15 Must Have Items In Your Facilities Maintenance Management Checklist In 2024

The sphere of facilities management has never been the same. Since its evolution as a practice, it has fast underwent changes – mostly on account of the regulatory grounds.

Last year, the National Fire Protection Association (NFPA) made it a mandate for commercial buildings to implement NFPA 70B, a standard for electrical equipment maintenance. The development heralds an era of heightened regulatory importance in facilities, as there are many regulations already in effect and many taking up shape.

Now, in 2024, such standards must go into your building maintenance checklist so that you are at par with the industry standards. The responsibility is more critical than ever, as facilities must meet stringent standards around safety, green goals, and operational efficiency.

You must have a comprehensive maintenance checklist, meticulously crafted to address both the interior and exterior aspects of building maintenance. Serving as a catalyst for consistent performance, it is only a checklist that helps in the holistic maintenance of a facility.

To develop a checklist-driven maintenance process, you must build a checklist for each key component in a facility ecosystem. As we move, we cover these components and guide you on crafting a checklist for each. Before that just let’s have a little more look at the relevance of checklists in facility maintenance.

Importance of Facilities Management Maintenance Checklist

As a fundamental tool for conducting operation smoothly and safely, a facility maintenance checklist holds immense importance in property management for maintaining the equipment in their best form, for adhering to compliances, and aids in safeguarding the well-being of occupants. By eliminating possibilities of non-compliance, it helps avert fines.

A structured checklist contributes to preserving or even augmenting the property’s value, as you can keep all components well-maintained and functional. Overall, the facility checklist is not merely a task list, rather it serves as a strategic planning tool to execute every task promptly. To build this overarching checklist for your facilities maintenance management, you must include these fifteen elements in it.

Exterior Facilities Management Maintenance Checklist Items

The structural integrity of your facility depends to a great extent on exterior elements. We look at how maintenance is important for the following exterior components of your facility and what the facility management checklist must include.

Roof

Roof is one prime element in any facility and so to the roof maintenance in the building maintenance process. You have to carefully check for leaks, damage from weather elements, or blockages in gutters and drains. Detecting these issues early can prevent more extensive damage to the building and its contents, because the roof shields the building and its occupants from weather elements such as rain, snow, wind, and sunlight. Right preventive maintenance measures help to extend the lifespan of the roof.

As neglecting routine roof maintenance can translate the damage to other parts of the building, it is essential to follow a scheduled process for roof maintenance. To address any issues promptly, in the inspection process,

  • Check for any signs of damage, such as leaks, cracks, or missing shingles.
  • Inspect roof drains and gutters for blockages or damage.
  • Look for any vegetation growth or debris accumulation.
  • Check for proper sealing around vents, chimneys, and skylights.
  • Assess overall structural integrity.

Parking lots and garages

Providing designated areas for vehicles, parking lots and garages are integral to facilities.

Regular maintenance of parking lots keep these areas safe for use. Features such as proper signage, designated accessible parking spaces, and smooth surfaces are necessary to create a safe and welcoming environment for all users.

Regular inspections for potholes and proper drainage help prevent accidents and improve the pavement life. Additionally, proper lighting is equally important. Overall, the checklist must cover the process to:

  • Inspect pavement for cracks, potholes, or uneven surfaces.
  • Check parking lot striping and signage for visibility and accuracy.
  • Ensure proper drainage to prevent water accumulation.
  • Inspect lighting for functionality and visibility.
  • Check barriers, gates, and security measures for proper operation.

Windows

There are several key functions that windows perform in a facility. They allow natural light to enter a building, which helps reduce the need for artificial lighting during the daytime. Windows provide a means for fresh air to enter and stale air to exit a building, promoting ventilation and air circulation, which is important for maintaining indoor air quality and preventing the buildup of pollutants, allergens, and odors.

Energy-efficient windows with features such as low-emissivity coatings and double or triple glazing help reduce heating and cooling costs by improving insulation and reducing air leakage. In the event of an emergency such as a fire or other evacuation scenario, windows serve as secondary means of egress, allowing occupants to escape from the building if primary exit routes are blocked or inaccessible.

So, regular inspection of windows is necessary, and the window inspection should follow a step-by-step process, where you check for damage and cleanliness. So, to keep your windows functional, always

  • Check window glass for cracks, chips, or damage.
  • Inspect seals and caulking for integrity.
  • Assess window frames for deterioration or rot.
  • Test functionality of locks, hinges, and opening mechanisms.
  • Evaluate energy efficiency according to standards.
  • Review safety features such as tempered glass and locks.

Doors

The primary function of the door lies in delineating boundaries, safeguarding the contents and occupants of a space by creating barriers against unauthorized access. They serve as designated exits during crises, aiding in the swift evacuation of occupants and providing a means of containing potential hazards, such as fires, to specific areas.

Doors also regulate temperature and noise in a space. They serve as conduits for accessibility, enabling the movement of individuals and resources throughout the facility. Accessible doors, designed with features like ramps and wide clearances, are a must for equitable access for people with disabilities. The following door checklist helps in assuring that doors perform their function perfectly:

  • Test operation of doors, including hinges and locks.
  • Inspect seals and weather stripping for effectiveness.
  • Check compliance with fire safety regulations.
  • Ensure ADA accessibility with proper width and hardware.
  • Review security features such as locks and access control.
  • Check if emergency exits are unobstructed and functional.

Seasonal building preparations

Seasonal preparations are vital to protect the building against weather-related damage and optimize energy efficiency. Various assessments thus should be conducted regularly to ensure that all systems function efficiently and meet the building’s needs.

Preparations for extreme weather conditions, such as hurricanes or blizzards, should be made to safeguard the building and its occupants. From securing loose objects, trimming trees to reinforcing windows and doors, every step must be taken in the preparation process. To carry out the inspection process, use this building maintenance checklist:

  • Review seasonal maintenance schedules and tasks.
  • Inspect heating systems before winter and cooling systems before summer.
  • Check insulation and weather-proofing.
  • Prepare for seasonal changes in landscaping and outdoor maintenance.
  • Identify tasks specific to each season, such as HVAC maintenance before winter.

Interior Facilities Management Maintenance Checklist Items

The components discussed below form the interior components of a facility. Their maintenance is essential from a two-fold viewpoint. Firstly, it prolongs the lifespan of the operational system, and secondly, when in a safe state, it offers a positive environment to occupants.

Electricity

Electrical systems provide power to important systems such as lighting, climate control, communications infrastructure, and advanced electronic systems dealing with data processing and automation. Without reliable electrical systems, productivity comes to a grinding halt and impedes workflow efficiency.

While sustaining the performance of electrical systems, keeping eye on safety is equally important. Lack of safety measures will lead to potentially catastrophic consequences, including electrical fires and equipment damage. The electric shocks resulting from exposed wiring or faulty equipment pose significant risks to personnel, potentially resulting in severe injuries or even fatalities. As reported by the Bureau of Labor Statistics, between 2011 and 2021, there were a total of 1,201 workplace fatalities involving electricity reported by OSHA and 1,653 electrical fatalities.

Regular electrical system inspection is thus important to prevent overloads and ensure the safety of building occupants. These inspections involve checking electrical panels, circuits, and wiring for signs of wear, damage, or potential hazards. Scheduled maintenance activities include testing emergency lighting systems and backup generators to ensure they are operational in case of power outages. To mitigate every risk

  • Conduct visual inspection of electrical components for signs of wear or damage.
  • Test outlets and switches for proper functionality.
  • Check electrical panels for overload or overheating issues.
  • Ensure compliance with electrical codes and standards.
  • Inspect wiring for wear, corrosion, or improper connections.
  • Test ground fault circuit interrupters (GFCIs) for safety.
  • Check for exposed wiring or loose connections.
  • Test emergency backup systems, such as generators or battery backups for outages.

Plumbing

Access to water for drinking, sanitation, and hygiene, in any facility, is possible only with a good plumbing system. In commercial buildings, functional plumbing systems are indispensable for restroom facilities, kitchen areas, and various industrial processes that rely on water usage. It is a facilitator system for the removal of wastewater and sewage, and thus prevents contamination and safeguards health.

A malfunctioning plumbing system increases the possibility of water contamination resulting in spread of diseases and illnesses, even leading to potential outbreaks and public health emergencies in a facility. It will result in leaks, water damage, and flooding within the facility, leading to unnecessary repair work that will disrupt the daily operations and even affect productivity. To avoid these issues, be proactive and regularly

  • Inspect pipes for leaks, corrosion, or blockages.
  • Test water pressure to ensure adequate flow.
  • Check fixtures for leaks and proper operation.
  • Inspect water heaters, pipes, and fixtures for signs of wear or malfunction.
  • Ensure compliance with plumbing codes and standards.
  • Test shut-off valves and emergency systems for functionality.
  • Check the functioning of toilets, sinks, and faucets.

HVAC units

HVAC units maintain indoor air quality and comfort within the facility. As indoor conditions such as temperature, humidity, presence of particulate matter and organic compounds are important for individual well being, HVAC systems play an important role in deciding the productivity in a facility. With malfunctioning HVAC units, the concentration of harmful components can go up fast. For instance, asbestos is a common HVAC safety hazard found in older buildings, and to minimize the exposure, such sites must be regularly examined with proper personal protective equipment (PPE).

For instance, ventilation systems exchange stale indoor air with fresh outdoor air, remove pollutants, odors, and excess moisture, maintain adequate levels of oxygen by reducing carbon dioxide. This way, ventilation prevents the buildup of harmful gasses, allergens, and microbial contaminants, and reduces the risk of respiratory issues. To keep your HVAC system deliver sustainable performance, regularly

  • Inspect air filters for damages
  • Test heating and cooling systems.
  • Check ductwork for leaks or obstructions.
  • Inspect ductwork for leaks or damage.
  • Test thermostat operation and calibration.
  • Check refrigerant levels and pressure.
  • Lubricate moving parts as necessary.
  • Perform efficiency tests and tune-ups according to manufacturer’s recommendations.

Equipment

Facilities have a diverse array of equipment besides HVAC, electrical and plumbing systems. These include generators and backup power systems, water heaters, material handling equipment, solar panels and renewable energy systems, and refrigeration systems.

Maintaining all these facility equipment is essential for consistent operational efficiency. Only with regular checks, calibration, and repairs can you prevent breakdowns and make them function as per the standard. As a part of the facilities preventive maintenance checklist for these equipment,

  • Inspect equipment for signs of wear, damage, or malfunction.
  • Test safety features and emergency shut-offs.
  • Check lubrication of moving parts as recommended by the manufacturer.
  • Check for proper installation and alignment.
  • Check for any unusual noises or vibrations during operation.

Total energy utilization

Energy utilization is an intangible component of any facility and must be monitored on a regular basis. It is an outcome of your maintenance process. If you follow a scheduled maintenance strategy, adhere to industry and energy standards and regulations, you will experience optimal energy utilization and vice versa.

Regular energy audits are important for assessing and optimizing the building’s total energy utilization. Facility audit checklist will help in identifying areas of energy inefficiency and opportunities for improvement. So, to lower operating costs, reduce environmental impact, and demonstrate a commitment to sustainability goals with total energy utilization, periodically

  • Assess HVAC systems for efficiency, including inspecting ductwork, filters, and thermostat settings.
  • Evaluate lighting systems for energy-efficient alternatives such as LED bulbs or automatic controls.
  • Review energy management systems and automation controls for optimization opportunities.
  • Monitor energy consumption regularly and compare with benchmarks or historical data for anomalies.

Elevators

The special importance of elevators lies in the fact that they help in vertical transportation and allow the movement of people and materials across floors. As in case of airports, there are vast terminals, parking structures, and administrative buildings, requiring extensive vertical transportation solutions. Elevators make it possible for passengers, airport staff, and cargo to move efficiently between multiple levels, including departure and arrival gates, baggage claim areas, and administrative offices.

Ill-maintained elevators can result in severe disruptions and cause harm. Poorly maintained elevators across the U.S. cause an average of 940 injuries and five deaths every year. So, elevator maintenance is one key task in overall maintenance, for which, periodically

  • Test elevator operation, including doors, buttons, sensors, and emergency breaks.
  • Verify if elevators respond correctly to user inputs and function as intended
  • Inspect for signs of wear or damage to cables, pulleys, and rails.
  • Verify proper weight limits and safety mechanisms.
  • Review maintenance logs and service schedules.

Facilities Management Maintenance Checklist Items for Safety Protocols

Safety spans every nook and corner of a facility, and these four systems form important pillars for building a safer environment. Understand more about them and what should go into the facility inspection checklist for each of them.

Security systems

Security systems are key components in any facilities as they provide protection against unauthorized access, theft, vandalism, and other security threats. These systems, which can include surveillance cameras, access control mechanisms, and alarms, help deter potential intruders and provide valuable evidence in the event of a security breach. So, as a part of the building maintenance inspection checklist,

  • Test alarm systems, surveillance cameras, and access control systems.
  • Check for any signs of tampering or damage to security equipment.
  • Ensure proper functioning of door locks, keycard readers, and biometric scanners.
  • Review security protocols and emergency response procedures.

Fire equipment

Fire safety equipment such as fire extinguishers, sprinkler systems, smoke detectors, and emergency exit signage, is essential for early detection, containment, and suppression of fires. To effectively deal with an emergency, facilities must strive to prevent occurrences of fire hazards and damages, and avoid legal fines from legal bodies.

In the United States, a structure fire is reported approximately every minute of every day, resulting in approximately $12 billion in property loss annually. Since fire safety is so critical,

  • Inspect fire extinguishers for proper placement, accessibility, and pressure.
  • Test smoke detectors, fire alarms, and sprinkler systems.
  • Check emergency lighting and exit signage.
  • Review fire evacuation plans and conduct drills regularly.

ADA accessibility

Guidelines such as ADA (Americans with Disabilities Act) are not legal obligations but a way to demonstrate a commitment to diversity, equity, and accessibility. Following them is critical for promoting an equitable, inclusive and welcoming environment, especially when in the US alone, in 2022, about 21% of the total workforce were people with disabilities.

ADA-compliant features such as ramps, elevators, wheelchair-accessible restrooms, and designated parking spaces enable people with disabilities to navigate and utilize facilities independently and comfortably. You must carry out regular maintenance for providing barrier-free access for all occupants. Ensure that you

  • Inspect ramps, handrails, and curb cuts for compliance with ADA standards.
  • Check door widths and accessibility features, such as automatic openers.
  • Ensure accessible parking spaces are properly marked and maintained.
  • Review policies and procedures for accommodating individuals with disabilities.

Safety Protocols

With the rising importance of safety at the workplace, organizational health and safety (OSHA) is a function of downright importance for every organization. To offer every occupant a healthy and safe working environment, modern facilities management practices encourage enterprises to keenly follow guidelines like:

  • OSHA standards such as the General Duty Clause
  • National Fire Protection Association (NFPA) such as NFPA 101 for Life Safety Code and NFPA 70E
  • Building Owners and Managers Association (BOMA) Best Practices
  • International Facility Management Association (IFMA) Guidelines

A comprehensive review of safety requirements is what simplifies the process to follow these guidelines. From hazard identification to implementation of corrective actions for mitigating risks, using a facility safety checklist paves a way for an ideal working environment in a facility. Follow these steps as a part of the facility safety inspection checklist:

  • Review emergency response plans and update them as necessary.
  • Verify the availability and functionality of emergency communication systems.
  • Check if emergency supplies such as first aid kits, flashlights, and batteries are maintained.
  • Check the frequency of regular safety training for staff on ergonomics, lifting techniques, and personal protective equipment (PPE).
  • Check the quality of documentation recording incidents, accidents, or near-misses, and training.

Seasonal Management Maintenance Tips

Alongside maintaining these fifteen components, adaptability is essential for responding to unexpected challenges or changes in weather conditions. Facilities managers should be flexible and ready to adjust maintenance as needed to address emergent issues or accommodate shifting priorities.

You must have a comprehensive seasonal maintenance plan that outlines specific tasks to be completed during each season. The plan should consider the unique needs of the facility with tasks and work orders prioritized based on their importance and timing. Outlined are some key seasonal maintenance suggestions to sustain building performance.

  • Spring

Inspect the building exterior for winter damage, including cracks in walls or pavement, roof leaks, and damaged landscaping. Prepare landscaping for growth by pruning trees and shrubs, fertilizing lawns, and clearing debris. Service air conditioning units to keep them in optimal condition for warmer temperatures.

  • Summer

Maintain cooling systems efficiently by cleaning filters, coils, and ducts regularly. Emphasize energy conservation practices, such as adjusting thermostat settings and optimizing equipment schedules. Conduct energy audits to identify opportunities for efficiency improvements, such as upgrading to energy-efficient lighting or HVAC systems.

  • Fall

Check heating systems for cold weather by inspecting furnaces, boilers, and heat pumps for any issues. Seal windows and doors to prevent heat loss and improve energy efficiency. Clean gutters to avoid water damage and ensure proper drainage during the winter months.

  • Winter

Implement a snow removal plan to keep pathways, parking lots, and entrances clear of snow and ice. Keep heating systems efficient by performing regular maintenance and addressing any issues promptly. Prepare for winter storms and emergencies by stocking up on emergency supplies, conducting drills, and communicating emergency procedures to occupants.

To Wrap Up

Elucidating the essential components of maintenance checklists for facilities, we offered you a roadway to streamlining your facility maintenance process. These facilities management checklist items are must for a comprehensive maintenance program.

However, despite the meticulous design of these checklists, in their implementation you are likely to encounter numerous challenges. From human error to resource constraints, the execution of maintenance tasks can be fraught with complexities and inefficiencies, which increases the chances of lapses and costly disruptions.

Fortunately, a technology-led approach offers a promising solution. Implementing facility management software such as Computer-Aided Facility Management (CAFM) streamlines the maintenance process, by automating task assignments, scheduling, and tracking, and even the right implementation of checklists.