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Office Facilities Management Checklist

There’s more to office facility management than vacuuming the floors and wiping down the surfaces each week. Facility maintenance checklists can be required to keep your office in excellent condition and retain its overall value. However, not every business owner understands how in-depth these checklists must be and the tasks that should be on them to ensure their commercial space remains in excellent condition. Remain organized and on top of property maintenance by prioritizing the following tasks.   

Cleaning

Whether you use a service provider like CBM Facilities Group or keep it in-house, cleaning should be one of the most important tasks on your checklist. Be as in-depth as possible to ensure nothing gets missed, and break down cleaning tasks into areas based on your unique office setup, such as: 

  • Office Exterior
  • Bathrooms
  • Kitchens and break rooms
  • Office cubicles and desk areas
  • Reception and waiting areas 

Within these categories, you can go into great detail about what and how to clean, such as disinfecting surfaces in the kitchen, dusting keyboards in the office cubicles, and wiping hard surfaces in the waiting area. 

Grounds and Garden Maintenance

Whether you have a small patch of grass and a tiny slice of sidewalk or an expansive lot and grand front entrance, grounds and garden maintenance should be included on your management checklist. First impressions mean everything to your customers, so don’t underestimate the value of frequently cleaning these areas. 

Lawn mowing, weeding, pest control, and sweeping can be a few of the many tasks on your grounds and garden maintenance list. You can also outsource these tasks to another business or delegate them in-house to save money. 

Parking Areas

Whether you have a dedicated parking lot for your customers or a small employee area, add the maintenance of this space to your facilities management checklist. A number of tasks might require your attention, such as: 

  • ADA regulations: ensuring entrances and exits are labeled and free of obstacles
  • Testing the gates
  • Checking that lights are functional
  • Shoveling snow and ice in winter
  • Removing debris from curbs and pavements
  • Ensure all areas are well-lit
  • Making sure guardrails and handrails are sound
  • Having a plan in place for camera monitoring and surveillance 

Windows and Doors

As you go about your daily business in the office, window and door maintenance can be the furthest thing from your mind. However, making these areas part of your regular management checklist may reduce the risk of avoidable failures and costly repairs and replacements. Make a point to take the following actions in your office on an annual basis: 

  • Remove dirt and debris from door tracks and window sills
  • Check for water stains and peeling, indicating the need for resealing
  • Test locks and knobs
  • Lubricate sticking windows and doors
  • Replace windows that don’t open or close properly 

Electricity

Electricity is integral to any office’s everyday functionality, but it’s also a workplace hazard. As a result, checking your building’s electricity supply and electrical components should be near the top of your office facilities management checklist. Schedule annual assessments with a qualified electrical inspector and always be on the lookout for signs of electrical danger. Many signs can point to electrical issues in a residential or commercial space, such as: 

  • Outlets sparking
  • Frayed or overloaded cords
  • Discolored or warm outlets
  • Dimming or flickering lights 

If you run heating and cooling units or have appliances like stoves and microwaves, have an electrical inspector check these annually for peace of mind. 

Plumbing

When you’re busy going about your daily business, your building’s plumbing is not typically a priority. It can be even further from your mind when plumbing problems aren’t always easy to spot. Knowing that potential problems can be hiding in the background, include plumbing checks on your management checklist. These checks can include: 

  • Looking for signs of leaks, moisture, and puddles
  • Looking for signs of mold and mildew
  • Checking pipes for corrosion
  • Testing the water pressure
  • Making sure the water heater isn’t leaking and is sitting at the correct temperature
  • Testing drains
  • Testing safety and shutoff valves 

Heating and Cooling Units

Heating and cooling unit maintenance can be integral for your employees’ comfort levels and to reduce energy costs. Preventative maintenance might even prevent premature failure or costly repair bills. Most HVAC maintenance tasks are straightforward for the average business owner or manager to take care of: 

  • Changing air filters
  • Recalibrating before winter and summer
  • Cleaning the evaporator and condenser coils
  • Cleaning drainage lines
  • Performing visual inspections 

Elevators

Many office buildings have elevators, and we can sometimes take it for granted that they’ll always work at their best. However, most office elevators are in excellent condition because they’re well maintained, giving their occupants peace of mind. If you haven’t yet actioned a checklist for elevator maintenance, now might be an ideal time to create one for an elevator technician to follow. It can include tasks like: 

  • Ensuring freely opening and closing doors
  • Inspecting any damage
  • Confirming the emergency phone works
  • Replacing any burned out lights
  • Testing smoke and fire alarm detectors and systems
  • Examining electrical wiring for defects
  • Checking lubrication levels
  • Checking cables for wear
  • Looking for signs of pests or vandalism
  • Testing the brakes
  • Ensuring easy access to the emergency exit 

Fire Systems

United States fire departments respond to over 3,300 office property fires annually, resulting in millions of dollars of damage and countless deaths. While not all office fires are avoidable, having appropriate and well-maintained fire systems in place might reduce the risk of damage, injury, and death. OSHA requires all carbon monoxide detectors and fire extinguishers to be checked annually to ensure they are in working condition. It’s also essential to prioritize the following tasks: 

  • Fire sprinkler and fire pump flow testing
  • Fire alarm testing
  • Fire extinguisher testing and certification 

Your office should also have: 

  • A fire log book
  • Health and safety guidelines for staff and visitors
  • A first-aid kit
  • Fire alarms throughout the building
  • Emergency lighting 

You can sometimes be so busy with daily operations that you forget about the needs of your office to ensure you can carry on with them. If you haven’t yet created an office facilities management checklist, now might be the right time to involve the experts and enjoy peace of mind knowing these important tasks are taken care of.  

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