The Complete Facility Maintenance Best Practices Checklist

Preventative Maintenance Checklist

Preventative maintenance is one of the essential parts of running an efficient and cost-effective business. Most things become more expensive the longer you wait to repair them, so having a preventative maintenance checklist helps ensure that you catch any problems as soon as possible.

Checklist Guidelines

1. Revise this facility maintenance checklist whenever you add or remove something at your facility
2. Follow manufacturer guidelines for maintaining or replacing any dangerous items, even if those differ from the guidelines presented below
3. Review this facility maintenance checklist with the appropriate personnel annually, as well as each time you update it

General Safety

• Check and refill or replace all first aid kits after using them
• Check to be sure all safety signs are visible and easy to read
• Clean all respirator systems
• Test your fire alarm monthly
• Test your fire escape equipment, if present
• Test all fire extinguishers twice a year, replacing as needed
• Make sure you have the right type of fire extinguishers for your building, including extinguishers for electrical or kitchen
  fires as appropriate
• Test and drain your sprinkler system regularly
• Remove any obstructions from stairs
• Dispose of all chemicals and hazardous waste as directed by manufacturers or applicable regulations
• Clearly label all hazardous products and supplies

Maintenance Supplies

• Ensure your facility has personal protective equipment for everyone who needs it; this includes hard hats, ear protection, eye protection, visible clothing, and anything else that may be necessary
• Keep all cleaning supplies stocked
• Have a set of tools for making repairs, including a power washer, a vacuum suitable for both wet and dry floors, and a drill
• Keep air filtration equipment available

Grounds Care<

• Remove as many weeds as possible
• Limit the presence of insects on your grounds; some, such as ladybugs, can help naturally repel other problems
• Ensure the soil has at least one inch of mulch on top for your plants to grow in
• Keep the grounds mowed to the appropriate height for the type of grass you’re using
• Apply fertilizer as directed by manufacturers
• Prune trees and shrubs seasonally
• Remove any fruit, branches, or other plant parts that could fall on people
• Test your sprinkler system to ensure all sections function properly
• Water and dethatch the lawn regularly

Roofing

• Check the roof for damage every six months, as well as after any particularly bad weather
• Clean the drains of any debris and make sure they’re firmly anchored to the building
• Check metal parts for any signs of corrosion or general wear
• Flush water through drains and downspouts to check for clogs
• Clean up any areas of standing water and add a slope to the roof to prevent future accumulation of liquid
• Eliminate any plants growing on your building

Exterior Maintenance

• Check any paint on the outside of your building and repaint if it’s peeling or chipping. Paint on the exposed side(s) of the building usually wears out first
• Remove any dirt stuck to the side of the building, using a power washing tool as needed
• Check the condition of all doors, locks, and windows, repairing or replacing as needed
• Clean all windows at least four times each year, preferably when seasons change
• Remove any plants growing along the foundation
• Fill all cracks in pavement with a sealant
• Remove any debris on the building grounds, including garbage or items left out
• Ensure all walking areas are clean and safe to walk on, replacing their coating every ten years or so
• Ensure the area around the dumpsters is clean
• Check all fencing; if you need to replace it, make sure to get something weather-resistant
• Insulate pipes and disconnect hoses before winter

Interior Maintenance

• Check all walls for signs of moisture, mold, or peeling paint
• Clean all floors regularly
• Replace carpets roughly every five years, or more often if it gets stained quickly
• Replace other floorings every 15 to 30 years, as needed
• Check for any signs of leaks, broken pipes, or faulty seals
• Check the locks on all windows, and add locks to any windows that do not have them
• Lubricate all hinges and locking mechanisms monthly, or more often if they see a lot of use
• Check all water-using equipment, including toilets and faucets
• Make sure all waste containers have lids
• Check doors to ensure they’re weather-tight
• Remove any obstructions from the path of exits
• Remove any trash that’s building up
• Look for signs of insect infestations and call a professional exterminator if you see anything

HVAC

• Clean the air intake of your HVAC system as necessary
• Replace your air filters as scheduled, but check them at least monthly to determine whether or not you should replace them sooner
• Isolate anything causing excessive vibrations or noise while the blower is operating; these are usually a sign of something that could cause damage over time
• Ensure all drain pans are draining as they should be
• Keep the motors and ducts clean, and call in a professional cleaning company at least once a year
• Look for any signs of leaks in flexible duct connections
• Lubricate HVAC bearings annually
• Check the connections and condition of all electrical hardware
• Test all safety controls monthly
• Minimize mineral buildup inside of water heaters
• Drain the boiler occasionally to remove any sediment
• Calibrate your thermostat

Lighting

• Check all light fixtures regularly, replacing any dead bulbs
• Replace bulbs in sensitive areas, like places where customers or clients go, before they completely burn out
• Inspect all exterior cables, hardware, and screws to ensure they’re in good shape
• Clean all lighting surfaces regularly
• Carefully remove any bulbs that contain dangerous substances like lead or mercury, and follow local guidelines for recycling them
• Check the aim of any adjustable lighting

Electrical Systems

• Have a licensed electrician inspect your entire facility every three years, or more often if required
• Test all automatic and manual switches within your building
• Check electrical boxes and connections for signs of overheating or deterioration
• Do not simply replace damaged components; be sure you can identify why they are damaged, and ask an expert if you need to
• Test all outlets in the building
• Test all smoke alarms, carbon monoxide detectors, other test instruments, and flashlights; replace any batteries as needed
• Make sure all outlet covers are tight and uncracked
• Test any exhaust fans
• Lubricate electrical equipment as directed by the manufacturer
• Check all fuse systems to ensure all of them are working; do not use different kinds of fuses unless directed to
• Remove any obstructions that prevent access to electrical panels
• Keep all electrical meters clean and properly illuminated

Pipes and Plumbing

• Check pipes annually
• Lubricate bearings on any water boosters or circulation systems annually
• Fire-test boilers and water heaters occasionally
• Check all sewage ejection systems and lubricate any exposed parts annually
• Test all hot and cold water faucets and outlets every three months
• Ensure all drains connect to the sanitary sewer properly
• Add backflow devices where appropriate
• Test the low water shut-off systems on sinks and other outlets
• Clean sink and building traps to ensure adequate drainage