• Areas for Improvement:
  • "Could improve responsiveness to other departments’ requests. Setting up a clearer system for tracking requests may help."
  • "Needs to work on proactive communication with stakeholders to avoid last-minute issues. Regular check-ins could strengthen relationships."
  • "Has made progress in stakeholder communication but could benefit from quicker follow-ups to maintain positive relationships."

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9. Project Management

• Positive Comments:
  • "Efficiently manages projects from start to finish, ensuring they are completed on time and within budget."
  • "Plans and organizes projects well, keeping all involved parties informed and on track."
  • "Completes projects with minimal disruptions to daily operations, showcasing strong organizational skills."

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• Areas for Improvement:
  • "Sometimes struggles with project deadlines. Breaking down tasks and setting mini-deadlines could improve time management."
  • "Could work on communicating project updates more frequently to keep everyone informed. A set schedule for updates may help."
  • "Needs to improve organization on larger projects. Using a project management tool could help keep tasks and deadlines clear."