Preventive Maintenance Checklists to Keep Your Facility on Track

In addition to facilities management software, Checklists are a powerful tool in tracking progress and taking accountability when performing a maintenance task. The most effective facilities management teams rely on detailed routines to keep operations running smoothly, and use checklists as a tool to hold technicians and staff accountable for these routines. 

Listed here are six preventative maintenance checklists with downloadable templates that will keep your facilities operating efficiently and reduce unplanned downtime.

1. Building interior quality checklist

This preventive maintenance template ensures your building interior stays in great operating condition. It’s good practice to keep an eye out for the items listed below throughout day-to-day procedures in the facility, but this checklist should be given specific attention at least once a month. It helps steer your building clear of possible future budget devouring problems.

Procedure

1. Hallways are clear of obstructions; anti-slip textures are in good condition where needed.
2. Walls and ceilings are in good condition; no chipping, peeling, or signs of moisture.
3. Carpet in good condition; no fraying or lift.
4. Ensure locks work properly on doors and windows; lubricate hinges if necessary.
5. Look for leaks and drafts around doors and windows.
6. Check for evidence of bugs or vermin.
7. Ensure railings, staircases, and ramps are in good condition.
8. Check light switches; look for burnt out bulbs.
9. Test electrical outlets; look for potential hazards around outlets and extension cord overload.
10. Ensure elevator is in good condition and license is valid.
11. Ensure your facility meets ADA standards.
12. Make sure your facility meets safety standards.

Get this checklist

Original checklist: Preventive maintenance checklist

2. Building exterior quality checklist

A building’s exterior is a vast and diverse terrain. This inspection checklist includes several sublists for various tasks. Similar to the building interior quality checklist, it’s good practice to keep an eye out for the items listed here on a daily basis. However, it’s important to take a closer look and work through the checklist at least twice a year. Again, avoiding problems to keep budgets intact is its goal.

Procedure

1. Walkways are even and clear of hazards with safety markings when needed.
2. Exterior signage is accurate and easily readable.
3. Doors and windows are properly sealed for temperature preservation.
4. Paint and siding are in good condition.
5. Lightbulbs in lamps, daylight meters, or timers are working effectively.
6. Ramps and railings are up to code.
7. Remove plants and weeds that pose a risk to building foundation.
8. Ensure fencing is intact and in good condition.
9. Check condition of parking lots and garages.
10. Roof and gutter system are clear of debris; no pooling or leaking.
11. Make seasonal preparations to your facility if needed.
12. Ensure your facility meets ADA standards.

Get this checklist

Original checklist: Preventive maintenance checklist

3. Plumbing preventive maintenance checklist

Plumbing is a crucial part of everyday facility functions, but it is often taken for granted. If a plumbing emergency happens, things will go south very quickly. Routinely checking plumbing is an easy step to prevent the possibility of devastating damage. This routine maintenance checklist template should be visited twice annually.

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.

Get this checklist

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

4. HVAC system preventive maintenance checklist

HVAC systems are complex and expensive pieces of equipment, with an average lifespan of 10–15 years. Staying on top of routine maintenance means more than just changing an air filter once a year. Preventive maintenance will keep your heating and cooling systems running smoothly for longer, saving money.

As weather begins cooling during the fall, perform preventive maintenance checks on your heating systems:

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.

Get this checklist

Ahead of warmer months in spring and summer, make sure that your cooling systems are in tip-top shape:

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.

Get this checklist

Learn more about performing preventive maintenance on your HVAC systems.

Original checklists: HVAC checklist, HVAC preventative maintenance checklist, and HVAC preventative maintenance

5. Manufacturing equipment preventive maintenance checklist

If your facility operates manufacturing machinery or construction equipment it’s crucial to regularly inspect the equipment is working properly and efficiently. Implementing a preventive maintenance schedule is a good way to track maintenance and reduce costly repairs and equipment downtime.

Procedure

1. Machinery is clean and clear of debris and dirt.
2. Tools and machinery are in good condition and adequately sharp; replace if needed.
3. Recalibrate machinery if needed.
4. Ensure machinery is properly lubricated.
5. Check for irregular erosion and wear on equipment.
6. Ensure there is enough space between equipment and that surrounding areas are clean.
7. Workplace is clear of hazards; safety signage is clearly posted.
8. Climate controls like temperature and moisture level are effectively controlled for optimized performance.
9. Check stock level of raw materials, inventory, and emergency replacement parts for machinery.
10. Refer to a preventive maintenance schedule to keep machinery working efficiently and lasting longer.

Get this checklist

It’s important to note that each equipment item will have a unique set of preventive maintenance items that should be developed on an individual basis. However, this preventive maintenance template suggests simple daily tasks that will set a foundation for keeping your equipment in great condition. The more preventive maintenance that is performed, the longer the life of an asset is extended.

Original checklist: The ultimate preventive maintenance checklist for equipment longevity and maintenance tips and checklists

6. Safety standards preventive maintenance checklist

Safety is an important concern in every facility, whether you’re handling heavy equipment or ensuring the safety of occupants and staff. This safety standards checklist was created with every facility in mind. Thoroughly inspect it annually, but the items listed should be kept in mind throughout day-to-day operations.

Procedure

1. Fire evacuation routes are up to date and posted clearly.
2. Smoke detectors and fire alarm systems are intact.
3. Fire extinguishers are not expired and are stored in areas where fire could spontaneously occur.
4. Exits are clearly marked with lit signs.
5. Fire escapes are up to code.
6. All equipment meets safety regulations.
7. Regulations regarding specific equipment are well organized and stored for easy reference during safety audits.
8. Security system is fully functioning; alarms and locks on all windows/doors work.
9. Safety signage is clearly posted when necessary.
10. Check batteries in carbon monoxide detectors.
11. Make sure first aid kits are fully stocked.
12. Ensure emergency generators are fully functional.

Get this checklist

Tips for creating preventive maintenance checklists

There may be additional preventive maintenance checklists your team wishes to create outside of this list. But how can you ensure the checklists you make give your team the specificity they need to do their best work? Follow these tips:

Create easy-to-follow checklists

The goal of checklists is to provide your team with the tools they need to complete a task independently. If the checklists are unclear, ambiguous, or difficult to understand, one of two things may happen:

1. The technician completes the task incorrectly. If they made a significant enough mistake, you might face safety issues or equipment failures.
2. Your team requires additional training to complete the task.

The following tips will get you started in the right direction:

• Keep your steps brief and to the point.
• Don’t combine steps; keep each one separate so that it’s easy to follow along.
• Use diagrams or pictures for complex machinery.
• Try to be as precise as possible. For instance, if a machine has several valves, you’ll need to specify which valve needs to be inspected.

One way to ensure the checklist is documented property is to watch someone execute each step in the list. You’ll be able to identify missed steps or additional details to include in the document.

Update the checklists regularly

Regulations change, and safety standards frequently evolve. As a result, you should revisit your checklists regularly. When verifying and updating checklists, keep the following in mind:

• What suggestions do your technicians have to improve the process? They are the ones servicing the machines and have likely found opportunities for improvement. They may already have a mental note of additional steps they perform. It’s essential to add these to the checklist so that all of your equipment gets the best possible services and inspections.
• Have there been recent equipment breakdowns? If so, could these have been avoided by inspecting additional elements of the asset?
• Is a machine running more or operating differently than it once was? This may require you to adjust how frequently your team inspects the machine.

Make your checklists easily accessible

Preventive maintenance software is a great tool to help organize checklists and requests for each maintenance technician. You can set up these same instruction sets within the software to ensure each step is checked off the list when performing preventive maintenance.

Technicians can even access these checklists from their mobile devices while in the field. This ensures they always have the instructions at their fingertips to increase efficiency.

Next steps

Download more facilities management checklists and learn how preventive maintenance software can help you track these checklists and keep your facilities operating efficiently and effectively.