Date: 02/10/2023

A Facility Managers Checklist

A checklist guide for facility managers

Managing a facility in the construction industry or any large business can be a daunting task. As a facility manager, you are responsible for overseeing daily operations, managing employees, and ensuring machinery and equipment are functioning properly. At times, you may even find yourself getting your hands dirty in the actual work. Having a thorough understanding of the project and access to relevant data and information is crucial to successfully oversee the project to completion. However, with multiple tasks and responsibilities, prioritising and planning can be challenging.

Developing a comprehensive checklist can simplify your work and ensure that no important tasks are overlooked.

Regular facility walk throughs

Regular facility walk-throughs are crucial for monitoring the state of the equipment and facility. While most managers depend on routine maintenance for information, work orders and reports keep them updated on the condition of the facility. Daily walk-throughs can help identify small daily changes or neglected factors that may affect the project’s security and quality or machinery used on the site. Similarly, on a completed site, walk-through inspections enable managers to check and monitor problematic areas or areas with potential issues and mitigate any problems before they become disasters.

Check the total energy use

Managing energy usage is crucial to keeping project expenses under control. To minimise energy expenses, it’s important to ensure that electricity usage is regulated, and no energy is wasted. Checking that energy-efficient bulbs are used and switched off when not in use or at night, replacing any burnt-out lights, and repairing faulty electrical fixtures, wiring, and appliances can help to ensure that energy is not wasted.

Ensure the facility is ready for daily activities

To ensure that construction or activities can be carried out smoothly at the facility, it is essential that all necessary materials and conditions are available on time. It is important to inspect the premises to ensure that all required supplies are available in the right quantities. Additionally, it is crucial to ensure that the bathrooms, back-office rooms, and cloakrooms are functional and in good condition. Finally, all equipment must be checked for working condition, and daily procedures must be inspected to ensure they run smoothly.

Security checklist

The facility manager typically has the responsibility for security and maintaining security equipment. It is important to ensure that CCTV cameras are functioning and recording correctly, cybersecurity protocols are followed, and that the security gate automation system, intruder alarms, fire alarms and fire extinguishers are in working order.

Understanding how intruder alarm monitoring works can be a vital part of this process, helping to maintain a secure and safe environment.

During these checks, you might come across interesting CCTV camera facts that can help in optimizing the security setup. In this regard, contemplating the installation of a suitable intercom system, be it wired or wireless, can further bolster the security infrastructure, facilitating controlled access and communication.

Moreover, acknowledging the benefits of alarm systems, it’s pivotal to ensure that the chosen alarm setup is congruent with the specific needs and dynamics of the facility, providing a seamless and robust security layer.

Additionally, it is important to check that the general building security is operating as it should and there are no gaps that can be accessed by unauthorised personnel, especially if smart building security systems are being used.

  • CCTV Cameras
    • Ensure all cameras are strategically placed and cover all necessary areas.
    • Regularly review footage to ensure cameras are capturing quality video.
    • Maintain a secure backup of all recorded footage.
  • Access Control
    • Ensure all access control systems are functioning and updated.
    • Regularly update access permissions and review access logs.
    • Ensure emergency exits are secure yet functional in case of an emergency.
  • Cybersecurity
    • Ensure network security protocols are up to date.
    • Regularly update passwords and utilize multi-factor authentication.
    • Conduct regular cybersecurity audits and training for staff.
  • Physical Security
    • Ensure all external doors and windows are secure and have functional locks.
    • Regularly inspect the facility for any physical vulnerabilities.
    • Ensure that security signage is visible and clear.
  • Security Personnel
    • Ensure security staff are well-trained and familiar with all security protocols.
    • Regularly review and update security personnel schedules and posts.
    • Ensure all security staff are equipped with necessary communication tools.
  • Alarm Systems
    • Ensure all alarm systems (intruder, fire, etc.) are functional and monitored.
    • Conduct regular tests of alarm systems.
    • Ensure alarm response protocols are clear and known by relevant staff.
  • Visitor Management
    • Ensure visitor logs are maintained and visitors have identifiable badges.
    • Ensure all visitors are screened and their visits scheduled.
    • Ensure visitors are always escorted by authorized personnel.
  • Data Security
    • Ensure sensitive data is securely stored and access is restricted.
    • Regularly backup critical data and ensure it can be recovered in case of loss.
    • Ensure data transmission is secure and encrypted.
  • Emergency Preparedness
    • Ensure emergency response plans are clear, updated, and communicated to all staff.
    • Regularly conduct emergency drills (e.g., fire, evacuation).
    • Ensure emergency supplies (e.g., first aid, flashlights) are available and accessible.
  • Legal Compliance
    • Ensure all security systems and protocols comply with local laws and regulations.
    • Regularly review and update policies to remain compliant with data protection laws.
    • Ensure all security breaches are documented and reported as per legal requirements.

Building maintenance checklist

Navigating through the multifaceted domain of commercial facility management maintenance necessitates a meticulous approach, given the diversity of tasks and site-specific requirements. The essence of property management for facilities managers encapsulates a myriad of responsibilities, intricately linked to the people, place, and processes within the constructed work environment.

Here’s an elaborated facility management checklist for a commercial building, articulated in a formal yet accessible manner:

  • HVAC System Maintenance
    • Ensure regular cleaning and inspection of HVAC ducts to uphold optimal performance and superior air quality, whilst averting expensive repairs or replacements.
    • Habitually replace air filters in HVAC units, typically within a 1-3 month timeframe, to sustain system efficiency and enhance indoor air quality.
  • Safety Protocols
    • Annually replace batteries in smoke alarms and conduct monthly tests to guarantee consistent operational status and uphold safety standards.
    • Engage in periodic servicing of the fire alarm system, encompassing system testing, component inspection, and adherence to local fire codes.
  • Water Filtration Management
    • Replace water filters in accordance with manufacturer guidelines to ensure the provision of clean, safe drinking water and to extend the lifespan of the filtration system.
  • Lighting Management
    • Periodically replace light globes to maintain optimal lighting conditions, thereby bolstering productivity and safety, and consider transitioning to energy-efficient lighting alternatives if not already implemented.
  • Data Management
    • Regularly upload data to service providers, especially if the building utilises smart systems or IoT devices, to facilitate system performance monitoring, early issue detection, and proactive maintenance.
  • Electrical System Oversight
    • Conduct regular inspections of electrical systems to identify potential issues that may pose safety risks or disrupt operations, including checking for damaged wires, testing circuit breakers, and ensuring all outlets are functioning properly.
  • Plumbing Maintenance
    • Undertake regular inspections of plumbing systems to identify and address leaks or other issues promptly, which includes checking pipes, testing faucets and toilets, and inspecting appliances connected to the water supply.
  • Exterior and Grounds Upkeep
    • Consistently inspect the building’s exterior and grounds, which involves maintaining landscaping, cleaning exterior windows and surfaces, inspecting roofing, and ensuring walkways and parking lots are in satisfactory condition.

Liaising with contractors

Depending on the job description, the manager may be responsible for monitoring the progress of the contractor and the current stage of the project. This could involve establishing and maintaining relationships with potential contractors, identifying, estimating, and listing any repair or service requirements. Additionally, the job may require identifying, contacting, and selecting qualified bidders to provide the necessary services, supervising their work, managing expenses, ensuring the achievement of desired goals and objectives, and settling the final bill.

Safety & hazard control

The facility manager is accountable for ensuring that the facility adheres to all safety regulations mandated by the law and any regulatory agency to guarantee the safety of workers and visitors to the site. While creating explicit plans and policies in case of emergencies may or may not be part of the manager’s job, it is essential to have a clear evacuation protocol in such situations, and all workers should be trained accordingly. Also, the manager should ensure that periodic PAT Testing is carried out and documented.

Organising & co-ordinating with the employees

The facility manager may be responsible for creating work schedules, overseeing work agreements, and ensuring that they are executed. Additionally, the role may involve monitoring project goals and timelines, and meeting with each employee to review progress and discuss ways to improve productivity. Interacting with employees is important as it allows for feedback and enhances efficiency.

Being a facility manager requires being organised and having a reliable process and checklist to ensure that nothing is missed. Check out our post on the importance of fire alarm systems for businesses for more information.

Moreover, for those managing retail facilities, considering the incorporation of a till fraud detection system is paramount. This system, adept at monitoring transactions at the cash register, provides an additional safeguard by identifying and alerting to any suspicious activities at the point of sale. Thus, it not only protects your revenue but also assures the transparency and accountability of each transaction, enhancing the overall trustworthiness of your operational environment.

Get in touch with us today at 01 689 6390 to schedule a free consultation for a security system for your business.