Rethinking procurement

Kate Ammirato, National Accounts Manager at Jangro, explains how rethinking procurement and investing in technology can help ensure sustainable outcomes

With operational costs continuing to rise and ESG targets expanding, FMs are under pressure to deliver the same high standards while managing restricted budgets. In a poll by CBRE 77 per cent said cost and value for money were the biggest influences on their purchasing decisions.

However, these challenges can help drive innovation. By rethinking procurement, facilities managers can transform financial constraints into opportunities for improvement. Managing budgets is no longer just about cutting corners; it is about creating partnerships that deliver dependable, consistent value and long-term performance.

MANAGING TIGHTER BUDGETS IN FM

By consolidating procurement, organisations can reduce duplication and free up valuable time and resources that can be redirected to service delivery and strategic priorities.

Many organisations are turning to one-stop, single-source suppliers for cleaning, hygiene, and janitorial products to simplify ordering and take advantage of bulk purchasing. This not only simplifies procurement and administration but also supports further cost advantages through bulk purchasing and stronger supplier relationships.

Sustainable procurement also plays a key role in long-term budget management, reducing waste and extending asset life. Choosing durable, high-performing, environmentally considered products (ECP) and reducing waste can extend asset life and lower the total cost of ownership. When performance data is linked with supplier outcomes, facilities managers gain better oversight of spend and become more influential in shaping strategic business decisions.

TECHNOLOGY FOR COSTS AND COMPLIANCE

Technology has become an essential tool for facilities managers striving to control costs and meet compliance demands.

Digital platforms streamline procurement and provide real-time visibility of spending and product usage, ensuring purchases remain within budget and in line with organisational and sustainability standards. Tools like Site Manager build on this by centralising key compliance information, including COSHH data, risk assessments and training materials, enabling instant access during audits or inspections.

When used effectively, digital tools can transform compliance from a routine requirement into a process that adds measurable value and makes efficiencies visible. Integrated data enables facilities managers to identify patterns, forecast maintenance needs and demonstrate the broader impact of their work, turning insight into informed decision-making.

TURNING ESG GOALS INTO BUSINESS VALUE

Rather than viewing ESG as an added cost, forward-thinking facilities managers must recognise it as a driver of innovation and long-term value. Sustainable procurement decisions and eco-certified products can deliver direct cost benefits through reduced waste, lower energy use, and extended product lifecycles. By embedding ESG principles into procurement and daily operations, FMs can cut environmental impact while improving efficiency and reputation.

Working with strategic supplier partners, such as those who are Planet Mark or B Corp certified, or offer transparent reporting tools like carbon calculators, means FM teams can demonstrate progress credibly and meet compliance standards.

LABOUR SHORTAGE CHALLENGE

According to the British Cleaning Council (BCC), the cleaning industry continues to face a severe staffing shortfall, driven by an ageing workforce and ongoing perception issues surrounding the sector. These pressures are placing extra strain on operational teams and stretching capacity across facilities services.

By redesigning work for efficiency and wellbeing, employers can reduce strain and attract new talent. Ergonomic equipment and simplified cleaning systems improve productivity and safety, while clear, well-documented standard operating procedures (SOPs) help teams deliver consistent results and give recruits the confidence to perform effectively from day one.

Training is also central to addressing workforce challenges. As facilities teams take on wider responsibilities in sustainability and performance, structured learning helps control costs and improve outcomes. Learning Management Systems make this achievable by delivering trackable training at scale. Designed for cleaning professionals, they support faster onboarding, build specialist skills, and ensure audit readiness. This structured, measurable approach helps maintain quality across multiple sites, enhancing professional standards while supporting both ESG goals and operational efficiency.

By investing in workforce development, facilities managers can improve retention, strengthen safety and enhance the credibility of the profession, turning a labour shortage into an opportunity for long-term progress.

OPERATIONAL EXCELLENCE

The sector’s biggest challenges, including cost pressures, ESG demands and staffing shortages, are also creating opportunities for improvement. By rethinking procurement strategies, investing in workforce development and harnessing the power of digital tools, FMs can make measurable progress.

Partnership and collaboration will define the future of FM. Working with trusted suppliers who provide transparency, innovation, and shared sustainability goals will be key to building resilience in the years ahead. The future of facilities management depends not on cutting back but on creating value through collaboration and sustainable practice, turning operational challenges into strategic success.