The Ultimate Preventive Maintenance Checklist for Facility Managers

Preventive maintenance is the backbone of any successful facilities operation. Without a solid PM program, you’re essentially waiting for things to break—and that’s an expensive game to play.

In this comprehensive guide, we’ll walk through everything you need to know about creating preventive maintenance checklists that actually work.

Why Preventive Maintenance Matters

The numbers don’t lie. Organizations with mature PM programs report:

• 45% reduction in unplanned downtime
• 25% decrease in maintenance costs
• 20% longer equipment lifespans

“The best maintenance is the kind your tenants never notice. When everything works, nobody thinks about facilities. That’s the goal.”

Building Your Checklist Framework

Every effective preventive maintenance checklist shares common elements. Let’s break down what you need.

1. Asset Identification

Start with clear asset identification. Every piece of equipment needs:

• Unique asset ID
• Location code
• Manufacturer and model
• Installation date
• Warranty information

2. Inspection Points

Define exactly what technicians should check:

HVAC Unit Inspection Points:
- Filter condition (replace if >60% blocked)
- Belt tension and wear
- Refrigerant levels
- Electrical connections
- Thermostat calibration

3. Frequency Guidelines

Not all maintenance tasks need the same frequency. Here’s a general framework:

Common Mistakes to Avoid

After working with hundreds of facility teams, we’ve seen these mistakes repeatedly:

1. Over-complicating checklists - If it takes 30 minutes to complete a 10-minute inspection, your checklist is too long
2. Ignoring technician feedback - The people doing the work know what’s actually needed
3. Setting and forgetting - Checklists should evolve with your equipment and team

Pro Tip: Digitize Your Checklists

Paper checklists have their place, but digital solutions offer massive advantages:

• Real-time completion tracking
• Photo documentation
• Automatic scheduling
• Historical data analysis
• Mobile accessibility

With a CMMS like Infodeck, your technicians can complete checklists on their phones, attach photos of issues, and automatically generate work orders when problems are found.

Sample Checklist: Monthly HVAC Maintenance

Here’s a real-world example you can adapt:

Equipment: Rooftop HVAC Unit Frequency: Monthly Estimated Time: 45 minutes

Inspection Items:

• Check air filter condition (replace if necessary)
• Inspect belt tension and condition
• Verify refrigerant levels are within spec
• Clean condenser coils if dirty
• Check drain pan and clear any blockages
• Test thermostat operation
• Inspect electrical connections for corrosion
• Listen for unusual noises during operation
• Document any concerns for follow-up

Safety Notes:

• Lock out/tag out before any hands-on work
• Use fall protection on rooftop units
• Allow hot components to cool before touching

Getting Started

Building a comprehensive PM program doesn’t happen overnight. Start with your most critical assets—the ones where failure would cause the biggest problems—and build from there.

The key is consistency. A simple checklist that gets done every time beats a comprehensive one that gets skipped because it’s too complex.

Ready to digitize your maintenance checklists? Book a demo and see how Infodeck can help you build a world-class preventive maintenance program.