Soft Facilities Management
What is Soft Facilities Management?
Soft facilities management (also known as soft FM and SFM) are the services that a building or business relies on to maintain a pleasant, healthy and safe working environment. They are services managed by people, like waste management, cleaning and reception services.
They are instrumental in the day to day operations of a business – it is these services that make sure the building is well maintained and thus enable the company to run efficiently.
Benefits of Soft Facilities Management
The primary benefit of soft facilities management is the safe and secure working environment you create for staff. By making sure the environment is pleasant and comfortable, as well as safe and secure, staff will be more motivated to work which is likely to result in increased productivity.
With high-quality waste management services, you’ll also be promoting sustainability and addressing environmental standards and concerns. You and your staff can rest assured that you’re working in a safe environment with all hazards removed and disposed of professionally. A positive, clean and tidy workplace is proven to have a positive effect not only on productivity but mental health too. It also reduces the likelihood of workplace accidents occurring.
Many businesses choose to outsource their facilities management to a dedicated company specialising in SFM and HFM. The benefit of this is that it allows staff to focus their time on their job and leave facilities management to the professionals. This doesn’t just mean your building is kept in good condition, it also means that if there are any problems, they can be quickly resolved without leading to a bigger issue.
Examples of soft facilities management services include:
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Speak to our team about your needs today. Regal FM provides reliable, expert facilities management across London — covering HVAC, window cleaning, security services, pest control and refurbishments.
Proudly Serving London and the Southeast
At Regal FM, we deliver Soft Facilities Management solutions that keep workplaces safe, welcoming, and efficient across Greater London, Essex, Kent, Surrey, and the wider Southeast region.
Whether it’s improving staff wellbeing, creating a positive client impression, or ensuring regulatory compliance, Regal FM offers integrated Soft FM services under one trusted provider.
Frequently Asked Questions
1. What exactly is Soft Facilities Management and how is it different from Hard FM?
Soft Facilities Management (Soft FM) refers to the non-technical services that help ensure a building is clean, comfortable, safe, and usable on a daily basis. This includes services such as commercial cleaning, pest control, security, washroom services, window cleaning, waste management, and reception services. These are people-based, rather than technical systems. On the other hand, Hard Facilities Management (Hard FM) deals with the physical infrastructure and technical systems in a building—maintenance, electrical/mechanical systems (M&E), fire safety systems, structural work, plumbing, HVAC etc. The key differences:
Soft FM is about environment and experience, making sure staff health, safety, hygiene and appearance are up to standard.
Hard FM is about building operations and systems, ensuring the physical assets work and are maintained.
Why this matters: Businesses often outsource Soft FM so their internal staff can focus on core functions, while specialists deliver consistent quality and compliance. It can reduce risk, cost, and improve employee satisfaction.
2. What services are included under Regal’s Soft FM offering and how often are they delivered?
Regal FM offers detailed Soft FM services including:
Commercial Cleaning (daily / nightly services, deep cleans)
Pest Control (scheduled checks, on-demand treatments)
Security Services (onsite guards, remote monitoring)
Washroom Services (sanitisation, supply restocking)
Window Cleaning (internal & external)
The frequency depends on the building’s type, size, usage level, regulatory requirements, and client preference. For example:
Office washrooms may require daily cleaning and restocking.
Pest control might be monthly or quarterly preventive checks, plus emergency visits.
Window cleaning could be monthly / quarterly or annually (depending on access and exposure).
Regal FM will typically perform a site audit, propose a schedule, and adapt based on client feedback or changing standards (e.g., heightened hygiene standards post-pandemic).
3. What safety, compliance and quality standards do you follow in Soft FM services?
Safety and regulatory compliance are fundamental. Regal FM should (and presumably does) adhere to:
Health & Safety legislation (UK Health & Safety Act, COSHH regulations, for chemicals used in cleaning & pest control)
Waste disposal regulations (Hazardous waste, general waste, recycling)
Use of certified pest control methods and qualified technicians (e.g. BPCA / NPTA membership)
Quality standards (ISO 9001 for quality management; possibly ISO 45001 for occupational health and safety)
Environmental and sustainability standards (e.g. using eco-friendly cleaning products, responsible waste management, reducing carbon footprint)
Clients often request evidence of insurance (public liability, employer’s liability), certificates of competency for staff, and audits or inspections.
External links:
BPCA – British Pest Control Association: https://bpca.org.uk
ISO standards info (ISO 9001, ISO 45001) – https://www.iso.org
4. How much does Soft FM cost, and what factors influence pricing?
Cost of Soft FM services can vary widely. Some of the key factors include:
Size and layout of premises (square footage, number of washrooms, window areas)
Service frequency (daily, weekly, monthly)
Level of service required (basic cleaning vs deep clean; minimal pest checks vs frequent treatments; basic security vs 24/7 manned/monitored)
Type of building (office, retail, industrial, healthcare) — different hygiene, regulatory, or usage demands.
Accessibility and site complexity (height of windows, ease of access, travel time, remote site)
Specialised materials or surfaces (stone, glass, wood, sensitive electronics)
Regulatory or client-specific requirements (e.g., clean rooms, labs, hospital hygiene)
Typical pricing models: fixed monthly contract, pay-per-service, or retainer + usage. Regal FM likely offers custom quotes following a site survey.
5. How does Regal FM support sustainability and environmental responsibility within Soft FM?
Sustainability is increasingly expected. Some ways Regal FM can deliver sustainable Soft FM:
Use of eco-friendly / biodegradable cleaning products to minimise harmful chemicals.
Proper waste separation and recycling programs (paper, plastic, organic, hazardous waste).
Water and energy efficient methods (e.g. pressure washers that conserve water, energy-efficient lighting/security patrols).
Minimising plastic use (refillable dispensers in washrooms, low-plastic packaging)
Green procurement: selecting suppliers with environmental credentials.
Possibly offsetting or carbon-neutral certifications.
These not only help the planet but are often required by clients (corporate sustainability policies, ESG criteria). Providing certifications or case studies helps build trust.
6. What should I look for when selecting a Soft FM contractor like Regal FM?
If you’re evaluating potential Soft FM providers, here are questions/criteria to check:
References + Portfolio | Proven track record in your building type (office, healthcare, schools, retail) gives confidence. |
Certifications & Accreditations | As above (ISO, BPCA, CHAS, SafeContractor etc.), ensures professionalism and compliance. |
Transparent Pricing & Contracts | Clear scope, regular review, minimal hidden extras, flexible frequency adjustments. |
Quality & Performance Monitoring | Are there KPIs, regular inspections, reporting to ensure standards are met? |
Health, Safety & Insurance | Make sure they carry liability insurance, have safe practices, staff training. |
Sustainability Practices | ESG is increasingly important; sustainable practices can save costs & improve your public image. |
Responsive Support & Flexibility | How fast do they respond to emergencies (e.g. pest issue, washroom breakdown)? Can they adjust service level when needed? |