14 Essential Facilities Management Checklist Items

It gets more difficult to recall what has to be done and when as the number of facilities and maintenance leaders rises. A facility maintenance checklist assists teams in staying on top of the many activities that must be completed by outlining how often each component of your facilities management must be examined. Leaders that employ checklists discover that their assets and equipment live longer and their staff get fewer calls for emergency repair.

Building maintenance checklists are checked on a regular basis by facility managers all around the globe. Add to your list the ones that pertain to how you do things. A checklist may also be used to assess the performance of a facility.

Checklist for managing outdoor facilities
1. Roof
Check the roofs of your buildings every six months to verify they haven’t been damaged by poor weather or other factors. Ensure that your team accomplishes the following throughout your inspection:

Remove any debris from the roof or gutters.
Examine your flat roof for holes, cracks, and blisters.
Examine your sloping roof for bent edges, buckling shingles, rusted metal, curling, and missing granules.
Check that all drains and vents are clean and unclogged.
Examine the vents and chimney.
Examine the ceilings of your buildings for cracks, water stains, and leaks.
Examine the roof for any missing shingles or tabs.
Examine the metal for corrosion.
Examine the outside surfaces of the walls for damage.
On the inner walls, look for cracks, water stains, and leaks.
2. Parking lots and garages
Parking lots account for 20% of all automobile accidents, and you wouldn’t think it, but properly managing your lots and garages may help prevent these incidents. Keep the following in mind while inspecting your parking lots:

Check that all of the parking lot lines, pedestrian crosswalks, traffic directions, and curb warnings are visible and in excellent condition.
Check that any fences, guard rails, and railings are sturdy and well-built.
• Make sure there are contingency plans in place in the event of an accident or vehicle damage.
Test emergency panic alarms to ensure they are operational.
3. Doors and windows
Even if you don’t need to repair your windows and doors on a regular basis, you should inspect them and ensure they operate every year. Cleaning windows should also be on your to-do list. Make certain that you:

Clean the window sills and door tracks of debris and grime.
Examine the interior and exterior for peeling or water stains, which may indicate a leak that has to be repaired or replaced.
In an emergency, ensure that the gate closing safety shut-off works.
Check that all of the locks and knobs operate properly.
On any windows or doors that don’t operate smoothly or are stuck, use a non-oily lubricant.
Replace or repair damaged windows that will not open or shut correctly.
4. Building season preparations
If you live in a climate that fluctuates in temperature, you should do a seasonal examination twice a year. You should perform the following as the temperature drops:

Examine exposed and exterior pipes for indications of freezing.

Fill and seal cracks and gaps surrounding exposed pipes.
Keep interior temperatures above 55°F and encourage renters to do the same.
Examine the area for evidence of excess moisture and dry it off, as well as any mould or mildew that may have occurred.
Look for cracks and inefficiencies in your heating systems.
To guarantee effective functioning, HVAC thermostats should be calibrated and checked.
Keep an eye out for snow heaps and devise a strategy to remove them if they represent a hazard.
De-ice sidewalks and paths to minimize slips and falls.
To protect floors from becoming slippery, clean and replace damp floor mats in entryways and interior pathways.
Keep an eye on your heating expenditures and, if necessary, install attic insulation.
Clear the snow off the roof.
As the temperature warms up in the spring, you should:

Window cleaning
The flooring should be carefully cleaned.
Maintain the cleanliness of the restrooms.
Keep your landscaping in good condition (remove debris, plant grass seed where needed, trim shrubs and bushes, etc.)
Examine the roof for damage caused by high winds, heavy snow, ice dams, or simply the age of the structure.
Look for standing water, leaky gutters and roofs, foundation fractures, damp patches on the ceiling, and damaged vegetation that has to be regraded on the site.
Look for cracks around doors and windows, chipped paint, broken siding or brickwork, and detached gutters.
To keep ants, roaches, and other vermin at bay, spray the exterior of your house.
Examine your HVAC unit’s thermostat, electrical wires and connectors, air flow, run capacitor, and overall efficiency.
Inspect your HVAC unit’s air ducts, condensation drain pan, blower motor and wheel, compressor, and refrigerant pressure.
Checklist for maintaining a building’s interior
5. The electrical grid
Electrical surges may occur if your facilities are not properly connected. Surges, even if they occur just once or twice, may harm the electrical components in your building if they occur often.

When doing an electrical inspection and routine maintenance, it is critical to check that the wiring is in the proper location and that all wires are still securely fastened, supported, and protected. Also, ensure that the connections are tight and free of corrosion. This portion of the test may need the assistance of an expert.

Sixth. Plumbing
Dealing with plumbing issues that are difficult to detect may be upsetting. Including the following things on your facilities management checklist can help you prevent future difficulties and water damage.

Look for water stains, moist places, or puddles, as well as mold or mildew, to indicate current leaks.
Examine all visible pipes for indications of corrosion.
Check to see whether the water pressure is between 40 and 80 psi.
Check that the water heater is adjusted to the proper temperature and does not leak.
Make sure there are no obstructions in any drains.
Install backflow prevention devices and test for backflow once a year to prevent water from flowing backwards or being contaminated in the system.
Check that the shut-off and safety valves are in good working order.
HVAC systems 7
Because HVAC systems are costly, it is essential to examine and repair them on a regular basis to ensure that they survive as long as possible. As a starting point, the following items should be reviewed every six months:

Examine if your structures are receiving adequate air from the units.
Drains, lines, coils, and air filters should all be cleaned (or replace them).
Check the coolant level and add extra if necessary.
Check that all of the cables, capacitors, and thermostats are in good working order.
8. Equipment Each piece of equipment requires a unique set of checks and maintenance. Make a list of all the equipment you’ll need to manage your facility. Examine the handbook to find out how often inspections should be performed and what should be cleaned, changed, or examined during an inspection.

9. Total energy use
When you are in charge of many locations, utility bills may rapidly build up. As a leader, you must make certain that energy use and expenditures are maintained to a minimum. A smart place to start is to review your monthly energy invoices for anything that need explanation. However, you may need more than inspections to save money. Investigate methods to minimize the amount of energy used during inspections. Some examples include:

Motion-detecting lights are being installed.
LED light bulbs are being replaced.
Purchasing building automation systems for the automation of HVAC and lighting systems. Purchasing new equipment to replace obsolete equipment.

Elevators are ten.
People are often injured or killed in elevators because they are not maintained in proper working order. Your crew should inspect all of your elevators on a regular basis to make them safer and prevent them from breaking down. Please provide the following information:

• Check that the doors open and shut easily and that nothing is in the way.

• Examine the ceiling, walls, and railings for signs of damage.

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

• Ensure that the emergency phone promptly connects to 911 or the local fire department.

Repair any broken lights on each level.
Examine the door panels and the gap between them.
Examine the smoke detector and the smoke alarm.
Check the oil level and ensure that all sections have enough lubricant.
Examine the electrical lines for fraying or other issues.
Make sure technicians have adequate space to stand.
Remove anything that makes it difficult to access the equipment.
Make sure the emergency escape is easily accessible.
Check the brakes and system to ensure they are in excellent working order.
Examine the cables for indications of wear.
Examine the hoist route for evidence of rodent damage.
Make sure the location is easily accessible.
Check to see whether the pit has adequate space.
Examine and evaluate the car’s frame for evidence of damage.
Checklist for managing building safety
11. A security system
A robust security system may deter theft and break-ins, potentially saving your company thousands of dollars. If you don’t already have one, you should obtain one. If you have one, ensure sure it is periodically maintained and checked out by completing the following:

Examine the control panel, all cameras, and door and window locks. This is not a security system, but it may help keep your company secure.

12 firefighting equipment
Because fire safety is so vital, your facilities management checklist should include proper fire extinguisher maintenance.

OSHA requires fire extinguishers and carbon monoxide detectors to be examined once a year to ensure they are still functional.

To begin, ensure that your fire extinguisher is switched on. Except while being examined or repaired, fire extinguishers should always be switched on. Every six months, the weight and pressure of the extinguisher’s refillable canisters should be checked. If the substance, weight, or pressure decreases, it indicates that it does not fulfill the criteria, and your maintenance personnel should investigate.

13th. ADA Compliant
Many companies must comply with the Americans with Disabilities Act (ADA). It is essential to inspect your buildings every six months to verify that they are still in compliance with these requirements. If your buildings do not comply with the requirements, you may be fined. Check out the latest recent ADA regulations.

14 Safety requirements
It is critical to remain current on all safety regulations. Check up with your department every three months to check that all of the new regulations are being followed. If any of your buildings or processes violate the regulations, generate maintenance tickets to address the issue.

Conclusion
Keeping track of maintenance items in an Excel spreadsheet or on paper is an excellent place to start when looking to enhance your facilities management.

However, facility management software such as CloudApper Facilities may be of much greater use! You’ll be able to frequently outsource different tasks to your workers, ensuring that you never miss another inspection.