Summer Maintenance Checklist for Facility Managers

As the summer season brings higher temperatures and increased usage of facilities, it’s essential for facility managers to ensure that buildings remain in optimal condition. This checklist will help you maintain your facilities throughout the summer months while also planning ahead for winter.

HVAC System Check

1. Inspect and Clean Air Filters

Regularly cleaning or replacing air filters is crucial for maintaining air quality and ensuring your HVAC system operates efficiently. Dirty filters can lead to reduced airflow, increased energy consumption, and even system failure. Check filters at least once a month during peak usage periods.

2. Check Refrigerant Levels

Low refrigerant levels can cause the HVAC system to work harder, leading to higher energy bills and potential damage. Ensure refrigerant levels are adequate and check for any leaks that could affect system performance.

3. Inspect Ductwork

Leaky or obstructed ducts can significantly reduce the efficiency of your HVAC system. Regularly inspect ductwork for leaks, holes, or blockages and seal any gaps to improve airflow and reduce energy waste.

4. Clean Coils

Evaporator and condenser coils play a vital role in the heat exchange process. Over time, they can accumulate dirt and debris, reducing their efficiency. Clean the coils at the beginning of the season and check them periodically to maintain optimal performance.

5. Test Thermostats

Thermostats should be accurate and functioning correctly to maintain a comfortable indoor environment. Test each thermostat to ensure it responds appropriately and consider upgrading to programmable thermostats to enhance energy efficiency.

Insulation and Sealing

1. Inspect Insulation

Proper insulation is essential for maintaining indoor temperatures and reducing energy costs. Check the insulation in walls, ceilings, and floors to ensure it is in good condition and add more if necessary, especially in older buildings.

2. Seal Windows and Doors

Air leaks around windows and doors can lead to significant energy loss. Inspect weatherstripping and caulking, replacing any damaged or worn-out materials to keep cool air inside and reduce cooling costs.

3. Inspect Roofing

Summer storms can cause damage to roofing materials, leading to leaks and poor insulation. Regularly inspect the roof for signs of wear, such as cracked or missing shingles, and repair any issues promptly to prevent further damage.

Exterior Maintenance

1. Check Building Exterior

The building’s exterior should be inspected for damage or needed repairs. Look for cracks in the walls, damaged siding, or other issues that could affect the building’s structural integrity or aesthetic appeal.

2. Clean Gutters and Downspouts

Clogged gutters can cause water damage and reduce the effectiveness of your drainage system. Remove debris from gutters and downspouts to ensure proper water flow and prevent damage to the building’s foundation.

3. Inspect and Repair Pavements

Cracks and damage in walkways, driveways, and parking lots can pose safety hazards and reduce the overall appearance of your facility. Inspect these areas regularly and repair any issues to maintain a safe and welcoming environment.

4. Landscape Maintenance

Well-maintained green spaces enhance the aesthetic appeal of your facility and provide a pleasant environment for occupants. Ensure lawns, gardens, and other landscaped areas are watered appropriately, mowed regularly, and free of weeds and debris.

Sprinkler Irrigation System

1. Inspect Sprinkler Heads

Clogged or broken sprinkler heads can lead to uneven watering and water waste. Check all sprinkler heads for proper operation and replace any that are malfunctioning.

2. Adjust Sprinkler Coverage

Ensure that sprinkler coverage is even and that water is not being wasted on sidewalks, buildings, or other non-landscaped areas. Adjust the system as needed to optimize water usage.

3. Check for Leaks

Leaks in the irrigation system can lead to significant water waste and higher utility bills. Inspect the entire system for leaks and repair them promptly to maintain efficiency.

4. Set Watering Schedule

Programming the sprinkler system to water during early morning or late evening hours can minimize evaporation and reduce water waste. Adjust the watering schedule according to weather conditions and seasonal needs.

Interior Maintenance

1. Inspect Plumbing

Regular plumbing inspections can help prevent leaks, drips, and other issues that could lead to water damage or increased water bills. Check all fixtures and pipes for signs of wear and repair any problems immediately.

2. Test Emergency Systems

Fire alarms, smoke detectors, and sprinkler systems are critical for occupant safety. Test these systems regularly to ensure they are functioning correctly and replace any faulty components.

3. Lighting Maintenance

Proper lighting is essential for safety and productivity. Replace burnt-out bulbs, clean fixtures, and ensure all lighting is operational to maintain a well-lit environment.

4. Check for Pests

Pests can cause significant damage to facilities and pose health risks to occupants. Regularly inspect for signs of pests and implement necessary pest control measures to keep your facility pest-free.

Energy Efficiency

1. Energy Audit

Conducting an energy audit can help identify areas where your facility can improve energy efficiency. Look for opportunities to upgrade to energy-efficient lighting, HVAC systems, and other equipment to reduce energy consumption and costs.

2. Install Programmable Thermostats

Programmable thermostats allow for better control of cooling systems, helping to reduce energy usage during non-peak hours. Set thermostats to adjust temperatures according to occupancy patterns and seasonal changes.

3. Promote Energy-Saving Practices

Encourage occupants to follow energy-saving practices, such as turning off lights and equipment when not in use, closing blinds during peak sun hours, and using energy-efficient appliances.

Safety and Preparedness

1. Update Safety Plans

Review and update emergency preparedness plans to ensure they are current and comprehensive. Include evacuation routes, emergency contacts, and procedures for various scenarios.

2. Conduct Safety Drills

Regular safety drills help ensure that all occupants are familiar with emergency procedures. Schedule and conduct drills periodically to maintain readiness.

3. Check Safety Equipment

Ensure that all safety equipment, such as first aid kits, fire extinguishers, and emergency signage, is accessible and fully stocked. Replace any used or expired items promptly.

Winter Contract Planning

1. Review Winter Needs

Assess your facility’s winter maintenance needs, including snow removal, ice management, and heating system checks. Planning ahead can help prevent disruptions during the colder months.

2. Renew Existing Contracts

Review and renew contracts with current service providers for snow removal and other winter services. Ensure that all terms and conditions meet your facility’s needs.

3. Solicit New Bids

If necessary, solicit bids from new contractors to ensure competitive pricing and high-quality service. Compare options carefully to select the best providers.

4. Schedule Preventative Maintenance

Plan ahead for preventative maintenance of heating systems to avoid breakdowns during the winter. Schedule inspections and tune-ups to ensure optimal performance.

5. Stock Up on Supplies

Ensure you have adequate supplies, such as salt, sand, and snow shovels, for winter weather. Stocking up in advance can help you respond quickly to winter conditions.

Communication and Documentation

1. Communicate with Occupants

Keep occupants informed about maintenance activities and any potential disruptions. Clear communication helps manage expectations and ensures cooperation.

2. Document Maintenance Activities

Maintain a detailed log of all maintenance activities, including dates, actions taken, and any issues found. Proper documentation helps track progress and identify recurring problems.

By following this summer maintenance checklist, facility managers can help ensure that their buildings remain safe, efficient, and comfortable throughout the summer season while also being well-prepared for the winter months. Regular maintenance not only enhances the comfort and safety of occupants but also extends the lifespan of facility systems and reduces the likelihood of costly repairs.

For expert assistance with your property maintenance needs and to find out what services we offer in your area, contact GRM Inc. today. Our experienced team is here to help you keep your facilities in top condition all year round.