Essential Commercial Maintenance Tips for Property Managers

Have you ever been drawn into a store by its inviting appearance? Or purchased a product solely based on its eye-catching design? These experiences highlight a crucial psychological principle: people often make decisions based on factors seemingly unrelated to the product or service itself. 

This insight is crucial for store, office, and building managers. The look and feel of your property significantly influence potential customers’ decisions to engage with your business. Cleanliness, lighting, air quality, and even smell all play vital roles in shaping visitor perceptions, consciously and subconsciously. Ultimately, it comes down to one key factor: effective commercial maintenance.

How Does Commercial Property Maintenance Differ from Non-Commercial Property Maintenance?

The maintenance of a place, regardless of its type, involves similar core tasks such as HVAC maintenance, cleanliness, plumbing maintenance, electrical appliances functionality, etc. However, unlike the maintenance of your home, commercial maintenance occurs on a much larger scale.

Commercial properties typically experience much higher daily foot traffic, necessitating more frequent and thorough maintenance routines and specialized equipment. For instance:

• Commercial property maintenance often requires a more robust inspection of HVAC systems that handle larger spaces and higher occupancy rates.
• Commercial property maintenance might require skilled professionals such as janitors, technicians, and other third-party facility maintenance providers.
• Commercial building maintenance typically require more extensive and frequent Cleaning services to maintain a professional appearance, inside and outside (building’s exterior, parking lot, lawn, etc.). 
• Commercial maintenance also involves stricter adherence to safety regulations and accessibility standards. This includes regular inspections of fire safety systems, elevators, and emergency exits, to name a few.
• Commercial maintenance often occurs during off-hours to minimize disruption to business operations.

Equally important, remember that routine commercial maintenance is crucial not only for the health and safety of visitors and employees but also for the business’s profitability. 

What Should Commercial Maintenance Cover?

Commercial maintenance involves a wide range of tasks that preserve a property/building’s functionality, safety, and appearance. 

Electrical Systems

A commercial property’s electrical systems include lighting, safety systems, electrical equipment, and power distribution. Regularly maintaining these systems ensures adequate illumination, proper installation, and appropriate electrical load management.

This is particularly vital for older properties adapting to the increased power demands of modern technology.

Cleaning

A clean building enhances appearance, promotes safety, and creates an inviting atmosphere for occupants and visitors. A thorough janitorial AND commercial cleaning routine should cover common areas and workspaces, restrooms, kitchens and breakrooms, trash removal, high-touch surfaces like doorknobs, windows, entryways, floor stripping and waxing, and carpet and upholstery cleaning. In commercial building maintenance, the cleaning routine should also include elevator cleaning. 

Plumbing Systems

Plumbing in commercial properties goes beyond just bathroom fixtures like sinks and toilets. Maintenance professionals must also manage hot water heating systems, storm pipes, roof drainage, water lines, and fire sprinkler systems. Proper upkeep of these systems is essential to prevent leaks, ensure safety, and maintain functionality.

HVAC

HVAC systems are vital for maintaining a safe and comfortable environment for occupants, with their importance magnified in commercial properties where specific climate conditions—such as cool temperatures, good air circulation, and low humidity levels—are often crucial for business operations, as in restaurants. It is recommended to inspect HVAC units at least once a year, but a better practice is to conduct inspections twice a year, in the fall and spring, to ensure the systems are prepared to handle the more demanding winter and summer seasons efficiently.

Regular HVAC maintenance not only prevents unexpected breakdowns but also improves energy efficiency, enhances air quality, and extends equipment lifespan, all of which are essential for smooth business operations and occupant comfort.

Exterior

The exterior of a building endures various elements that cause wear and tear over time. To maintain curb appeal and a positive first impression, it’s crucial to regularly maintain exterior doors, windows, siding, and roofing. Proper exterior maintenance helps ensure the building remains attractive and welcoming to visitors.

3 Must-Dos in Your Commercial Maintenance Plan

To ensure effective commercial property maintenance, consider incorporating these three essential elements into your maintenance plan:

1) Asses & Prioritize:

Conduct a comprehensive evaluation of your building’s physical assets and areas to determine which maintenance tasks should be performed regularly (and their frequency) and which can be included in your preventative maintenance routines. Then, prioritize duties based on their importance to your unique property needs. For example, office buildings with high foot traffic may need to focus more on frequent floor cleaning in the main lobby and regular elevator servicing.

2) Create a Strategic Maintenance Schedule:

Develop a detailed maintenance schedule that accounts for factors such as seasonality and occupancy patterns. This approach ensures efficient time management and that critical tasks are completed during optimal hours, minimizing disruption to the business operations and potentially reducing costs. For instance, if your property undergoes regular safety and accessibility inspections, schedule necessary maintenance tasks well in advance to ensure compliance and avoid last-minute rushes.

3) Implement & Monitor:

Assign roles and responsibilities to your maintenance staff and implement a system to track the completion of maintenance duties, from routine duties like replacing cooling system filters to periodic safety equipment checks. During this process, collect as much feedback and data as possible, including data gathered from AI-driven monitoring systems if available. This data collection lets you make informed, data-driven decisions for future maintenance strategies and improvements.

Entrust Your Commercial Maintenance to Professionals

Given the critical importance of commercial maintenance and its inherent complexities, many property managers decide to entrust this crucial responsibility to professional third-party companies. This decision allows for expert handling of the multifaceted aspects of building upkeep while freeing up internal resources to focus on core business operations.

US&S, a specialized O&M and janitorial service provider for commercial properties, supports building managers by performing preventive and corrective inspections and maintenance. With over two decades of trusted service, we have established ourselves as a reliable partner for many buildings. By leveraging our expertise and dedicated team of professionals, you can rest assured that every aspect of your commercial building maintenance is in capable hands. If you’re looking to elevate your property’s maintenance strategy and create a safer, more efficient environment for your occupants, contact us today.