Understanding Facility Maintenance: Definition and Importance

  • Billy Cobb
  • Dec 18, 2023
Understanding Facility Maintenance: Definition and Importance

The Importance of Facility Maintenance

Facility maintenance is vital in ensuring that commercial or industrial buildings are both secure and safe for their occupants. This maintenance practice includes regular inspections, cleaning, repairs, and replacements of various parts and equipment within the facility. The primary goal of facility maintenance is to maintain the building and its infrastructure in top condition while avoiding costly emergencies and replacements. This practice helps preserve the long-term value of the building and saves rebuilding costs and enhances overall safety and comfort.

Every facility requires regular maintenance. Some of the critical areas of the building that require upkeep and attention include plumbing, electrical systems, heating, ventilation and air conditioning (HVAC) systems, elevators, roofs, exterior walls, sidewalks, parking lots, and lighting. Preventive maintenance should be carried out to keep these areas in good condition, which also helps to avoid unexpected breakdowns, dangerous situations, and accidents.

One unique aspect of facility maintenance is that it’s reactive as well as proactive. Reactive maintenance is performed when an issue arises, while preventive maintenance focuses on averting predicted issues before they occur. Both defense practices are essential to ensure a safe, secure, and efficient facility.

Preventive maintenance is performed based on a predetermined schedule. It involves a routine checkup of all equipment, machinery, and infrastructure to identify possible issues that could lead to dangerous situations or an eventual shutdown of the facility. Regular cleaning, replacement of worn-out parts, or even slight repairs can prevent substantial damage or a more significant issue in the future.

Reactive maintenance involves immediate action taken in response to a fault or issue. A typical example is the replacement of a broken pipe, stabilizing a collapsed building, or repairing a faulty heating system. Reactive maintenance requires quick action to avoid further damage, a risk of injury or accidents.

Facility maintenance is critical for a range of facilities, from small offices to extensive industrial complexes and commercial buildings. The practice helps to ensure smooth facility operations, maintain safety standards, and reduce operational costs by identifying small problems before they turn into mammoth issues.

In summary, facility maintenance is a critical aspect of building management that keeps the infrastructure and systems in good working order, which helps to provide a safe and secure environment for all occupants.

Types of Facility Maintenance

Facility maintenance is a critical function for any business organization that wants to maintain a safe and functional facility. Facilities maintenance involves the continuous inspection, routine maintenance, and repair of all building systems, equipment, and structures. There are different types of facility maintenance, which include:

1. Corrective Maintenance

Corrective maintenance is one of the primary types of facility maintenance. It entails fixing issues once they arise in a building or a system. Corrective maintenance typically includes unplanned repairs, restoration of damaged or failed systems, and equipment replacement. Usually, corrective maintenance is reactive since repairs required only take place after a fault occurs. For example, if there is damage to the electrical system or a plumbing issue, corrective maintenance is the solution applied to fix the problem.

However, corrective maintenance should not be mistaken for emergency maintenance. Emergency maintenance is a subcategory of corrective maintenance that addresses urgent issues that could harm the structure of the building or the occupants’ safety. Emergency maintenance is usually unplanned, time-sensitive, and requires immediate action to remedy.

2. Preventive Maintenance

Preventive maintenance is a proactive approach to facilities management. It involves regular inspections and maintenance of building systems, equipment, and structures to prevent downtime, breakdowns, and potential failures. Preventive maintenance is commonly carried out to keep equipment and systems in good working condition, which may prolong their lifespan.

Preventive maintenance is usually scheduled, routine, and planned, and it’s often based on manufacturer recommendations or industry standards. For instance, HVAC systems in a manufacturing plant could be maintained twice a year. In this case, preventive maintenance will involve cleaning, examining, and adjusting the components of the HVAC system.

3. Predictive Maintenance

Predictive maintenance goes beyond preventive maintenance. It incorporates sophisticated technologies and tools that use data analysis methods to detect potential equipment failures before they occur. Predictive maintenance entails monitoring equipment and systems proactively to predict when maintenance is needed. It uses historical data, analytics, and machine learning to forecast equipment and system malfunctions.

Typically, predictive maintenance incorporates the use of sensors, software, and other types of data analytics tools. Once the performance of the equipment goes beyond the previously set limits, a predictive maintenance technician is alerted to attend to the equipment based on the diagnostics received. Predictive maintenance is a powerful approach that can help organizations save on maintenance costs and reduce downtime.

In Conclusion

Facility maintenance is an essential aspect of any business operation. When managing facilities, businesses must take a holistic approach to maintenance, which includes both reactive and proactive maintenance strategies. Corrective maintenance addresses failures as they occur while preventive maintenance prevents potential faults by scheduling routine checks. Predictive maintenance uses advanced technologies to anticipate potential malfunctions before they occur.

Adopting a comprehensive maintenance plan that incorporates all three types of maintenance is vital in keeping facilities in good working condition, reducing downtime, and prolonging the lifespan of equipment and systems.

Importance of Facility Maintenance

Facility maintenance is an essential aspect of managing any building or facility. It refers to the regular upkeep and inspection of a building’s systems, equipment, and infrastructure. Facility maintenance helps prevent breakdowns, reduces the risk of safety hazards, and increases the lifespan of a building’s assets. Here are some reasons why facility maintenance is important:

Ensures Safety

The safety of occupants and visitors is of utmost importance in any building. Regular facility maintenance helps identify and address potential safety hazards before they become a threat. Maintenance workers can inspect and maintain electrical systems, fire safety equipment, plumbing fixtures, elevators, and other components of the building to ensure they are in good condition. Preventive maintenance can prevent accidents and minimize the risk of potential liability issues.

Maintains Compliance

Facility maintenance plays a critical role in ensuring that a building complies with local, state, and federal regulations. There are many regulations that buildings must adhere to, such as the Americans with Disabilities Act (ADA), Occupational Safety and Health Administration (OSHA) guidelines, and fire safety codes. By conducting regular maintenance, building owners can ensure that their facility meets all the necessary requirements and avoid costly fines or legal action.

Improves Productivity

An efficiently functioning facility can increase productivity and reduce downtime. Regular maintenance keeps equipment and systems running at peak efficiency, minimizing the risk of breakdowns and reducing the need for emergency repairs. This helps to minimize disruptions to daily operations, saves time, and improves the overall productivity of the facility.

Increases Asset Lifespan

Facility maintenance can extend the lifespan of a building and its assets. Regular maintenance helps to identify and address small issues before they become major problems, preventing costly repairs and replacements. By performing routine inspections, maintenance workers can quickly identify parts that need replacing, helping to avoid more significant issues that could cause downtime or safety hazards. This approach can save building owners significant amounts of money in the long run.


Facility maintenance is essential for maintaining the safety, compliance, and productivity of any building or facility. It ensures that all building components are in good condition and working efficiently, reducing the risk of accidents, legal issues, and productivity downtime. Building owners who prioritize facility maintenance can save themselves money and headaches in the long run, making it a worthwhile investment.

Facility Maintenance Checklist

Facility maintenance is the process of maintaining and repairing various aspects of a building or property to keep it in a good condition. It involves a broad range of activities that are necessary to keep a facility operating smoothly, efficiently, and safely. Facility maintenance checklist is a valuable tool for property managers, facility managers, and maintenance staff to ensure that the building and its different systems are consistently being inspected and maintained.

A facility maintenance checklist comprises of a list of items to inspect and maintain. It is generally organized by categories that include electrical, plumbing, heating, ventilation, air conditioning, structural, mechanical, and other areas. This ensures all the critical components of the building are covered. A checklist typically contains preventive maintenance tasks, repair tasks, and equipment inspections that require attention.

Electrical system maintenance involves periodic testing of all electrical panels, circuit breakers, switches, and emergency generators. It also includes checking electrical connections, wiring, and cables regularly. These checks should be conducted to avoid any electrical hazards and ensure smooth power supply throughout the building.

Plumbing and sanitation systems should be checked regularly for leaks, clogs, and corrosion. Any damaged pipes or fixtures should be repaired promptly, and sewer lines should be cleaned regularly to prevent blockages. Without regular maintenance, the plumbing system can fail, leaving occupants without the essential amenities such as clean water, working sanitation systems, and comforts such as hot showers.

Heating, ventilation, and air conditioning, also known as HVAC are significant contributors to building energy consumption and comfortability. Regular assessments, filter replacements, and cleaning are necessary to ensure the air quality is sufficient for healthy living. Checking the system’s settings to optimize energy usage and response to changing weather patterns should also be done to avoid excess consumption and wastage.

The structural maintenance category is essential in ensuring the building’s integrity is observed by checking roofs, foundations, building envelopes, and walls for any signs of damage such as cracks and leaks. These signs include mold, drafts, or water stains on walls. Without proper maintenance, the wear and tear can weaken the building by reducing its durability and lifespan, compromising its safety and value.

Mechanical and miscellaneous equipment encompass escalators, elevators, fire suppression systems, and the building’s security equipment. Regular testing, servicing, and checks on these items can help detect potential hazards, damage, or malfunction, and prevent costly repairs or replacements. Building security is also paramount, and regular checks on locks, surveillance cameras, or alarms should be conducted.

As a conclusion, A facility maintenance checklist helps to keep track of all inspection and maintenance activities in a building. Regular checks help ensure the building’s systems operate sufficiently and avoid unnecessary replacements or additional costs. It is a tool that is essential to keep the building safe, prolong its lifespan, and enhance its value.

Challenges of Facility Maintenance

Facility maintenance refers to the management of buildings, equipment, and utilities to ensure their efficient and effective use. Every facility requires maintenance, and the success of maintenance depends on how well it is planned, executed, and managed. However, facility maintenance faces numerous challenges that can make it difficult to achieve successful maintenance. In this article, we will discuss some of these challenges.

Budget Constraints

Budget constraints are one of the significant challenges that facility maintenance face daily. Inadequate funding can limit the scope of maintenance work, which can lead to equipment breakdown and reduce the lifespan of a facility. Budget constraints also impact the quality of maintenance work since the maintenance team may have to rely on cheaper and inferior quality materials due to budget limitations.

The solution to budget constraints in facility maintenance is to prioritize maintenance activities based on criticality. Maintenance teams should focus on critical assets that can lead to safety hazards or those that contribute significantly to downtime. Additionally, facility managers can explore alternative funding options such as grants or partnerships with other organizations to supplement available funds.

Labor Shortages

Maintenance work requires skilled labor. However, the industry is facing a shortage of skilled workers, which makes it difficult to find and retain reliable maintenance technicians. The shortage of labor poses a severe challenge since the available technicians may not have the necessary skills or may be overworked, leading to burnout and reduced efficiency.

Facility managers can address the labor shortage by offering training programs to existing staff to improve their skills. Also, they can explore outsourcing maintenance activities to external contractors who can provide the necessary skills and expertise. Outsourcing can also have additional benefits such as cost-effectiveness and reduced administrative burden.

Lack of Proper Maintenance Planning and Execution

Proper maintenance planning and execution are critical to the success of facility maintenance. However, many organizations struggle with developing an effective maintenance plan and executing it correctly. Without proper planning, maintenance activities may not be prioritized, leading to ad-hoc maintenance work that may not address critical issues effectively.

The solution to the lack of proper maintenance planning and execution is to adopt a proactive maintenance approach. Proactive maintenance involves developing a maintenance plan that includes a maintenance schedule, spare parts management, and regular inspection. It also involves using predictive maintenance techniques such as vibration analysis, thermography, and oil analysis to predict equipment failure.

Lack of Ownership Culture

There is a need for a culture of ownership in facility maintenance. The success of maintenance work depends on how well the maintenance team takes ownership of their work and the facility’s assets. The lack of ownership culture among the maintenance team can lead to a lack of accountability, poor work quality, and reduced overall efficiency.

Facility managers can foster an ownership culture among the maintenance team by encouraging open communication, recognizing good work, and offering training opportunities to improve skills. This approach will ensure accountability, better productivity, and a culture of continuous improvement.


Facility maintenance faces several challenges that can make it difficult to achieve successful maintenance. However, proactive maintenance planning, prioritization of critical assets, development of ownership culture and leveraging on external contractors can mitigate these challenges and improve the effectiveness and efficiency of maintenance work. Adopting these measures will lead to enhanced facility performance, improved asset reliability, and increased facility lifespan.

Originally posted 2023-06-24 08:23:53.

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