As a facility manager, it is your duty to take care of different aspects of facilities management and building maintenance. A building maintenance checklist is a must-have security tool for every facility manager. It will help you take care of preventative maintenance activities, checkups, and periodic planning.
An irregular maintenance schedule can lead to serious safety and security problems down the line. Because of this, 78% of manufacturing facilities have a preventative maintenance strategy in place. By adhering to a building maintenance checklist, you will prevent situations that can have serious consequences on your organization and everyone working for it.
What is a Facility Maintenance Checklist?
A facility maintenance checklist is a comprehensive document that outlines the necessary tasks and procedures to ensure the proper maintenance and upkeep of a facility. It serves as a crucial tool for facility managers to monitor and track the condition of their buildings, equipment, and systems. By having a well-structured facility maintenance checklist, facility managers can prevent problems before they occur, reduce downtime, and ensure a safe and healthy environment for all occupants. This proactive approach to facility maintenance helps in maintaining the overall efficiency and functionality of the building.
Benefits of a Preventative Maintenance Facility Checklist
A preventative maintenance facility checklist offers numerous benefits to facility managers and organizations. Some of the key benefits include:
- Reduced Downtime and Increased Productivity: Regular maintenance helps in identifying and addressing potential issues before they lead to equipment failure, thereby minimizing downtime and ensuring smooth operations.
- Extended Equipment Lifespan and Reduced Replacement Costs: By performing regular maintenance tasks, facility managers can extend the lifespan of equipment, reducing the need for costly replacements.
- Improved Safety and Reduced Risk of Accidents: A well-maintained facility is a safer environment for occupants, reducing the risk of accidents and injuries.
- Enhanced Compliance with Regulatory Requirements: Regular maintenance ensures that the facility complies with relevant laws and regulations, avoiding potential fines and penalties.
- Better Budgeting and Cost Control: A preventative maintenance checklist helps in planning and budgeting for maintenance activities, leading to better cost control.
- Improved Customer Satisfaction and Reputation: A well-maintained facility creates a positive impression on visitors and occupants, enhancing the organization’s reputation.
By implementing a preventative maintenance facility checklist, organizations can ensure that their facilities are well-maintained, efficient, and safe, ultimately leading to cost savings and improved overall performance.
Factors to Consider When Putting Together a Building Maintenance Checklist
Engineering: To find and fix critical wear, your facilities maintenance checklist should include the right frequency of maintenance as well as the right tasks.
Economic: Will all the maintenance work actually pay off? Sometimes, when you factor in safety considerations, downtime and all costs that can come with equipment failure, replacing an asset will cost less than maintaining it.
Management: You should design your operations systems to deliver solid preventative maintenance outcomes. Your organization should embed preventative maintenance into its business operations and processes.
People: To make sure maintenance work will be carried out properly, maintenance employees should have proper-training before-hand.
Lighting
Schedule a regular lighting inspection. Be sure to include all the lights in your building on your checklist.
- Check all exterior, interior, and exit lights for proper installation and function.
- Inspect the power supply on a daily basis.
- Monitor the usage and consumption of electricity.
- Check the cables and the hardware of exterior lighting for damages.
- Dust and clean dirty lamps.
- Check luminaries that have control gear or lighting transformers.
- To maintain consistency, check the colour temperature when replacing light bulbs.
- Check whether the lighting is aimed as intended.
- If you encounter any nonfunctional light bulbs, be sure to replace them. Consider switching bulbs as a group when they begin to fail. For instance, you can estimate how much you use the lamps on a weekly or monthly basis and compare it to their expected service life. You can create a schedule for this according to your findings.
A facility inspection checklist should include regular lighting inspections to ensure all lights are functioning properly and safely.
Safety
- Inspect and restock all first aid kits.
- Inspect all safety equipment (such as fall prevention harnesses).
- Test flashlights, carbon monoxide detectors, smoke detectors and the whole fire alarm system. Be sure to change the batteries regularly.
- Inspect and clean respirators.
- Make sure that all equipment labels and safety signs are clearly visible and in good condition.
- Inspect all eyewash stations and bottles.
- Check the air quality and water quality in the facility.
- Execute all fire protection and safety procedures.
- Inspect fire exits and escape routes on a daily basis.
A thorough management checklist should include regular inspections of all safety equipment to ensure compliance with safety standards.
HVAC and Pneumatics
- If you have an HVAC system or air compressor pumps, check the oil levels regularly. So that you will know when to replace the oil, be sure to take usage into account.
- Clean or replace air filters. You should do it at least quarterly. Depending on the usage, you may need to do it more frequently.
- Check the fittings, tubes, and pipes for leaks. Be sure to inspect compressed air lines regularly.
- Find screw issues.
- Maintain proper indoor temperature.
- Secure any loose access panels or guards.
- Lubricate pipes at least once a year.
- Inspect refrigerant piping and insulation.
- Check the discharge, air intake, and condenser coil.
- Check the condenser motor bearings.
- Test all safety controls.
- Check and clean all exhaust fans.
- Check energy efficiency settings.
- Check the economizer for debris and corrosion.
- Calibrate sensors on the economizer.
- Check and replace oils and refrigerants.
- Check the cooling towers, wiring and log observations, support structure and gearbox, fan blades, and fill valves.
Plumbing
- Look for leaks in public restrooms.
- Inspect sewage and sump pumps annually.
- Run system tests and check contacts for wear.
- Recharge U-bend or P-traps.
- Check couplings.
- Lubricate circulation pump systems.
- Hire a professional to check the boilers and chillers.
Regular inspections can help identify potential issues early, preventing costly repairs down the line.
Roofing
- Inspect the roof bi-annually and after extreme weather.
- Clear debris from drains and gutters.
- Check roofing warranties, contracts, and files.
- Carry out a moisture survey to find leaks.
- Inspect the protection of the roof membrane. If there isn’t any, be sure to install it.
- If the roof is made out of bitumen, check splits in the stripping piles.
- If you have a metal roof, make sure to protect it from corrosion.
- The best way to check the metal and copings for damage is to inspect the perimeter.
Including roof inspections in your facilities maintenance checklist can help identify and address issues before they become major problems.
Cleaning and Planting
- Ensure staff cooperation when it comes to cleaning.
- Maintain a regular cleaning schedule.
- Control the correct use of cleaning chemicals.
- Inspect glass cleaning, daily sweep out, and other refresh activities.
- Inspect sanitation equipment and maintain industrial hygiene.
- Control planting schedules and cleaning services.
- Check the trees (you want to avoid any sudden branch drops).
Facility checklists should include regular cleaning and planting schedules to maintain a clean and safe environment.
Energy Efficiency and Sustainability
Energy efficiency and sustainability are critical components of facility management. A well-maintained facility can significantly reduce energy consumption and costs. Here are some strategies for improving energy efficiency and sustainability:
- Regularly Replacing Air Filters: Clean air filters improve the efficiency of HVAC systems, reducing energy consumption.
- Installing Energy-Efficient Lighting and Equipment: Upgrading to energy-efficient lighting and equipment can lead to substantial energy savings.
- Implementing Energy Management Systems: These systems help monitor and control energy usage, identifying areas for improvement.
- Conducting Regular Energy Audits: Energy audits can pinpoint inefficiencies and suggest corrective actions.
- Implementing Sustainable Practices: Practices such as recycling and waste reduction contribute to sustainability efforts.
By incorporating energy efficiency and sustainability into their facility maintenance checklist, organizations can reduce their environmental impact, lower energy costs, and improve their reputation.
Compliance and Regulations
Facility managers must ensure that their facilities comply with relevant laws, regulations, and industry standards. A facility maintenance checklist can help ensure compliance by including tasks and procedures related to:
- Fire Safety: Regular inspections of fire extinguishers and fire alarms are essential to ensure they are in working order.
- Electrical Systems: Regular inspections and maintenance of electrical systems help prevent hazards and ensure compliance with safety standards.
- HVAC Systems: Regular maintenance and inspections of HVAC systems ensure they operate efficiently and comply with regulations.
- Building Automation Systems: Regular maintenance and inspections of building automation systems help in maintaining optimal performance and compliance.
- Accessibility and ADA Compliance: Ensuring that the facility meets accessibility standards and ADA requirements is crucial for compliance.
By including compliance-related tasks in their facility maintenance checklist, facility managers can ensure that their facilities meet regulatory requirements and avoid costly fines and penalties.
Technologies and Tools for Facility Management
Facility managers can leverage various technologies and tools to streamline their maintenance operations and improve efficiency. Some examples include:
- Computerized Maintenance Management Systems (CMMS): These systems help track and manage maintenance tasks, ensuring nothing is overlooked.
- Building Information Modeling (BIM): BIM creates detailed digital models of facilities, aiding in maintenance planning and execution.
- Internet of Things (IoT) Devices: IoT devices monitor and control equipment and systems, providing real-time data for better decision-making.
- Mobile Apps: Mobile apps facilitate communication and collaboration among maintenance teams, improving efficiency.
- Data Analytics: Analyzing maintenance data helps identify trends and areas for improvement, leading to more effective maintenance strategies.
By adopting these technologies and tools, facility managers can improve their maintenance operations, reduce costs, and enhance the overall performance of their facilities.
Overall Long-term Checkups
- Each 3 to 5 years, facilities managers should hire licensed professionals to carry out electrical system checkups. However, if your organization has its own data centre in the buildings, you will need to carry out data centre safety and security checkups and maintenance more often.
- Inspect and clean garage lots twice a year. As for other exterior surfaces, be sure to repair them every 10 to 20 years.
- Check windows and doors for weariness each year.
- Carry out seasonal building preparations (for instance, winterising the building).
- Maintain relationships with maintenance contractors.
- Manage maintenance expenditures.
Takeaway
You need to clearly define your building maintenance program. Each piece of equipment needs to have its own detailed maintenance activities list. You should review this document regularly, and adjust it if necessary.