Caring for a commercial property is no small feat. It demands meticulous planning, a keen eye for detail, and an understanding of the unique challenges presented by each season and system. Whether it’s plumbing, electrical work, landscaping, or heating, ventilation, and air conditioning (HVAC), every component of your facility requires diligent maintenance to prevent downtime and the resulting loss of revenue.

This seasonal facility maintenance guide by Lee Company is designed to help you effectively manage commercial building maintenance tasks all year round. By proactively addressing potential issues, you can avoid escalating minor problems into major, costly repairs. This helps reduce maintenance costs by up to 18% and shifts your business from a reactive to a proactive maintenance approach — for smooth operations and sustained profitability.

Here’s a breakdown of the key tasks to focus on during each season:

Spring Maintenance

Spring is a critical time for facility managers, business owners, and commercial building owners to assess and address the wear, tear, and any potential safety hazards that may have arisen during the winter months.

But spring maintenance isn’t just about recovery — it’s about preparation. This is the time to prepare your facility to handle the demands of summer.

Some key tasks to include in your spring maintenance checklist are:

Exterior Inspection

• Check for Winter Damage: Winter can be tough on buildings. Perform a detailed walkthrough to identify damages caused by ice, wind, and snow. Areas like roofs, exterior hose bibs, and exposed pipes should be checked closely for any signs of damage.
• Clean Gutters and Downspouts: Avoid water damage by clearing debris that can lead to blockages. Proper drainage prevents landscaping and foundation issues during heavy spring rains.
• Inspect the Roof: Look for loose shingles or other issues that might lead to leaks. Also, check for any cracks or damage in skylights or roof windows.
• Check Outdoor Lighting: Make sure all exterior lights are working and replace any burnt-out bulbs with energy-efficient options. This promotes safety, improves the appearance of your facility, and reduces energy costs over time.

Landscaping and Groundskeeping

• De-winterize Irrigation Systems: Prepare your irrigation system for the spring and summer by turning it on, checking for leaks or damage, and adjusting any sprinkler heads that may have shifted during the winter.
• Prune Trees and Shrubs: Remove any dead or damaged branches before they become a safety hazard. Prune flowering plants to encourage healthy growth and enhance the appearance of your landscape.
• Inspect Outdoor Furniture: For restaurants, hotels, and other businesses with outdoor seating areas, inspect and clean your furniture before peak season. This creates a positive first impression for customers and extends the lifespan of your furniture.
• Fertilize and Plant: Spring is the perfect time to plant new flowers, trees, and shrubs. Fertilize your lawn and landscaping beds to encourage healthy growth and keep weeds at bay.
• Create a Schedule for Watering: Establish a watering schedule for your lawn and landscaping to ensure proper hydration and avoid over or under-watering. Consider using smart irrigation technology to save water and money, and adjust your schedule as needed throughout the season.
• Power Wash: Remove winter grime from the exterior of your building, sidewalks, and parking lots with a thorough power wash. This improves the appearance of your commercial property and prevents slips on surfaces that may have developed green or black algae during winter.

HVAC System Maintenance

• Change Air Filters: With allergy season in full swing, it’s crucial to keep your HVAC system running efficiently and promote a healthy work environment during the spring. Replacing air filters improves indoor air quality, extends the lifespan of your system, reduces energy costs, and minimizes the need for repairs. For most commercial properties, you’ll want to replace air filters once per quarter.
• Inspect Outdoor Units: Remove debris and dirt that may have accumulated around your outdoor units during winter. Check for any damage and schedule repairs as needed.
• Check Thermostat Settings: Adjust thermostat settings to accommodate warmer temperatures, making sure they are correctly calibrated. This will help maintain comfortable indoor temperatures while also promoting energy efficiency.
• Schedule Professional Maintenance: Spring is a busy season for HVAC professionals, so it’s best to schedule preventive maintenance early. A tune-up before the summer heat kicks in will ensure your system is working at its best and ready to handle the increased demand.

Summer Maintenance

Summer brings warmer temperatures, increased foot traffic, and the need for additional care for certain systems within your facility. Below are some essential tasks to prioritize during the summer months:

Building Maintenance

• Check and Repair Window Screens: Keep bugs and other pests out by checking for tears or holes in window screens. Make necessary repairs to create a comfortable environment for employees and customers.
• Seal Windows and Doors: Tight seals around windows and doors will help maintain a comfortable indoor temperature and prevent cool air from escaping, saving energy costs. In the winter, it will also prevent drafts and cold air from entering.
• Inspect Fire Extinguishers: Make sure all fire extinguishers are up to date and in proper working condition. Conduct a thorough inspection and recharge or replace any damaged units.
• Alarms and Smoke Detectors: Test your alarms and smoke detectors to ensure they function properly. Replace batteries if needed and schedule repairs for any faulty units.
• Deep Clean Carpets: With more foot traffic, carpets will see a buildup of dirt, stains, and allergens. Schedule a deep cleaning to maintain the appearance of your flooring.

Landscaping and Groundskeeping

• Maintain Landscaping: Continue to fertilize, water, and prune your lawn and landscaping throughout the summer. Regular maintenance will keep your outdoor spaces looking healthy and inviting for customers.
• Monitor Pests: Keep an eye out for pests that may be damaging your plants or creating a nuisance on your property. Consider using environmentally friendly pest control methods to maintain a healthy property.
• Keep Parking Lot and Sidewalks Clean: As summer brings increased foot traffic, keeping your parking lot and sidewalks clean and well-maintained is a must. Regular sweeping, power washing, and repairs will improve safety for customers and employees.
• Update Outdoor Seating: Make sure outdoor seating areas are in good condition and replace any damaged furniture. Add seasonal touches such as umbrellas or shade sails to provide a comfortable experience for customers.
• Inspect for Water Runoff and Erosion: Inspect your property for signs of water runoff and erosion that could compromise your beautiful landscape and the structural integrity of pathways and buildings.

HVAC System Maintenance

• Adjust Thermostat Settings: As temperatures continue to rise, adjust thermostat settings accordingly to maintain optimal indoor comfort while also promoting energy efficiency.
• Clean and Inspect Air Ducts: Summer is a great time to schedule a professional air duct cleaning. This will remove any accumulated dirt, dust, or debris that could affect the performance of your HVAC system.
• Change Air Filters: With increased demand on your HVAC system, make sure to change air filters more frequently. This will keep your system running efficiently and improve indoor air quality during the summer allergy season.

Fall Maintenance

As the leaves change, it’s time to prepare your facility for the chillier months ahead. Fall is the in-between season where you’ll need to take care of any remaining summer tasks while also getting ready for winter.

Here are some commercial building maintenance items to consider in the fall:

Building Maintenance

• Inspect Stairways and Handrails: With rain and colder weather on the horizon, make sure all stairways and handrails are in good condition. Repair any loose or damaged areas to prevent accidents.
• Schedule a Roof Inspection: Fall is the perfect time to schedule a professional roof inspection. This will identify any potential issues and allow for necessary repairs before winter weather sets in.
• Service Commercial Water Heaters: The transition into colder months increases the demand for your facility’s water heating system. Scheduling professional commercial water heater maintenance in the fall means consistent hot water for your employees and customers throughout the winter.
• Insulate Pipes: The coming winter weather can lead to many common plumbing issues in commercial buildings, such as frozen or burst pipes. Insulate any exposed pipes to prevent expensive emergency repairs and potential water damage.
• Test Emergency Systems: Make sure all emergency systems, such as generators and backup lighting, are in good working condition for the winter months.

Landscaping and Groundskeeping

• Rake Leaves: Keep your outdoor spaces clean and tidy by regularly raking leaves throughout the fall season. This will prevent buildup that could damage your lawn or create a safety hazard.
• Winterize Irrigation Systems: Shut off and drain your irrigation system and hoses to prevent damage from freezing temperatures.
• Clean Gutters: As leaves fall, they can clog gutters and create drainage issues. Schedule regular cleaning or install gutter guards to prevent costly repairs.
• Store Outdoor Furniture: As temperatures drop, it’s time to put away outdoor furniture and accessories. This will protect them from harsh weather and extend their lifespan.
• Inspect for Exterior Damage: Walk around your property and inspect for any exterior damage that may have occurred over the summer months, such as cracks in pavement or damaged siding.

HVAC System Maintenance

• Schedule Commercial Furnace Service: Before the cold weather hits, schedule a professional furnace service to avoid breakdowns and reduce costs this winter.
• Clean HVAC Unit: Clear away any debris from your outdoor HVAC unit and clean or replace air filters. This will improve indoor air quality during cold and flu season and keep your HVAC system reliable and efficient.
• Check Insulation: Check the insulation in your facility, especially in attics and crawl spaces. Proper insulation will keep your building warm and help reduce heating costs during winter months.

Winter Maintenance

Winter asks a lot of your facility’s heating and plumbing systems, so proactive care is a must. Failing to winterize your building could result in expensive repairs and uncomfortable working conditions for employees and customers.

Prioritize the following tasks to keep your facility running smoothly all winter long:

Building Maintenance

• Monitor Indoor Temperature: Keep an eye on indoor temperatures during cold weather, ensuring they remain consistent and comfortable throughout the building. Inconsistent heating could indicate a problem with your heating system.
• Seal Drafts: Seal any drafts or gaps around windows and doors to prevent warm air from escaping and cold air from entering. This will improve indoor comfort for building occupants and save on energy costs.
• Check for Ice Dams: Regularly check for gutter problems that could lead to ice dams on the roof, which can cause water damage and leaks. Remove any existing ice dams and take steps to prevent them in the future.
• Watch for Frozen Pipes: Keep an eye out for frozen pipes, especially in exposed areas with poor insulation. If you notice any frost or bulging on pipes, take immediate action to fix the frozen pipes and prevent bursting.
• Inspect Fire Safety Equipment: Make sure all fire safety equipment, such as sprinkler systems, smoke detectors, and extinguishers, are in good working condition and up to date.

Landscaping and Groundskeeping

• Remove Snow and Ice: Keep walkways, entryways, parking lots, and other outdoor areas clear of snow to prevent slips and falls. If possible, use salt or eco-friendly ice melt to avoid damage to your landscaping.
• Winterize Plants: Protect outdoor plants by covering them with mulch or burlap, and moving potted plants indoors.
• Check Outdoor Lighting: Make sure all outdoor lighting is working and replace any burned-out bulbs. This will improve visibility for employees and customers during dark winter months.
• Trim Trees and Branches: Trim back any overhanging tree branches that could potentially snap under the weight of heavy snow and cause damage to your building or vehicles.
• Inspect for Damage: Continue to inspect for any exterior damage or interior leaking caused by plumbing issues or winter weather. Address any issues you find quickly to prevent damage.

HVAC System Maintenance

• Change Air Filters: Regularly replace air filters to keep your HVAC system running efficiently and improve indoor air quality. This is especially important during winter months when buildings are more closed up, and ventilation is reduced.
• Clear Vents: Make sure all vents, registers, and baseboard heaters are clear of any obstructions. This helps maintain proper airflow and prevents potential fire hazards.
• Monitor Humidity Levels: During winter, indoor humidity levels can drop significantly, causing discomfort and potential damage to wood furniture and flooring. Use a humidifier to maintain proper moisture levels in your building.

Transform Your Facility Management with Lee Company’s FM2 Plans

Every property owner, facility manager, or business owner knows the headache of unexpected repairs and the disruption they cause. Whether it’s an air conditioning unit that quits in the middle of a heatwave, a plumbing issue that arises just as you’re preparing for a big event, or electrical problems that leave parts of your building in the dark, these issues can quickly become obstacles to your business’s success and reputation.

Lee Company understands these challenges and offers a lifeline through our comprehensive Facilities Management and Maintenance (FM2) plans. Tailored for businesses and buildings of all sizes, our services are designed to act as an extension of your own team!

With Lee Company, facilities across Tennessee, Kentucky, Alabama, and Georgia find peace of mind and seamless operations. By shifting to proactive facility management with us, you’ll see immediate problem-solving, long-term cost savings, and operational improvements. A well-maintained facility is the foundation of a smooth-running business, and with Lee Company, those benefits are exactly what you’ll get.

Contact us today to learn more about our FM2 plans and how we can help your operations run like clockwork!