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Do you want your maintenance management to run like a well oiled machine? Are you struggling to keep your technicians on track in the field? For businesses in the asset and field management industry, facility management is a key part to ensuring longevity, helping business continuity and becoming more cost effective by reducing hefty repair bills.
Facility maintenance is the activity untaken in commercial buildings to ensure high productivity and safety are maintained on site. Building or facility maintenance can include anything to do with equipment maintenance, building systems or infrastructure.
While facility management seems like a simple practice in theory, it can become a daunting task including core business operations such as; scheduling, organising technicians, managing budgets, keeping up to date with client data and ensuring the productivity of the core business operations and maintenance stays in line with the manufacturer’s warranty requirements. Facility management can include both hard FM and soft FM operations to help manage your long term asset goals.
One of the best ways to reduce your stress and boost consistency in your workflow, is with a great job management software and maintenance checklist.
A building maintenance checklist is an invaluable tool for facility managers. Regular maintenance not only helps in keeping the building in top shape but also helps in avoiding costly repairs that can occur due to neglect. It ensures the safety of the occupants, prolongs the lifespan of the building, and contributes to a more sustainable and efficient operation.
Creating a building maintenance checklist involves a thorough understanding of the building’s systems and components. Here are some steps to guide you:
Seasonal maintenance is an important aspect of building upkeep. Here are some tips:
Facility maintenance changes in each industry, where different demands and expectations need to be met. Facility management per industry could look something like this:
A typical HVAC inspection at a facility can involve units from air conditioner, ventilation, heat pumps, or furnaces. Inspections can include:
Facility maintenance for fire protection equipment can involve fire extinguishers, fire alarms, exit signs, smoke detectors and any fire fighting equipment. Inspections can include:
For heavy equipment maintenance, your inspection checklist will vary depending on the type of equipment including heavy equipment such as dozers, excavators, loaders, rollers, cranes, compactors, and backhoes. For more insight into equipment, you will need to refer to your user or manufacturer’s manual.
Facility maintenance for civil or construction equipment maintenance will also vary depending on the type of equipment you have. For example a checklist for every 500 hours usage checklist, you might find your construction equipment checklist looks like:
For facility and building maintenance, a thorough checklist can improve safety, smooth out scheduling, increase consistency and boost productivity in your business. With a facilities management checklist in your business, you will find that your workflow runs more smoothly and your technicians become more effective in the field. Here are the top 5 things you need to know to build your maintenance checklist…
The first step in creating your facilities management checklist, is to set up your preventative maintenance plan. The best way to avoid repair costs and constant breakdowns is to have a detailed preventive maintenance plan in place in your workflow. You will first need to address what aspects of your facilities management need to be considered in your preventive plan.
Not all parts of your facility management will need to be considered in your maintenance scheduling and you should arrange your maintenance program around first those with the highest priority.
To ensure that all your facility and equipment maintenance meet your maintenance standards, you should next take a look at your manufacturer’s warranties.
When you begin to create your facilities checklist and maintenance plan you need to know your manufacturer’s recommendations. Performing work without adhering to these recommendations can easily lead to you voiding your warranty and ending up with a pile of legal fees and repair costs.
These recommendations for your facility and equipment management will also help you determine what your maintenance schedule and checklist will look like. Your warranty will specify the exact dates and frequencies you need to know in order to schedule your facility management efficiently.
Once you have defined what does and doesn’t need to be included in your maintenance plan, you can build your procedures. In order to have a smoothly flowing checklist, you need to organise your maintenance activities. To do this you need to ensure that you have clear and coherent instructions for your technicians that involve the correct PPE and safety measures.
For your preventive plan, you will need to build your procedures to include any tools, equipment or spare parts that you might need. You will also find that when building your checklists and procedures that you might need to update after some trial and error. You won’t always get your planning right the first time and a little adjustment may be needed.
A key part of your building and facility maintenance will include a thorough documentation process. Without clear methods to update and access information while in the field, you can leave your technicians in the lurch.
For facility management in the construction or commercial, a thorough documentation will also help ensure that you build an easy to access client history and help identify key points in your asset history. Imagine if next time you have a breakdown or issue, you could refer back to your asset history and get all the answers you need without the frustration.
Another key part to your facility management is reviewing your asset management. The purpose of improving emergency preparedness in the physical workplace helps to ensure the correct solutions are in place. Companies may find that their asset history has no clear department or long term processes and operations.
The importance of asset history for future emergency breakdowns and safety systems will help save time and identify trends. When you review and assess your asset history, you gain helpful insight into common asset patterns. In doing this activity can save you both time and money. With the review of your assets, you will see what parts of your maintenance process are redundant and what parts could be linked to trends that involve breakdowns.
Commercial facility management maintenance is a broad field that varies significantly from site to site. It depends on the specific equipment and tools present, the nature of the work conducted within the facility, and the unique needs of the people using the space. Property management for facilities managers can encompass a wide range of tasks related to the people, place, and process within the built work environment.
Here’s a more detailed look at a typical facility management checklist for a commercial building:
Remember, this is a general checklist and might need to be customized based on the specific needs and requirements of your facility. Regular maintenance is key to extending the life of your facility’s systems and ensuring a safe, comfortable environment for all occupants.
For a facility manager there will be two types of jobs that need to be carried out for hard FM and soft (FM) management facilities; strategic and operational. You ideally want your facilities manager to boost business continuity within your environment with the purpose to increase asset performance and health and safety in the workplace.
Facility managers need the support of software systems and real time technology to become efficient in both the office and the field. Without the correct functions, a facility manager may struggle with physical paper based systems that don’t accurately track costs, security or functions of your built environment.
Duties for a commercial HVAC building or business will include repairs, maintenance and client management. Some tasks that a facility manager can include; fire safety management, air conditioning maintenance, plumbing, energy or water services and health and safety within the built environment.
You may find that structuring your facility management checklist is an overwhelming process and you have no clear direction. With the help of an automated software, you can access all the information you need from the office or the field with project management and a higher quality of life for your assets.
With facilities management software like FieldInsight, you gain access to an all-in-one system that ensures that your team stays on the same page. With the ability to create checklists, customise reports and track employees in the field, FieldInsight allows you to gain more power over the daily operations in your business and access budgeting and job statuses to keep you on track.
FieldInsight provides access to the five primary automations so your business has all the tools it needs to succeed. To learn more, get started with a demo today and talk with one of our product specialists.
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