14 Essential Facility Management Checklist Items

As the number of facilities and maintenance managers increases, it becomes more difficult to recall what must be completed and when. A facility maintenance checklist helps teams remain on top of their various responsibilities by outlining the frequency with which each aspect of your facilities management must be inspected. When leaders employ checklists, their assets and equipment survive longer and there are fewer calls for emergency repair from their staff.

Globally, facility managers routinely inspect the items in the following building maintenance checklist. Add to your list the ones that pertain to your method of operation. A checklist may also be used to assess the condition of a facility.

Outdoor facility management checklist

1. Roof

Check the roofs of your buildings every six months to check that they have not been damaged by weather or other factors. Ensure that the following are carried out by your team during the inspection:

Remove any debris from the roof and gutters.

Check the flat roof for holes, cracks, and blisters.

Check your sloping roof for bent edges, buckling shingles, rusted metal, curling shingles, and missing granules.

Verify that all drains and vents are free and unobstructed.

Check the chimney and vents.

Examine the ceilings of your buildings for cracks, water spots, and water leaks.

Determine whether any shingles or tabs have fallen off the roof.

Search for rust on metal.

Examine the outside surfaces of the walls for signs of deterioration.

Examine the inside walls for cracks, water marks, and leaks.

2. Parking garages and lots

You wouldn't believe it, but 20% of all automobile accidents occur in parking lots. Managing your lots and garages effectively may help prevent these incidents. When evaluating your parking lots, keep the following in mind:

Ensure that all parking lot lines, pedestrian crosswalks, traffic signs, and curb warnings are visible and in excellent condition.

Ensure that any fences, guard rails, and railings are well-constructed and sturdy.

Ensure that there are measures in place in the event of an accident or vehicle damage. • Cameras are monitored remotely.

Test emergency panic alarms to ensure their functionality.

3. Doors and windows

Even though you do not need to repair your windows and doors often, you should inspect them annually to ensure they are in working order. Windows should also be included in your design. Make sure you:

Remove debris and dust from the door tracks and window sills.

Check the inside and exterior for peeling or water stains, which might indicate a leak that requires repair or replacement.

Ensure the emergency gate closing safety shutoff is functional.

Ensure that all locks and knobs function properly.

Utilize a non-oily lubricant on any windows or doors that are difficult to move or are stuck.

Fix or replace windows that do not open or shut correctly due to damage.

4. seasonal construction preparations

If you live in a location with fluctuating temperatures, you should do seasonal inspections twice each year. As the temperature lowers, you must take the following precautions:

Examine exposed and outside pipes for indications of freezing.

Fill and seal cracks and gaps surrounding exposed pipes.

Maintain interior temperatures above 55 degrees Fahrenheit and encourage renters to do the same.

Examine the area for evidence of excessive moisture and remove any mold or mildew that may have formed.

Look for cracks and inefficiencies in your heating systems.

Thermostats for heating, ventilation, and air conditioning should be calibrated and inspected to guarantee optimal performance.

Keep an eye on snow heaps and devise a strategy to remove them if they represent a threat.

De-ice sidewalks and paths to prevent slips and falls.

To avoid slippery flooring, clean and replace damp floor mats in entryways and interior pathways.

Monitor your heating costs and, if necessary, install insulation in your attic.

Clear snow off the roof.

When the spring temperature grows warmer, you should:

Wash the window panes

The flooring should be carefully cleaned.

Keep the restrooms tidy.

Maintain your outdoor vegetation (remove debris, plant grass seed where needed, trim shrubs and bushes, etc.)

Check the roof for damage caused by high winds, heavy snow, ice dams, or just the building's age.

Examine the property for standing water, leaky gutters and roofs, foundation cracks, damp patches on the ceiling, and regrading-required damage to the landscape.

Look for cracks around doors and windows, paint that has cracked, damaged siding or brickwork, and missing gutters.

Spray the outside of your house with an insecticide to repel ants, roaches, and other pests.

Check your HVAC unit's thermostat, electrical cords and connectors, airflow, run capacitor, and overall efficiency.

Inspect your HVAC unit's air ducts, condensation drain pan, blower motor and wheel, compressor, and refrigerant pressure.

Management checklist for the interior of a building

5. The electric grid

If your facilities are not properly interconnected, electrical surges may occur. Even if they only occur once or twice, frequent surges may harm the electrical components in your building.

During an electrical inspection and routine maintenance, it is essential to verify that the wiring is in the correct location and that all wires are still properly fastened, supported, and protected. Ensure that the connections are secure and that there is no corrosion. A expert may be required to assist with this portion of the examination.

6. Plumbing

It may be upsetting to deal with plumbing issues, which can be difficult to identify. Including the following things on your facilities management check list can help you prevent future difficulties and water damage.

Look for active leak indicators such as water stains, moist areas, or puddles, as well as mold or mildew.

Check for evidence of corrosion on any visible pipes.

Ensure the water pressure is between 40 and 80 pounds per square inch.

Ensure that the water heater is adjusted to the appropriate temperature and is not leaking.

Verify that there are no obstructions in any of the drains.

Install backflow protection devices and conduct annual backflow tests to prevent water from flowing backwards and contaminating the system.

Ensure the shut-off and safety valves are functioning properly.

7. HVAC systems

Because HVAC systems are costly, it is essential to examine and repair them often to ensure they last as long as feasible. The following should be reviewed every six months as a starting point:

Verify that your buildings are receiving sufficient air from the units.

Clean the air filters, drains, lines, and coils (or replace them).

Check the coolant level and add extra if necessary.

Ensure that all cables, capacitors, and thermostats are functioning properly.

Each piece of equipment has unique inspection and maintenance requirements. Ensure that every piece of equipment is on your list for facility management. Determine the frequency of inspections and what should be cleaned, replaced, or inspected during inspections by consulting the handbook.

9. Quantity of energy consumed

When you are responsible for many locations, utility bills may rapidly accumulate. As a leader, you must minimize energy use and associated expenses. Start by reviewing your monthly energy bills for anything that need explanation. Alternatively, you may require more than inspections to save money. Consider measures to decrease energy use during inspections. Some examples include:

Motion-detecting lighting is being installed.

LED lightbulbs are being supplanted.

Purchasing building automation systems for HVAC and lighting system automation. Purchasing new equipment to replace existing equipment.

10. Elevators

Not maintaining elevators in excellent condition is a major cause of injuries and accidents in elevators. Your crew should routinely inspect all of your elevators to make them safer and prevent breakdowns. Please ensure that the following are included:

• Ensure that the doors are unobstructed and simple to open and shut.

• Examine the ceiling, walls, and handrails for indications of damage.

• Replace any burned-out lights, including those on the control panel.

• Ensure that the emergency phone is instantly connected to 911 or the local fire department.

Fix any faulty lighting on each level.

Examine the door panels and their interstices.

Examine the smoke detector and smoke alarm.

Check the oil level and ensure that all components have sufficient grease.

Examine the electrical lines for fraying or other abnormalities.

Ensure that there is sufficient space for technicians to stand up.

Eliminate anything that hinders access to the equipment.

Ensure that the emergency escape is easily accessible.

Verify the condition of the brakes and system by inspecting them.

Examine the cables for indications of wear and tear.

Examine the hoist route for evidence of damage or rats.

Ensure that the location is easily accessible.

Check the pit to ensure there is sufficient space.

Inspect and evaluate the vehicle's frame for indications of damage.

Safety management checklist for structures

11. A safety system

A reliable security system might prevent theft and break-ins, therefore saving your company thousands of dollars. If you still require a security system, you should get one. If you have one, ensure that it is periodically maintained and inspected by doing the following:

Check the control panel, door and window locks, and all cameras. This is not part of the security system, but it may contribute to the safety of your organization.

12. firefighting equipment

Due to the importance of fire safety, your facilities management checklist should include the proper maintenance of fire extinguishers.

OSHA must inspect fire extinguishers and carbon monoxide detectors annually to ensure their continued functionality.

First, ensure that the fire extinguisher is activated. Except when they are being inspected or serviced, fire extinguishers should always be on. Additionally, the weight and pressure of the refillable canisters of the extinguisher should be checked every six months. If the material, weight, or pressure decreases, it no longer meets the specifications and your maintenance personnel should investigate.

13. ADA compliance

Numerous companies must comply with the Americans with Disabilities Act (ADA). It is essential to inspect your buildings every six months to ensure they continue to comply with these regulations. If your buildings violate the guidelines, you may be required to pay penalties. Check out the latest recent ADA regulations.

14. Requirements for safety

It is essential to be current on all safety regulations. Check in with your department every three months to confirm compliance with any new regulations. If any of your structures or processes do not adhere to the guidelines, generate maintenance tickets to address the issue.

Conclusion

Keeping track of maintenance items in an Excel spreadsheet or on paper is an excellent starting point for enhancing your facilities management.

However, facility management software such as CloudApper Facilities might be of more use. You will be able to routinely distribute tasks to your workers, ensuring that you never miss an inspection.