Your 2024 Facility & Building Maintenance Checklist

Is your facility ready for the new year? Staying ahead of maintenance issues is crucial, and that's where a facility management checklist comes in handy.

Think of it as a preventative health check-up for your facility to save costs, improve the lifespan of your assets, reduce the risk of accidents, and ensure the safety of employees and visitors. 

So, let's dive deep into creating a facilities management checklist template for 2024 that delivers results!

Why is it Necessary to Create a Facility Maintenance Checklist?

Think of your facility maintenance checklist as a shield protecting your building, budget, and everyone inside. Here's why:

Proactive Maintenance

Small problems, like a leaky faucet or a flickering light, can snowball into major headaches. A facilities management checklist encourages regular checkups.

This means you catch issues early, preventing costly repairs and unexpected equipment breakdowns.

Protect Your Investments

Well-maintained equipment and buildings simply last longer. Investing in regular care maximizes the lifespan of everything from your HVAC system to the roof over your head.

That translates into major cost savings over time.

A Safer Workplace

From loose fixtures to faulty wiring, neglected maintenance creates hazards. Checklists help you proactively identify and address potential risks, ensuring a safe environment for occupants and visitors.

Organized Operations

A commercial building maintenance checklist streamline task tracking and scheduling and ensure nothing slips through the cracks, keeping your facility at peak efficiency.

Staying Compliant

Many industries have building maintenance regulations and standards. A checklist is a blueprint for adherence, helping you comply with regulations and avoid potential fines or penalties.

HVAC Maintenance

Things to Check:

• Air Filters: Check for dirt and debris buildup.
• Condensate Drain Line: Look for clogs or leaks.
• Refrigerant Levels: Low levels indicate leaks (requires professional service).
• Outdoor Unit: Ensure it's clear of debris, weeds, or obstructions.
• Thermostat: Test for accuracy and proper programming.
• Ductwork: Check for visible leaks or damage in inaccessible areas.
• Strange noises or smells: Investigate any unusual sounds or odors from your HVAC system.

A well-maintained HVAC system saves money on energy bills by maximizing airflow and efficiency. Clean components also improve the air you breathe, reducing dust and allergens.

Regular care prolongs your HVAC system's lifespan, preventing costly breakdowns and premature replacement.

Maintaining optimal performance ensures even heating and cooling for increased comfort, plus proper refrigerant levels and leak detection are essential for occupant safety.

Helpful Tips

• Most filters need replacement every 1-3 months, depending on usage and type.
• Have a qualified HVAC technician inspect and service your system at least annually.
• Report any unusual noises, smells, or performance changes to facility managers promptly.
• Maintain at least 2 feet of clearance for optimal airflow.

Plumbing Checks

Things to Check:

• Faucets & Fixtures: Look for leaks, drips, or signs of corrosion.
• Water Pressure: Pay attention to any sudden changes in pressure.
• Drains: Look for slow drainage or blockages.
• Water Heater: Check for leaks, rust, or unusual noises.
• Exposed Pipes: Inspect for leaks or signs of damage.

Diligent plumbing maintenance directly benefits your facility. Leaks waste water, driving up costs, and can silently cause major structural damage if ignored.

Monitoring your water heater reduces the risk of unexpected breakdowns while maintaining proper water pressure and functioning fixtures is crucial for both comfort and basic hygiene within your facility.

Helpful Tips:

• Don't ignore even small drips, as they can worsen over time.
• Locate the main water shut-off in case of emergencies.
• Use drain covers and avoid putting grease or inappropriate items down drains
• Especially in colder climates, this helps prevent freezing.

Electrical Safety

Things to Check:

• Outlets: Look for discoloration, loose plugs, or signs of sparking/overheating.
• GFCI Outlets: Test them regularly using the built-in test buttons.
• Extension Cords: Avoid overloading and never use them as permanent wiring.
• Circuit Breaker Panel: Look for tripped breakers or signs of overheating.
• Lighting: Check for flickering, dimness, or burnt-out bulbs.
• Fire Alarm system: Check the smoke detectors, fire extinguishers and the sprinkler systems

Regular electrical safety maintenance directly helps prevent fires caused by electrical faults. It protects people from shock or electrocution hazards and safeguards your expensive appliances from damage caused by power surges or faulty wiring. 

Additionally, prioritizing electrical safety in preventive maintenance checklist improve energy efficiency by identifying loose connections or outdated wiring that wastes energy.

Helpful Tips:

• Spread high-power devices across different circuits.
• Reduce phantom energy drain and prevent potential hazards.
• Never DIY complex electrical work.
• Consider these for sensitive electronics.

Roof & Exterior Protection

Things to Check:

• Roof: Look for missing/damaged shingles, cracked flashing, or signs of leaks
• Gutters & Downspouts: Check for clogs, damage, and proper water flow.
• Siding & Trim: Inspect for cracks, peeling paint, rot, or pest damage.
• Foundation: Look for cracks, gaps, or signs of water intrusion.
• Windows & Doors: Check seals, weatherstripping, and proper operation.

Your roof and exterior are the first line of defense against the elements, ensuring your building's structural integrity. 

Preventive maintenance reduces water damage and repair costs from leaks, which can also lead to mold growth. 

Addressing gaps and drafts around windows and doors improves energy efficiency, saving money on utility bills. 

Finally, a well-maintained exterior boosts curb appeal and makes a positive impression on visitors and occupants.

Helpful Tips:

• It's important to inspect your roof regularly, especially after storms. 
• Clean your gutters at least seasonally to prevent backups and ice dams. 
• Trim trees to prevent branches from damaging the roof. 
• Address issues promptly, as small repairs can prevent bigger problems.

Indoor Environments

Things to Check:

• Flooring: Inspect for wear, stains, tears, or loose tiles depending on the surface type.
• Walls & Ceilings: Look for cracks, water stains, peeling paint, or signs of mold/mildew.
• Doors & Windows: Check for drafts, seal integrity, and smooth operation.
• Lighting: Ensure adequate light levels, replace burnt-out bulbs, and clean fixtures.
• Cleanliness: Pay attention to dust buildup, trash removal, and overall tidiness of the space.
• Pest Evidence: Look for droppings, chew marks, or signs of pest intrusion.

A well-maintained indoor environment directly impacts the health, safety, and well-being of your building's occupants. Cleanliness reduces allergens, mold, and pests.  Addressing flooring issues and structural damage minimizes the risk of accidents.  

A bright and tidy facility boosts morale and creates a positive atmosphere.  Regular facility management inspection protects your building's materials, extending its lifespan. Perhaps most importantly, a comfortable and healthy workspace enhances occupant focus and productivity.

Helpful Tips:

• Create regular routines for cleaning and inspecting different areas.
• Prevent mold growth by attending to leaks or moisture quickly.
• Ensure airflow to prevent stale air and buildup of contaminants.
• Consider testing for certain pollutants (radon, mold, etc.) if concerns exist.
• Use proactive, least-toxic methods to prevent pest problems.

Seasonal Facilities Management Checklist

Spring

Tasks:

• Schedule professional maintenance to clean coils, check refrigerant levels, and ensure proper operation for the cooling season. Replace air filters.
• Inspect pipes for winter damage (especially if you live in a cold climate) and address any leaks promptly. Test hose bibs and ensure outdoor water features are ready for use.
• Conduct a thorough roof and exterior inspection after winter. Look for missing or damaged shingles, clogged gutters, and signs of water infiltration. Clean gutters and downspouts. Trim tree branches away from the building to prevent roof damage.
• Remove winter debris, prep flower beds, and aerate lawns to promote healthy growth.
• Focus on deep cleaning after winter. Pay attention to windows for accumulated dust and grime.

Tips:

• Schedule professional maintenance for your HVAC systems before the peak cooling season hits. This will ensure it runs efficiently and avoids breakdowns during hot weather.
• Address any roof or gutter issues promptly to prevent water damage during spring showers.
• Consider opening windows on mild days to promote natural ventilation and air out any lingering winter stuffiness.

Summer

Tasks:

• Change HVAC air filters regularly (more often in dusty environments). Monitor performance and address any cooling issues promptly.
• Inspect building exterior surfaces for signs of heat damage (e.g., cracked pavement) and address them as needed.
• Check air conditioning thermostats and ensure proper settings are maintained for indoor environments. Focus on maintaining good indoor air quality by monitoring humidity levels and addressing any concerns.

Tips:

• Invest in programmable thermostats to optimize cooling and reduce energy consumption during unoccupied periods.
• Regularly clean outdoor condenser units to remove debris impeding airflow and efficiency.
• Add window tinting or shades to reduce solar heat gain in south-facing windows.

Fall

Tasks:

• Schedule professional maintenance to prepare the heating system for winter. Check furnace filters and ensure proper operation.
• Winterize outdoor hose bibs and sprinkler systems to prevent freezing and pipe bursts. In areas prone to freezing temperatures, consider adding pipe insulation.
• Conduct a final inspection before winter. Clear gutters and downspouts of leaves and debris to prevent ice dams. Ensure all exterior doors and windows have proper seals to prevent drafts.
• Remove dead plant matter, rake leaves, and cover vulnerable plants as needed.

Tips:

• Seal any cracks or gaps around windows and doors to prevent drafts and heat loss during winter.
• Disconnect and drain hoses to prevent freezing and potential damage.
• Consider covering your outdoor air conditioning unit with a breathable cover to protect it from the elements during winter.

Winter

Tasks:

• Clear snow and ice buildup from walkways, roofs, and gutters regularly to prevent structural damage and ice dams. Also, check for signs of roof leaks caused by snowmelt.
• Monitor pipes for freezing, especially in unheated areas. Address any frozen pipes promptly to prevent bursts.
• Maintain proper humidity levels to prevent dry, itchy skin and static electricity during cold weather.

Tips:

• Have a plan for snow removal to ensure walkways and entrances are clear and safe.
• Consider installing heat cables in vulnerable areas like gutters and pipes to prevent freezing.
• Increase ventilation during winter to prevent condensation and mold growth, especially in areas where humidity levels tend to rise.
  

Final Thoughts

Remember, your facility maintenance checklist isn't just a to-do list; it's a smart investment in your building's longevity, occupants' well-being, and bottom line. By staying proactive and using this guide as a starting point, you'll be well on your way to a healthier, safer, and more efficient facility.

Let us know how we can help create a clean and safe workspace for you and your occupants and visitors. We specialize in proactive and effective commercial building maintenance ensuring that your facilities receive the care and attention necessary.

You can also check out our blog for more resources on making your workplace something you can be proud of!

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