Facilities Management Checklist: 14 Must-Have Items on Your List

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 facility maintenance 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 management. 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 building maintenance checklist includes items that thousands of facility managers check on a regular basis. Be sure to add the ones that apply to your processes to your checklist. A checklist can also help with a facility condition assessment.

Facilities management checklist items covered in this article

1. Roof
2. Parking lots and garages
3. Windows
4. Doors
5. Seasonal preparations
6. Electricity
7. Plumbing
8. HVAC
9. Equipment
10. Total energy usage
11. Elevators
12. Security systems
13. Fire equipment
14. ADA accessibility
15. Safety requirements

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:

Procedure

1. Remove any debris on the roof or in the gutters.
2. Assess the flat portion of your roof for punctures, cracks, and blisters.
3. Assess the sloped portion of your roof for deformed edges, buckled shingles, metal corrosion, curling, and granule loss on the shingles.
4. Assess all drains and vents to ensure they are working properly and have no clogs.
5. Inspect chimney and vents.
6. Look at the ceilings inside your facilities and check for cracks, water stains, and water leaks.
7. Ensure there are no missing shingles or tabs.
8. Check for any metal corrosion.
9. Check for surface deterioration on the exterior wall surfaces.
10. Inspect interior wall surfaces for cracks, water stains, and water leaks.

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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:

Procedure

1. Label entrances and exits, and ensure they are free of obstructions and follow ADA regulations.
2. Test the gates to ensure they function properly and safely.
3. Check the gate closure safety shut-off is working properly in case of emergency.
4. Check (during evening hours) that all lights are functioning and providing ample light.
5. Inspect chimney and vents.
6. In colder months, be sure to shovel snow and/or ice as needed.
7. Remove debris from pavement, curbs, and signage.
8. Shopping basket corrals are clearly marked and well-maintained.
9. Tire deflation devices are well-maintained and well-marked.
10. Foliage, signs, and others do not impede sight lines.
11. Fire and traffic lanes are kept clear of cars and obstacles.
12. Check that all areas of the parking lot (including walks and perimeters) are well-lit.
13. Check for potholes or cracked paving in the parking lot and sidewalks.
14. Check that all parking lot striping, pedestrian crosswalks, traffic directions, and curb warnings are easily visible and well-maintained.
15. Ensure guard rails, fences, and handrails are all stable and structurally sound.
16. Ensure procedures are in place in the case of an accident or vehicle damage.
17. Offsite surveillance is used to monitor cameras.
18. Test emergency panic alarms to ensure they are functioning properly.

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Original checklist: Parking lot inspection checklist

3. Windows

While replacing windows isn’t something that needs to be done frequently, inspecting them and ensuring they function properly on an annual basis is important. Window cleaning should also be a part of your plan. Be sure to:

Procedure

1. Remove grime and debris from window sills.
2. Check the interior and exterior finishes—peeling or water stains may indicate a leak, which means that they may need to be resealed or replaced.
3. Check all locks and knobs to ensure they work properly.
4. Add a non-oily lubricant to any windows that are sliding or sticking.
5. Replace any windows that are damaged or do not stay open or closed properly.

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4. Doors

Doors are another long-term facility investment that require annual inspections:

Procedure

1. Remove grime and debris from door tracks.
2. Check the interior and exterior finishes—peeling or water stains may indicate a leak, which means that they may need to be resealed or replaced.
3. Check the gate closure safety shut-off is working properly in case of emergency.
4. Check all locks and knobs to ensure they work properly.
5. Add a non-oily lubricant to any doors that are sliding or sticking.
6. Repair or replace any doors containing damaged embedded windows.

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Original checklist: Easy window and door inspection
Also, consider updating your door security with a more secure system.

5. 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:

Procedure

1. Check exposed and exterior pipes for signs of freezing.
2. Insulate and seal cracks and openings around exposed pipes.
3. Keep interior temperatures above 55 degrees Fahrenheit and instruct tenants to do the same.
4. Look for signs of excess moisture around plumbing and dry the area. Respond to mold or mildew that may have formed.
5. Check for cracks and inefficiencies in your heating systems.
6. Calibrate thermostats on HVAC systems and make sure they are working properly.
7. Monitor snow piles and create a plan to remove it should it pose hazardous obstacles.
8. De-ice sidewalks and walkways to avoid slips and falls.
9. Clean and replace wet floor mats in entryways and indoor walkways to reduce slick floors.
10. Monitor heating costs and increase attic insulation as necessary.
11. Clear the roof of high-piling snow.

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Original checklist: Cold Weather Building Maintenance Checklist

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

Procedure

1. Wash windows.
2. Deep clean the floors.
3. Sanitize the restrooms.
4. Take care of greenery outside (remove debris, plant grass seed where needed, trim shrubs and bushes, etc.).
5. Inspect the roof for damage caused by high winds, heavy snow, ice dams, or building age.
6. Check the property for standing water, leakage from gutters and roofs, cracks in the foundation, water spots in the ceiling, and eroded landscaping areas that need to be regraded.
7. Check for cracks around doors and windows, chipped paint, siding or masonry destruction, and hanging gutters.
8. Spray the perimeter of your property to keep out ants, roaches, and other insects.
9. Run a test of the thermostat, electrical wires and connectors, unit’s air flow, run capacitor, and operating efficiency on your HVAC unit.
10. Inspect the air ducts, condensation drain pan, blower motor and wheel, compressor, and refrigerant pressure on your HVAC unit.

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

Interior facilities management checklist

6. 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 and regular maintenance, 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.

7. 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 and water damage from occurring in the future.

Procedure

1. Check for signs of active leaks, including water spots, moisture or puddles, and the presence of mold or mildew.
2. Check for signs of corrosion on all visible pipes.
3. Ensure the water pressure is between 40-80psi.
4. Check that the water heater is at the correct temperature and isn't leaking.
5. Test all drains and ensure there are no clogs.
6. Put backflow prevention devices in place and perform blackflow tests to prevent water in the system from flowing backward or being contaminated.
7. Test that the safety and shutoff valves function properly.

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

8. HVAC units

An HVAC system lasts between 10-15 years, and because of the cost, it’s important to maximize its lifespan by performing regular inspections and maintenance. Assessing the following on a semi-annual basis is a good place to start.

When weather starts cooling down in the fall and winter, ensure that your heating systems are ready to keep your facilities comfortably warm:

Procedure

1. Clean or replace filters.
2. Inspect burner assembly.
3. Check heat exchanger and other heating elements.
4. Check for carbon monoxide or gas leaks in heating elements.
5. Inspect electrical connections for frays or damage.
6. Lubricate motor bearings and all moving parts.
7. Inspect belts for damage or fraying.
8. Check drains for blockages.
9. Check gas pressure.
10. Test thermostats.
11. Test and check heat pump.
12. Check ductwork and vents.
13. Clean and check flue system.
14. Check flue system’s attachment to the furnace.

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And when warm weather is just around the corner, perform the following procedure to make sure cooling systems are ready:

Procedure

1. Check humidity levels.
2. Clean condenser and evaporator coils.
3. Check for signs of gas leaks.
4. Check drain lines for clogs.
5. Clean any standing water out of the drain pan.
6. Replace worn pulleys and belts.
7. Change batteries.
8. Clean or replace air filters.
9. Clean or replace fan blades.
10. Check thermostat settings and functionality.
11. Ensure proper airflow throughout.
12. Check refrigerant for leaks.
13. Check electrical connections.
14. Lubricate motor bearings and all moving parts.
15. Clear any debris or dust on or around the unit.
16. Check the unit cabinet for damage and ensure secure closure.

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Learn more about performing preventive maintenance on your HVAC systems.

9. Equipment

All equipment requires different inspections and maintenance tasks. 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.

10. 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

11. 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:

Procedure

1. Ensure the doors can open and close freely and without obstructions.
2. Look for signs of damage on the ceiling, handrails and walls.
3. Find and replace any burned-out lights, including in the control panel.
4. Confirm that the emergency phone connects quickly with 911 or the local fire department.
5. Replace any lights that have burned out at each floor.
6. Inspect the door panels and clearances.
7. Test the smoke detector and fire alarm system.
8. Check oil levels and ensure all systems are properly lubricated.
9. Examine electrical wiring for signs of fraying or defects.
10. Make sure there is adequate headroom for technicians.
11. Remove anything that interferes with access to the equipment.
12. Ensure the emergency exit hatch is easily accessible.
13. Test the brakes and inspect the mechanism to make sure it is in good condition.
14. Check cables for signs of wear.
15. Look for signs of rodents or vandalism along the hoist way.
16. Make certain the area has proper access.
17. Inspect the pit to make sure it has the necessary clearance.
18. Check the car frame for signs of damage.

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Original checklist: Your elevator maintenance checklist

Facilities management checklist for safety protocols

12. 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:

Procedure

1. Test the control panel.
2. Inspect all cameras.
3. Inspect locks on doors and windows. Even through this isn't part of the security system, it can still keep your organization safe.

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13. 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 and carbon monoxide detectors 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.

14. 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.

15. 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.

Looking for more recommendations? Download our preventive maintenance checklist templates.

Conclusion

Keeping track of maintenance items in an Excel spreadsheet or on a piece of paper is a great start to optimizing your facilities management.

But facilities management software can help you even more! You’ll be able to assign many tasks to your team on a recurring basis for full inspection management and oversight.

Learn more about facilities management software.