Jun 21, 2024 | Building Maintenance

Facility managers have demanding jobs, juggling multiple tasks on a daily basis to ensure the safety and efficiency of a space. From ensuring that the air conditioning is running properly during hot summer days to managing the safety checks on all systems, these behind-the-scenes heroes keep buildings running smoothly. 

This dynamic and diverse role calls for the ability to balance technical skills with interpersonal and organizational skills. With the right strategies and tools, facility management can become a more streamlined and effective process. 

Here’s a helpful checklist to assist with running your facility more smoothly.

✔ Routine Maintenance and Inspections

Regular maintenance checks are a must for every successful facility manager and well-run space. Every good Facility Manager knows that proactive maintenance, which includes regular inspections, routine servicing, and early detection of potential issues can avoid larger problems in the future. 

These regular checks must happen daily, weekly, and monthly and include tasks such as:

  • Daily Checks

For Facility Managers, it’s imperative to do daily check-in on various systems that keep a space running smoothly. These include:

  • HVAC Systems: Heating, ventilation, and air conditioning systems are the lifeblood of your operation and must be monitored daily
  • Lighting: Both indoor and outdoor lighting must be operational
  • Cleanliness & sanitation: Daily cleanliness checks are imperative for a space to function properly and its inhabitants to be comfortable 
  • Security Systems: Safety is paramount, so test alarms, cameras, and access control systems on a daily basis
  • Weekly Checks
  • Plumbing issues: Check for leaks and other issues in spaces like bathrooms and kitchen areas
  • Electrical systems: Ensure all systems and breakers are functioning properly
  • Groundskeeping: Outdoor areas should be monitored for overall cleanliness and landscaping needs
  • Monthly Checks
  • Fire Safety: Fire alarms, sprinklers, and other fire suppression systems should be checked monthly 
  • Elevators & Escalators: Are these systems running thoroughly to ensure safety and functionality?
  • Pest Control: No one likes a pest! Check your space regularly for any signs and address issues promptly

✔ Safety and Compliance

Facility Managers are tasked with keeping its occupants safe, which means they are responsible for following safety and compliance regulations. These rules vary depending on factors such as the type of facility, intended use, and its location.  

Common safety and compliance regulations include:

  • Fire safety: This includes compliance with fire codes, executing regular fire drills to ensure the safety of occupants, proper installation and maintenance of fire doors and emergency exits, and more
  • Building Codes and Standards: Safety is critical, and this means that Facility Managers must adhere to the code and regulations that ensure the structural integrity and safety. This compliance can be related to electrical wiring, plumbing, and other utilities
  • Health & Sanitation: The COVID-19 pandemic made everyone more vigilant about the importance of cleanliness and disinfection to protect the well-being of the general public. Maintaining a high standard of cleanliness throughout a building to prevent health hazards should be top priority for Facility Managers
  • Occupational Safety and Health Administration (OSHA) Standards:  These precautions include things such as the availability and use of Personal Protective Equipment (PPE) for employees and adhering to safety protocols to prevent workplace injuries and accidents  
  • Americans with Disabilities Act (ADA) Compliance: Facility Managers must ensure that buildings are accessible to those with disabilities, including ramps, elevators, accessible restrooms, and signage to navigate emergency exits
  • Environmental Regulations: Ensuring waste management and air and water quality pass local, state, and federal regulations.
  • Emergency Planning & Preparedness: Facility Managers must create emergency plan such as training and procedures for various scenarios such as natural disasters and power outages

✔ Energy Management

Sustainability will continue to be a priority for Facility Managers because it has both environmental and operational impacts. By optimizing energy use, Facility Managers can significantly reduce utility expenses, enhance performance of their systems, and prolong equipment lifespan, while contributing to a smaller carbon footprint and a more sustainable future.

Energy efficiency for Facility Managers could include:

  • Replacing old lighting with energy-efficient LED bulbs
  • Regular maintenance of HVAC systems to ensure they are operating efficiently
  • Conducting regular energy audits to identify areas for improvement
  • Creating and maintaining sustainable practices such as recycling, using green products, and water conservation throughout the facility

✔ Operational Efficiency

The most successful Facility Managers are those that are organized and efficient. To run a smooth facility, Facility Management Software must be used to track things like maintenance schedules, inventory, work orders, and invoices. 

Technology can also be used for vendor and contract management, as well as maintaining records, including detailed logs of all maintenance checks and compliance paperwork.

✔ Comfort & Satisfaction

Along with the safety of building occupants comes their satisfaction when it comes to the overall environment. Facility Managers are responsible for creating a healthy and welcoming environment for building occupants. 

Regular maintenance, proactive improvements, and ongoing communication with occupants are key to maintaining high levels of comfort and satisfaction. 

Elements for a comfortable space can include:

  • Temperature controls: Consider using programmable or smart thermostats to optimize temperature settings based on occupancy and time of day
  • Indoor air quality: Ensure proper ventilation, humidity control, and air filtration 
  • Design spaces that allow for easy movement and reduce crowding, creating a more comfortable environment
  • Accessibility & ADA Compliance
  • Ample signage for bathrooms, parking, etc.
  • Proper lighting including the use of natural light by keeping windows clean and using window treatments that allow for adjustable light levels. 
  • Sufficient trash removal 

✔ Financial Management 

Facility Managers must be able to run an operational budget efficiently and will be tasked with tracking expenses, allocating funds appropriately, and managing costs.

One of the best ways a Facility Manager can save money is by partnering with one outside maintenance company and developing a regular service schedule. A consistent service schedule is more cost effective because it allows maintenance companies to provide more flexible rates versus just scheduling emergency visits to address issues.

✔ Emergency Preparedness 

Facility Managers have to prepare a facility for emergencies that may arise. Whether due to a natural disaster or power outages, they must have the proper solutions in place so that inhabitants are kept calm and staff are trained with what to do. 

Being prepared means having supplies (food, water, and medical items) stocked and readily available, emergency kits in easily accessible locations, and providing training for staff on emergency response protocols.

It is also important that Facility Managers be able to rely on a maintenance partner that is available 24/7 for emergencies. Should a plumbing, electrical, or another building issue arise, a Facility Manager can have peace of mind knowing they can rely on a trusted partner anytime of the day or night to help address the problem.

ABS/CBS: A Maintenance Partner You Can Trust!

While Facility Managers have a long list of responsibilities, they don’t have to go it alone! Make your job easier and more efficient by outsourcing your commercial maintenance needs to one dedicated company that can help ensure all the boxes on your checklist are checked. 

With 50+ years helping businesses operate more smoothly, we are known for amazing customer service, exceptional skills, and meticulous attention to detail. We succeed by helping you succeed, which for a Facility Manager means a well-maintained, clean, and comfortable facility. 
Click here or call us at 888-673-6010. Let’s talk about how we can support you with your commercial maintenance needs!