Facilities Management Checklist

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Facilities Management Tasks:

• Making sure that the building is ready for the daily activities:
  • Inspection of premises to check whether they have a plenty of supplies;
  • Inspection of back-office rooms, cloakrooms, bathrooms, etc to check their workability;
  • Inspection of daily procedures to ensure operating capability of work equipment;
• Regular activities to make sure the building and equipment stay in working order:
  • Maintenance of a regular schedule to inspect the building interior & exterior;
  • Maintenance of regular technical, cleaning and repair services;
  • Maintenance of exterior services: lawn care, trimming, painting, etc;
  • Seasonal building preparations (e.g.winterizing the building) & emergency preparedness;
  • Maintenance of pest control routine and disinfestations;
• Lighting and electricity:
  • Supervision of minor fixes (making sure that burned-out light bulbs are replaced, etc);
  • Inspection of electric cables, outlets, appliances and fixtures;   
  • Making sure that emergency lighting fixtures are functional;
  • Making sure that emergency power generator is charged and functional;
  • Control energy consumption, checking power bills and implementing saving options;
  • Checking elevators and other building service equipment to be kept functional;
• Cleaning, planting and welfare services (including HVAC):
  • Maintaining a schedule of regular cleaning services and staff coordination;
  • Inspecting whether all areas of carpeting have been properly vacuumed, etc;
  • Inspecting daily sweep out, glass cleaning and other refresh activities;
  • Control correct use of detergents and other cleaning chemicals;
  • Inspecting toilets and sanitation equipment (maintaining industrial hygiene);
  • Controlling planting schedules and floristic services;
  • Ensuring that the air conditioners and ventilation function appropriately;
  • Controlling indoor air quality (oxygen level, allergens, chemical agents, etc);
  • Checking the heating system and maintaining proper indoor temperature;
  • Supervising available vending and catering services;
• Office space management, layout, and furniture placement:
  • Setting up necessary business furniture: desks, chairs, cabinets, etc;
  • Providing additional equipment and supply to facility users as necessary;
  • Conference room management, including configuration of tables and chairs;
  • Office equipment management and coordination: installations, replacements, etc;
  • Controlling renovations of office and other premises: service, restyling and refit activities;
• Contracting out maintenance, repair, refit and improvement services:
  • Maintaining relationships with potential contractors that may provide the required services;
  • Identify, formulate, estimate and list the needs for repairs and other services;
  • Contact contractors with specific needs, take bids and select who will supply the services;
  • Managing expenditures, supervising the work, verifying the result and final bill;
• Safety and hazards control:
  • Ensuring security of facilities;
  • Executing fire protection and safety procedures;
  • Daily inspection of escape routes and fire exits;
  • Servicing smoke and heat.......

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