How to Create a Building Maintenance Checklist?

A building maintenance checklist is a tool that helps facility managers and maintenance supervisors keep track of all the tasks needed to ensure a building is safe and operations run smoothly. Using mobile-friendly checklists can help you stay on top of maintenance tasks, quickly address any issues that come up, and meet facility management standards.

This facility maintenance checklist includes items that many managers check regularly. You should customize it by adding tasks that are specific to your needs. A checklist can also assist in assessing the condition of your facility. Let’s dive in and explore why a checklist is valuable and what important items you should include in yours.

Why You Should Use a Building Maintenance Checklist?

Every building is different, with its climate and location affecting how it needs to be maintained. A commercial building maintenance checklist helps ensure that all these specific needs are taken care of. While it’s best to create a maintenance plan tailored just for your building, some general seasonal maintenance tasks apply to most buildings. You can adapt these tasks to fit the particular needs of your building.

What is Checked Using a Building Preventive Maintenance Checklist?

Here are the 7 main sections of a building preventive maintenance checklist for regularly inspecting buildings:

1. Lighting: Check all light fixtures to ensure they are working properly and replace any burned-out bulbs.
2. Electrical: Inspect electrical systems and components, including wiring and outlets, to make sure everything is functioning safely.
3. Safety: Review safety equipment and procedures, such as fire alarms and emergency exits, to ensure they are in good condition and up to code.
4. HVAC: Inspect heating, ventilation, and air conditioning systems to keep them running efficiently and address any maintenance needs.
5. Building Interior: Inspect the inside of the building, including floors, walls, and ceilings, for any signs of damage or needed repairs.
6. Building Exterior: Check the outside of the building for issues like damaged siding, roof leaks, or problems with windows and doors.
7. Plumbing: Review plumbing systems for leaks, clogs, and other issues to keep water flow and drainage systems in good working order.

What to Include in Your Building Maintenance Checklist?

Building maintenance checklists typically focus on specific areas of a property that require regular inspection to maintain optimal condition. You can use existing templates as a starting point and customize them to fit your unique needs.

Here are some common questions to include in your checklist:

1. Building Interior

   Regular inspections of the building’s interior help identify and address potential problems, ensuring the property remains in good working order. Consider asking questions like:

   • Are floors, ceilings, and walls in good condition?
   • Are faucets, toilets, and showers working properly?
   • Are fire alarms tested and functional?
   • Are all doors operating correctly and exits unobstructed?
   • Are there any signs of insect infestation?

2. Building Exterior

   Checking the exterior of the building helps maintain its appearance and functionality. Include questions like:

   • Is the paint on the building in good condition?
   • Are railings secure and well-maintained?
   • Are gutters properly attached and clear of debris?
   • Is the driveway and parking area well-kept?
   • Is the sidewalk in good repair?

3. Safety

   Regular safety inspections are important for preventing accidents and making sure safety equipment is in place. Include questions like:

   • Are first aid kits checked and refilled as needed?
   • Are eyewash stations stocked and functioning?
   • Are safety signs and equipment labels clear and undamaged?
   • Are respirators cleaned and checked for wear?
   • Are fall protection harnesses and kits inspected for safety?

Facility Maintenance Checklist

1. Roof

   It’s important to inspect your facility’s roof twice a year to make sure it’s still in good shape and hasn’t been damaged by weather or other factors. Here’s what to do during your inspection:

   Steps to Follow:

   • Clear Debris: Remove any leaves, branches, or other debris from the roof and gutters to prevent blockages.
   • Check Flat Roof Areas: Look for any punctures, cracks, or blisters on the flat sections of the roof. These can indicate potential problems.
   • Examine Sloped Roof Areas: Inspect the sloped parts for issues like rust on metal components, deformed edges, curling shingles, and loss of granules from shingles. These signs can help identify areas that need repair.
   • Inspect Drains and Vents: Make sure that all drains and vents are functioning properly and are not blocked. Proper drainage is crucial to prevent water damage.
   • Look at the Chimney and Vents: Check the condition of the chimney and any vents. Ensure they are secure and in good repair.
   • Interior Check: Inside the building, look at the ceilings for any cracks, water stains, or signs of leaks. These can be indicators of roof issues.
   • Shingles and Tabs: Verify that no shingles or tabs are missing from the roof.
   • Metal Components: Check for any signs of rust or corrosion on metal parts of the roof.
   • Wall Surfaces: Inspect the exterior walls for any signs of surface damage or deterioration.
   • Interior Walls: Inside, inspect the walls for cracks, water stains, or leaks that could be related to roof problems.

2. Parking Lots

   Parking lots and garages can be surprisingly dangerous places. 20% of vehicle accidents occur in these areas. However, proper maintenance can significantly reduce the risk of accidents. Here’s a checklist to help you keep your parking lots and garages safe:

   • Clear Entrances and Exits: Make sure all entrances and exits are well-marked and free of obstructions.
   • Functional Gates: Test gates regularly to ensure they operate smoothly and safely.
   • Emergency Safety: Check that the gate closure safety shut-off works correctly in case of an emergency.
   • Adequate Lighting: Ensure all lights are functioning properly, especially during evening hours.
   • Regular Inspections: Inspect chimneys and vents, and remove debris from pavement, curbs, and signage.
   • Winter Maintenance: Clear snow and ice from parking areas during colder months.
   • Organized Spaces: Keep shopping basket corrals and tire deflation devices well-maintained and marked.
   • Clear Sightlines: Ensure that foliage, signs, and other objects do not obstruct sightlines.
   • Safe Traffic Flow: Keep fire and traffic lanes clear of vehicles and obstacles.
   • Good Lighting: Make sure all areas of the parking lot, including walkways and perimeters, are well-lit.
   • Pavement Maintenance: Check for potholes, cracks, and uneven pavement.
   • Visible Markings: Ensure that parking lot striping, crosswalks, traffic directions, and curb warnings are clear and well-maintained.
   • Structural Integrity: Check that guardrails, fences, and handrails are sturdy and in good condition.
   • Emergency Procedures: Have procedures in place for accidents or vehicle damage.
   • Surveillance: Use offsite surveillance to monitor cameras.
   • Emergency Alarms: Test emergency panic alarms regularly.

3. Doors

   Doors are an important long-term investment for any facility and need to be inspected yearly. Here’s a simple checklist to follow:

   • Cleanliness: Clean door tracks and remove any dirt or debris.
   • Condition: Check the inside and outside of the doors for signs of wear and tear, like peeling paint or water stains. These could indicate leaks and may need repairs or replacements.
   • Safety: Make sure the emergency gate closure safety shut-off is working correctly.
   • Functionality: Test all locks and knobs to ensure they function properly.
   • Lubrication: If doors are sliding or sticking, apply a lubricant that doesn’t contain oil.
   • Replacement/Repair Work: Repair or replace any doors with damaged glass inserts.

4. Windows

   While you may not need to replace your windows often, it’s important to check them regularly to make sure they’re working well. Cleaning them should also be part of your routine. Here’s what you should do:

   • Clean the Window Sills: Remove dirt and other stuff from the window sills.
   • Inspect the Windows: Look for any damage on the inside and outside, like peeling paint or water stains. This could mean a leak, so you might need to seal or replace the window.
   • Check the Locks and Handles: Make sure they work properly.
   • Lubricate the Windows: If your windows are sliding or sticking, add a lubricant that doesn’t have oil in it.
   • Replace Damaged Windows: If your windows are broken or don’t stay open or closed correctly, you should replace them.

5. Seasonal Preparations for Your Building

   If you live in a place where temperatures change significantly, it’s important to check your building twice a year—once in the winter and once in the spring. Here’s what you should do for each season:

   Winter Preparation:

   • • 1. Check for Freezing: Inspect exposed and exterior pipes to see if they’re at risk of freezing.
       2. Insulate Pipes: Wrap insulation around pipes and seal any cracks or openings where cold air might get in.
       3. Maintain Warmth: Keep indoor temperatures above 55°F and remind tenants to do the same.
       4. Moisture and Mold: Look for excess moisture around the plumbing, dry any damp areas, and address any mold or mildew.
       5. Heating Systems: Inspect your heating systems for cracks or inefficiencies and make sure they’re working well.
       6. Thermostats: Check and calibrate thermostats on your HVAC systems to ensure they are functioning properly.
       7. Snow Management: Watch for snow buildup and plan to remove it if it creates hazards.
       8. De-Ice Walkways: Salt or sand sidewalks and walkways to prevent slips and falls.
       9. Floor Mats: Clean and replace wet floor mats to reduce slippery floors.
       10. Insulation and Costs: Monitor heating expenses and consider adding insulation to the attic if needed.
       11. Roof Snow: Remove excess snow from the roof to prevent damage.

   Spring Preparation:

   • 1. Clean Windows: Wash windows to improve visibility and brightness.
     2. Deep Clean Floors: Perform a thorough cleaning of all floors.
     3. Sanitize Restrooms: Ensure restrooms are cleaned and sanitized.
     4. Maintain Outdoors: Take care of outdoor spaces—remove debris, plant grass seed, and trim any overgrown shrubs or bushes.
     5. Check for Water Issues: Inspect the property for standing water, gutter leaks, foundation cracks, water spots on ceilings, and areas where landscaping needs regrading.
     6. Review Exterior: Look for cracks around doors and windows, damaged paint, and issues with siding or gutters.
     7. Pest Control: Spray around the property’s exterior to keep pests like ants and roaches at bay.
     8. HVAC Maintenance: Test and inspect your HVAC unit for optimal performance.

Interior Facilities Management Checklist

1. Electricity

   If your wiring isn’t set up correctly, you might experience electrical surges. Occasional surges might not be a big deal, but if they happen often, they can damage your electrical equipment.

   When you inspect and maintain your electrical system, make sure the wiring is installed properly and all wires are securely fastened and protected. Check that all fittings are tight and look for any signs of corrosion. It’s a good idea to hire a professional to handle this part of the inspection to ensure everything is safe and in good working order.

2. HVAC Units

   An HVAC system typically has a lifespan of 10 to 15 years. To get the most out of this investment, it’s important to regularly check and maintain the system. Here’s a basic guide on what to inspect during different seasons to ensure your heating and cooling systems are working properly.

   For Heating Systems (Fall and Winter): As temperatures drop, it’s crucial to make sure your heating system is prepared to keep your space warm. Start by:

   • Cleaning or Replacing Filters: Dirty filters can reduce efficiency and air quality.
   • Inspecting the Burner Assembly: Look for any issues or wear and tear.
   • Checking the Heat Exchanger: Ensure its functioning properly and not damaged.
   • Checking for Gas Leaks: Look for any signs of carbon monoxide or gas leaks.
   • Examining Electrical Connections: Ensure there are no frayed or damaged wires.
   • Lubricating Moving Parts: This includes motor bearings to keep everything running smoothly.
   • Inspecting Belts: Check for damage or fraying.
   • Clearing Drains: Make sure there are no blockages.
   • Checking Gas Pressure: Ensure it’s at the right level.
   • Testing Thermostats: Verify they’re working correctly.
   • Checking the Heat Pump: Make sure it’s functioning properly.
   • Inspecting Ductwork and Vents: Ensure they’re clear and in good condition.
   • Cleaning the Flue System: Check and clean to ensure proper venting.
   • Checking Flue Attachment: Ensure it is securely attached to the furnace.

   
   For Cooling Systems (Spring and Summer): Before the warm weather hits, make sure your cooling system is ready to keep things cool:

   • Checking Humidity Levels: Ensure they’re within the recommended range.
   • Cleaning Coils: Both condenser and evaporator coils should be clean for efficient operation.
   • Looking for Gas Leaks: Check for any signs of refrigerant leaks.
   • Clearing Drain Lines: Make sure there are no clogs.
   • Removing Standing Water: Clean out any water that has been collected in the drain pan.
   • Replacing Worn Parts: This includes pulleys and belts.
   • Changing Batteries: Replace batteries in any battery-operated components.
   • Cleaning or Replacing Filters: Keep air filters clean for optimal performance.
   • Cleaning Fan Blades: Remove any dirt or debris.
   • Testing Thermostats: Ensure they’re set and working correctly.
   • Checking Airflow: Make sure air is flowing properly throughout the system.
   • Inspecting Refrigerant Levels: Ensure there are no leaks and that levels are appropriate.
   • Examining Electrical Connections: Look for any wiring issues.
   • Lubricating Moving Parts: Keep all moving parts well-lubricated.
   • Clearing Debris: Remove any debris or dust from around the unit.
   • Inspecting the Unit Cabinet: Ensure it is undamaged and securely closed.

3. Plumbing

   Plumbing issues can be a real hassle to deal with, and they’re not always easy to spot. To avoid potential problems and water damage, it’s wise to include some checks in your facilities management routine. Here’s a straightforward guide on what to look for:

   • Look for Active Leaks: Regularly inspect areas for water spots, moisture, puddles, or any signs of mold and mildew, which could indicate a leak.
   • Check for Corrosion: Examine all visible pipes for signs of rust or corrosion, which can weaken the pipes and lead to leaks.
   • Monitor Water Pressure: Ensure that the water pressure in your system is within the recommended range of 40-80 psi. Low or high pressure can cause problems in your plumbing system.
   • Inspect the Water Heater: Verify that your water heater is set to the proper temperature and check for any leaks around the unit.
   • Test Drains: Make sure all drains are clear and functioning properly. Look out for any signs of clogs or slow drainage.
   • Install Backflow Prevention Devices: Ensure these devices are in place to prevent water from flowing backwards into the system and becoming contaminated. Regularly perform backflow tests to confirm they are working correctly.
   • Check Valves: Test safety and shutoff valves to ensure they operate correctly and can effectively stop the flow of water when needed.

4. Equipment

   Different types of equipment need specific inspections and maintenance to function properly. To keep everything in good shape, it’s important to include each piece of equipment on your facilities management checklist. Refer to the equipment manuals for details on how often to inspect each item, as well as guidance on what needs to be cleaned, replaced, or checked during each inspection. Regularly following these instructions helps ensure that all equipment operates efficiently and lasts as long as possible.

5. Elevators

   Elevators need regular care and attention to ensure they operate safely and efficiently. Neglecting maintenance can lead to accidents and breakdowns. To keep your elevators in top condition, follow these inspection steps:

   • Door Operation: Verify that elevator doors open and close smoothly without any blockages or issues.
   • Check for Damage: Inspect the ceiling, handrails, and walls for any signs of damage or wear.
   • Replace Lights: Replace any burned-out lights, including those in the control panel and on each floor.
   • Emergency Phone: Ensure the emergency phone works correctly and connects promptly with 911 or the local fire department.
   • Inspect Door Panels: Check door panels and clearances to ensure they are functioning properly.
   • Test Safety Systems: Test the smoke detector and fire alarm system to ensure they are operational.
   • Lubrication: Check oil levels and make sure all moving parts are properly lubricated.
   • Electrical Wiring: Examine wiring for any signs of fraying or defects.
   • Headroom: Confirm that there is adequate space for technicians to work safely.
   • Access: Remove any obstructions that might interfere with accessing the equipment.
   • Emergency Exit Hatch: Ensure the emergency exit hatch is easily accessible.
   • Brakes and Mechanism: Test the brakes and inspect the mechanism to ensure they are in good working condition.
   • Cable Inspection: Check cables for signs of wear and tear.
   • Rodents and Vandalism: Look for signs of rodents or vandalism in the hoist way.
   • Area Access: Make sure the elevator area has proper access for maintenance and emergencies.
   • Pit Inspection: Check the pit for adequate clearance and overall condition.
   • Car Frame: Inspect the car frame for any signs of damage or wear.

Facilities Management Checklist for Safety Protocols

1. Security Systems

   A well-maintained security system is essential for preventing break-ins and theft, potentially saving your organization a significant amount of money. If you don’t already have a security system, it’s worth investing in one. If you do, regular maintenance is crucial to ensure everything works smoothly. Here are a few important steps to help maintain your security system:

   • Test the Control Panel: Regularly test the control panel to ensure it’s functioning correctly, as it’s the central hub of your system.
   • Inspect Cameras: Check all security cameras to make sure they’re properly positioned and working as expected.
   • Examine Door and Window Locks: Although not directly part of the security system, sturdy locks on doors and windows add an extra layer of protection. Regularly inspect them for any signs of damage or wear.

2. Fire Safety Equipment

   Fire safety is a top priority, and maintaining fire equipment like extinguishers is an essential part of facility management. According to OSHA regulations, fire extinguishers and carbon monoxide detectors must be inspected annually to ensure they are functioning correctly.

   Start by confirming that your fire extinguisher is always turned on unless it’s being inspected or repaired. Regularly checking the weight and pressure of the extinguisher’s refillable containers is also important, and this should be done twice a year. If there’s any noticeable drop in weight, pressure, or the amount of extinguishing agent, it indicates that the extinguisher may not be compliant with safety regulations and should be serviced by your maintenance team.

   Staying on top of these checks helps ensure that your fire safety equipment is always ready in case of an emergency.

3. ADA Accessibility

   Many organizations are required to adhere to the Americans with Disabilities Act (ADA) guidelines. Regularly checking your facilities to confirm their ongoing compliance with these regulations is crucial. Failure to maintain compliance can result in fines.

4. Safety Requirements

   Staying updated on safety regulations is essential. Every three months, review your department’s safety standards to ensure they meet the latest requirements. If you find any areas in your facilities or processes that don’t comply, make sure to submit maintenance requests to address these issues. Regular checks like this help keep everyone safe and ensure you’re following all the rules.

Use NEXGEN for Efficient Maintenance Management

If you’re looking to enhance your facility maintenance approach, NEXGEN can help streamline your process. It’s a cloud-based solution that works seamlessly on mobile devices, making it easy to manage maintenance tasks on the go. With NEXGEN’s modern CMMS (Computerized Maintenance Management System), you can create detailed maintenance checklists and stay on top of building maintenance efficiently. Plus, it offers a quick setup process and excellent customer support, ensuring a smooth transition for your team.

Want to improve your maintenance operations?

Frequently Asked Questions (FAQs)

1. What is a Facility Maintenance checklist?

   A Facility Maintenance checklist is a guide that lists all the tasks needed to keep a building or property in good condition. It covers regular checks and maintenance procedures to ensure everything runs smoothly.

2. Why is a Facility Maintenance checklist important?

   This checklist is important because it helps keep all parts of a building well-maintained, reducing the chances of expensive repairs and equipment breakdowns. It can also help extend the lifespan of the facility and its systems.

3. What does a Facility Maintenance checklist include?

   A Facility Maintenance Checklist typically includes tasks related to heating and cooling systems (HVAC), plumbing, electrical work, fire safety, security systems, and landscaping. It ensures that all key areas of the building are regularly inspected and maintained.

4. How often should a Facility Maintenance checklist be used?

   It’s a good practice to use the checklist regularly, such as weekly or monthly, to make sure all maintenance tasks are carried out as needed.

5. Who is responsible for using the Facility Maintenance checklist?

   Usually, the facility or building manager is responsible for using the checklist. However, maintenance staff, contractors, or anyone involved in keeping the building in good shape can use it.

6. How can I create a Facility Maintenance checklist?

   You can create a checklist by using a ready-made template, facility management software, or by consulting with industry professionals. Many building managers also customize their checklists to suit the specific needs of their facility.