When managing a facility, you need a solid preventive maintenance plan to avoid financial loss, reduced equipment lifespan, staff safety risks, and frustrating downtimes. One of the best tools for this non-negotiable exercise is a well-structured checklist that helps schedule, organize, and track which maintenance activities your facility needs at any given time. This checklist easily tracks activities like inspections, servicing, testing, alignment, calibration, adjustment, and installations in your facility.
Whether you are a facility manager, HVAC technician, maintenance technician/supervisor, or electrical engineer, this checklist is your go-to for making sure different equipment, systems, and facilities operate smoothly and avoid costly failures. If well utilized, this checklist will make sure you carry out comprehensive preventive maintenance and make sure no facility asset is overlooked.
How to Use This Checklist
We have premade this checklist to cover a spectrum of preventive maintenance ranging from your facility’s safety and security, HVAC system, electrical systems, plumbing, and building exterior, to grounds and landscaping. Its components include;
preliminary details
Preventive maintenance is a recurring process, and each filled-out checklist becomes part of your documentation. You therefore need to supply details that you can reference to determine which facility is associated with the checklist, when the maintenance was done, who undertook the exercise, and the specific date and review period. The date and review period help define the sequence of maintenance efforts and maintain consistency.
When filling out this section, supply the facility name and address. This can be helpful if you are managing multiple facilities to be able to distinguish one from the other. Then, write the name of the person completing the checklist to promote accountability and a contact person for follow-ups. Then, indicate the specific date and review period of the maintenance, e.g., monthly, weekly, and annual, etc.
Item and task description
It is important to identify the different facility assets and equipment in your facility and the categories they fall under based on your firm’s operations. This simplifies the organization of tasks and visualization of which specific assets and equipment you need to work on. This checklist has prefilled categories in the Item section based on common operations in different firms.
To fill this section, take an inventory of your facility and write down the different assets and equipment in the respective categories. We have included the most common categories, like safety and security, HVAC, electrical systems, and plumbing, and you can use the options we have input as your guide. Then, describe the preventive maintenance task associated with each asset or piece of equipment in the Task Description section.
Priority
In your routine preventive maintenance, you will have some high, medium, and low-priority tasks depending on their value and impact on day-to-day operations. The priority level lets you direct resources and efforts where they matter most (highest priority tasks) at any particular time.
With this checklist’s pre-established priority system, you can readily fill out the urgency level of each activity. Carefully review each task,, considering factors like each task’s probability of causing hazards, disruptions, and contribution to vital operations.
Frequency
The frequency determines how often each task should be performed, as some have to be done weekly or monthly, but others can be performed quarterly and annually. The frequency is highly critical for scheduling.
This checklist has suggested frequencies for the different preventive maintenance tasks. However, as you fill this section,, feel free to adjust them as per your facility’s needs and practices.
Findings/actions
The results of any inspection or action taken need to be documented to facilitate follow-ups and corrections. For this documentation to help with troubleshooting and future maintenance, the results must be clear and detailed to assist.
To fill this section correctly, indicate the finding first, then the action/recommendation taken, for example, leaking pipe (finding/issue), then pipe repaired (action). If no action is needed, simply note “No Issues.”
Checkbox
In the last column, you should mark each checkbox after each task has been completed and verified. This section is necessary for tracking progress and remaining accountable as you undertake preventive maintenance. It makes sure no scheduled task is forgotten.
FAQs
Can I customize the checklist for my facility?
Feel free to personalize to suit your facility’s needs and your preferences. We understand that facilities can be different, and this is why we have permitted customization of different checklist components and design elements. You can add or remove items as the situation requires. Also, you add your company logo and modify elements like the font and color to suit your facility documentation.
What is the need for the ‘Review Period’ section?
This section defines the review cycle of your preventive maintenance. Since this exercise is time-based, you need to keep track of the interval for each time you undertake your facility’s preventive maintenance. For example, it can be monthly, 1st quarter, annual, etc.
How often should I review and update the checklist?
You should review the template based on your facility’s needs. Therefore, some facilities will require more frequent reviews than others. The frequency listed for the different tasks can also guide you on how often you need to review and update your checklist.
Is this template print-ready?
Yes. High-resolution visual elements and text are incorporated into this checklist to make sure your final prints are high quality. It has also been designed on a 8.5 x 11 inches sheet which is the standard size for printing.
In which formats is the checklist available?
We offer this checklist in DOCX (MS Word), ODT (OpenDocument Text), and Google Docs for your convenience. The Google Docs version is best suited for collaboration and sharing among remote teams. The DOCX and ODT versions are readily compatible with multiple platforms and thus accessible via various devices without compromising readability. These versions also permit a wide range of formatting options like images, charts, fonts, images, tables, and headers/footers that can be useful in developing detailed preventive maintenance checklists.
