Walk into any facility and you’ll likely notice problems fast. An HVAC unit rattles louder than it should, restroom faucets drip nonstop, or the emergency exit light flickers on and off.
Minor issues often grow into costly repairs or compliance fines when they aren’t addressed quickly. Facility leaders use a facility management checklist to keep inspections and maintenance organized.
This guide highlights the most important items to include in a facility management checklist so you can protect assets, avoid downtime, and keep operations steady.
Building Exterior and Structure
Exterior maintenance protects your facility from water damage, compliance issues, and unnecessary repair bills.
Focus inspections on these areas:
- Roof: Review for leaks, punctures, or clogged drains. Prevent water intrusion here before it spreads to interior systems.
- Parking lots and sidewalks: Evaluate cracks, faded striping, and broken curbs. Poor upkeep creates hazards and limits access for personnel and visitors.
- Entry points and window sills: Confirm exterior doors close securely, glass remains intact, and caulking holds up against cold weather and rain.
- Outdoor furniture and signage: Examine benches, tables, and directional signs. Items must remain stable, visible, and safe for visitors.
- Fences and gates: Review locks and structural condition. Weak fencing compromises security and increases risks for the facility.
- Landscaping: Assess lawns, shrubs, and irrigation systems. Overgrowth traps moisture against walls, while poor irrigation accelerates repairs and erosion.
Well-maintained outdoor areas reassure visitors and staff that the facility is properly cared for.
Safety and Compliance
Safety and compliance can’t be left to chance. These responsibilities belong on every facility management checklist to protect people and keep your property within code.
- Fire protection: Check fire alarm systems, fire extinguishers, and carbon monoxide detectors. Emergency exits must remain accessible, and exit lighting should always work.
- Accessibility: Review compliance with the Americans with Disabilities Act (ADA). Inspect ramps, handrails, signage, and restroom features to confirm access for every visitor.
- Security systems: Inspect door locks, alarms, and cameras. Faulty locks or inactive monitoring tools expose your facility to avoidable risks.
Once safety and compliance are confirmed, your checklist should turn to mechanical systems.
HVAC, Plumbing, and Electrical Systems
Mechanical failures often create the highest repair bills within a facility. Regular maintenance protects expensive assets and prevents disruptions to daily operations.
Add these items to your management checklist:
- HVAC systems: Examine heating and cooling units before peak seasons. Use an HVAC inspection checklist to spot performance issues early.
- Thermostats and vents: Test thermostats for accuracy and confirm vents push consistent airflow. Uneven heating or cooling signals clogged ducts or worn components.
- Plumbing systems: Review toilets, sinks, drains, and faucets. Monitor water pressure closely since loss of pressure may point to cracked pipes or underground leaks.
- Electrical checks: Inspect outlets, wiring, and light fixtures for damage. Test ground-fault circuit interrupter (GFCI) outlets during regular maintenance to protect equipment and meet occupational safety requirements.
With mechanical systems checked, your checklist can move to interior spaces.
Recommended Reading:
Electrical Preventive Maintenance Checklist
Plumbing Maintenance Checklist
Interior Spaces and Fixtures
Interior areas wear down fast. A facility checklist helps you track the most common problem areas before they worsen.
Include these items on your checklist:
- Walls and ceilings: Look for cracks, stains, or leaks. Address problems early to stop water damage from spreading across multiple rooms.
- Floors: Assess carpet, tile, and baseboards. Worn flooring creates trip hazards and reduces material life.
- Kitchens and break rooms: Examine appliances, sinks, and ventilation. Confirm equipment operates correctly and follow safety procedures to reduce plumbing or electrical risks.
- Storage areas: Keep inventory organized and aisles accessible. Poor organization delays emergency response and increases compliance risks.
After interior fixtures, your checklist should cover elevators and specialized equipment that support larger facilities.
Elevators and Specialized Equipment
Mechanical equipment requires detailed checks. Scheduled reviews keep systems in working order.
Make sure to include these in your checklist:
- Elevators: Check if inspection requirements are met. Doors must close fully, emergency phones should connect, and all your elevators must support proper operation during daily use.
- Ventilation and exhaust: Test airflow in kitchens, labs, or boiler rooms. When airflow weakens, fumes and heat build up quickly in sensitive spaces.
- Lockout procedures: Tags must stay in place during maintenance. Training helps personnel follow safety protocols, which reduces liability and prevents avoidable accidents.
- Special equipment: Boilers, refrigeration units, and backup generators need scheduled service. Documentation of inspections and service dates prevents surprise failures.
Building automation systems should also be reviewed during regular inspections. These controls help confirm proper operation of HVAC, lighting, and ventilation, and they flag faults early when given special attention.
Cleaning and Sanitation
A facility management checklist is incomplete without cleaning and sanitation. Facility managers across different industries rely on consistent inspections to confirm shared areas remain presentable for daily use.
- Restrooms: Fixtures, partitions, and floor drains must be functioning properly. Soap, paper supplies, and trash receptacles should always be stocked and accessible. Many managers rely on a facility janitorial checklist to keep sanitation consistent across all areas.
- Pest control: Inspect storage areas, trash bins, and outdoor dumpsters for signs of activity. Special attention here prevents infestations that spread fast and damage property.
- Shared areas: Lobbies, hallways, and conference rooms need consistent service. Floors, walls, and light fixtures should remain clean, safe, and well-maintained.
Clean facilities protect health and improve the daily experience for everyone using the building.
Put Your Facility Management Checklist to Work With Trillium
Facility managers deal with vendors that push markups and long contracts. Trillium removes those problems completely. The platform is free, with no onboarding fees or minimum order values.
Trillium is facility maintenance software that lets you submit and track work orders in one place. HVAC, plumbing, electrical, doors, locks, and dozens of other trades are all covered.
Instead of paying for on-site personnel you rarely use, open the software and order services only when required. That keeps your budget steady and makes the job easier.
Behind the platform is a network of 6,000 vetted partners across 58 trades. Vendors are licensed, insured, and trained.
You can replace filters in HVAC units, add energy-efficient equipment, or schedule elevator inspections without worrying about paperwork.
Stop paying markups for basic maintenance. Schedule a Trillium demo and discover how easy it is to manage every work order!
FAQs About Facility Management Checklist
What are the five main tasks of facilities management?
The five main tasks of facilities management are maintenance of building systems, space management, safety and compliance, vendor coordination, and support services. Together, these responsibilities keep facilities reliable, safe, and cost-effective.
What are the four pillars of facility management?
The four pillars of facility management are people, processes, technology, and place. People represent staff and occupants. Processes cover workflows. Technology includes systems and software. Place refers to the physical environment.
What is a facility checklist?
A facility checklist is a document used to track inspections and maintenance tasks across the property. It confirms that systems such as HVAC, plumbing, electrical, fire protection, and outdoor areas are in proper condition.
The checklist supports compliance, reduces repair risks, and keeps operations reliable.
What is a PPM checklist?
A planned preventive maintenance (PPM) checklist sets scheduled service tasks to reduce failures and extend asset life. It includes HVAC filter replacements, plumbing inspections, electrical testing, and fire safety checks.
The goal is to keep equipment dependable and reduce repair costs.
