A Facilities Preventive Maintenance Checklist

As explained by Grainger magazine, the preventive facilities maintenance checklist should be an evolving document. It must reflect the most recent concerns and assets in your facility. Furthermore, it should provide a clear direction for inspection and timelines. For example, Buildings.com advises managers to include all lighting, electrical, plumbing, HVAC, safety and grounds assets to be included within the list, and it may be broken into sections for scheduling as well.

1. Lighting – Daily

Inspecting the lighting system can seem like an odd facilities maintenance checklist item. However, lighting needs are paramount to the safety and security of your facilities. Facility management personnel should check all lights at least daily. It also goes beyond merely ensuring lights illuminate. In other words, inspect lights for signs of damage or exposure to the elements.

  • Outdoor lights - This will require waiting until twilight hours to ensure outdoor lights are working appropriately.
  • Emergency lights - The buildings emergency lights include those illuminating exit signs, evacuation routes, and other areas where safety during emergencies is a top priority.
  • Automated lighting sensor malfunctions - In today’s world, automated lighting sensor malfunctions may occur, so all sensors should be inspected for potential obstruction at least once per week or when the sensor appears to malfunction.

2. Electrical and Battery-Operated Systems – Once Per Year

  • Full review of all outlets and switches – Checking all outlets for scorch marks and voltage should be a key priority in reducing fire risk.
  • Breaker resistance – Breakers should also be checked using a multimeter for resistance annually.
  • Smoke detector batteries – Smoke detectors fall under this category as they are a battery-operated, safety mechanism.
  • Back-up power sources – Any system or asset with a battery back-up should also be inspected for maintenance needs.

3. Safety – Monthly and After Adverse Weather

  • Water drains near entrances – Drains should be free from debris and carry water away from the facility.
  • Non-slip flooring – Non-slip flooring may wear away with time and should be replaced as soon as any damage appears evident; consider replacing after flooding that occurs over the site.

4. HVAC – Twice Annually

  • P-traps and U-bend water traps – Obstructed P-traps and U-bend water traps present an added risk for damage to your HVAC system.
  • Chillers and boilers – Chillers and boilers should be inspected for signs of bacterial growth and premature oxidation.
  • Pumps – All pumps should be inspected for electrical safety, lubricated every six months, and checked annually.
  • Air filters – Air filters should be replaced on your area, more often than manufacturer recommendations if necessary.
  • Condenser coil – Clean the condenser coil to reduce fire risk and enhance efficiency.

5. Building Interior – Daily

  • Wi-Fi routers – Clean fans on Wi-Fi routers annual; test speed at least once per day, which will help isolate any potential issue, including viruses.
  • Clear entryways and exits – Clear entryways, exits, and walkways.
  • Visible damage to walls – Any visible damage should be addressed as soon as possible.
  • Potential hazard areas. Hazards are technically a safety issue, falling under building interior as well, such as ongoing maintenance, new construction, or other activities.

6. Building Exterior – Monthly, Based on Need

  • Roofing tiles and drains – Roofing tiles and drains can be inspected annually. However, frequent work on rooftop HVAC units in high-runtime areas should include roofing inspections at the time of maintenance.
  • Grounds equipment – Check grounds equipment for signs of malfunction, adjust chains or belts, and ensure flammable liquids are stored appropriately.
  • Trash around the facility – Remove debris from the facility grounds often, at least daily.
  • Siding – Inspect the siding for damage, especially following poor weather.
  • Windows and seals – Inspect windows and seals with an infrared camera or heat sensor to detect leaks or drafts.
  • Parking areas and sidewalks – Ensure parking stripes and walkways are clear of debris; pre-treat when ice or snow is expected.

Plumbing – Complete Annual Inspection

  • Circulation and booster pumps – Ensure circulation and booster pumps are properly lubricated; check pressure settings, and review for signs of leaks.
  • Couplings – Inspect all couplings for signs of leaking.
  • Water heaters and boilers – Check water heaters and boilers for oxidation, leaks, and resistance in electric elements — any deviation of 10% or higher from resistance warrants replacement.

Devise the Preventive Maintenance Checklist for Your Facility

This preventive maintenance checklist is not finite. It serves as a template for building an essential checklist for the general facility. Your organization will need to adjust each section to include all assets and factors that add to maintenance expenses within periodic facility assessments, notes FacilitiesNet. If you are uncertain where to begin, visit your maintenance log for the past two years. Any issue listed on the log of completed maintenance or the backlog reflects an opportunity to deploy preventive maintenance.

Eric Crabb

Eric Crabb