Back to Basics: Reclaiming the Fundamentals of Building Maintenance
- Andrew Ohlinger
- Nov 14
- 4 min read
“One of the simplest — yet most powerful — habits any facility manager or technician can develop is walking the building every day.”
In the fast-paced world of facility management, it’s easy to get caught up in the latest software, dashboards, and automation tools. But sometimes, the smartest move you can make is to take a step back and focus on the fundamentals — the simple, consistent habits that keep your building running smoothly.
Going “back to basics” in building maintenance doesn’t mean doing less — it means doing the right things consistently. Here’s how to refocus on the essential tasks that form the backbone of a well-managed facility.
1. Start With Daily Rounds
One of the simplest — yet most powerful — habits any facility manager or technician can develop is walking the building every day.
A short, consistent set of daily rounds helps you stay connected to your facility and catch small problems before they become big ones.
Look for leaks, unusual noises, burnt-out lights, temperature changes, or anything out of place.
Check restrooms, entrances, stairwells, and common areas for cleanliness and safety.
Note any damage, wear, or maintenance needs that should be logged into your work order system.
If anything out of the ordinary is noticed, create a work order immediately and attach photos of the issue so technicians can identify the problem quickly and address it efficiently.
Buildings tell you when something’s wrong — if you take the time to look. Regular daily walks build familiarity with your systems and spaces, giving you a sixth sense for spotting when something isn’t right.
2. Revisit the Mechanical and Equipment Rooms
Your mechanical rooms are the heart of your building — yet they’re often the most overlooked. Make it a point to walk through them regularly.
Check for unusual noises, leaks, or signs of corrosion.
Confirm that filters, belts, and lubrication points are up to date.
Ensure safety signage and clear access around all equipment.
Verify that panels, valves, and gauges are properly labeled.
A clean and well-organized mechanical room not only presents well to management, auditors, and inspectors — it also makes your life much easier.
When the space is neat and clear, you can spot problems faster: puddles, water stains, corrosion, or oil drips stand out immediately instead of hiding under clutter or debris.
A 10-minute walk-through can prevent a 10-hour shutdown. A tidy, labeled, and orderly equipment room is a clear sign of a well-run facility.
3. Get Your Asset Catalog in Order
You can’t manage what you don’t track. Having a current and accurate asset catalog is one of the most powerful tools in your maintenance arsenal.
List every major system: HVAC units, pumps, electrical panels, boilers, safety systems, and more.
Record make, model, serial number, and location.
Include service dates, warranty info, and responsible technician or vendor.
Document the condition of each asset, along with the estimated installation date and projected replacement date to help plan for capital improvements and long-term budgeting.
If your data is outdated or incomplete, start updating it now — even if it’s one asset per day. Over time, that small effort pays off in better planning, easier budgeting, and faster repairs.
4. Track and Trend Your Work
Maintenance isn’t just about fixing things; it’s about understanding your building. Tracking work orders, costs, and response times provides insight into where your time and money are really going.
Identify repeat issues and root causes.
Monitor preventive maintenance completion rates.
Track downtime and unplanned repairs to spot patterns.
This is how you turn maintenance from a reaction-based routine into a proactive management strategy.
In addition to monitoring expenses, it is crucial to track the cost savings generated by performing preventive maintenance (PM) and repairs in-house. By handling these tasks internally, organizations can significantly reduce labor costs associated with outsourcing and avoid markup fees from external service providers. Furthermore, documenting these savings can help in assessing the overall efficiency of the maintenance program and in justifying future investments in tools and training for in-house teams. Regularly reviewing these metrics not only highlights the financial benefits but also reinforces the value of proactive maintenance strategies.
5. Keep It Simple, Keep It Consistent
Getting back to basics doesn’t require a major overhaul — just consistency. A well-run facility isn’t built on complicated programs; it’s built on reliable routines, clear records, and attention to detail.
Start small: one checklist, one room inspection, one asset update at a time. The basics done well are what separate reactive maintenance teams from professional, dependable operations.
Assigning different maintenance staff for daily rounds offers several benefits. Each member provides a unique perspective, helping identify overlooked issues. This rotation prevents staff from becoming "nose blind" to recurring problems, ensuring fresh eyes catch potential issues early. Additionally, it fosters collaboration, encouraging staff to share insights and strategies, enhancing problem-solving and maintaining alertness to the facility's needs.
Final Thought
A facility that runs smoothly doesn’t just happen — it’s maintained through daily discipline and a focus on fundamentals. Getting back to basics is about building strong habits that add up to lasting results.
Here’s how to get started:
Walk your building daily. Stay observant and record what you see.
Inspect your mechanical rooms. Keep them clean, organized, and clearly labeled.
Update your asset catalog. Include key details, condition, and replacement timelines.
Track your work orders. Look for patterns, recurring issues, and areas for improvement.
Be consistent. Even small daily actions, repeated over time, build reliability and confidence in your operation.
When you focus on the basics, everything else improves — communication, safety, efficiency, and the overall health of your facility.
Use the Free PDF checklist below to get started:
If you’d like help reviewing your maintenance program, updating your asset catalog, or creating a customized inspection checklist for your building, feel free to reach out — email me at acohlinger@gmail.com for maintenance support or consulting.
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