Facilities management checklists are critical in ensuring the completion of every required task. This article provides insights to help you gain an understanding of facilities management, its definition, role, and relevance, which can lead you to curate a more efficient and functional checklist.
Understanding Facilities Management
Facilities management involves managing and maintaining buildings and their systems to create an environment that empowers people and organizations. It includes day-to-day activities like maintenance, space planning, cleaning, plumbing, and utility management. Facilities managers also handle long-term planning, such as renovations, sustainability initiatives, and real estate portfolio management. The goal is to support the primary business objectives and provide safe, comfortable, and practical workspaces.
Facilities managers oversee the physical infrastructure and make sure buildings operate efficiently. They manage budgets, supervise maintenance staff, ensure regulatory compliance, negotiate with vendors, implement policies, and use technology tools to optimize building performance.
Facility Management's Role in Functionality, Safety, and Efficiency
Facility management is crucial in ensuring buildings function correctly, are safe for occupants, and operate efficiently. Some key responsibilities include:
- Ensure mechanical, electrical, and HVAC systems are regularly maintained and properly.
- Conducting safety inspections and threat assessments regularly.
- Keep parking lots, sidewalks, and entryways clear of snow, ice, and debris for safety.
- Testing emergency systems like fire alarms, sprinklers, and emergency lighting routinely.
- Ensuring buildings meet all codes and regulations for safety and accessibility.
- Monitoring energy usage and looking for conservation opportunities.
- Coordinating recycling programs and sustainable practices to improve efficiency.
- Tracking work order requests and preventive maintenance tasks completed.
- Identifying opportunities to improve space utilization, workflow, and comfort.
Are you interested in finding a vetted, reliable maintenance provider to keep your facility running at peak performance? Explore Alder FM’s maintenance management services to learn how we can find the perfect partner for you.
Developing a Facilities Management Checklist
A facilities management checklist is invaluable for coordinating maintenance tasks and communicating across teams. By breaking down responsibilities into categories, checklists promote consistency and accountability.
Here are some key components to include in a facility management checklist template:
Maintenance Planning
Preventive maintenance is a keystone of facilities management. Regular upkeep prevents problems, extends equipment lifespan, and protects uptime. A maintenance checklist should include:
- HVAC systems: Replace air filters, clean coils, and inspect ductwork.
- Fire protection: Test fire alarms and inspect extinguishers and sprinklers.
- Electrical systems: Test emergency power and inspect switchgear and panels.
- Elevators: Clean, lubricate, and check cables and safety systems.
- Plumbing: Inspect pipes, drains, fixtures, and pumps.
- Building envelope: Inspect roof, windows, doors, seals.
- Interior finishes: Touch-up paint, floor care, wall coverings.
- Site maintenance: Clean parking areas and maintain landscaping.
Safety and Security
Facility security is about more than simply restricting access. A comprehensive facility management checklist for security considers:
- Restricted access systems: Ensure key card biometrics are working correctly.
- Video surveillance: Test cameras, positioning, and storage systems.
- Lighting: Replace bulbs and provide backup emergency lighting.
- Alarm systems: Test sensors, monitoring networks, panic buttons.
- Emergency preparedness: Maintain exit signage assembly points.
- Threat assessment: Identify vulnerabilities and implement countermeasures.
- Visitor logs: Monitor who enters/exits the building.
Space Management
Optimizing space helps employees be more productive. Elements to assess include:
- Space utilization: Identify opportunities to use space more efficiently.
- Ergonomics: Provide proper workstation setup, lighting, and storage space.
- Layout: Create a logical flow between departments and minimize disruptions.
- Wayfinding: Use signage visual cues to make navigating clear.
- Storage: Provide adequate storage for files, equipment, and supplies.
- Furniture: Maintain and replace worn or damaged furniture as needed.
- Break areas: Keep cafeterias stocked and lounges clean and well-equipped.
Cleaning and Sanitation
Regular cleaning promotes hygiene, health, and positive perception. Checklists should track:
- Disinfection: Desks, phones, common areas.
- Trash removal: Wastebaskets, recycling, secure document disposal.
- Floors: Sweeping, mopping, vacuuming, waxing.
- Surfaces: Wipe counters, tables, and glass partitions.
- Restrooms: Clean fixtures and mirrors and replenish supplies.
- Pest control: Look for signs of pests and schedule an exterminator.
- Air quality: Change filters and clean ductwork and vents.
Utility Management
Managing energy, water, and waste streams efficiently reduces costs. Track usage and maintenance tasks like:
- Energy management system: Monitor usage and adjust HVAC and lighting schedules.
- Meter reading: Record electricity, gas, and water usage each month.
- Water fixtures: Repair leaks or drips promptly and install low-flow models.
- Waste: Monitor trash volume, optimize pickups, and expand recycling efforts.
- Irrigation systems: Inspect, adjust watering schedules, and look for leaks.
Technology Infrastructure
Robust tech systems are essential for facilities management. Regularly verify:
- Internet connectivity: Speeds are adequate with minimal downtime.
- Telecommunications: Phones, intercoms, and radios functioning correctly.
- IT support: Monitor help desk requests and track response time.
- Access control: Manage employee badges and door access permissions.
- Building automation system: Control HVAC, lighting, and other methods.
- Asset tracking: Using technology like RFID and QR codes.
Regulatory Compliance
Noncompliance with regulations can lead to fines or litigation. Craft a facilities management checklist that conduct regular audits of:
- Safety: Fire systems, evacuation plans, HazMat storage.
- Accessibility: Parking, building access, restrooms.
- Zoning: Ensure ongoing permitted use during construction.
- Environmental: Wastewater, runoff, recycling programs.
- Licenses & Inspections: Elevators, food service facilities, boilers.
- Record Keeping: Maintain maintenance logs and safety reports.
- Certification: Verify professional credentials are current.
How to Simplify Your Facilities Management
Facilities management is a complex task that involves maintaining and optimizing a wide range of building systems, assets, and processes. From HVAC and security to landscaping and waste removal, there are countless details that facility managers must track and manage daily. While essential, these extensive responsibilities can quickly become overwhelming without suitable systems and support.
Fortunately, there are steps that facility managers can take to simplify their operations, reduce stress, and enable their teams to work more efficiently. Outsourcing certain functions to experienced third-party service providers and implementing integrated facilities management software are two proven strategies to streamline operations and focus in-house resources on core competencies.
Partner With a Third-Party Service Provider
Outsourcing some facilities management responsibilities to an experienced third-party service provider is a proven strategy to simplify operations. Specialized providers can efficiently handle certain functions – like janitorial, landscaping, security, and waste removal, at a predictable cost, allowing your in-house team to focus their efforts on core tasks.
A good service provider has rigorous processes, uses the latest technologies, and employs certified technicians to deliver consistent, high-quality work. They will manage all aspects of the outsourced function end-to-end, including staffing, training, supplies, repairs, reporting, and more. This lifts a substantial operational burden from your team’s shoulders.
Integrate Facilities Management Software
Modern facilities management software centralizes information, processes, and communications into a single intuitive platform. This cloud-based solution lets managers easily coordinate maintenance, assets, inspections, inventory, staffing, budgets, and more. Features like mobile access, automated alerts, and robust reporting provide end-to-end visibility and control. Integrations also deliver benchmarking insights to optimize operations.
Put Contacting Alder FM at the Top of Your Facilities Management Checklist
No matter what industry you operate in, keeping your space in good working condition and clean is critical. Alder FM uses our vast nationwide network of vetted facilities management providers to handle all your needs. Whether you need regular maintenance, inspections, or to improve fire safety, our platform simplifies your search and ensures you are connected with a proven business. Contact us today to discuss how we can help improve your facility management initiatives.
Facilities Management Made Easy
With our facility management system and 500+ network of vetted professionals, we can efficiently manage all of your facilities management processes