Common Commercial Facility Maintenance Mistakes and How to Avoid Them

Commercial Facility Maintenance

There’s a seemingly endless checklist of things to do when it comes to commercial facility maintenance. When property managers have so many things on their plates, overlooking the details can happen. It’s not uncommon for seemingly minor oversights to grow into significant issues, leading to costly repairs, downtime, or even safety hazards. 

In this article, we’ll explore common facility maintenance mistakes and, most importantly, how to avoid them. By adopting proactive strategies, commercial facilities can ensure a higher standard of upkeep, protect their assets, and foster a positive environment for tenants, employees, and visitors.

Ignoring Preventative Maintenance

One of the most common and costly mistakes in commercial facility maintenance is failing to prioritize preventative maintenance. Delaying routine maintenance may save some money in the short term, but it often leads to bigger expenses down the line when systems break down unexpectedly.

Solution: Establish a regular preventative maintenance schedule for all critical facility systems, including HVAC, plumbing, electrical, and structural components. Scheduling these routine checks helps catch issues early, extend the equipment’s lifespan, and reduce the likelihood of emergency repairs, which can be disruptive and expensive.

Choosing the Wrong Maintenance Providers

Selecting a commercial facility maintenance provider based solely on the lowest price may be a short-sighted approach that could compromise quality and reliability. Poorly vetted contractors may lack the experience or commitment to deliver consistent, high-quality work, leading to more frequent repairs, downtime, or even safety risks.

Solution: When choosing a maintenance provider, consider factors beyond cost, such as industry experience, certifications, and a history of reliable service. Ask them for references and review past projects to ensure the provider meets your facility’s standards. Building long-term partnerships with trusted providers who understand your facility’s unique needs can result in higher quality maintenance, more efficient operations, and better overall facility performance.

Neglecting Regular Inspections

Routine inspections are crucial for catching minor issues before they escalate into major problems. Unfortunately, many facilities skip regular inspections due to time constraints or budget concerns, which can ultimately lead to higher costs.

Solution: Create a comprehensive inspection schedule that covers all aspects of the facility, including HVAC systems, plumbing, electrical components, roofing, and fire safety systems. Use checklists to ensure no area is overlooked, and document the results of each inspection for future reference. 

Communication Breakdowns with Maintenance Teams

Effective communication ensures maintenance tasks are completed accurately and on time. When communication fails, maintenance schedules may be missed, repairs can be overlooked, and minor issues may escalate into more significant problems, affecting facility operations and safety.

Solution: Establish clear and consistent communication channels between facility staff, management, and maintenance teams. Regular meetings, maintenance logs, and digital tracking systems can streamline communication, keeping everyone informed and accountable. 

Lack of Staff Training and Engagement

When facility staff and maintenance teams are not adequately trained, they may not recognize or effectively respond to maintenance needs, leading to preventable errors and even safety hazards. An untrained team can overlook minor issues that could escalate or inadvertently damage equipment through improper handling.

Solution: Invest in regular training programs for your facility’s maintenance team. Training should cover basic maintenance skills, safety protocols, and proactive problem identification. Engage staff with workshops and knowledge-sharing sessions and incentivize best practices to encourage a sense of ownership and accountability. A well-trained, engaged team is more likely to spot and address issues early, contributing to a more efficiently managed facility.

Failing to Update Maintenance Plans

Commercial facilities constantly evolve, and a static maintenance plan may quickly become outdated. Ignoring the need to update maintenance plans in response to changes—such as new equipment, facility expansions, or new compliance standards—can lead to inefficiencies, costly repairs, and operational disruptions.

Solution: Regularly review and adjust your maintenance strategy to align with current facility needs. If new equipment is added or if there’s a shift in usage patterns, make sure your maintenance plan reflects these changes. Adopting new technologies, like automated scheduling systems or predictive maintenance tools, can further enhance your maintenance plan and keep your facility up to date with industry standards.

Not Leveraging Technological Advancements

Many commercial facilities have yet to adopt technologies that streamline maintenance operations. This could include real-time monitoring systems, automated scheduling software, or even AI-driven predictive maintenance tools. Facilities that ignore these advancements may miss out on efficiencies that could save time, reduce costs, and improve overall facility health.

Solution: Embrace technology by investing in tools that can help optimize your maintenance processes. For example, IoT sensors can monitor equipment and notify teams of potential issues before they become serious problems, and computerized maintenance management systems (CMMS) can automate work orders and track maintenance history. 

These tools improve the precision of maintenance schedules, enhance communication, and allow for data-driven decisions that contribute to smoother facility operations.

Elevate Your Facility’s Maintenance Standards with Summit Property Group

Effective commercial facility maintenance is an ongoing process that requires a proactive, well-planned approach. Avoiding common pitfalls—such as skipping preventative maintenance, selecting providers solely based on cost, and neglecting regular inspections—can significantly impact operational efficiency, cost savings, and safety. 

At Summit Property Group, our commitment to integrated facility maintenance goes beyond the basics. With extensive experience in commercial integrated facility maintenance, tenant maintenance, condo and strata consulting, and HOA association management, we bring a proactive and customized approach to every client. From maintenance supervision and resident liaison to comprehensive data analysis and multi-contractor management, our team delivers efficient, cost-effective solutions that exceed expectations.

Our team and streamlined communication systems ensure that all work is completed on time and to the highest standards, allowing you to focus on your business with confidence. Contact Summit today to discover how we can enhance your commercial facility’s maintenance strategy and help you avoid the common pitfalls of commercial upkeep.