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What is a facility management checklist?


The role of a facility manager is broad. Responsibilities range from managing utilities to coordinating staff to tracking and analyzing data for decision-making purposes. The building must be managed, administered, and extensively coordinated at all times. It can be managing office complexes, hospitals, airports, industrial facilities, or residential buildings. Whether it is the management of large building complexes and facilities or a single residential building, the tasks remain diverse. With these daily challenges, using a building management checklist is of great benefit in the extensive tasks.


Your customized building management checklist is your personal guide to the things you need to do and keep track of around building management and maintenance. Thus, using checklists and work templates will make your daily work as a building manager much easier. At the same time, a checklist allows you to continuously keep track of the diverse tasks that the job requires.


So a facility management checklist can be used successfully in the following areas:


  1. for loading maintenance and safety
  2. for fire risk assessment
  3. for rental inspection
  4. for heating, ventilation and air conditioning
  5. for vacant property inspection
  6. for comprehensive building maintenance

The facility management checklist helps you carry out regular inspections in the various work areas and comply with specified standards. In addition, you can make work processes, administrative procedures, and planning more efficient and meet the completeness requirement for inspections.


How is a facility management checklist created?


Building management checklists help you in all phases and areas of tasks. Regardless of whether you need to assess a building extensively or you're doing a monthly fire safety check on the property. Building management checklist templates help you stay on top of all challenges. However, it's important to consider the different processes and phases of an inspection and plan them structured.


1. Determine the purpose of the checklist

Trying to reconcile the versatility of facility management tasks is a complex and challenging task. Before you start creating a checklist, think carefully about what its purpose should be. In what areas can it guide you? Define an audit or task that you need to perform and gather all the documents you need. This could be information and data from past building maintenance and inspections. Be sure to distinguish between the different audits and locations, and make sure you don't confuse locations and activities.


2. Create a plan for your audit

After you have gathered all the documents and information for the exam, it is important to develop a plan for building maintenance. Each building is unique and has its own infrastructure with different vulnerabilities in the building. What areas may need to be rechecked? What routines can be followed to standardize regular work processes? Describe the building and its location in detail.


With the help of all the information, you can make a clear and detailed plan for your building management checklist. A good overview of the various facilities and different inspections is essential.


3. determine appropriate measures

Now that the as-is state has been created using a plan and all important documents and information are ready, appropriate measures can be created for further checks. Now list all the tasks that absolutely must be done during building maintenance. The best way to do this is to go through the site again and record checkpoints. Based on these checkpoints, you should still record all the necessary steps to check and maintain these points. So you make sure that the results were done according to a certain scheme.


4. Prioritize your tasks

In this step, it is important to determine the priorities of tasks. Which tasks need to be completed in what time frame? Do any of the checks build on each other, and is its successful completion essential to proceeding with the building management list? Establish a clear time sequence of tasks.


5. Test your building management checklist

You should test your building management checklist before using it by running through it once as a trial. After running through the checklist, you will notice some gaps and errors, if any. Adjust the checklist and go through the items again until you have the checklist you want. This way, you will get a smooth checklist.


FAQs: The 3 most frequently asked questions


What do you do in facilities management?

The building manager(s) undertake the administration and management of building complexes, shopping centers, residential properties, etc. The areas of responsibility and maintenance are usually very complex and extensive. Here, checklists help in structuring and completing tasks.


How does a building management checklist help me with my tasks?

A digital checklist template can be your guide in helping you with your tasks daily. It guides you through all the tasks in detail. In this way, you always complete the check completely and thus comply with the necessary and specified standards. Afterward, you will receive the test results at a glance and gain insight into the weak points of the checklist.


What are the benefits of a digital facility management template?

Building management templates save you valuable time with automatically generated reports. The Lumiform system automatically generates a professional inspection report as soon as you complete the inspection. The inspection report can be fully customized to your individual needs and includes all results, images, negative responses, and reported issues. Save time by immediately sending the report from the app to all responsible parties.