Facilities Maintenance Checklist

Facility and maintenance leaders are facing ever-expanding to-do lists, making it increasingly challenging to stay organized. To navigate this complexity, a facility maintenance checklist becomes an essential tool. It outlines the frequency of inspections for each area of facilities management, helping teams prioritize tasks. Leaders adopting these checklists notice prolonged asset and equipment lifespans, resulting in fewer reactive maintenance requests. The building maintenance checklist provided covers common items routinely checked by facility managers. Customize it by adding specific tasks relevant to your processes. Additionally, a checklist proves invaluable for conducting a facility condition assessment.

These recommendations serve as a guideline; to help ensure compliance with your organization’s requirements and regulations. Customize the checklist by incorporating tasks pertinent to your specific processes. Furthermore, employing this checklist proves to be a valuable resource in conducting a comprehensive facility condition assessment. Always align procedures with the unique needs and standards of your organization.


HVAC Systems
Total Energy Utilization
Security Systems
Fire Equipment Care
Americans With Disabilities Act (ADA)
Parking Lots & Garages
Seasonal Building Preparations

Interior Facilities Management Checklist 



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: 

Operational Steps

Signs of a Plumbing Sneak Attack: 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?

The Corrosion Chronicles: Inspect every visible pipe for signs of corrosion. These pipes might be tough, but even they can’t escape the hands of time.

Infiltration Investigation: Probe for any signs of infiltration around plumbing entry points. Critters love cozying up to warmth, and your pipes might be their secret passageway.

Pipe Insulation: Inspect pipe insulation, especially in colder climates. Prevent freezing pipes from becoming your winter woe by ensuring they’re cozily wrapped up.

Seals: Check the seals on faucets and toilets. A little attention here can save you from unexpected water ballets in the bathroom.

Water Heater: The water heater is the unsung hero of your plumbing system. Ensure it’s at the right temperature and, most importantly, not leaking secrets.

Pressure Point Verification: Ensure optimal water pressure by consulting professionals or your local utility, considering factors like elevation and infrastructure.

Drain Assessment: Test drains for smooth functionality. Preventive unclogging today averts potential floods tomorrow.

Backflow: Introduce backflow prevention devices to your plumbing ensemble. Conduct routine backflow tests to keep water flowing forward, not backward, and steer clear of contamination.

Valves: Give those safety and shutoff valves a test run. Make sure they’re not just on standby; they should be ready to jump into action if needed.

Toilet: Give toilets a jiggle test. A wobbly throne could lead to leaks, and no one wants a surprise flood in the bathroom.

Green Plumbing: Consider eco-friendly plumbing options. Water-efficient fixtures not only save resources but can also trim down those water bills.

Mind the Grease Trap: For commercial spaces, don’t forget the grease trap. Regular cleaning prevents unwanted blockages and keeps your plumbing system in good health.



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. Regular inspections, precise wiring installations, and prioritizing protective measures against wear and tear are crucial steps to prevent unexpected disruptions. Adequate support and secure positioning of wiring also contribute to the overall resilience of the electrical infrastructure. Here are some suggestions that you can add to your checklist to help keep your electricity running more efficiently.

Operational Steps

Electrical panel: Ensure the panel is clearly marked with corresponding zones and circuits.

Wiring: Check for proper installation, secure connections, and adequate protection of wires.

Fittings: Inspect fittings for snugness and signs of corrosion.

Power points: Plan the placement of power points in each room, considering the location of counter-top appliances in kitchens.

Lighting: Design a lighting plan that includes both general and task lighting, and consider using dimmable switches

Switches: Specify which lights in a room should be controlled by different switches Exterior lighting: Plan for exterior lighting, including entry lighting and security lighting

Safety features: Install GFCI (ground fault circuit interrupter) outlets in areas where water sources are present, such as kitchens and bathrooms

USB outlets: Consider incorporating USB outlets for charging devices

Electrical walk-through: Schedule a walk-through with a qualified electrician to ensure all electrical components are functioning correctly and to address any concerns Remember to consult with your builder and a certified electrician to create a comprehensive electrical plan, and don’t hesitate to bring in a professional if you’re unsure about any aspect of the inspection

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. Kickstarting with semi-annual check-ins is the way to go. As the chilly seasons roll around, make sure your heating setup is geared up to keep your spaces cozy. It’s like giving your HVAC system a warm-up exercise before the real performance begins!

Preparing for Cooler Days

Operational Steps

As temperatures start to dip, ensure your heating systems are up for the cozy challenge with these human-friendly steps:

Surrounding Area: 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.

Filter Freshness: Keep the air flowing smoothly – clean or replace those filters for a breath of crisp, clean warmth.

Burner: Peek inside – inspect the burner assembly to make sure it’s ready to light up the warmth.

Heat Element: Give your heating elements a check-up; the heat exchanger and buddies need to be in tune for an expected performance.

Gas: Keep an eye out for carbon monoxide or gas leaks – safety first for a secure and snug atmosphere.

Connections: Inspect electrical connections; no frays or damages allowed, it’s all about a secure connection.

Bearings: A little lubrication for motor bearings and all the parts that keep things moving helps provide a smooth operation. 

Belts: Check those belts for any signs of wear or fraying – a snug belt ensures a seamless performance.

Drains: Make sure drains are free-flowing, blockage-free zones – no puddles or surprises allowed.

Pressure Points: Check the gas pressure; it’s the fuel that keeps the warmth flowing – no pressure, no heat!

Thermostat Test: Ensure your thermostat is on its A-game – a smooth operator for a perfectly heated environment.

Heat Pump:  Evaluate and inspect the heat pump, which plays a crucial role in our heating system. As a key component, it’s essential to ensure it remains in top-notch condition for optimal performance.

Ductwork: Inspect the ductwork and vents—essential conduits for maintaining a comfortable environment. Confirm their cleanliness and unobstructed pathways to ensure efficient heating throughout the space.

Flue Flourish: Clean and check the flue system – a clear chimney for your efficient heating.

Furnace Fusion: Ensure the flue system is securely attached to the furnace – a snug fit for efficient performance.

Prepping for Warmer Weather

Operational Steps

Outdoor Inspection: Give your outdoor unit some attention. Clear away any debris, foliage, or obstructions around the outdoor condenser unit. Ensure it has ample space for airflow, promoting efficient cooling performance. Additionally, check for any signs of wear on the unit’s exterior to guarantee a trouble-free cooling season. As warmer days approach, make sure your cooling systems are in sync with these breezy steps:

Humidity: Check humidity levels for optimal comfort – no one likes that sticky feeling.

Coil Cleanse: Give the condenser and evaporator coils a little spa day – cleanliness ensures cool efficiency.

Gas Leaks: Look out for signs of gas leaks – a safety measure to keep things fresh and safe.

Drains: Ensure drain lines are clog-free; a smooth flow prevents any unwanted puddles.

Pan – Standing Water: Clear any standing water from the drain pan – keep it dry for a breezy cooling experience.

Belts: Replace worn pulleys and belts – a little update for efficient cooling.

Batteries: Change the batteries; it’s like giving your cooling system a power-up for the season.

Filter Freshness: Keep the air crisp and clean – clean or replace those air filters.

Fan Blades: Clean or replace fan blades – a fresh start for optimal airflow.

Thermostat Tune-up: Check thermostat settings and functionality – make sure it’s in tune with your cooling needs.

Airflow Assurance: Ensure proper airflow throughout; a cool breeze in every corner.

Refrigerant Review: Check refrigerant for leaks – keep things cool without any hiccups.

Connection Check: Inspect electrical connections – secure and sound for a trouble-free cooling season.

Bearings: Lubricate motor bearings and moving parts – keep things moving smoothly.

Debris: Clear any debris or dust around the unit – a clean space for a cool escape.

Cabinet Check: Inspect the unit cabinet for damage and ensure secure closure – a protective shield for your cooling haven. 



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:

Operational Steps

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.

Manuals: 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.

Trust Your Gut in Check-ups: During inspections, rely on your instincts. If something seems a bit off-kilter or not quite right, follow that gut feeling and dive deeper. Timely attention can be a game-changer.

Fluid Check: For equipment with liquids running through their veins, make it a habit to inspect fluid levels. This simple, regular check can thwart potential troubles down the road.

Prioritize Maintenance for High-Wear Essentials: 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.

Watch Your Machinery: In the midst of inspections, take a moment to watch your equipment in action. Odd sounds, unexpected movements, or performance hiccups might be early signs of something brewing beneath the surface.

Guardian Check: Evaluate the protective features like guards and shields – your equipment’s unsung heroes. Ensuring they stand strong is vital for a safe working haven.

Lubrication: For moving parts, especially in the operation of machinery, apply regular doses of lubrication to keep things running smoothly. It’s the secret ingredient for ensuring seamless and efficient performances.

Decode Your Equipment’s Data: If your gear is tech-savvy with sensors and diagnostics, spend some time decoding the data. It’s like listening to your equipment whisper its needs and concerns.

Document the Equipment Journey: Create a comprehensive log detailing the lifecycle of your equipment. Record inspection dates, completed tasks, and the condition of each component. This historical account serves as your guide for future maintenance. Embrace the fact that your equipment is the pulse of your operations. With the implementation of CMMS (Computerized Maintenance Management System) software, this chronicle becomes effortless, ensuring not only their endurance but also their prosperity, contributing to the seamless efficiency of your workspace.

Total Energy Utilization


Juggling the financial aspects of managing multiple facilities can be challenging, especially when utility costs loom large. As a leader, steering away from excessive energy expenses becomes a top priority. Beyond the routine scrutiny of energy bills, proactive measures during inspections can significantly impact cost reduction. Here are some personalized strategies to consider:

Operational Steps

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. 

Radiant Lighting with LEDs: 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.

Building Intelligence, Systematic Savings: 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.

Revitalize with New Energy: 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.

Seal the Leaks, Fill the Gaps: Embark on regular inspections to uncover and address gaps or leaks within your facilities. This commitment to proper insulation and sealing becomes a cornerstone for enhanced energy efficiency, effectively keeping utility costs in check.

Embrace Nature’s Power: Explore the abundance of renewable energy options, be it through solar panels or wind turbines, offering a supplemental source for your energy needs. While requiring an initial investment, these sources promise long-term savings and a more eco-friendly footprint.

Knowledge Empowerment: Educate and engage your team in the art of energy conservation. Encourage simple habits such as turning off lights and equipment when not in use, fostering a culture that resonates with mindful energy consumption.

Continuous Vigilance: Implement a robust energy monitoring system, enabling you to regularly track consumption patterns, identify anomalies, and make necessary adjustments. This commitment to vigilance ensures optimal efficiency over time.

Technology’s Role in Efficiency: Embrace emerging technologies that promote energy efficiency. From smart thermostats to energy-efficient appliances, integrating these innovations into your facilities can further propel your journey toward sustainability.

Remember, the path to energy efficiency is an ongoing adventure. By infusing these personalized strategies into your leadership philosophy, you not only contribute to cost reduction but also nurture a culture of sustainability within your facilities.



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:

Operational Steps

Seamless Transitions: Ensure that elevator doors move effortlessly, guaranteeing a smooth operation without any hindrances.

From Top to Bottom: Conduct a detailed examination of the ceiling, handrails, and walls, paying keen attention to any signs of damage for a flawless interior.

Renewing Guiding Lights: 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.

Emergency Connectivity Ensemble: Confirm the emergency phone’s swift connection to 911 or the local fire department, ensuring a lifeline during critical moments.

Illuminating Floors: Promptly replace any burnt-out lights on each floor, maintaining a well-lit and secure environment.

Panel and Clearance Artistry: Meticulously examine door panels and clearances, ensuring they align with safety standards for a precise and secure fit.

Verifying Fire Safety: Emphasize the importance of fire safety by thoroughly testing both the smoke detector and fire alarm system, strengthening their preparedness for emergencies.

Graceful Fluidity: Pamper your elevator with an oil level check, ensuring all systems are adequately lubricated for a harmonious and smooth operation.

Wired for Safety: Illuminate potential hazards by inspecting electrical wiring for fraying or defects, creating a wired haven that prioritizes safety.

Headroom Comfort: Ensure technicians enjoy adequate headroom, fostering a safe working environment during maintenance endeavors.

Clearing the Path: Remove any obstacles that might interfere with access to elevator equipment, ensuring a seamless inspection process.

Ease of Emergency Escape: Guarantee an accessible escape route by ensuring the emergency exit hatch is easily reachable, offering peace of mind during emergencies.

Brake Integrity Assurance: Elevate safety standards by rigorously testing the brakes and thoroughly inspecting the mechanism, ensuring they are in optimal condition.

Cable Vigilance: Keep a watchful eye on cables, addressing any signs of wear promptly to prevent potential hazards.

Guardian Against Intruders: Safeguard against unwelcome guests by looking for signs of rodents or vandalism along the hoistway, creating a secure environment.

Assured Accessibility: Guarantee efficient inspection and maintenance by verifying that the elevator area has proper access.

Caution in Pit Precision: Delve into the depths by inspecting the pit, ensuring it has the necessary clearance for a safe and comprehensive evaluation.

Structural Strength Check: Give precedence to maintaining structural integrity by inspecting the car frame for any indications of damage, guaranteeing the elevator’s robust and secure standing.

Facilities Management Checklist For Safety Protocols

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: Some recommendations include:

Operational 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.

Access Control Assessment: If your security system includes access control measures, assess their functionality. Confirm that access points are secure, limiting entry to authorized personnel only.

Alarm System Verification: Ensure the alarm system is functioning correctly by conducting regular tests. A properly working alarm system serves as a powerful deterrent and a prompt alert mechanism.

Perimeter Patrol: Extend your inspection to the perimeter of your organization. Check fencing, gates, and other boundary components to ensure they contribute to the overall security architecture.

Security Lighting Inspection: If your security system incorporates lighting, inspect and optimize its functionality. Well-lit surroundings enhance visibility and act as an additional layer of security.

Emergency Response Simulation: Conduct periodic simulations to test the responsiveness of your security system in emergency scenarios. Evaluate how well it performs in coordinating responses and notifying relevant authorities.

User Training and Awareness: Invest in ongoing training for personnel interacting with the security system. Well-trained users contribute to the system’s effectiveness and ensure a swift and informed response in critical situations.

Documentation and Record-Keeping: Maintain detailed records of security system inspections, tests, and any maintenance activities. A comprehensive history serves as a valuable reference for system performance analysis and future improvements. 

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. According to OSHA regulations, it is mandatory to inspect fire extinguishers and carbon monoxide detectors annually to verify their operational status. Begin by confirming that your fire extinguisher is in the active position—extinguishers should always be in this state unless undergoing inspections or repairs. Additionally, the weight and pressure of the extinguisher’s refillable containers should undergo semi-annual checks. Any deviation in content, weight, or pressure indicates a potential regulatory non-compliance and warrants immediate attention from your maintenance team. Below are some recommendations to consider:

Operational Steps

Visual Inspections: In addition to annual checks, conduct visual inspections regularly to ensure the extinguisher is free from visible damages, 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. Additionally, conducting and updating training regularly, establishing training teams, and ensuring the proper use of fire suppression equipment are essential elements of a proactive fire safety program.

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.

Americans With Disabilities Act (ADA) Regulations


Upholding the standards outlined in the Americans with Disabilities Act (ADA) demands regular and thorough assessments of facilities. By conducting semi-annual evaluations, organizations not only ensure ongoing compliance but also mitigate the risk of potential fines. Staying informed about the latest ADA standards is essential for creating an inclusive and accessible environment for everyone. Visiting ADA-Compliance.com can provide valuable insights into the most recent ADA requirements, contributing to the ongoing commitment to accessibility and inclusivity. 

Exterior Facilities Management Checklist

Parking Lots & 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. From prominent signage to meticulous checks on gates, safety shut-offs, and lighting, each element contributes to a robust and secure space. Additional layers of security include winter maintenance, debris removal, and structural evaluations. This guide goes beyond tangible elements, extending to procedural measures like accident response protocols and advanced security features. Embrace this blueprint for heightened parking lot security, ensuring resilience and safety for all.

Operational Steps

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.

Gate Closure Safety Verification: Verify the safety shut-off for gate closures to ensure its effective operation during emergencies, prioritizing the well-being of individuals on the premises.

Nighttime Illumination Audit: Check all lights during the evening hours to guarantee ample illumination, creating a well-lit environment that enhances safety and visibility.

Chimney and Vent Functionality Check: Inspect chimneys and vents to ensure optimal functionality, promoting adequate air circulation and preventing potential hazards.

Winter Weather Maintenance: During colder months, promptly address snow and ice concerns through shoveling and de-icing measures, preventing accidents due to slippery conditions.

Debris Clearance: Remove debris from pavement, curbs, and signage to maintain a clutter-free environment, reducing potential hazards and enhancing overall safety.

Cart Storage Area Maintenance: Ensure any cart storage areas are clearly marked and well-maintained, contributing to a tidy and organized appearance in the parking lot.

Tire Deflation Device Maintenance: Maintain tire deflation devices, ensuring they are well-marked and in optimal working condition to enhance overall security measures.

Sight Line Optimization: Address foliage, signs, and potential sightline obstructions to optimize visibility and minimize the risk of accidents.

Clearance of Fire and Traffic Lanes: Keep fire and traffic lanes clear of cars and obstacles, ensuring swift emergency response and unobstructed traffic flow.

Comprehensive Lighting Examination: Inspect all areas of the parking lot, including walks and perimeters, to ensure well-lit surroundings that contribute to enhanced safety.

Surface Inspection: Detect and remedy any potholes or damaged paving on both the parking lot and sidewalks, mitigating potential risks of trips and vehicle damage.

Visible Striping and Crosswalks: Check the visibility and maintenance of parking lot striping, pedestrian crosswalks, traffic directions, and curb warnings for clear guidance.

Structural Integrity Assurance: Ensure guardrails, fences, and handrails are stable and structurally sound, providing support and safety for pedestrians and vehicles.

Accident Response Protocol: Establish and verify procedures in case of an accident or vehicle damage, promoting a swift and organized response to unforeseen events.

Utilize External Surveillance: Integrate offsite monitoring of cameras to enhance security measures, providing an additional layer of protection and ensuring thorough coverage.

Emergency Panic Alarm Testing: Conduct regular tests on emergency panic alarms to verify their proper functioning, enhancing the overall safety and security system.



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:

Operational Steps

Debris Detox: Commence the inspection by removing any accumulated debris on the roof or in the gutters, preventing potential blockages and water stagnation.

Flat Terrain Scrutiny: Evaluate the flat section of your roof for signs of wear, such as punctures, cracks, and blisters, addressing these issues promptly to maintain a robust roof structure.

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.

Interior Insight: Look beyond the exterior by inspecting ceilings within your facilities for cracks, water stains, and leaks, addressing any issues that might signal potential roof vulnerabilities.

Shingle Integrity Confirmation: Verify the presence of all shingles or tabs, checking for any missing components that could expose your roof to the elements.

Corrosion Check: Thoroughly inspect for metal corrosion, addressing any signs promptly to prevent structural compromise and extend the life of your roof.

Exterior Wall Safeguard: Check for surface deterioration on exterior wall surfaces, addressing any issues that might compromise the protective layer shielding your facility.

Interior Wall Integrity: Complete the inspection by scrutinizing interior wall surfaces for cracks, water stains, and leaks, ensuring a comprehensive evaluation of your facility’s overall roofing resilience.

Gutter Examination: Inspect the gutters for any blockages or damage, ensuring proper drainage to prevent water accumulation on the roof.

Skylight Inspection: If your facility incorporates skylights, thoroughly inspect them for leaks, cracks, or any other issues that might compromise the roof’s integrity.

Solar Panel Check: If solar panels are installed on the roof, ensure they are secure and functioning properly, optimizing energy efficiency and maintaining the roof’s integrity



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.

Operational Steps

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.

Addressing Window Issues: If windows show signs of damage or malfunction, or if they fail to stay securely open or closed, it is advisable to consider replacements. This not only ensures safety but also contributes to maintaining optimal energy efficiency.

Clean and Lubricate Window Tracks: Regularly clean and lubricate window tracks to prevent dirt and debris buildup, which can cause windows to get stuck.

Inspect and Maintain Window Screens: Regularly clean and inspect window screens for rips, tears, or holes, and replace them when necessary.

Inspect and Maintain Weather Stripping: Check for cracks, gaps, or damage in the weather stripping, and replace it as needed to ensure energy efficiency and prevent drafts.

Regularly Clean Windows: Wash windows periodically to enhance viewing, allow for more natural lighting, and prolong their lifespan.



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:

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.

Repair or Replace Damaged Embedded Windows: If doors contain damaged embedded windows, repair or replace them to maintain safety and energy efficiency.

Inspect and Maintain Door Weather Stripping: Check for cracks, gaps, or damage in the weather stripping, and replace it as needed to ensure energy efficiency and prevent drafts.

Regularly Clean and Inspect Door Frames: Clean vinyl frames with a gentle soap and white vinegar solution to extend the life of your doors.

Inspect and maintain door hinges: Check for any signs of wear or damage in door hinges, and replace them as needed to ensure proper door function

Inspect and Maintain Door Hinges: Ensure the ongoing reliability of your door handles and hardware by routinely cleaning and inspecting them. Look out for any signs of wear or damage, promptly replacing components as necessary to uphold both security and user convenience.

Seasonal Building Preparations


Preparing your building for seasonal changes is important to uphold its integrity and performance. With temperature variations throughout the year, conducting routine inspections and maintenance tasks becomes crucial to sustain optimal conditions. Explore the following recommendations tailored for both colder and warmer months: 

Summer Preparations 

Exterior Building Upkeep: Conduct a thorough examination of the building’s exterior to identify and address any damage incurred due to harsh winter weather. This encompasses scrutinizing the roof, walls, and windows for indications of wear and tear, and promptly executing required repairs.

Inspect Rooftop Units and HVAC Systems: Ensure efficient operation of cooling systems.

Check Outside Air Economizers: Verify economizers maintain optimal indoor air quality.

Perform Landscape Maintenance: Keep the exterior of the facility tidy and well-maintained. Trim trees, remove debris, and maintain greenery for a tidy appearance. 

Prepare for Increased Demand: Anticipate higher production needs and ensure all equipment and workflows are optimized

Schedule Cooling System Maintenance: Service air conditioning units for peak efficiency.

Pest Control: Implement pest control measures to prevent infestations during the warmer months. This can involve inspecting and sealing entry points, maintaining a clean environment, and scheduling regular pest control services.

Fire Safety Inspections: Conduct fire safety inspections to ensure that all fire suppression systems, alarms, and emergency exits are in good working condition.

Fall Preparations

Improve Cleanliness and Safety: Make cleanliness a priority to ensure a safe working environment.

Inspect Heating Systems: Prepare for colder weather by checking the heating systems and performing necessary maintenance.

Roof and Gutter Assessment: Inspect the roof for any signs of damage or leaks, and clear out gutters and downspouts to mitigate the risk of water damage and the formation of ice dams during the winter months.

Drainage Systems: Ensure that all drainage systems are clear of debris to handle fall storms and prevent water accumulation.

Weatherproofing: Seal any gaps or cracks in windows, doors, and building foundations to prevent drafts and improve energy efficiency.

Heating System Tune-Up: Service the heating system to ensure it is clean, functioning properly, and ready for the colder months.

Emergency and Lighting Systems Check: Test all emergency lighting and backup power systems to ensure they are operational in case of power outages.

Inventory and Equipment Assessment: Review and adjust inventory levels and inspect equipment for any needed repairs or replacements before the end of the year.

Review Space Utilization: Optimize the use of space in anticipation of increased inventory for the holiday season.

Pest Control: As temperatures drop, pests seek warmth. Inspect the facility for potential entry points and work with pest control services to prevent infestations.

Winter Preparations

Prepare for Cold Weather: Regularly clear drainage and ventilation systems to prevent issues caused by snow and ice buildup, such as structural damage or roof collapse.

Preventative Maintenance on Outdoor Assets: Ensure that outdoor equipment, such as plows and snow blowers, is well-maintained and ready for use before the cold weather hits.

Optimize Heating Systems: Heat pumps and boilers should be operating at optimum levels to handle the increased demand during severe weather. Efficient operation reduces system strain and energy costs.

Snow Removal and Ice Management: Ensure you have a strategy in position to maintain walkways free from snow and safe. Keep a ready stock of shovels, snow blowers, and ice melt to avoid accidents and slips on icy surfaces.

Stock Up on Necessary Supplies: Be prepared for potential weather events that could delay shipments by ensuring you have extra supplies on hand, including disinfectants, cleaning supplies, de-icing supplies, and other necessary items.

Implement a Matting System: Having an effective matting system in place can help protect floors from salt, dirt, and moisture brought in during the winter months.

Increase Cleaning Frequency: During winter, increase the frequency of floor cleaning to prevent damage from salt lines, dirt, and other debris that can accumulate over time.

Check for Drafts or Cracks: Inspect the building for drafts or cracks in the structure to prevent heat loss and ensure energy efficiency.

Inspect Pipes and Insulation: Check for freezing risks and insulate pipes as needed to prevent damage.

Spring Preparations

Building Exterior Maintenance: Conduct a thorough inspection of the exterior for damage inflicted by winter weather and undertake essential repairs. This encompasses examining the roof, walls, and windows for any indications of wear and tear.

Spring Cleaning and Maintenance: Spring is an ideal time for seasonal maintenance and servicing. This includes deep cleaning, organizing, and decluttering the facility to ensure a safe and efficient working environment.

Check for Standing Water: Inspect the property for water-related issues and erosion.

Test HVAC Units: Thoroughly inspect and test HVAC units for optimal performance.

Equipment Maintenance: Conduct thorough maintenance checks on all equipment to ensure they are in optimal working condition for the increased demand expected in the coming months.

Inventory and Demand Forecasting: As spring often precedes increased demand, it’s essential to review historical data, forecast future demand, and plan inventory levels to meet the upcoming seasonal events and holidays

Peak Season Preparation: Prepare the warehouse for peak season by addressing supply chain issues, changes in customer buying patterns, increased holiday inventory, and potential labor shortages. This may involve stockpiling packaging materials, streamlining processes, and strategically budgeting for the anticipated surge in demand

Safety Audits: Conduct thorough safety inspections to proactively identify and rectify potential hazards or safety concerns within the facility. 

Pest Control: Implement pest control measures to prevent infestations during the warmer months. This can involve inspecting and sealing entry points, maintaining a clean environment, and scheduling regular pest control services.



Ensuring the seamless operation and long-term health of your building necessitates the development and upkeep of a holistic facilities management checklist. Conducting routine inspections and adopting a proactive maintenance approach, spanning plumbing, electricity, parking lots, and seasonal adjustments, becomes paramount in averting costly repairs and upholding a secure environment for occupants. Tailoring the checklist to the specific needs of your facility is crucial, emphasizing the importance of seeking professional guidance when needed. By maintaining a proactive and watchful stance, you can uphold the optimal condition of your facility, minimizing the likelihood of unforeseen issues. Additionally, exploring the integration of eWorkOrders CMMS (Computerized Maintenance Management System) can enhance maintenance efficiency. Beyond the fundamental checklist, regular roof and gutter inspections, scrutiny of air-handling systems, and preparation for heightened summer demand further contribute to a comprehensive maintenance strategy. Addressing these aspects collectively ensures a safer, more efficient facility, reinforcing a commitment to sustained excellence in maintenance and overall facility management.

Disclaimer: The safety guidelines presented in this document are offered as general recommendations and guidance. Although every attempt has been made to ensure precision, it is imperative for individuals and organizations to seek advice from pertinent safety experts, regulatory authorities, or legal professionals to customize these recommendations according to their specific needs. Consider these guidelines as a foundation, and modifications may be required based on particular circumstances, industry standards, and local regulations. Always seek professional counsel to guarantee that safety protocols align with the distinct requirements and conditions of your business or workplace.

GetApp Category Leader Award for CMMS, Preventive Maintenance, Fixed Asset Management, Work Order, Fleet Maintenance, and Facility Management      #1 Rated Maintenance System for CyberSecurity      Capterra Shortlist Award for CMMS, EAM, Asset Tracking, Fixed Asset Management, Fleet Maintenance, Facility Management, Field Service Management, and Preventive Maintenance