Springtime is synonymous with starting fresh with cleaning and maintenance. It’s an important transition time to clean the slate for the facilities you manage, address issues caused by winter, and prepare for hotter months ahead.
There are many things to consider as you prepare your facility for spring, inside and out. This article will help you narrow down your competing priorities for preparing your buildings and grounds for spring and summer.
Develop a Springtime Maintenance Strategy
Before you put pen to paper, your mental spring maintenance list might feel like it’s miles long. Before you start checking those boxes, take some time to review your list and get realistic on prioritizing what can be done now, versus what you can schedule later or outsource.
Michael McCann, president and CEO of the building systems solution firm Limbach, told Facilities Management Advisor that focusing on critical infrastructure is important to prioritize first. “Facilities managers may want to first focus on critical mechanical, engineering, and plumbing systems, which are indispensable for the building’s operation and maintaining a safe, efficient environment,” he said.
In other words, tackle the most important things first. McCann said, “For example, upgrading your HVAC systems going into the warmer months helps to improve energy efficiency and reduce operational costs. By addressing these critical areas first, facilities managers can effectively manage their resources, prevent potential issues, and maintain a safe, comfortable environment for building occupants.”
It might also be helpful to think back to this time last year: What maintenance tasks do you wish you had done sooner? Make a note of those and consider them as you go over your priorities.
Here are some key considerations to put on your list as you check your interior and exterior areas after winter.
Inspecting & Attending to Interior Facility Areas
HVAC & Air Quality
- Make sure the facility can maintain safe temperatures between 68-76° F and humidity levels between 20-60% throughout the changing seasons to prevent mold. Remove the presence of sitting water, too, and look for leaks and poor ventilation before they cause mold or structural damage. If humidity is persistently high, consider installing a dehumidifier.
- Pay attention to air quality to reduce viral infections. Businesses lose $16.6 billion per year in paid sick days, so regularly maintain your air supply and adhere to quality standards. It might even be worth investing in air purification systems and air quality sensors to let the system notify you when it’s time to fix issues.
- Test your HVAC system now. Clean your filters, coils, and fins for accumulated grime and oxidation to keep your expensive equipment running efficiently. Make sure the HVAC vents aren’t blocked either. Especially if your HVAC services large spaces, book an inspection by an HVAC professional to avoid any downtime when you need cooling the most.
- For cooling towers that have been empty all winter, McCann recommends inspecting them for dirt accumulation in their basins and checking for frozen pipes. He says that ice buildup can reduce cooling efficiency and put stress on structural components, so when the towers are refilled, check that the condenser fans are still functioning properly. Chiller tubes can also be damaged during the winter, so before you need to use them, make sure they’re clean and still functional. Make sure the condensate traps on the outdoor units were not frozen during the winter and the drainage system is clear to avoid potential flooding come spring. Lastly, McCan says to confirm that the compressors are effectively increasing the pressure of the refrigerant gas to facilitate the cooling process.
Safety Equipment
- Is all your safety signage up-to-date and visible?
- Do your smoke alarms, detectors, exit signs, and emergency lighting still function properly?
- Do you have enough working and up-to-date fire extinguishers and carbon monoxide detectors? Read more tips to meet fire code regulations with our article, “Back to Basics: Most Common Fire Safety Code Violations.”
- Confirm that the emergency phone in the elevator connects with the proper helpline.
Entrances & Appearances
Flooring
- Mop away winter grime and salt residue that still may be around your entryways. Spot clean and vacuum carpets and disinfect floors to remove dirt and stains.
- Clean or replace doormats.
Windows
- Clean your windows to get the natural light (and mood!) back inside your facility.
- Fix broken window screens to keep bugs at bay when the temperatures warm up.
- Make sure the seals around windows and doors are tight to better control the temperature and save on energy costs.
Equipment & Furniture
- Ensure your most vital equipment is still working safely and schedule maintenance if necessary. Ensure that you have ordered new parts for important equipment that may need repairs soon.
- Winter can do a number on your pipes if it’s cold enough to freeze them, so be sure to inspect all plumbing for signs of vulnerabilities and make fixes where needed.
- Check out your electrical systems: your outlets, switches, and panels. Look for loose wires, tripped breakers, warm outlets, or burning smells. If you spot these issues, contact an electrician right away.
- Wipe down and dust furniture, light fixtures, and other areas that aren’t regularly attended to.
Inspect Your Facility’s Exterior Areas
Your facility’s exterior areas need to be attended to during springtime to make sure you’re still meeting standards for safety, utility, and aesthetics. Here are some to-do’s and questions to ask yourself as you create your checklist.
Landscaping & Grounds
- Inspect concrete and asphalted areas for damage, especially in colder climates that may have been impacted by ice and salting, like sidewalks, steps, ramps, and curbs. Do you need to fill in cracks or repave? Do these areas need to be professionally cleared or power vacuumed to remove all winter salt and grime? Are all of your signs and painted lines in the parking lot still visible?
- Review the conditions of wheelchair ramps, lifts, and exterior lighting to eliminate potential safety issues.
- Pick up tree limbs, leaves, and trash that may have accrued over the winter. Are more trash cans needed in your high-traffic areas like walkways and parking lots to maintain cleanliness year-round?
- Check out and clean any decorative fountains—turn them on and ensure they work properly. Are your irrigation systems still working well?
- Do any flower beds that were damaged by snow need to be replaced, or should trees or shrubs be pruned to look tidier?
- If you have a deck, does it need repainting or resealing?
Exterior of Facility
- Check the condition of any security cameras, outdoor lighting, and signage.
- Do the windows and siding need power washing?
- Does the roof need work? Look for disfigured shingles, clogged gutters, mold or algae, and fallen branches. If it’s unsafe to inspect your roof, hire a professional to assess. Use our article, Back to Basics: Should You Repair, Restore, or Replace Your Roof?” to guide you through decisions that you might need to make if you spot any issues.
Identify Cost-Saving Maintenance Opportunities
Springtime is also a good time for reflection. Are you keeping track of your maintenance costs and using checklists to make sure your maintenance is following a regular cadence? Documenting what you’re doing, when you’re doing it, and how much it costs will save you a lot of time when you need to write a budget or forecast of your expenses.
Ali Hickerson is a freelance journalist, content writer, and strategist based in Brooklyn, N.Y. Outside of Facilities Management Advisor, Ali’s recent bylines on health and workplace issues have crisscrossed the country and helped advocate for programs and policies that work to create a healthier, more humane, and equitable world.