About the Author: Brew City Marketing

Published On: September 3, 20215 min read

Preventive Maintenance Checklist for Facilities Management

My wife and I travel often, and despite our best efforts one of us consistently forgets one or two things. Let me rephrase, I always forget one or two things. Our most recent trip was to Yellowstone a few weeks ago and I completely forgot my deodorant… and toothbrush. I am not proud to say how much I ended up having to pay at a convenience store in the park. Having a solid packing checklist is a simple way to prevent yourself from having to purchase toiletries at a grossly inflated price.

On the same wavelength, incorporating a preventive maintenance checklist into the way you handle facilities management can keep you from spending a fortune on facilities maintenance that could have been avoided in the first place. Follow this checklist to minimize preventable maintenance costs.

Preventive Maintenance Checklist

#1: Roof

When my wife and I first moved into our apartment, it took us only two weeks until we noticed something terribly wrong. The roof leaked every time it rained. Not only did were we annoyed by the puddles of water we would come home to find, but the mold that began to form in the corners of the vaulted ceiling was almost enough for us to move out and pay rent elsewhere. As a business, it’s not a good look to have a leaky roof, and your customers will notice it. We recommend having your roof inspected every six months. In your inspection:

  • Remove debris from both your gutters and roof
  • Assess your roof for punctures, blisters, and cracks
  • Assess your roof for buckled shingles, corrosions, deformed or curled edges, and granule loss on your shingles
  • Ensure that your drains work properly and are not clogged
  • Check for metal corrosion and/or surface deterioration on all surfaces
  • Inspect interior walls for cracks, leaks, and water stains


#2: Plumbing

Plumbing issues, aren’t these just a bunch of fun? Identifying plumbing issues early is a great way to save yourself some headaches later on. Plumbing issues are tough to identify, let alone resolve. Here are some things to look for:

  • Signs of corrosion on pipes
  • Signs of active leaks, such as mold/mildew, puddles, and water spots
  • Ensure that the water heater is set to the correct temperature and there are no leaks
  • Perform annual backflow tests to make sure that water is flowing correctly and not becoming contaminated
  • Ensure that water pressure is between 40-80PSI


#3: HVAC

HVAC systems do not have long longevity, typically lasting up to fifteen years. Because of this, it is extremely important to take good care of your HVAC system by performing preventive maintenance no less than twice per year. Here are some things that you can do to maximize the lifetime of your HVAC system.

  • Clean, or replace if necessary, the filters, coils, and drains
  • Ensure that your system is operating with sufficient refrigerant levels
  • Check that all wires, thermostats, and capacitors are operating properly
  • Make sure that your facility is receiving proper airflow


#4: Parking

Fun fact: properly maintaining your parking lots and parking structures can actually reduce vehicle accidents. In fact, 20% of all accidents occur in parking areas, and you don’t want any to occur in yours. Here are a few things you can do to try to prevent an accident.

  • Test the gates to make sure that they are properly functioning
  • Ensure that there is sufficient lighting in and around the parking area at night
  • Make sure that all entrances and exits are properly marked
  • See that there are no potholes or severe cracks in the pavement
  • Check to see that guard rails, fences, and handrails are structurally stable

In the event that there is a collision in your parking area, it is important to have a surveillance camera(s) looking over the area. This helps minimize risk and have awareness should something happen.


#5: Windows and Doors

Finally, an easy one. Replacing windows and doors isn’t really something that needs to be done too often, but it’s important to check every now and then to make sure they properly function. Also, a thorough cleaning is always a nice touch.

  • Clean off grime and debris from your door tracks and windowsills
  • Check for peeling and water stains on the interior and exterior finishes as this would indicate a leak
  • Replace all windows that are damaged or don’t close or open properly
  • Be sure that all locks and knobs work correctly
  • Add a non-oily lubricant to sticky windows


#6: Security Systems

Having confidence in your security system is an absolute must. Break-ins and theft can lead to enormous losses. It is crucial that a security system is reliable, and that requires the following items on this preventive maintenance checklist:

  • Test every control panel to make sure that they operate correctly
  • Inspect all locks on windows and doors to make sure that the work (yes, this was also part of the last list. It’s important—sue me!)
  • Inspect all cameras

FREE DOWNLOAD: Preventive Maintenance Plan & Checklist 

Your organization is looking to make some improvements to the way you approach preventive maintenance for facilities management, I hope you find this checklist helpful. But beyond that, Equips has recently rolled out a brand new feature. Using Equips, our all-purpose CMMS tool, you can now schedule out preventive maintenance, so you never forget.

Start your 90-day free trial of Equips today. It might just save you a few maintenance headaches!

ARTICLE: Benefits of Effective Facilities Management

About Equips

Equips is revolutionizing how Banks and Credit Unions manage, maintain, and protect critical branch equipment. Equips can leverage a network of 500+ vendors, experts at Equips help Financial Institutions respond to equipment problems quickly in one place: Equips. Active management allows Financial Institutions of all sizes to improve operational efficiency, cut costs, and streamline equipment inventory and vendor management. Our groundbreaking solution provides clients across 45 states with better insight and transparency into their critical equipment and enables employees to do their best work. To learn more visit equips.com.