Facilities and maintenance leaders’ lists are continuously getting longer, which means keeping track of what needs to be done and when is getting more difficult. A facilities management checklist helps teams keep up with the various tasks on their plates by detailing how frequently inspections need to take place for each area of your facilities. Leaders who adhere to checklists find that their assets and equipment have longer lifespans and that their team responds to fewer reactive maintenance requests. 

The following list includes items that thousands of facilities and maintenance managers check on a regular basis. Be sure to add the ones that apply to your processes to your checklist.

Note: To effectively utilize the following checklists, click File and then Make a copy. You’ll then be able to fill out the information in the spreadsheet and customize to your needs.

Exterior facilities management checklist

1. Roof

Your facilities’ roofs should be inspected semi-annually to ensure they haven’t sustained any damage due to inclement weather or other elements. During your inspection, make sure your team does the following:

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Original checklist: Roof inspection checklist

2. Parking lots and garages

20% of vehicle accidents occur in parking lots, and believe it or not, properly maintaining your lots and garages can help reduce these occurrences. When inspecting your parking lots, be sure to include the following on your list:

Download or make a copy of the checklist in Google Sheets

Original checklist: Parking lot inspection checklist

3. Windows and doors

While replacing windows and doors isn’t something that needs to be done frequently, inspecting them and ensuring they function properly on an annual basis is important. Be sure to:

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Original checklist: Easy window and door inspection

4. Seasonal building preparations

If you live in an area that fluctuates in temperature, it’s important to perform a seasonal inspection twice a year. As temperatures drop, you should be performing the following:

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Original checklist: Cold Weather Maintenance Checklist for Commercial Buildings

As temperatures increase in the spring, you should be performing the following:

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Original checklist: Get your commercial building maintenance in check for spring

Interior facilities management checklist

5. Electricity

If your facilities aren’t properly wired, electrical surges may occur. While not a problem if they occur once or twice, frequent surges can ruin the electrical components in your facilities.

When conducting an electrical inspection, it’s most important to ensure that the wiring has been properly installed and that all wires are still secured, supported and protected properly. In addition, check that the fittings are tights and that there is no corrosion. You may want to hire a professional to conduct this portion of the inspection.

6. Plumbing

Plumbing issues can be a nightmare to resolve and, unfortunately, they aren’t the easiest to identify. Adding the following to your facilities management checklist can help you prevent issues from occurring in the future.

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Original checklist: 7 items to check during a commercial plumbing maintenance inspection

7. HVAC units

HVAC systems last between 10-15 years, and because of their cost, it’s important to maximize their lifespans by performing regular inspections and maintenance. Assessing the following on a semi-annual basis is a good place to start:

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Learn more about performing preventive maintenance on your HVAC systems.

8. Equipment

All equipment requires a different inspection. Make sure you add each equipment item to your facilities management checklist. You can refer to the manual for instructions on how frequently to perform inspections and what to clean, replace, or take a look at during the inspection.

9. Total energy utilization

Utility costs can add up when you’re managing multiple facilities, so as a leader it’s important to ensure you’re keeping energy utilization, and costs, down. Checking your energy bills each month for discrepancies is a great place to start. However, inspections may not be enough to help you lower costs. Look into ways to reduce energy consumption during your inspections. These may include: 

  • Installing motion sensor lights
  • Replacing light bulbs with LED light bulbs
  • Investing in a building automation systems to automate HVAC and lighting systems
  • Replacing old equipment with new
  • And more

10. Elevators

Improper care of elevators is one of the main reasons for injuries and accidents involving these machines. To increase safety and reduce breakdowns, your team should be performing regular inspections on all your elevators. Make sure to include the following:

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Original checklist: Your elevator maintenance checklist

Facilities management checklist for safety protocols

11. Security systems

A good security system can prevent break-ins and theft, which can end up saving your organization thousands of dollars. If you don’t have a security system installed, be sure to purchase one. If you do have one in place, make sure that it’s regularly maintained and inspected by doing the following: 

Download or make a copy of the checklist in Google Sheets

12. Fire equipment

Fire safety is of utmost importance, which means properly caring for fire extinguishers should definitely be on your facilities management checklist. 

OSHA requires fire extinguishers to be checked once a year to ensure they are in working condition. First, ensure that your extinguisher is on – extinguishers should always remain turned on except during inspections or repairs. In addition, the weight and pressure of the extinguisher’s refillable containers should be checked semi-annually. A reduction in content, weight, or pressure means that it doesn’t meet regulations and should be looked at by your maintenance team.

Learn more about preparing for fire safety inspections.

13. ADA accessibility

Many organizations need to comply with Americans with Disabilities Act (ADA) regulations. Checking your facilities semi-annually to ensure they still meet these regulations is very important. If your facilities are out of compliance, you could be susceptible to fines. Check out the most recent ADA standards.

14. Safety requirements

It’s important to always stay up-to-date on all safety regulations. On a quarterly basis, check to make sure that your department is in line with all new requirements. If there are parts of your facilities or processes that aren’t in compliance, be sure to put in maintenance tickets to resolve these issues. 

Keeping track of these items in an excel spreadsheet or on a piece of paper is a great start to optimizing your facilities management. But computer-aided facilities management (CAFM) software can help you even more! You’ll be able to assign these tasks to your team on a recurring basis so that you never forget about an inspection again!

Learn more about CAFM software