Running a facility is no small task. Every day, managers are faced with countless responsibilities that keep operations running smoothly. But what happens when a minor issue goes unnoticed? How can a single overlooked task lead to costly repairs, compliance risks, or even safety hazards? And with so many moving parts, how do facility teams ensure nothing falls through the cracks?
The daily grind often forces managers to juggle competing priorities: equipment upkeep, safety checks, compliance requirements, and tenant or employee needs. But without clear processes, inefficiencies creep in. That’s where a facilities management daily checklist comes in. In this guide, we’ll walk through some facility maintenance checklists for smooth operations.
What is a Facility Management Daily Checklist?
A facility management daily checklist is a structured document or digital tool used by facility managers to ensure that all essential tasks related to building operations, safety, and maintenance are completed consistently.
It acts as a reference point to avoid overlooking critical responsibilities, such as inspecting HVAC systems, checking fire safety equipment, verifying security measures, and reviewing cleanliness standards. For example, a hospital facility manager may include daily checks on emergency power systems, sanitation in patient areas, and waste disposal procedures.
In an office building, the checklist might cover elevator functionality, restroom supplies, and workspace cleanliness. This tool not only improves efficiency but also ensures accountability, as tasks are logged and verified each day. Without such a checklist, minor issues can be missed and later escalate into costly problems, disrupting both operations and safety.
Interior Facilities Management Checklist
Plumbing
Dealing with plumbing predicaments can feel like venturing into a labyrinth, but fear not – a savvy facilities management checklist is your map to triumph! Here are some suggestions that you can add to your checklist to help keep your plumbing in tip-top shape and make it a tad more fascinating:
- Keep a sharp eye out for subtle hints of leaks – water spots, mysterious moisture patches, and any unexpected puddles. Is mold or mildew making an appearance?
- Inspect every visible pipe for signs of corrosion. These pipes might be tough, but even they can’t escape the hands of time.
- Probe for any signs of infiltration around plumbing entry points. Critters love cozying up to warmth, and your pipes might be their secret passageway.
- Inspect pipe insulation, especially in colder climates. Prevent freezing pipes from becoming your winter woe by ensuring they’re cozily wrapped up.
- Check the seals on faucets and toilets. A little attention here can save you from unexpected water ballets in the bathroom.
Electricity
Electricity is the lifeblood of modern businesses, powering essential operations that drive efficiency and productivity. However, ensuring a reliable and efficient electrical system requires proactive measures. Here are some suggestions that you can add to your checklist to help keep your electricity running more efficiently.
- Ensure the panel is clearly marked with corresponding zones and circuits.
- Check for proper installation, secure connections, and adequate protection of wires.
- Inspect fittings for snugness and signs of corrosion.
- Design a lighting plan that includes both general and task lighting, and consider using dimmable switches.
- Specify which lights in a room should be controlled by different switches.
HVAC Systems
Your HVAC system, that unsung hero, typically hangs in there for 10-15 years. Given the hefty price tag, it’s a smart move to stretch its lifespan with some TLC. It’s like giving your HVAC system a warm-up exercise before the real performance begins!
- Ensure the area around your heating unit is clutter-free. Remove any items that could obstruct proper airflow or pose a safety hazard. A clean and unobstructed space guarantees an efficient and safe heating experience.
- Keep the air flowing smoothly – clean or replace those filters for a breath of crisp, clean warmth.
- Peek inside and inspect the burner assembly to make sure it’s ready to light up the warmth.
- Give your heating elements a check-up; the heat exchanger and buddies need to be in tune for an expected performance.
- Keep an eye out for carbon monoxide or gas leaks – safety first for a secure and snug atmosphere.
Equipment
Taking care of your equipment is more than a routine – it’s a hands-on connection that requires a keen eye. Here’s a personalized guide to keeping your machinery in tip-top shape:
- Get to Know Your Arsenal: Begin by crafting a detailed inventory of all the tools and machinery in your space. From the heavy-duty giants to the everyday heroes, each one deserves a special place on your maintenance checklist.
- Delve into the manuals that come with your equipment. Think of them as treasure maps guiding you through inspection frequencies, cleaning rituals, and the essential maintenance dance.
- Direct focused attention towards the hardworking components that endure daily challenges. Implementing thoughtful maintenance practices can significantly extend their valuable lifespan, ensuring sustained efficiency for your business.
Total Energy Utilization
Beyond the routine scrutiny of energy bills, proactive measures during inspections can significantly impact cost reduction. Here are some personalized strategies to consider:
- Illuminate with Purpose: Embrace the efficiency of motion sensor lights, ensuring that illumination aligns with the necessity of the moment. This seemingly small adjustment orchestrates substantial savings over time, contributing to a more resource-conscious and cost-effective business environment.
- Swap out conventional bulbs for the energy-efficient glow of LED counterparts. Their extended lifespan and reduced energy consumption not only cut costs but also contribute to environmental responsibility.
- Invest in cutting-edge building automation systems to harmonize control over HVAC and lighting. This intelligent approach tailors energy usage to real-time needs, maximizing efficiency while minimizing waste.
- Consider bidding farewell to outdated equipment and welcoming in modern, energy-efficient alternatives. Newer models often bring not only enhanced functionality but also features designed to curtail energy consumption.
Elevators
When it comes to caring for elevators, safety isn’t just a task; it’s a heartfelt commitment. Elevators serve as vital lifelines in our daily lives, making their well-being crucial for preventing accidents. Elevate your routine inspections with a personalized touch using this distinct checklist that goes beyond the ordinary:
- Ensure that elevator doors move effortlessly, guaranteeing a smooth operation without any hindrances.
- Conduct a detailed examination of the ceiling, handrails, and walls, paying keen attention to any signs of damage for a flawless interior.
- Identify and replace burnt-out lights in dim corners, not just in the control panel but on every floor, creating a consistently well-lit and secure atmosphere.
- Confirm the emergency phone’s swift connection to 911 or the local fire department, ensuring a lifeline during critical moments.
- Promptly replace any burnt-out lights on each floor, maintaining a well-lit and secure environment.
Security Systems
A robust security system serves as a formidable deterrent against break-ins and theft, potentially saving your organization substantial financial losses. If you haven’t already invested in a security system, consider acquiring one. For those with an existing system, ensure its effectiveness through regular maintenance and inspections by following these steps:
- Fortifying Security: Initiate a thorough examination of the control panel, conducting tests to verify its seamless operation and responsiveness.
- Camera Surveillance Sweep: Inspect all surveillance cameras meticulously, ensuring each device is in optimal working condition to provide comprehensive coverage.
- Lock Integrity Assurance: While not directly part of the security system, inspect locks on doors and windows to bolster the overall safety of your organization. A secure environment contributes significantly to the effectiveness of your security measures.
- Assessing Motion Sensor Performance: Evaluate and confirm the effectiveness of motion sensors integrated into your security system. These sensors are crucial for detecting unauthorized movements and ensuring prompt responses to potential security threats.
Fire Equipment Care
Maintaining fire safety is an important responsibility, making the proper care of fire extinguishers an essential component of your facilities management checklist. Below are some recommendations to consider:
- Visual Inspections: In addition to annual checks, conduct visual inspections regularly to ensure the extinguisher is free from visible damage, such as dents, corrosion, or leaks.
- Regular Training Sessions: Familiarize staff with fire hazards, prevention techniques, and emergency response protocols. This comprehensive approach ensures that your workforce is well-prepared to respond swiftly and decisively in the event of a fire emergency.
- Strategic Placement: Review the placement of fire extinguishers throughout your facility, ensuring they are easily accessible and strategically located in areas prone to fire risks.
- Technology Integration: Explore modern fire safety technologies, such as smart fire extinguishers equipped with sensors and alarms, to enhance your overall fire protection system.
Exterior Facilities Management Checklist
Parking Lots and Garages
Creating a secure parking environment is a top priority in our facility management approach. Our strategy involves a tailored checklist, ensuring safety standards are elevated.
- Entrance and Exit Clarity: Begin your assessment by confirming that entrances and exits are clearly labeled and obstruction-free, adhering to ADA regulations to enhance accessibility.
- Gate Functionality Inspection: Conduct a thorough test on gates to ensure their proper and safe operation, contributing to efficient traffic management and controlled access.
- Debris Clearance: Remove debris from pavement, curbs, and signage to maintain a clutter-free environment, reducing potential hazards and enhancing overall safety.
- Tire Deflation Device Maintenance: Maintain tire deflation devices, ensuring they are well-marked and in optimal working condition to enhance overall security measures.
Roof
Ensuring the longevity and resilience of your facilities’ roofs requires a semi-annual inspection, safeguarding them against the impact of inclement weather and environmental elements. This dedicated examination involves a meticulous process to fortify your roof’s integrity:
- Debris Detox: Commence the inspection by removing any accumulated debris on the roof or in the gutters, preventing potential blockages and water stagnation.
- Sloped Surface Analysis: Inspect the sloped portion for potential vulnerabilities, including deformed edges, buckled shingles, metal corrosion, curling, and granule loss on the shingles, rectifying any concerns that could compromise the roof’s resilience.
- Drain and Vent Precision: Ensure optimal functionality of all drains and vents by checking for clogs or malfunctions, preventing water buildup that can lead to structural damage.
- Chimney and Vent Inspection: Extend your scrutiny to chimneys and vents, ensuring they remain in proper working condition and identifying any signs of wear or deterioration.
Windows
While replacing windows isn’t something that needs to be done frequently, inspecting them and ensuring they function properly on an annual basis is important. Window cleaning should also be a part of your plan. Here are some suggestions that you can add to your checklist to help ensure windows are operating properly.
- Remove Grime and Debris From Window Sills: Keep window sills clean to maintain their appearance and prevent the accumulation of dirt and moisture.
- Check the Interior and Exterior Finishes: Inspect for peeling or water stains, which may indicate a leak and require resealing or replacement.
- Check All Locks and Knobs: Ensure they work properly and are in good condition to maintain security and ease of use.
- Lubricate Sliding or Sticking Windows: Add a non-oily lubricant to windows that are difficult to open or close, improving their functionality.
- Clean and Lubricate Window Tracks: Regularly clean and lubricate window tracks to prevent dirt and debris buildup, which can cause windows to get stuck.
Doors
Investing in the sustained functionality of your facility, doors demand consistent annual scrutiny. Elevate their performance and endurance through the diligent adherence to these operational steps:
- Remove Grime and Debris From Door Tracks: Keep door tracks clean to maintain their appearance and prevent the accumulation of dirt and moisture.
- Check the Interior and Exterior Finishes: Inspect for peeling or water stains, which may indicate a leak and require resealing or replacement.
- Check the Gate Closure Safety Shut-off: Verify that the safety shut-off for gate closures is working properly in case of emergencies, prioritizing the well-being of individuals on the premises.
- Check All Locks and Knobs: Ensure they work properly and are in good condition to maintain security and ease of use.
- Lubricate Sliding or Sticking Doors: Apply a non-oily lubricant to doors that are difficult to open or close, improving their functionality.
Tips for Effective Facilities Management Daily Checklists
A well-structured daily checklist keeps facilities running smoothly and prevents small issues from snowballing into costly repairs. It also ensures that nothing gets overlooked, especially when multiple staff members share responsibilities.
Customize the Checklist
Every facility is unique, which means a generic maintenance checklist rarely covers everything. Facility managers should tailor their daily facility maintenance checklist to reflect the specific needs of their site.
For example, a healthcare facility may need frequent checks on first aid kits, fire extinguishers, and emergency exits. At the same time, a manufacturing site might prioritize critical equipment, electrical systems, and HVAC systems.
A hotel’s checklist might focus more on guest safety, building exterior upkeep, and interior details such as lighting and heating systems. By customizing, facility managers create a practical management checklist that reflects real operations instead of a broad template that leaves gaps.
Use Technology
Paper-based checklists can easily get misplaced, incomplete, or inconsistent. Modern facilities management benefits from digital tools like Computer-Aided Facility Management (CAFM) systems or Computerized Maintenance Management Systems (CMMS). These platforms make it easier to assign tasks, log results, and build preventive maintenance checklists that can be reviewed and updated in real time.
Over time, the data collected helps track patterns, such as how often HVAC systems require filter changes or when security system checks are missed. This technology not only organizes the daily facility checklist but also ensures nothing slips through the cracks in preventive maintenance.
Integrate Work Orders
An effective daily checklist should do more than confirm routine checks are complete—it should also serve as the first line of detection for issues that require further action.
For example, replacing air filters may be a routine part of a preventive maintenance checklist, but if staff notice unusual HVAC performance, the checklist entry should generate a work order for a deeper inspection.
This approach helps facility managers catch problems early and avoid costly repairs that often result from neglecting minor issues. It’s about turning an inspection checklist into a proactive maintenance tool.
Train Staff
Even the best facility maintenance checklist is useless if staff don’t understand how to complete it properly. Training ensures consistency and accuracy across the team. Facility managers should show staff not just how to check fire extinguishers or test fire alarms, but also how to document findings in a way that makes sense to others.
For example, instead of just marking “OK” on a safety checklist, staff should note if a fire alarm system was tested late or if a first aid kit is missing supplies. Training should also cover what to do when something isn’t right—whether that’s reporting directly to supervisors, flagging it in the CMMS, or creating a work order.
The goal is to build a culture where checklists aren’t rushed or overlooked, but seen as an essential part of facilities management that keeps occupants safe, reduces downtime, and maintains compliance.
Leverage eWorkOrders CMMS to Streamline Your Facility Maintenance
At eWorkOrders, we know how challenging it can be to manage maintenance operations with manual processes or outdated tools. That’s why we designed our CMMS to simplify maintenance checklists for maintenance teams. With our platform, you can easily track, assign, and complete work orders while monitoring key performance metrics in real time.
By moving to a CMMS like eWorkOrders, facilities see measurable benefits and cost savings. For example, teams often experience major improvements in overall efficiency, fewer instances of unplanned downtime, and higher work order completion rates.
At the same time, planned maintenance programs (PMP) expand, parts inventory costs drop, and Overall Equipment Effectiveness (OEE) improves. These efficiencies translate directly into increased production uptime, higher rates of on-time inspections, and significant decreases in monthly maintenance costs.
We also understand that successful maintenance management depends on structure and consistency. That’s why we provide resources such as a CMMS checklist, a comprehensive preventive maintenance checklist, and practical advice on how to make an effective checklist. These tools help you standardize procedures, streamline inspections, and ensure nothing is overlooked.
With eWorkOrders CMMS, you’re not just adopting software—you’re empowering your team to work smarter, reduce costs, and deliver more reliable results. Ready to see how eWorkOrders can transform your facility maintenance? Book a live demo with us today and experience the difference first-hand.
Conclusion
A reliable facility maintenance checklist is more than a routine—it’s the foundation of operational efficiency, safety, and cost savings. By staying proactive with inspections and upkeep, businesses can extend the life of their systems, minimize downtime, and create safer environments for employees and customers. From electrical systems to HVAC, equipment, and security, every detail contributes to the bigger picture of organizational success. Pairing these best practices with a powerful CMMS ensures consistency, accountability, and measurable results. eWorkOrders makes it easy to streamline your processes, improve efficiency, and cut costs. Ready to elevate your facility maintenance? Schedule a live demo today.
Frequently Asked Questions
What is the daily routine of a facility manager?
The daily routine of a facility manager involves inspecting building systems, coordinating maintenance teams, addressing safety concerns, managing vendor services, handling staff requests, and ensuring compliance with regulations to maintain smooth, safe, and efficient facility operations.
What is a facility checklist?
A facility checklist is a structured tool that outlines routine tasks for building maintenance, safety checks, and operations. It helps facility managers track responsibilities, prevent issues, and ensure efficiency across different systems and areas within the property.
Why is a facility management checklist important?
A facility management checklist is important because it ensures consistency, prevents overlooked tasks, and enhances safety. It streamlines daily operations, improves accountability, and helps facility managers identify potential problems early, reducing costly repairs and operational disruptions.
How often should a facility management checklist be updated?
A facility management checklist should be updated regularly, ideally quarterly or biannually, to reflect changes in building systems, safety regulations, and operational needs. Frequent updates ensure the checklist remains accurate, relevant, and effective in guiding daily tasks.
