Winter has a way of exposing building problems that were much easier to address in September.
For property managers and facility teams, early fall is an opportunity to look beyond the immediate work orders and identify maintenance issues that could become larger operational problems as temperatures fall.
A preventive maintenance plan can help reduce disruptions, protect the condition of the property, support tenant and resident satisfaction, and give management teams more time to address problems before winter arrives.
Here are some of the areas property managers should be reviewing now.
1. Review Heating and Building Systems
Heating equipment becomes increasingly important as temperatures begin to fall. Waiting for the first cold week to discover a problem can create unnecessary disruption.
Before winter, property managers should work with the appropriate building professionals to review items such as:
- Heating equipment and controls
- Thermostats and temperature controls
- Filters and routine HVAC maintenance
- Mechanical rooms
- Electrical systems associated with building operations
- Plumbing systems that may be vulnerable to cold weather
- Outstanding maintenance items that could become more serious during winter
The objective is not simply to fix what is already broken. Preventive maintenance should identify potential issues before they become emergency work orders.
2. Inspect Common Areas and High-Traffic Spaces
Lobbies, entrances, hallways and other common areas face additional wear during the fall and winter.
Rain, snow, salt, dirt and increased foot traffic can affect both appearance and safety. Property teams should review the condition of high-traffic areas and identify maintenance or cleaning needs before winter weather begins.
Consider reviewing:
- Entrance areas and vestibules
- Lobby and common-area flooring
- Hallways and corridors
- Lighting in common and public-facing areas
- Doors and frequently used access points
- Carpet and hard-surface flooring
- Areas that regularly accumulate moisture or debris
This is also a good time to coordinate building maintenance with janitorial and floor-care planning.
3. Address the Maintenance Backlog
Most properties have a list of smaller maintenance items that have not yet become urgent.
September is a good time to revisit that list.
A minor repair in early fall can become a more disruptive problem in January. Review open work orders and recurring issues, then determine which items should be addressed before colder weather makes the work more difficult.
Look for patterns as well. If the same issue continues to generate work orders, it may require more than another short-term fix.
4. Evaluate Your Maintenance Coverage
Preventive maintenance depends on having the right people available to perform the work.
Property managers should consider whether their current maintenance resources are sufficient for the upcoming season.
Questions to ask include:
- Do we have adequate coverage for routine maintenance?
- What happens when an employee is absent or on vacation?
- Are important preventive tasks being delayed because the team is handling urgent requests?
- Do we have the right expertise available for the work that needs to be completed?
- Are there seasonal periods when additional support is typically required?
- Do we have a plan if an unexpected maintenance need arises?
A maintenance plan is only effective if there is enough capacity to execute it.
5. Coordinate Maintenance With Janitorial and Floor Care
Building maintenance does not operate independently from the rest of the facility.
Winter conditions create additional demands on janitorial teams and can be particularly hard on carpeting and hard-surface flooring. Salt, moisture and debris are tracked into buildings throughout the season.
Before winter, property managers should consider how maintenance, janitorial service and floor care will work together.
For example, an entrance that experiences significant winter traffic may require adjustments to cleaning frequency, floor-care procedures and ongoing maintenance.
Coordinating those services can help maintain a cleaner, more professional environment throughout the property.
6. Identify Potential Staffing Gaps Before They Happen
Winter also brings vacations, holidays, illness and unpredictable weather.
That makes staffing continuity an important part of seasonal preparation.
Property managers should identify positions where an absence could significantly affect building operations and determine how coverage will be handled.
Planning for coverage before it is needed can be much easier than finding a solution after a shift is already uncovered.
A Simple Fall Building Maintenance Checklist
As your property prepares for winter, consider reviewing:
- HVAC and heating systems
- Plumbing and electrical maintenance needs
- Mechanical areas
- Entrances and vestibules
- Common-area lighting
- Doors and access points
- Carpet and hard-surface flooring
- Outstanding work orders
- Recurring maintenance problems
- Janitorial requirements
- Seasonal staffing needs
- Vacation and absence coverage
- Preventive maintenance schedules
- Vendor and service-provider responsibilities
The exact checklist will vary by property, but the goal is the same: identify potential problems while there is still time to address them proactively.
When Should You Consider Outside Building Maintenance Support?
Not every property needs the same maintenance model.
Some facilities have substantial in-house teams. Others rely heavily on outside providers. Many use a combination of both.
Outside support may be worth considering when:
- Maintenance requests consistently exceed internal capacity
- Preventive work is repeatedly postponed
- Staffing gaps are affecting service levels
- The property needs additional maintenance expertise
- Seasonal demands create temporary capacity issues
- Management wants to consolidate facility responsibilities with fewer service partners
The important question is whether the current approach provides the consistency and responsiveness the property requires.
Prepare Now Instead of Reacting Later
Good preventive maintenance is often invisible.
When the building is operating properly, residents, tenants and visitors may never know how much work went into keeping it that way.
For property managers, however, that is precisely the point.
Early fall provides an opportunity to review building conditions, address outstanding maintenance issues and prepare staffing and service plans before winter puts additional pressure on the property.
Building Services of America provides building maintenance and facility services tailored to the needs of commercial and managed properties.
Planning your fall and winter maintenance needs? Contact BSA to discuss how we can support your property.