Facility Inspection


Facility inspections are an integral part of operational efficiency and safety.

These routine assessments proactively identify potential issues, ensure regulatory compliance, and optimize a facility’s function and longevity.

To spotlight their place in facilities management, we’ll explore their intricacies, significance, methodologies, and benefits. We’ll also examine the role of facilities management software in streamlining this critical process.

Understanding facility inspections

A facility inspection systematically evaluates a building’s physical condition, operational systems, and adherence to safety and regulatory standards. 

Professionals performing inspections examine a building’s components, like its structural integrity, equipment functionality, safety systems, and working order. 

Regular inspections allow facilities managers to proactively identify maintenance needs, mitigate risks, and prioritize improvements. When done routinely, facility inspections can ensure occupant safety and maximize an asset’s lifespan. They also greatly reduce emergency and reactive maintenance costs.

Benefits of facility inspections

There are many benefits to performing a facility inspection, including tangible and intangible advantages that ensure operations run smoothly. 

Here are some facility inspection key benefits:

Improve facility lifespan

Inspections allow professionals to promptly identify and address maintenance issues. By completing them regularly, facility management professionals help extend the lifespan of buildings and equipment. Additionally, they reduce repair and replacement costs.

Enhance workplace and visitor safety

Safety is the most important competency industry professionals monitor. Alert Media’s The State of Employee Safety in 2024 states, “Nearly all U.S. employees (97%) believe it is important to feel safe at work. And 79% of all employees place extreme importance on physical  safety.”

Through routine inspections, managers detect hazards, ensure compliance with safety regulations, and minimize the risk of accidents or injuries to occupants.

Optimize facility efficiency

Facility inspections uncover inefficiencies in operational systems, from HVAC systems to lighting fixtures, allowing for adjustments that optimize resource utilization and reduce energy consumption.

Uncover cost savings

Proactively addressing maintenance issues through inspections can lead to significant cost savings by preventing costly emergency repairs, minimizing downtime, and maximizing the efficiency of maintenance activities.

Reduce unplanned outages

Facility inspections help mitigate the risk of unplanned outages by identifying potential issues before they escalate, ensuring continuity of operations, and minimizing disruptions to occupants.

Curb emergency and reactive maintenance costs

Unplanned repairs that result from an emergency breakdown are often the most expensive maintenance costs associated with a facility.

However, with regular inspections, managers can drastically reduce their occurrence by identifying and addressing potential issues.

Increased productivity

A well-maintained facility promotes productivity, morale, and employee satisfaction.

Regulatory compliance

Compliance with safety, health, and environmental regulations is essential for facility operations. Regular inspections ensure facilities meet regulatory requirements, avoiding penalties and legal ramifications.

What to analyze during a facility inspection

A thorough facility inspection encompasses many components. Here’s a breakdown of key areas to analyze during a facility inspection:

Roof: Inspect for visible damage, leaks, or deterioration. If left untreated, each can compromise a building’s structural integrity

Parking lots and garages: Assess parking surfaces, markings, lighting, and signage. Having these in working order ensures safety and accessibility for vehicles and pedestrians.

Windows and doors: Check for proper sealing, functionality, and security features to prevent air leakage, unauthorized access, and energy loss.

Seasonal preparations: Evaluate facilities’ readiness for seasonal changes, such as winterization to prevent freezing pipes or summer preparations to optimize cooling systems.

Electricity: Inspect wiring, outlets, and electrical panels for wear, damage, or overloading, which can pose fire and electrical hazards.

Plumbing: Check fixtures for leaks, blockages, and adequate water pressure to ensure proper functionality and water conservation.

HVAC systems: Evaluate heating, ventilation, and air conditioning systems for efficiency and air quality. Properly functioning HVAC systems will increase building efficiency, reduce costs, and increase sustainability.

Equipment: Inspect machinery, appliances, and other equipment for wear, proper function, and safety standards. Keeping equipment in working order will reduce downtime costs and inefficiency.

Total energy usage: Analyze energy consumption patterns and identify improvement opportunities through equipment upgrades or schedule changes.

Elevators: Malfunctioning elevators are a sign of improper care. To increase safety and reduce breakdowns, your team should be performing regular inspections on all your elevators.

Security systems: To increase security, inspectors should test surveillance cameras, alarms, access control systems, and emergency communication devices. When functioning properly, these can drastically increase building safety and emergency response. 

Fire equipment: Inspect fire alarms, extinguishers, sprinkler systems, and emergency exits. These must be working to comply with fire safety regulations and readiness for emergencies.

ADA accessibility: Assess facilities for compliance with accessibility standards, including wheelchair ramps, handrails, signage, and restroom facilities.

Safety requirements: Check for compliance with safety codes, regulations, and industry standards, including the presence of emergency exits, signage, and personal protective equipment.

How facilities management software helps

preventive maintenance checklist software

Facilities management software is critical for streamlining facility inspections. It can also help teams enhance efficiency, accountability, and collaboration. Here’s how it can help with the inspection process:

Creating facility inspection checklists: Facilities management software enables inspectors to create customizable checklists tailored to their facilities’ needs. These ensure consistent inspections regardless of who performs them, drastically increasing the likelihood of adherence to best practices.

Improving processes, traceability, and accountability: By digitizing inspections, facilities management software enhances process efficiency, traceability, and accountability. It automates task assignment, scheduling, and tracking. It also ensures that inspections are conducted routinely and issues are promptly addressed.

Centralization: Facilities management software serves as a one-stop shop for all aspects of operations, including inspections, maintenance, work orders, and asset management. This centralized approach fosters collaboration, communication, and data-driven decision-making across facilities management teams.

FMX for your facility inspections

track facility inspection checklists like life safety inspections in maintenance management software

FMX offers a comprehensive solution to streamline facility inspections and optimize maintenance operations. 

By leveraging FMX, facilities managers can streamline their facility inspection workflows, enhance operational efficiency, and ensure their facilities’ long-term success and sustainability.

With FMX, you can use our preventive maintenance module to schedule regular inspections. Users can customize inspection checklists to ensure consistency regardless of the technician.

Our calendar feature lets users view all upcoming and past inspections and set preventive maintenance reminders so technicians never miss a task. 

For management teams looking for complete oversight, you can gather data and track all completed inspection work with our reports:

Interested in learning more? Reach out today to schedule a demo with our team and discover what facilities inspection management software could do for you.