Why You Need A Facilities Maintenance Checklist And What Should Be On It

Facilities Maintenance Checklists are a crucial part of ensuring businesses and facilities are in top working order. Essentially, they allow managers and employees to keep track of everything that’s happening around the site and - crucially - maintenance priority to keep things running smoothly.

Without a comprehensive maintenance checklist, things can fall through the cracks and lead to important maintenance not being carried out, potentially leading to injury or worse when things go wrong.

Facilities Maintenance Checklists might also be called Preventative Maintenance Checklists. Checklists will vary depending on the industry as sites and equipment will be different, but for the most part they will be structured similarly. Despite this, there are some aspects of the checklist which are mandated by Health and Safety legislation, and it’s crucial inspection and maintenance is carried out based on the checklist regularly.

What should a facilities maintenance checklist contain?

Checklists can be broken down into several categories. Within those categories are areas which require maintenance, which will be dependent on the site itself. Let’s take a look at these different categories and what maintenance might be required.

Construction/building checks

• Walls and masonry, such as arches, eaves, and canopies
• Doors and openings, including hinges and locks
• Roofs and soffits

Lighting

• Periodic checks of all lights (internal and external)
• Check on lighting power supply

Plumbing

• Toilets, bathrooms, and drainage
• Ensure valves are functional
• Pre-emptive plumbing maintenance is crucial to prevent floods and leaks

Fire equipment

• Employers are legally required to ensure necessary fire safety equipment is available when needed
• Fire extinguishers should be maintained and serviced at least once a year

Heating and cooling

• Air conditioning systems are crucial for employee comfort, but can also become a risk when not properly maintained
• AC units and vents can become breeding grounds for airborne diseases if not regularly cleaned
• Poor maintenance can also lead to unit failure and costly repairs

Facilities Maintenance Checklist example

Below are a few examples of areas which should be inspected and maintained regularly for inclusion in your business’s maintenance checklist. Your building may have additional/different requirements, but this serves as a good starting point.

Remember, ensuring you or whoever is carrying out the work has the correct training and equipment is vital. At Oxford Safety Components we design and supply a range of safe access equipment for all kinds of work, such as the new AxaForm, a rolling stairs safety platform ideal for maintenance tasks in hard to reach areas.

Roofing (check twice a year at least, or after serious weather conditions)

• Check the roof surface for any cracks or wear. If the roof is metal, check for corrosion.
• Clear debris (including from gutters and drains)
• Inspect and maintain solar panels
• Repair roof membrane protection
• Ensure guardrails and barriers are all in a good condition

HVAC (check twice a year, filters generally replaced monthly)

• Professionals should be hired to inspect chillers and boilers, but general inspection is usually suitable for most systems
• Inspect cooling towers
• Check/lubricate pumps
• Replace air filters once a month
• Check condenser coil
• Ensure temperature of systems aligns with manufacturer recommendation

Plumbing (annual inspection)

• Check water boosters and pumps
• Inspect pipes to find any leaks
• Hire a plumber to inspect water heaters and boilers
• Replace any refrigerants and oils where needed
• Look at sump and sewage pumps to identify required maintenance
• Ensure fixtures in kitchens and bathrooms are functional and safe

Lighting (check regularly, sometimes daily)

• Inspect lights and ensure they are all functional
• Inspect power source for lights
• Ensure all lights are putting out the same colour temperature
• Clean lights to keep them bright

Other

• Have a licenced electrician inspect electrical systems according to manufacturer specification
• Check doors and windows regularly for wear and tear
• Ensure fire safety equipment is available and usable

As mentioned above, your maintenance checklist will vary, and should be created in conjunction with your safety management team and others. However, the examples above form a solid basis and will allow you to create a Facilities Maintenance Checklist that will allow you to keep your business running smoothly.

We've put together a Facilities Maintenance Checklist based on our above example, and it's available for you to download below- don't forget to leave us a comment if you found it helpful!