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

Maintenance and facilities leaders The lists of maintenance and facilities leaders are always increasing in length, so the task of keeping track of the tasks to be completed and when is becoming harder. A checklist for maintenance in the facility assists teams in keeping track of the many tasks that they have to complete by describing the frequency of inspections that must be carried out for every area of your facility management. People who stick to checklists notice that their equipment and assets are more durable and the team is able to respond to less emergency maintenance requests.

The checklist for building maintenance comprises items that thousands facility managers review frequently. Be sure to include the items that are applicable to your process in your check list. Checklists can also assist with the assessment of the condition of your facility.

Exterior facilities management checklist

1. Roof

The roofs of your facilities must be checked every two years to make sure they’ve not suffered any damage caused by extreme weather conditions as well as other elements.

2. Garages and parking lots

20% of accidents involving vehicles happen in parking spaces And, many people are unaware that keeping your parking lots clean and well-maintained garages can reduce the risk of the chance of accidents occurring.

3. Doors and windows

While replacing doors and windows isn’t something that should be perform frequently, examining their operation and making sure they work correctly on a regular basis is crucial.

4. Preparations for building construction during the season

If you reside in an area that is subject to fluctuations with temperature changes, it’s crucial to carry out a seasonal check every two years.

Interior facilities management checklist

5. Electricity

If your facility isn’t properly wired, electrical surges can occur. Although it’s not a big issue when they happen every now and then, repeated surges could cause damage to electrical components of your facility.

6. Plumbing

Problems with plumbing can be difficult to solve and it’s true that they’re not easy to recognize. By adding these tips checklist to your management of facilities will help prevent problems and water damage from happening in the near future.

7. HVAC units

An HVAC system lasts for between 10 and 15 years. Due to the price, it’s crucial to extend its life by conducting regular inspections and maintenance.

8. Equipment

Each piece of equipment is subject to different maintenance tasks and inspections. Be sure to add every equipment item to your facility management checklist. It is possible to refer to the manual for guidelines on when to conduct inspections, and what you should clean, replace or look over when you conduct an inspection.

9. Total energy utilization

The cost of utilities can be high when managing many facilities, so as a leader , it’s crucial to make sure you’re keeping energy usage, and expenses to a minimum. Examining your energy bills each month to see if there are any differences is a good way to begin. However, the inspections might not suffice to cut costs. Consider ways to cut down on the energy use when you conduct your inspections.

10. Elevators

Incorrect maintenance of elevators is one the most common causes of accidents and injuries that occur due to the machines. To improve safety and decrease breakdowns, your staff should conduct regular inspections of all your elevators.

Checklist for Facilities Management to ensure safety procedures

11. Security systems

A high-quality security system can stop burglaries and thefts that could save your company hundreds of thousands. If you do not already have an security system in place, make sure to get one. If you have one ensure that it’s maintained regularly and checked.

12. Fire equipment

The safety of your fire extinguishers is of the utmost importance, so taking care of fire extinguishers is a must in your checklist of facilities management.

13. ADA accessibility

Many businesses must comply in accordance with Americans with Disabilities Act (ADA) regulations. Monitoring your facilities every two years to make sure they are still in compliance with these requirements is vital. If your facilities are not in of compliance then you may be subject to penalties.

14. Safety regulations

It is essential to stay current with the latest safety rules. On a regular basis be sure to check that your company is compliant with the latest requirements. If you notice any areas of your facility or process that aren’t compliant ensure that you fill into maintenance tickets to fix the issues.

The ability to keep track of maintenance tasks using separate spreadsheets in an Excel sheet or on an item paper is an excellent way to start improving your facility management.

But facilities management services can help you even more! It will allow you to assign various tasks to your staff on regular basis, so that you don’t forget about the inspection ever again.

Five Facilities Management Reports That You Must Check Each month

Whatever business or industry you’re in, it is vital to ensure the proper maintenance of your equipment and buildings to ensure that your operations continue without a hitch. Utilize these five reports on facilities management to make sure that your facility operates with maximum efficiency.

We’ve compiled our opinion of five compelling reports you need to conduct to streamline your operations and increase overall efficiency:

1. Preventive maintenance that is scheduled and not yet completed.

This report can help keep you on track by listing what equipment is schedule for maintenance and which is in need of maintenance. The best guideline is to keep an unfinished task list that is not more than six weeks. The reports on preventive maintenance can aid in understanding your average levels of completion (the amount of work completed during a specific time, divided by the total amount of work completed within a specific time period). Facilities management software can aid in filtering this kind of report by different departments, vendors, technician locations, equipment categories, locations, and many more.

2. Comprehensive costs

If you link inventory, hours of labor and other expenses with work orders or preventive maintenance in your facility, then you’ll have the ability to generate an analysis of the costs of your facility over time. You’ll be able to utilize this report to estimate the total monthly and quarterly costs as well as breakdown those costs by inventory and labor. It is also possible to filter the report by the type of building equipment technician, types of work and many further. Are you shocked by the amount you pay for air filters each month? This kind of report will provide you with an understanding of where the air filters are employed.

3. The history of equipment

An equipment history will outline every single activity (work orders as well as preventive maintenance downtime, work orders, etc.) that are associated with a specific machine. It’s possible to access records of the equipment to determine the extent of maintenance performed on the equipment in the course of the course of. This data can aid you in determining when your equipment will be in its lifespan. You can also look up history of your equipment to quickly see how work orders in the past were dealt with.

4. Monthly reports on work orders

The reports can assist you in visualizing the work orders you have received over the last month and also they are currently in. For instance, you could receive 60 work orders which, of them, 35 were completed, five are not assigned and 10 are still in process and two were rejected and eight are still awaiting details. This report is a way to find out who has submitted the work order, the kind of work orders that they’re (i.e. HVAC) and who was assigned to whom the work orders, and so on. This report will assist you in closing the gaps, increase your efficiency, and stop projects from getting lost in the shuffle.

5. Team performance

In this report, you’ll look at the Team’s average response time as well as average resolution speed. Also, you’ll find the total amount of hours of work each user been working over a certain period of period of time. This information will aid you in determining when to schedule work orders as well as PMs depending on the availability of your technicians and will also allow you to determine the extent to which you’re short of staff.

The most important thing is the bottom line

In today’s highly-data-driven working environment knowing about how well your business is performing, as well as identifying areas to increase efficiency and reduce costs are the equivalent of gold for both the management and the occupants.

Five reports can be a great starting point to understand the overall health and well-being in your establishment. They should be run regularly (at minimum once per month) to determine a pattern.

Incorporating an effective facility management system that includes an array of analytics and reports Facility managers of today will be able to understand the endless stream of useful data, which will help them make positive changes to their work environment.

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