Building Operations & Maintenance

Commercial Building Maintenance: Facility Checklist, Best Practices, & Use Cases

This guide takes you through why commercial property maintenance is essential, why a facility checklist is useful, and how you can use the right tech partner for seamless commercial maintenance.

Manaswini Rao

Nov 1, 2024 • 6 min read

Proper maintenance of commercial buildings is important because it preserves their value, ensures tenant satisfaction, and minimizes long-term operational costs. If you neglect, routine upkeep can lead to costly repairs and even safety hazards.

For example, a major office building that experiences an HVAC failure due to poor maintenance can disrupt daily operations, which can cost the company thousands in downtime and emergency repairs.

With this in mind, facility managers must get a detailed maintenance checklist paired with industry best practices to prevent such issues.

The checklist will give a guide to regular inspections of the building's interior, exterior and systems like HVAC (Heating, Ventilation, and Air Conditioning.). This proactive strategy enables you to keep your facilities running efficiently and safely.

This article will give you a comprehensive commercial building checklist, best practices, and benefits of building maintenance for commercial facilities.

Commercial building maintenance checklist

A facility maintenance checklist, or preventative maintenance checklist, helps build safety through regular planning and inspections. This systematic strategy allows facility management service providers (FMSPs) to identify potential issues early, reducing repair costs and extending the lifespan of building components.

The first step you need to take is to evaluate the condition of all assets in and around the building. Determine their worth based on market value, production impact, replacement costs, or a suitable combination for your organization.

Below is a comprehensive table detailing various building maintenance assets, covering both interior and exterior elements, as well as facility equipment.

Interior Assets	Exterior Assets	Facility Equipment and Internal Systems
- Floors	- Building foundation	- Elevator and escalator
- Lighting	- Roof	- Security system
- Furnishings	- Fencing and gates	- Electrical panel, wiring, and circuit breakers
- Restrooms	- Gutters, downspouts, and storm drains	- Sump pump and sewage ejector
- Walls	- Windows and siding	- Fire alarms, smoke detectors, and extinguishers
- Trash and recycling bins	- Landscaping and irrigation items	- Plumbing and water heater
- Security cameras	- Exterior lighting and signage	- Boiler and Chiller
- Networking equipment	- Parking lots, sidewalks, and curbs	- HVAC System
		- Generators

Create a maintenance schedule that prioritizes safety hazards and high-value assets. Establish routine maintenance for each asset, assigning specific tasks to daily, weekly, monthly, quarterly, or annual timeframes. This structure ensures that important assets are regularly inspected and maintained.

1. Daily Routine

Schedule	Categories	Tasks
Daily	Interior	- Clean interior floors; check for torn carpeting or broken tiles.
		- Empty trash and recycling. Check for cleaning needs.
		- Clean restrooms, stalls, and floors; refill dispensers at least twice a day
	Exterior	- Clear walkways and Parking lots. Ensure areas are free of litter; de-ice walking paths in cold months.
	Facility Systems	- Check electrical, plumbing, and HVAC systems if they’re damaged.

2. Weekly Routine

Schedule	Categories	Tasks
Weekly	Interior	- Clean public-facing furniture and inspect for damage.
		- Check bulbs and replace any burned-out bulbs or fluorescents.
		- Check for signs of pests; contact pest control if needed.
	Exterior	- Inspect sidewalks and parking lots; if there’s damage, schedule for repair
		- Maintain Landscaping. Mow lawns; inspect trees and plants for obstructions.
		- Check gutters and roof drains. Ensure they direct water away from the foundation.
	Facility Systems	- Inspect electrical and safety equipment. Ensure regulatory inspections are current; test systems for operation.

3. Monthly Routine

Schedule	Categories	Tasks
Monthly	Interior	- Inspect ceilings, walls, and floors to look for leaks or damage.
		- Test lighting systems, ensure adequate visibility, and replace bulbs as needed.
		- Inspect all restroom fixtures and dispensers that are functioning correctly.
	Exterior	- Check exterior lights' operational status; replace bulbs or components if necessary
		- Ensure parking spaces are clearly marked; check signage condition
	Facility Systems	- Inspect sump and sewage pumps for flooding or leakage; ensure proper drainage.
		- Replace HVAC Air Filters to maintain air quality.
		- Check generator fuel levels and oil levels; top off if necessary.

4. Quarterly/Bi-Annually

Schedule	Categories	Tasks
Quarterly/Bi-Annually	Interior	- Conduct inspections and prevention measures every quarter.
		- Perform Safety Inspections
	Exterior	- Clean gutters by scheduling spring and fall cleanings to prevent debris buildup.
		- Inspect windows and doors, ensure proper sealing and weatherization, and perform necessary repairs.
		- Clean siding and pavement to enhance appearance.
	Facility Systems	- Check HVAC, electrical, and plumbing systems for issues.
		- Inspect for odd sounds or smells

5. Annually Routine

Schedule	Categories	Tasks
Annually	Interior	- Ensure the effectiveness of pest-control measures.
		- Test restroom fixtures and dispensers
		- Clean and replace bulbs, fluorescents, and ballasts
	Exterior	- Assess Landscaping by replacing dead plants and cutting back tree limbs.
		- Inspect signage and lighting.
		- Refresh faded paint on walls and structures.
	Facility System	- Clean sump pump equipment
		- Inspect flush and text water heater
		- Inspect electrical panels and check circuit breakers for proper load handling.
		- Test backup generators

Best Practices for Commercial Building Maintenance

When it comes to commercial building maintenance, following best practices ensures safety, efficiency, and long-term value for your property. Here are some essential guidelines:

1. Regular Inspections and Maintenance

Streamlined inspection process with automated inspection workflows — Automated inspection workflows

Develop a maintenance checklist for routine inspections of HVAC systems, plumbing, electrical wiring, and structural components such as roofs and windows.

The routine maintenance schedule should include daily, weekly, monthly, and yearly tasks. As an FM, you’ll be able to identify potential issues and perform predictive maintenance before they escalate into costly repairs.

2. Focus on high-traffic areas

High-traffic areas like lobbies, corridors, restrooms, and entrances show more wear and tear than other parts of your building. Because of this, they need more frequent cleaning, repairs, and inspections to stay in top shape.

If you let these areas go, you might end up with safety hazards and a poor impression of your building's overall condition.

3. Repair damage immediately

Taking care of minor damage right away is key to stopping it from becoming a big problem. Little issues like a leaking pipe, a cracked tile, or a flickering light can quickly turn into major headaches if you don’t fix them promptly.

By handling these repairs quickly, you show your tenants you care about keeping the property in great shape and that their safety and comfort are top priorities.

4. Monitor for mold

Mold is a big concern in any commercial building because it can lead to health issues for the people inside and damage to the property. To keep mold in check, you should regularly inspect areas prone to moisture, like basements, bathrooms, and kitchens.

If you find any leaks or humidity problems, fix them right away. Good ventilation and dehumidification are also essential to prevent mold growth.

5. Keep to code

Keeping up with local building codes and regulations like SFG20 standards isn’t just about staying on the right side of the law; it's crucial for ensuring your property stays safe and functional.

You should regularly check and update your property’s compliance with fire safety regulations, accessibility standards, electrical codes, and other important rules. Ignoring these can result in fines, legal troubles, or even the closure of the building.

6. Seek Professional Help

For complex tasks or when managing multiple properties, consider outsourcing certain maintenance functions to specialized service providers.

Also, train maintenance staff on best practices, new technologies, and safety protocols to enhance their effectiveness and confidence in handling various tasks.

The benefits of building maintenance for commercial facilities

Building maintenance for commercial facilities offers numerous benefits that significantly enhance the value, safety, and functionality of the property. Here are the key advantages:

Preservation of Property Value: Keeping up with regular maintenance not only helps maintain your property's appeal but can also increase its market value over time. A well-maintained property attracts buyers and renters alike.
Cost Savings: By proactively addressing maintenance issues, you can prevent costly repairs and replacements down the line. This approach significantly reduces overall operational costs, allowing you to allocate resources more effectively.
Safety and Compliance: Regular maintenance ensures your property meets safety standards and regulations, which is crucial for avoiding legal issues and potential liabilities. A safe environment protects both your investment and the people who use the space.
Tenant and Employee Satisfaction: A well-kept property enhances the experience for tenants and employees, leading to higher satisfaction rates. Happy tenants are more likely to renew leases, and content employees contribute to a more productive workplace.
Aesthetic Appeal: A visually appealing property makes a strong first impression on clients and visitors. An attractive exterior and well-maintained interior can create a welcoming atmosphere that reflects positively on your brand.

Ready to streamline your commercial building maintenance workflow?

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Introducing Facilio: your partner in commercial building maintenance

Facilio offers a comprehensive platform for managing all types of operations and maintenance tasks, including breakdown, reactive, corrective, scheduled inspections, preventive maintenance routines, and audits.

Its user-friendly interface and intelligent routing simplify the planning, scheduling, and documentation of maintenance activities.

You can schedule tasks and generate work orders based on a calendar system. Facilio automatically assigns technicians to these tasks, attaches relevant checklists, and sends reminders via email, SMS, and mobile notifications.

Streamline resource scheduling and job plans — scheduling and job plans dashboard

The platform's robust preventive maintenance (PPM) engine can trigger automatic work order dispatch based on specific conditions. This capability allows for the automation of repetitive processes such as approvals, work routing, and collaboration across multiple locations.

Facilio's cloud-based solution allows for aggregating real-time data across property portfolios, enabling stakeholders to make informed decisions.

The platform also supports custom workflows for third-party maintenance and vendor management. Its IoT integration is hardware-agnostic, allowing seamless compatibility with existing systems.

Ready to take the guesswork and grunt work out of service order management with Facilio?

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Conclusion

The commercial property maintenance game is changing fast with the rise of IoT, AI, and CMMS. These technologies are giving facility managers and FMSPs more control and efficiency than ever before.