When you think of preventative maintenance, your home is probably the first image that comes to mind. While your family home requires care and attentiveness at regular intervals to keep it in good condition and avoid unnecessary problems, it does the same to maintain your office building.
Many of the same principles apply. Continue reading to learn some tried and true tips to maintain the business you have worked so hard to grow and avoid unwanted and costly repairs.
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Follow a Preventive Maintenance Schedule
As the seasons change, so do the needs of your commercial office building. Following a general preventative maintenance schedule for your building is important to ensure everything is in good working order and runs as expected. That includes the exterior facility systems.
Additionally, your service professionals can identify minor issues through routine maintenance before they become problems.
Here is a preventative maintenance list you can use to maintain your office building:
- Roof and Gutters – Hire the professionals at PorterVac to inspect, repair, and clean your roof and gutters at least twice yearly, ideally before the first snowfall and in the spring once all the snow has melted.
- Windows and Doors – Have exterior windows and doors checked for proper and secure closing mechanisms in addition to drafts from settling.
- Parking Lot and Walkways – Inspect parking lots and walkways for uneven surfaces, cracks, and water drainage or pooling issues.
- HVAC System – Hire a professional to inspect and tune up the building’s HVAC system’s components before the start of each season in which it will be used.
- Plumbing – Schedule a licensed plumber to routinely inspect the plumbing throughout your office building while making repairs and bringing components up to the current code if needed.
- Proprietary Equipment – If your company uses specialized or proprietary equipment, contact the seller or manufacturer for warranty work or maintenance.
- Elevator and Stairs – If applicable, connect with the servicing entity for your building’s elevator. They should already inspect and service the elevator routinely. Assess the stairwell for secure railings.
- Security System – Contact your building’s contractor for the security system. Request an inspection and test of the system.
- Safety Requirements and ADA Compliance – All municipalities will have a specific legal code under which your building will fall. Ensure you are current on the law and make any updates as appropriate. Continue to maintain ADA compliance through accessibility measures.
Hire a Professional Office Cleaner to Maintain Your Office Building
Unless you own a professional cleaning company, the cleaning task should not fall under the purview of your employees. After all, they have the work they were hired to do daily, which takes up their time.
Make it a company policy to outsource the essential task of office sanitation. This seemingly small thing is a big deal since it ensures your office space is cleaned and sanitized regularly.
Everything from the break room microwave to the fridge and bathrooms requires attention to maintain a healthy and comfortable working environment for your employees and customers.
Watch this video to learn about the benefits of hiring a professional cleaning service to maintain your office building.
Conclusion: Maintain Your Office Building With Ease
Having a physical office to build and grow your company means an extra layer of responsibility. Make it easy on yourself by working with professionals who will help maintain and service the building throughout the year and keep everything running smoothly.
Office Building Maintenance for a Happy Work Environment: FAQs
How often should office spaces be cleaned?
Daily cleaning is ideal for shared areas, bathrooms, and high-touch surfaces. Deep cleaning should be done monthly or quarterly.
What can I do to maintain good air quality in the office?
Change HVAC filters regularly, schedule ventilation system checks, and consider adding air purifiers or indoor plants.
How often should maintenance checks be scheduled to maintain your commercial building?
Conduct routine inspections monthly for HVAC, plumbing, and electrical systems. Annual professional evaluations are also recommended.
What’s the best way to handle minor repairs?
Address small repairs, like loose door handles or lightbulb replacements, immediately to prevent more significant issues over time.
How can I reduce clutter and keep the workspace organized?
Provide ample storage options, implement a clear desk policy, and schedule regular decluttering days for employees.
What steps should I take to ensure building safety?
Test fire alarms regularly, ensure accessible emergency exits, and inspect safety equipment like extinguishers semi-annually.
Should office furniture be checked regularly?
Yes, inspect chairs, desks, and shared furniture every few months to ensure safety and comfort for employees.
How can I encourage employees to help maintain the office?
Share simple guidelines, like cleaning up individual areas and reporting maintenance issues promptly to management.
What’s the best way to handle pest control?
Schedule professional pest inspections quarterly and address any concerns immediately to avoid infestations.
Why is regular plumbing maintenance important?
Plumbing issues, like leaks or clogs, can disrupt productivity and lead to costly repairs if ignored. Inspect routinely.
How often should exterior maintenance be performed?
Inspect exterior walls, parking lots, and landscaping quarterly to address cracks, damage, or overgrown vegetation.
Are there tools to help monitor building maintenance?
Software solutions like CMMS (Computerized Maintenance Management Systems) can track and schedule maintenance tasks efficiently.
How can seasonal changes impact the building?
Weather changes can affect HVAC systems, plumbing, and exteriors. Prepare for maintenance needs before each season starts.