Our facilities need attention to stay operational. Scheduling inspections and maintenance tasks that detect and address potential problems ensure facilities remain safe, secure, and comfortable for public usage.
Building maintenance is an essential part of ownership. When done correctly, it often goes unnoticed. Instead of waiting for something to go wrong, preventative maintenance addresses needs before they affect operations and programming.
Here are the areas of a facility that need regular attention:
Heating, ventilation, and air conditioning (HVAC) systems ensure staff and visitors remain comfortable regardless of the weather.
Regularly inspecting the HVAC system prevents malfunctions. Checking for signs of wear and tear, replacing air filters, and ensuring cleanliness in the machinery and ductwork improves comfort and air quality.
Lighting contributes to the satisfaction and mood of your staff and visitors. The color and intensity of light help the facility look better, increase staff productivity, and improve the visitor experience.
Regularly check and replace burned-out bulbs, malfunctioning fixtures, and flickering lights. Also, exits and pathways need proper illumination when a power outage occurs. Emergency light systems need periodic inspections to ensure the battery packs stay charged to keep an area lit for at least 20 minutes.
Inspecting the general health of your facility's structure is a great way to notice minor issues before they become expensive repairs. Buildings are held together by bolts, screws, welds, or nails. These crucial pieces of hardware could weaken or fail over time.
For example, your facility's roof may be the most inclined to structural problems. Changing seasons and extreme weather can be tough on roofing. Checking the facility for water damage, leaks, and mold can alert your team to roofing issues.
Regularly checking for structural damage or weakness allows your team to address and repair issues promptly.
Electricity powers just about everything we do. The need for electricity increases as we keep up with technological innovations to help productivity, workflow, and programming.
It's important to be aware of how the facility's electric system was installed and any modifications made throughout the years.
Inspecting the electrical system requires checking for overheating and making sure wire sizes can carry the loads placed on them.
Fire Safety Precautions
If a fire occurs, the best-case scenario is everyone exits the facility safely with minimal damage to the building.
Your sprinkler system is the first line of defense in the event of a fire. Regular inspections of sprinkler systems include checking:
- Air compressors
- Flow switches
- Back-flow preventers
- Pressure gauges
In addition to sprinkler systems, fire and smoke alarms need regular inspections to ensure they're working correctly. Emergency exits need clear signage and nothing blocking the pathways.
A secure building can prevent potentially dangerous situations from occurring or escalating. If you have surveillance systems, inspect cameras and other hardware for consistent monitoring of the facility.
Also, any access control equipment and alarms need periodic checks to ensure they protect staff and visitors in an emergency.
Visitors get their first impressions when seeing the facility's exterior. Time, weather, and usage impact the appearance of the building. The paint starts fading. Walls accumulate dirt, grime, mold, and other unsightly pollutants. Vandalism and graffiti can ruin the appearance of even the nicest facilities.
Regular inspections and maintenance of the facility's exterior ensure your asset remains a source of pride for your agency and the public.
Keeping Records of Maintenance Inspections
If it wasn't documented, it didn't happen. Without records, you can lose track of warranties, maintenance schedules, and inspection findings. When a significant facility issue disrupts programming, you may have to answer some tough questions.
Recording the findings of inspections and maintenance tasks means not making excuses. Records should include:
- Date of inspection
- Problems observed
- Work orders addressing problems
- Completed work order notes
- Costs to resolve issues
Of course, the paperwork could feel cumbersome to a crew more used to doing than filling out forms.
With a few clicks on a mobile device, inspections get recorded. Deficiencies generate automatic work orders. Records are readily available to anyone that needs them. Your team communicates better, and issues are addressed efficiently.
As a result, you have cleaner, safer, and more reliable facilities.