Winter Maintenance Checklist for Facility Managers

Winter is in full swing, and if you haven’t already started your facility’s winter maintenance, now is the time to act. As a facility manager, cold weather brings special challenges. These include frozen pipes, broken HVAC systems, icy walkways, and higher energy use.

The good news? You don’t have to play defense all season. With the right strategy and professional-grade supplies from DK Hardware, you can minimize downtime and keep your building running smoothly.

This practical winter maintenance guide will help facility managers prepare their buildings for the colder months, minimizing downtime, reducing repair costs, improving safety, and protecting valuable assets.

Why Is Winter Maintenance for Facilities Critical?

Winter weather puts a strain on your building’s systems. If unchecked, this can lead to expensive repairs, safety hazards, and reduced comfort for occupants. Frozen pipes, HVAC failures, and slip-and-fall accidents are just a few of the common issues that arise. Facility managers who prepare early can prevent these problems from becoming severe disruptions, keeping both costs and stress levels low.

So, if you're wondering:

How can I avoid frozen pipes in my building?
What’s the best way to prepare HVAC systems for winter?
How can I reduce energy costs during the colder months?

Keep reading - because we’ve got solutions to these and more!

How to Build Your Winter Maintenance Plan?

A plan gives you a roadmap for winter tasks. It helps prioritize maintenance work by urgency and impact by conducting early seasonal assessments.

Do this before winter arrives:

Walk through your facility and note down any current problems.
Check all the past maintenance logs to check for any recurring issues.
Identify weak areas such as old roofs, drafty doors, and problematic plumbing.

Winter Maintenance Checklist for Facility Managers

Here’s a structured checklist that serves as your winter maintenance foundation.

Prevent Frozen Pipes and Water Damage

Frozen pipes are one of the most significant risks to buildings during winter. Water expands when it freezes, and this can cause pipes to burst, leading to leaks, flooding, and heavy cost on repairs.

Here’s how to prevent frozen pipes:

Insulate all the exposed pipes. Focus on pipes in basements, attics, and other unheated areas. Use foam pipe insulation or wrap them in heating tape.
Keep a steady temperature: Keeping the building temperature above 55°F (12°C) helps prevent water from freezing, especially in less-used areas.
Let faucets drip: In extreme cold, allow faucets to drip slightly to keep water moving through the pipes and reduce the chance of freezing.
Seal gaps and cracks: Insulate doors, windows, and areas around pipes to block drafts and prevent cold air from reaching your plumbing.

Get all the essential weatherization tools you need, right at DK Hardware - your one-stop shop for top-quality solutions.

Ensure Your HVAC System Is Ready for the Cold

Your HVAC system works overtime during the winter, which means it’s crucial to prepare it for the season. A broken heating system can make your building cold and uncomfortable, and can cause a loss in productivity and make tenants or employees unhappy.

How to prepare your HVAC system for winter:

Change air filters: Replace clogged or dirty filters regularly to ensure smooth airflow. Aim to do this every 1-3 months, depending on the use.
Inspect the heating components. Check the system’s belts, pulleys, and motors before winter demand peaks.
Test the thermostat: Ensure the thermostat is accurate, responsive, and calibrated correctly.
Schedule a professional inspection: Have an HVAC technician inspect the system for potential issues, such as leaks, low refrigerant levels, or faulty components.

For a detailed breakdown on keeping your HVAC system running smoothly, check out our HVAC Maintenance Guide.

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Pro Tip: Upgrade to a programmable thermostat for better energy management and savings.

Maximize Energy Efficiency During Winter

Heating costs can rise a lot in winter. However, there are many ways to save energy and stay comfortable.

Tips to lower heating costs:

Seal drafts: Check around windows, doors, and other openings for drafts. Use weatherstripping to seal them.
Insulate your building: Sound insulation in the attic and walls stops heat loss. Doing this helps reduce the energy needed to heat your facility.
Adjust thermostat settings: Set your thermostat to lower temperatures when the building is unoccupied. Using a programmable thermostat helps automate this process.
Maintain your heating system: A well-maintained HVAC system runs more efficiently and uses less energy.

By taking these steps, you’ll keep your building warm and your utility bills in check.

Inspect Your Roof and Gutters for Winter Safety

Winter weather, including snow and ice, can cause severe damage to your roof and gutters. Ice dams, leaks, and snow accumulation can all lead to expensive repairs.

What should you check before winter sets in?

Clear gutters: Blocked gutters can cause water to back up and freeze, potentially causing leaks. Make sure your gutters and downspouts are clear of leaves and debris.
Inspect the roof: Look for any loose shingles or cracks, as well as weak spots that could get worse when snow accumulates.
Prevent ice dams: Ensure proper insulation in the attic and check for good ventilation. This will help prevent the snow on your roof from melting and refreezing at the eaves.
Check attic insulation: Proper insulation helps maintain an even temperature in the attic, preventing ice dams and helping to keep heating costs down.

A little roof and gutter maintenance now can save you a lot of money later.

Keep Walkways and Parking Areas Safe

Icy sidewalks, driveways, and parking lots are a significant safety concern during winter. Slip-and-fall accidents are common and can lead to injury claims or liability issues.

How to maintain safe walkways and parking areas:

Shovel snow regularly: Using snowblowers, start clearing snow from walkways, parking lots, and entrances as soon as possible. The longer it now sits, the harder it becomes to remove.
Use non-toxic ice melt: Avoid using harmful chemicals that can damage landscaping or harm the environment. Eco-friendly ice melt is a safer option.
Install adequate lighting: As daylight hours are shorter in winter, make sure that all outdoor areas are well-lit. This reduces the risk of accidents and increases security.
Repair cracks in walkways: Check for and repair any cracks or uneven surfaces before they become icy hazards.

Check out which snow blower to choose in such a time in our recent blog:

Manual vs Electric Snow Blowers: Which One Is Right for Your Property?

Prepare for Winter Emergencies

Winter storms, power outages, and extreme cold can disrupt operations and lead to safety concerns. Having a plan in place can help you manage these challenges effectively.

Steps to prepare for winter emergencies:

Test backup generators: Make sure that your backup generators are in good working condition and ready to go in case of a power outage.
Stock up on emergency supplies: Keep blankets, first aid kits, flashlights, batteries, and bottled water on hand in case of a storm.
Create a communication plan: Ensure that everyone knows how to communicate in an emergency. This includes staff, vendors, and tenants.

Maintain Proper Lighting Around the Facility

With shorter days and longer nights, proper lighting becomes crucial. Well-lit areas not only enhance safety but also improve the overall experience for those on your property.

What should you check for lighting readiness?

Replace bulbs: Make sure that all outdoor and emergency lights are working correctly.
Check parking lot lighting: Ensure all parking areas are well-lit to improve security and prevent accidents.
Consider motion-activated lights: These lights save energy by only turning on when needed, while still providing visibility in the dark.

Stay Organized with Winter Maintenance SOPs

It’s not enough to simply perform winter maintenance tasks - you need a plan for getting them done efficiently. Standard Operating Procedures (SOPs) can help you stay organized.

Here’s what your SOPs should include:

Snow removal duties: Assign team members to clear specific areas and set a schedule for doing so.
Emergency response actions: Define roles and procedures for handling severe weather, power outages, or emergencies.
Schedule inspections for HVAC systems, plumbing, and exterior areas to ensure everything is in good working order.

Having clear SOPs will make winter maintenance much more manageable.

Exterior Equipment and Landscaping Winterization

Winter weather can also cause damage to exterior equipment and landscaping. A little prep now can save you money and headaches later.

Steps to winterize outdoor assets:

Secure outdoor equipment: Check that all outdoor equipment and signage are adequately secured against wind or heavy snow.
Trim overgrown branches: Snow and ice can cause tree branches to snap. Trim any overhanging branches near the building.
Check drainage: Ensure that water flows away from your building to avoid flooding during winter thaws.

Winter can be unpredictable. No matter how well you prepare, it's always good to have a backup plan for anything unexpected that may arise.

Additional Winter Maintenance Tips

Monitor weather forecasts. Stay updated on upcoming storms and extreme cold spells so you can respond quickly.

Have a vendor list handy. Make sure you know who to call for emergency services, whether it’s for repairs, snow removal, or power restoration.
Review the insurance coverage. Ensure that your facility’s insurance covers winter-related damage.

FAQs

What should facility managers do to prevent frozen pipes in winter?

They should start by insulating all the exposed pipes, draining out irrigation systems, and maintaining stable indoor temperatures.

How can I optimize energy efficiency during winter?

Start by upgrading insulation, sealing drafts, using programmable thermostats, and performing an energy audit to identify and address inefficiencies.

Why is HVAC maintenance essential during the winter?

HVAC systems need to work harder in the winter. Regular maintenance helps avoid breakdowns, reduce energy consumption, and maintain air quality.

What are the best products for winter maintenance?

DK Hardware offers over 1 million products designed for facility managers, including HVAC parts, plumbing protection, snow removal tools, and energy-efficient products. Plus, we offer nationwide delivery and bulk buying options.

How can facility managers stay ahead of winter maintenance tasks?

Start early with an assessment, develop a maintenance schedule, and use digital tools to track tasks. Regular inspections help ensure no issues are missed.

Conclusion

Winter maintenance is an ongoing process, and the best facility managers start early to stay ahead of problems. By following a structured plan, using the right tools, and avoiding common mistakes, you can keep your facility running smoothly throughout the winter months.

Need a custom winter maintenance checklist or bulk purchasing solutions? DK Hardware has over 1 million products to meet all your winter preparation needs, with nationwide delivery and bulk buying options to ensure you’re fully stocked and prepared.