The Complete Facility Manager Checklist for 2021

Facility Manager Checklist

The job of a facility manager covers a broad scope of work duties. For that reason, a facility manager (checklist) will have a wide assortment of different job tasks depending on the industry they’re in.

Overall, the goal of a facility manager is to maintain the buildings, amenities, and utilities that keep these buildings up and running. The job requires management and delegation skills because these individuals likely manage a team of a few maintenance professionals who handle a majority of the work.

What is a Facility Manager Checklist

A facility manager (checklist) exists to keep all tasks and jobs in order. When there is a checklist to follow, there is little confusion or miscommunication because everyone knows what to expect when they come to work.

A checklist for facility management also helps the leaders keep track of work tasks and follow up on things that may not have received attention the previous day.

When dealing with a building or facility, many moving parts require attention throughout each day. For example, a facility manager may be responsible for taking care of the buildings at a college or university.

In this case, the facilities management will need to make sure that all the buildings have preventive maintenance programs on their heating and cooling systems. They’ll need to check things like boilers, water heaters, plumbing systems, appliances, furniture, amenities, and more.

Since facilities management is such a broad scope of work, these individuals are required to have a vast realm of knowledge involving the trades. Each day may bring a different task or a unique situation that requires a basic level of expertise in something.

Implementing a Facility Manager Checklist in Different Industries

Let’s talk briefly about how each industry may use a facility manager (checklist) to improve the process of diagnosing and completing work.


Those living in hospitals, nursing homes, hospices, and inpatient/outpatient facilities require pristine facilities, and there is a lot of maintenance needed to keep these buildings up and running 24/7/365.

The role of a facility manager is to perform routine maintenance on the heating and cooling system, ensure that all lights are bright and in good shape. Facilities managers may also need to check things like fire alarms, fire extinguishers, emergency exits, gas zone systems, biohazard disposal, and more.


It’s essential that students can get to their schools and focus on learning, so without adequately maintained facilities, that may be difficult. A facility manager (checklist) will help keep schools and universities flowing with students all year long.

Job duties may include maintaining a clean environment, ensuring all bathroom plumbing works properly, and performing routine maintenance on HVAC systems.

Best Practices for Facility Managers

A facility manager (checklist) needs to have a strong intention behind it. The goal of the checklist should be to make the job easier and faster. Some best practices are necessary to ensure that facility management has the right tools needed to get their job done.

Time Management

An important part of creating and implementing a facility manager checklist is having expectations for when the job needs to get completed and for when it needs maintenance. To prevent breakdowns, there should be preventative maintenance schedules working in perfect harmony with facility manager checklists.


Going hand in hand with time management is organization. A facility manager checklist needs o in a way that makes it quick and easy to use. For example, some hospitals or education facilities may have ten or more buildings. The checklist should guide you throughout the entire facility in a way that makes sense.

Descriptive and Detailed

A facility manager checklist should be easy to understand. It should have clear descriptions of what you’re looking for with each job and any red flags that should stand out. When there are descriptions provided for each task, it makes it easier to quickly check things off the list so you can move onto something else.

Facility Manager (Checklist) for 2021

Now that we understand how to assemble a facilities management checklist, here’s our list for 2020 to give you a starting point. (may vary based on industry)

Review Prior Corrections

  • Check previous issues to ensure they’re corrected and described in the summary
  • Are all previous corrections not recurring?


  • Ensure emergency exit signs light when tested
  • Check/test fire strobe lights
  • Are all signs and lights free of damage?
  • Check light fixtures for dead bulbs or damage
  • Replace bulbs where necessary
  • Check old bulbs for updates to LEDs or more energy-efficient lighting
  • Are adjustable light fixtures pointing in the right direction?

Emergency Prep

  • Are all walkways free of obstructions?
  • Are any emergency exits blocked?
  • Are all emergency stairwells free of obstructions?
  • Are any dangerous or flammable materials stored near fire extinguishers?
  • Check fire extinguishers for proper function
  • Ensure all fire extinguishers are in the appropriate place
  • Make sure fire extinguisher inspections are up to date

HVAC (monthly)

  • Check or replace air filters according to schedule
  • Check and drain pans
  • Lubricate bearings
  • Test all controls monthly
  • Bleed the boiler to remove resting sediment
  • Calibrate thermostats


  • Check pipes once per year
  • Fire-test boilers and water heaters
  • Test low water shut-off systems
  • Ensure all plumbing facilities work properly
  • Check drain traps to ensure proper draining

General Maintenance

  • Check for leaks in ceilings
  • Check all waste containers and empty as necessary
  • Remove trash buildup
  • Clean and mop floors
  • Look for broken or damaged windows
  • Look for defective or damaged doors
  • Check water fountains or drink stations
  • Remove any obstructions from all doorways
  • Check carpets for stains
  • Look for any wet floors
  • Diagnose further maintenance (paint, wallpaper, broken tiles, etc.)

Grounds Maintenance

  • Walk around the entire building
  • Observe grounds needs
  • Look at greenery
  • Water plants
  • Check door locks and functionality
  • Pull or treat weeds
  • Look for cracks or holes in the pavement
  • Ensure all walking areas are clear of debris
  • Check and change garbage
  • Look for holes or damage to exterior fencing
  • If necessary, salt sidewalks to prevent ice buildup