An online portal will be provided for submission of documents for Parts I to VI. Applicants / Nominees are required to comply with the submission format and guidelines. All Application / Nomination Forms and submissions should be type-written in either English or Chinese.

To support applications, Applicants / Nominees should provide seperately:
Part I - NO more than 20 pages of A4 text
Part II - NO more than 5 pages of A4 text
Part III - NO more than 8 pages of A4 text


The written submission should be presented in the following format:

Part I Excellence in Facility Management Award

Covering Criteria listed below, with a total of NO more than 20 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). Supporting materials, such as photos, charts and diagrams should be provided in the Appendices.

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Executive Summary
4.  Criteria

   CORPORATE LEVEL

4.1 Criteria A1: Organization Structure & Governance / Certification & Accreditation

A review of overall corporate governance, including:

background and business objective(s) management structure and headquarters organization chart vision, mission and core values business focus and scope of service key client / customer group workforce profile including average number of staff employed during the past 12 months, their attained academic level(s) / qualification(s), with the corresponding number of employees indicated number of staff with HKIFM membership and other professional qualification(s) (with details provided) contribution to FM profession

To provide proven records indicating:

certification of management systems adopted for service provision international / local accreditation of management system(s), with work processes identified, documented and examined

4.2 Criteria A2: Human Resources Management / Work-life Balance

compliance with Employment Ordinance staff recruitment and dismissal staff welfare and benefits job deployment and rotation staff training reward and recognition penalty and disciplinary action occupational safety and health work-life balance staff satisfaction survey

4.3 Criteria A3: Legal Compliance / Financial Management

compliance with FM related statutory requirements insurance coverage tendering and procurement policy internal audit on quality assurance and control external audit on legal compliance professional responsibility / indemnity for FM service provision financial management and accounting policy cash flow management building fund / management account auditing legal retainer service

4.4 Criteria A4: Corporate Social Responsibility

formulation of respective strategy and policy promotion among stakeholders, including staff, client groups and contractors participation in territory-wide events / functions of community building / civic education Implementation of tailor-made caring program to meet special needs of socially disadvantaged group, such as disabled and elderly guidance for implementation and subsequent review at site level

   SITE LEVEL

4.5 Criteria B1: Performance Award & Recognition

To provide details for the following:

external award attainment public recognition from mass media internal recognition from headquarters customer satisfaction survey commendation from clients

4.6 Criteria B2: Leadership / Teambuilding

manpower set-up of the nominated facility’s management office teamwork in daily operation routines supervision of on-site team’s performance / service standard staff motivation mentorship and coaching staff performance appraisal / evaluation staff caring / team gathering joyful workplace / happy workforce

4.7 Criteria B3: Maintenance & Renovation / Fitting-out Works

preventative maintenance & renovation approach routine maintenance schedule for facilities and installations handling of minor repairs / fitting-out works space planning / design management in fitting-out works compliance with design and safety needs as well as statutory requirements tendering for contracts of maintenance works & renovation projects handling of contractor list contract award procedure project supervision and contract management contractor performance assessment with appropriate penalty system

4.8 Criteria B4: Occupational Safety and Health / Risk Management

implementation of occupational safety and health (OSAH) program effectiveness evaluation on OSAH management practice risk identification and assessment planning and preparation for risk handling effectiveness evaluation on risk management practice

4.9 Criteria B5: Facility Management Practice / Logistic Management

budge preparation for daily operation expenses cost control with budget variance analysis credit control and handling of accounts in arrears accounting document handling cost effectiveness in service provision security service and related installations management of associated facilities office administration and record keeping client relationship management regular review for continuous enhancement in service quality

  Sample Format for Part I for reference or use in the submission


Part II Innovative Technology Award

Covering Criteria listed below, with a total of NO more than 5 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). This part, together with the Appendices for supporting materials, if any, should be submitted SEPARATELY.

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Executive Summary
4.  Criteria

4.1 CORPORATE LEVEL

overall planning for application of “innovation technologies” in the managed portfolio keeping stakeholders, i.e. staff, clients and contractors updated about the positive impact on service quality upgrading arranging staff training session on adoption of “innovative” approach in service provision progress monitoring with regard to feasible / appropriate application of innovative technologies in daily operation periodical assessment of cost effectiveness after application / adoption of “innovation technologies” in management routines

4.2 SITE LEVEL

introduction of on-site application in daily operation utilization of innovative technologies, installations, devices and FM software, including but not limited to:
Building Information Modelling (BIM) for FM automated facility maintenance software (AFMS) building automation system (BAS) unmanned aerial vehicles (UAV) Apps 5G Internet of Things (IoT) virtual reality (VR) augmented reality (AR) artificial intelligence (AI) chatbot service robotic process automation (RPA) electronic / on-line payment block chain others
solutions for difficulties / obstacles encountered, if any assessment of overall operation efficiency subsequent to respective application regular review to keep track with advancement of innovative technology application

  Sample Format for Part II for reference or use in the submission


Part III Theme Award - Facility Hygiene

Covering Criteria listed below, with a total of NO more than 8 pages of A4 text (excluding Cover Page, Content Page, Executive Summary and Appendices). This part, together with the Appendices for supporting materials, if any, should be submitted SEPARATELY.

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Executive Summary
4.  Criteria

4.1 CORPORATE LEVEL

formulation of environment / health & hygiene management strategy, system and guidelines overall planning for implementation at site level communication with stakeholders, including staff, clients and contractors about the adopted system and daily practice sourcing and procurement of appropriate technology, machinery and equipment monitoring of on-site application of respective technology, machinery and equipment to maintain the hygiene of managed facilities, especially at the outbreak of epidemics progress evaluation at implementation stage subsequent assessment of effectiveness on regular basis review of enhancement measures to be initiated

4.2 SITE LEVEL

overall assessment of hygienic condition of public areas prior to application of appropriate technologies, machinery, equipment, tools and materials design information or measured data showing indoor air quality (IAQ) measures taken daily to keep the environment clean and disinfected, especially at the outbreak of epidemics frequency of cleansing and disinfection of touched facilities and installations frequency of cleaning and sanitizing washrooms / toilets use of innovative technologies, modern machinery and equipment in areas with anticipated high population density / pedestrian flow proper record for maintenance of cleaning and sanitizing equipment and machinery, including filters, diffusers or louvers, etc. verification of effectiveness after application of the respective technology and equipment constant review for necessity of replacing equipment and machinery, if required, to assure operation efficiency cost effectiveness of applied technology, machinery, equipment and tools regular process review to evaluation overall achievement after implementation continuous enhancement of adopted facility hygiene management system and practice

  Sample Format for Part III for reference or use in the submission


Part IV FM People Award

Submission is OPTIONAL as the organization may choose to submit Application(s) / Nomination(s) or not.

There should only be ONE (1) Proposer for each nominated facility. The Proposer may nominate Candidate(s) of either ONE (1) category or MORE categories for the "FM People Award".

The Proposer and the Nominee must be managing / serving in the same nominated facility covered in Part I. For the nominated facility, only ONE (1) Nominee should be proposed for each of the following Categories:

  1. Managerial Grade
  2. Officer Grade
  3. Supervisory Grade
  4. Young Practitioner (aged 35 or below)

The written submission(s) for Part IV should be SEPARATED from Part I, Part II, Part III and Part V. Format for the submission is as follows:

1.  Nomination from the Proposer

The Nomination Form should be signed by the Proposer. Details such as names, post titles, contact email addresses and phone numbers of both the Proposer and the Nominee must be provided. The Proposer should comment on the Nominee’s work performance at the nominated facility, teambuilding involvement, drive for continuous professional development (CPD), knowledge of current FM practice and contribution to the profession, etc.; and any other supporting details demonstrating his / her eligibility for the Award.

2.  Summary from the Nominee

A Summary prepared by the Nominee of NO more than 1,000 words (either in English or Chinese) explaining why he / she is deserved for being nominated. The coverage may include personal proven achievements related to HKIFM’s Core Competency at the nominated facility, commitment to stakeholders, relevant professional knowledge, initiatives for career development and contribution to FM profession, etc.; as well as any other supporting details. The Nominee’s membership of HKIFM would be an advantage in the assessment.

3.  Supporting Documents

Resume / Curriculum Vitae of the Nominee, including the list of relevant academic and professional qualification(s), previous employment record(s) / current appointment; continuous professional development (CPD) and personal contribution to FM service sector, should be attached for reference.

Assessment Interviews with the shortlisted Nominees may be conducted individually by Panel of Judges, if necessary.

  Sample Format for Part IV for reference or use in the submission


Part V Professional Integrity Award

Participation is OPTIONAL as the organization may choose to submit Application(s) / Nomination(s) or not.

The written submission is to be prepared in NO more than 1,000 words (excluding Cover Page, Content Page, Summary and Appendices). This part, together with the Appendices as supporting materials, if any, should be submitted SEPARATELY from Part I, Part II, Part III and Part IV. Format for the written submission is as follows:

1.  Cover Page

Name & address of the nominated facility, contact person(s) of the facility management office and date of application / nomination

2.  Content Page
3.  Summary

A Summary (either in English or Chinese) explaining why the nominated facility eligible for the Award is to be submitted. The content should cover details of actual occurrence(s) / incident(s) demonstrating the management team’s professional ethical practice / experience in daily FM operations, with reference to the Code of Conduct extracted from the website of Property Management Service Authority (PMSA) as follows:

handling of clients’ money handling instrument of appointing a proxy for owners' / management committee's meeting provision of prescribed information and financial documents to clients procurement procedures anti-corruption practice personal data protection

Apart from the scopes listed above, any additional supporting information, if appropriate, is to be included to facilitate the Judging Panel’s assessment for the Award.

  Sample Format for Part V for reference or use in the submission


Part VI Most Popular Facility Award

Upon COMPULSORY written submission of Part I, Part II and Part III, each Applicant / Nominee is required to provide ONE (1) photo of the respective nominated facility in JPG format, with resolution of 720 pixels x 480 pixels or above, for post-up on HKIFM’s website during on-line polling period.

  1. The nominated facility with the highest number of votes will be granted the “Most Popular Facility Award”.
  2. On-line polling will start from 1 September till 15 September 2021.
  3. The polling result for this Award will be entirely independent, which will NOT be counted in the total score. It will have NO impact on the final results of EFMA 2021, Innovative Technology Award and Theme Award.
  4. All rules, results and prizes of this Award are subject to final decision of HKIFM, without prior notice for any changes.
  5. Prize(s) will be presented at “HKIFM Annual Dinner cum EFMA 2021 Presentation Ceremony” in October / November 2021.