Maintenance is one of the crucial factors in managing commercial buildings. This involves inspecting and repairing various parts across the building to maximise its performance and longevity while keeping it aesthetically pleasing. Failing to do so can lead to costly repairs, decreased energy efficiency and even risk of safety hazards. This article explores the importance of having a maintenance plan and the strategies you can employ to maintain your commercial building. Let’s dive in:
Why Do You Need a Maintenance Plan?
Designing and building a commercial space can be pretty expensive. Proper maintenance of the space you’ve already built ensures a well-functioning building for decades. A maintenance plan in this case is vital for effective management and operation of commercial buildings. It ensures building systems like HVAC, electrical and plumbing are in good condition to avoid any premature failures and the need for costly replacements. Thus, saving you time and money.
A well-maintained building operates more efficiently while preserving its physical appearance and structural integrity. Moreover, it makes sure that the occupants feel safe and comfortable, improving their satisfaction and productivity, the two most crucial aspects of a business.
How to Develop a Maintenance Plan?
Below are the steps you need to follow to create a maintenance plan.
1. Initial Assessment
Do a thorough examination of the building’s current status to know where you stand in the first place. Then, perform an audit to understand the maintenance needs and potential issues.
2. Prioritise Tasks
As you now have a list of maintenance and works to jump in, categorise them based on their urgency and the affect it has on building operations. If they address any safety hazards that have led to any essential system failures, make sure to prioritise them. On the other hand, regular maintenance tasks like cleaning and minor repairs should be scheduled.
3. Schedule and Budget
Make a detailed maintenance schedule and reserve the budget needed for timely and efficient maintenance. This schedule can be outlined as daily, weekly, monthly, quarterly and annually. Plus, reserve enough money to cover all the maintenance tasks. This can be emergency repairs in a routine check.
4. Training and Documentation
To get the job done correctly, remember to train your maintenance staff properly and regularly. Provide regular training and development programs to keep maintenance staff in the loop with the latest techniques and technologies. Also, maintain detailed records of all maintenance activities, including inspections, repairs, and replacements
Best Practices for Commercial Building Maintenance
Here are some of the best practices you can follow as an effective checklist for your commercial building maintenance.
Preventive Maintenance
This refers to regular inspections and repairs of building systems you need to do to avoid any unexpected breakdowns. This proactive approach can help you identify any potential issues before things go out of hand, thereby lowering downtime and maintenance costs.
What Can You Do?
· Inspect regularly: Make it a routine to check all your HVAC, electrical and plumbing systems to pin down any signs of wear and tear.
· Replace filters: The HVAC systems in your building need regular replacement for air filters. This helps you maintain the air quality and system efficiency.
· Service critical systems: Security systems, fire alarms and escalators need scheduled maintenance as often as needed to ensure they function right.
· Use asset management software: This is needed to record and track all your maintenance schedules and activities so you don’t forget or miss any.
Seasonal Maintenance
Seasonal maintenance is needed to guarantee that your commercial building will withstand varying weather conditions to prevent damage and discomfort.
Summer and Spring Maintenance:
· Service the cooling systems: Summer days are too hot to work without air conditioners. Test the AC units to maintain optimal performance to beat the heat.
· Seal windows and doors: Check and seal all the windows and doors to use energy efficiently.
· Landscape: If your building possesses an outdoor area, prepare it for the summer by trimming, cleaning the laws and checking the irrigation systems.
Fall and Winter Maintenance:
· Clearing the gutter: Clean the gutter to get rid of leaves and debris accumulation. This prevents water damage and leaks.
· Inspect the roof: Check for loose or missing shingles (roof covering) and repair the water leaks during winter.
· Service the HVAC: Service your building’s heating systems for effective operation during colder months.
· Check the fire safety systems: Don’t forget to double-check the smoke detectors, fire alarms, and sprinklers for functionality.
Energy Efficient Practices
Try turning green by following sustainable habits in your workspace. Optimise the energy efficiency of your building systems to confirm that they consume less energy, lower the utility costs and don’t affect the environment.
What Can You Do?
· Maintain the HVAC properly: Follow the manufacturer’s guidelines to clean the ductwork, replace filters and calibrate thermostats to improve their efficiency.
· Implement energy management systems: These systems can help you monitor and optimise your energy usage.
· Add eco-friendly technologies: Use LED lights and solar panels to reduce energy consumption in your place.
Safety and Compliance
Following safety regulations and industrial standards is vital in maintaining a safe working environment. Regular inspection of whether these regulations are followed is also a part of building maintenance. This helps in avoiding any legal liabilities that may occur.
What Can You Do?
· Ensure fire safety: As mentioned earlier, check the functionality of fire alarms and extinguishers in case of emergency.
· Check the electrical systems: Periodic tests of electrical panels and wiring are critical in preventing any short circuits or fire hazards.
· Have an emergency plan in hand: Prepare, review and update emergency plans that need to be executed in case of emergency.
Interior and Exterior Maintenance
Interior Upkeep
A well-maintained interior means a clean, welcoming, functional and pleasant environment for both workers and customers.
What Can You Do?
· Clean and repair as needed: Clean floors, walls and ceilings as often as needed and replace worn-out carpets and tiles.
· Maintain proper lighting system: This is needed to ensure enough illumination inside the office.
· Proper pest control: Take corrective pest control measures to maintain your commercial place’s hygiene and prevent any infestations.
Exterior Upkeep
This is what your customers see at first glance. So you need to preserve its appearance and functionality with regular maintenance.
What Can You Do?
· Maintain the building’s envelope: This includes inspection and repair of walls, windows, doors and roofs to avoid water ingress.
· Landscape and lawn: Maintain the landscaping, parking lots, and drainage systems for a safe and attractive environment.
The Final Verdict
Proper commercial building maintenance is one of the essential tasks you need to do to preserve the value, safety, and functionality of the property. By implementing the strategies explained in this article, building managers can ensure their buildings remain in good condition, providing a safe and comfortable environment for their occupants.
