The Complete 2021 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

Revise this facility maintenance checklist whenever you add or remove something at your facility
Follow manufacturer guidelines for maintaining or replacing any dangerous items, even if those differ from the guidelines presented below
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