With the cold months approaching, you have two options to ensure your facility is well-equipped for business operations during the winter season.

1. Take steps now to be sure your heating system is ready to go.
2. Field a ton of complaints later about the ice-cold lunchroom.

The headache — and cost — of responding to these issues in the middle of winter? Avoidable.

Commercial HVAC maintenance offers a straightforward way to keep your facility comfortable, safe, and efficient while preventing the need for costly repairs during peak demand.

What’s your facility’s current strategy for winter maintenance?

Taking proactive steps now prevents chaos down the line and ensures every dollar spent on heating counts.

According to the U.S. Energy Information Administration, commercial heating and air conditioning systems account for nearly 45% of a building’s energy consumption. Space heating alone makes up 32% of that figure. This demonstrates the importance of optimized heating for operational efficiency. When systems run smoothly, energy use remains predictable and manageable.

Winter weather demands a readiness plan that’s as practical as it is preventive. Below, we’ll outline the essential steps to winter-proof your facility.

Why Preventive Commercial HVAC Maintenance is Your Best Investment

Managing costs and preventing unexpected issues should be a top priority for any business owner or facility manager. Proactive HVAC maintenance is one of the smartest investments you can make to avoid expensive repairs and keep energy bills predictable.

As we mentioned above, HVAC systems typically make up about 45% of a commercial building’s energy use. That means even a small efficiency boost has a noticeable impact on your bottom line. Maintaining an efficient HVAC system can directly impact your operating budget.

Here in Tennessee, commercial electricity rates are about 12.13 cents per kilowatt-hour (kWh). Consider a small office building using around 10,000 kWh of energy per month. With minimal or no maintenance, its monthly energy cost would be about $1,213 (not to mention the added cost of emergency repairs due to neglected maintenance).

A 10% efficiency boost from regular maintenance drops their energy use to 9,000 kWh monthly, reducing the annual cost to about $13,100. This translates to a yearly savings of $1,456, which easily covers the maintenance cost itself.

Looking at the bigger picture over five years, the facility without maintenance would spend approximately $72,780 on energy. However, with maintenance maintaining a 10% efficiency improvement, this cost drops to about $65,502 over the same period. That’s a total savings of nearly $7,278 — money that can be reinvested back into the business.

Understanding Your Commercial HVAC System and Seasonal Wear and Tear

After months of keeping your building cool through Tennessee’s sticky summer heat, your commercial HVAC system has likely accumulated some wear and tear. As winter approaches, the strain shifts to your commercial heating system, often revealing inefficiencies that may have gone unnoticed. Cold weather puts additional pressure on the system, making now the ideal time to assess and address potential energy losses before they hit your bottom line.

Winter is also the time to consider how ductwork affects your energy use. Leaky or poorly insulated ducts can lose 25-40% of heating energy, significantly impacting your monthly expenses. Even a well-maintained commercial heater or furnace can struggle to keep up if energy seeps through compromised ducts.

Snow and ice buildup around external components of your HVAC system can also negatively impact its performance. Regular maintenance keeps these areas clear and functioning correctly, leaving you with a comfortable and efficient facility.

Signs Your Commercial Heating System Needs Attention

As winter sets in, your commercial heating system can reveal signs of strain that, if ignored, might lead to costly breakdowns and dips in productivity. Catching early warning signs can save you the hassle of unexpected repairs and help keep your building consistently comfortable.

Different commercial heating systems — from large boilers to rooftop units to heat pumps — all have unique warning signs that reveal underlying inefficiencies. The following are common signs your system may need attention:

Inconsistent Temperatures Across Zones

If you’re hearing complaints about cold conference rooms while other areas stay warm, you may have duct leaks or zoning issues. For buildings with complex zoning, an aging or poorly maintained commercial furnace may struggle to distribute heat evenly.

Unusual Noises

Banging or hissing sounds in a boiler system often signal issues like trapped air or sediment buildup. For rooftop units, rattling may indicate a misaligned blower motor. When parts wear out in rooftop systems, they’re particularly vulnerable to winter’s harsh elements, making these noises a clear indicator that preventive maintenance is overdue.

Sudden Spikes in Utility Bills

A monthly increase without a change in usage patterns typically points to inefficiencies. For example, a rooftop unit struggling to meet heating demand might run longer and harder, consuming more energy. Contacting a professional commercial HVAC contractor for an efficiency checkup can reveal if you’re dealing with a mechanical issue, leaky ducts, or system overuse.

Poor Indoor Air Quality

Lingering dust or musty odors could indicate clogged filters or dirty ductwork, which forces your system to work harder to push warm air throughout the building. Poor air quality doesn’t just affect comfort in a commercial property—it can trigger complaints from tenants or employees, especially in facilities with sensitive equipment or inventory.

In the commercial setting, even a few hours of downtime can disrupt business operations, affect tenant satisfaction, and potentially cause revenue losses. Are you ready to proactively manage these issues before they impact your building’s bottom line?

The Benefits of a Pre-Winter Heating System Inspection

We’ve already touched on the most significant benefit of regular heating system maintenance — efficient energy use and related costs. However, a pre-winter inspection also has other advantages that can directly impact the success of your business.

Improved Comfort

Maintaining a comfortable indoor environment is crucial if your business is customer-facing or your building is solely for employees. A restaurant with temperature fluctuations may see a decrease in customer satisfaction, while an office building with cold spots can lower employee morale and productivity. Regular maintenance keeps temperatures consistent throughout the building.

Extended Lifespan of Equipment

Commercial HVAC equipment can easily last 10 to 20 years if properly cared for. Regular maintenance extends the lifespan of your system, helping you avoid premature replacements and unexpected expenses.

Safer Operation

Commercial heating systems, especially those that use natural gas or propane, require regular maintenance to ensure safe operations. A pre-winter inspection can reveal potential safety hazards, like gas leaks, that could put your building and occupants at risk.

Reduced Emergency Repairs

Preventative heating system maintenance reduces the likelihood of emergency breakdowns, which are not only inconvenient but also costly. When heating systems fail unexpectedly, emergency commercial HVAC repair costs can soar, with rates often doubling or tripling during peak winter demand.

Worse, sometimes repairs aren’t enough, and a neglected system may require a full replacement, which may cost five or even six figures, depending on your facility’s size.

Beyond that, unexpected downtime across all industries costs around $9,000 every minute. Are these expenses your business can afford? Routine maintenance practices are a great way to maximize building uptime.

Better Indoor Air Quality

Poor indoor air quality can aggravate cold and flu season, adding to the $2,945 per employee that U.S. employers lose each year due to illness and presenteeism. Regular maintenance includes changing filters and cleaning ductwork to keep the air you breathe fresh and healthy. It also reduces the buildup of dust and allergens that can circulate throughout your building.

Regular, preventive commercial HVAC maintenance helps avoid these costly issues while keeping energy bills predictable. Facility managers who proactively plan for seasonal demands often see the benefits in their bottom line and a smoother winter season. Will your facility be ready for the demands of winter, or are you waiting for a costly breakdown?

What to Expect in a Commercial Heating System Inspection

A commercial HVAC inspection can vary depending on your facility’s size and type of heating system. Typically, a professional technician will perform the following tasks:

• Heat Exchanger: Inspected for cracks or corrosion to prevent carbon monoxide leaks and ensure energy efficiency, especially in high-use systems.
• Gas Leak Detection: Tests gas connections and pressure to identify leaks, reducing safety risks and utility costs.
• Burner Assembly Cleaning: This process cleans soot buildup to maintain safe, efficient combustion, which is crucial for high-output commercial heaters.
• Ignition System: Test for reliable startup, essential for systems that need to run constantly in cold weather.
• Air Filter Replacement: Ensures proper airflow and air quality, which is vital in high-traffic facilities.
• Ductwork Check: Identifies blockages, leaks, and insulation issues to prevent heat loss.
• Airflow and Thermostat Calibration: Balances airflow and calibrates thermostats for consistent heating across zones.
• Electrical and Moving Parts: Inspects electrical connections and lubricates moving parts, preventing wear and potential hazards.
• Safety Controls: Calculates the system’s operating efficiency to identify potential problems and prevent emergencies.

A comprehensive inspection covers each of these essential components, keeping your heating system primed for winter. But today’s facility maintenance goes beyond traditional methods. Technology now plays a critical role in improving inspection accuracy and efficiency.

Adding Technology in Facility Management

Advanced HVAC technology can transform how facility managers prepare their buildings for winter, making heating more affordable and efficient. Lee Company uses several technical service solutions to enhance the inspection process and keep your commercial heating system running at peak performance.

• Smart Thermostats: These devices allow precise temperature control and adjust settings based on occupancy and time of day. Smart thermostats help reduce heating costs significantly during winter by preventing wasted energy during off-hours.
• Automated Maintenance Systems: With automated alerts and diagnostics, these systems monitor HVAC performance in real time, identifying issues before they lead to costly breakdowns. This proactive approach aligns perfectly with winter prep so that your commercial heater or furnace is ready when needed most.
• Predictive Maintenance: Predictive maintenance uses data and analytics to forecast potential equipment failures. Tracking usage patterns and system health minimizes unexpected winter repairs and maximizes system lifespan, which is invaluable for facilities with high heating demands.
• XOi Technology: This advanced tool (used by Lee Company technicians) enables precise inspections by identifying issues invisible to the naked eye, like carbon monoxide leaks. It also documents system conditions before and after maintenance, making it easier to track improvements. XOi can even help your business meet sustainability goals, potentially aligning with U.S. EPA ENERGY STAR standards.

By leveraging these technologies, facility managers can anticipate HVAC maintenance needs, reduce costs, and maintain a comfortable environment all winter.

Ready to Winter-Proof Your Facility with Lee Company?

With winter approaching, your facility needs reliable performance and minimal disruptions. Since 1944, Lee Company has supported businesses across Tennessee, Alabama, Kentucky, and Georgia with tailored commercial HVAC maintenance plans. Our Facilities Management and Maintenance (FM2) plans are built to handle the needs of complex facilities — from Fortune 500 industrial plants to airports, universities, and sports stadiums — delivering seamless operations throughout every season.

Our FM2 team’s approach is data-driven and strategic. It uses technology to anticipate issues and provide real-time insights for facility managers. Our Smart Buildings Group goes even further, combining advanced data analytics with engineering expertise to optimize facility performance.

With tools like XOi technology for inspection accuracy and predictive analytics for proactive maintenance, Lee Company provides actionable insights that help you lower project costs and reduce energy waste.

Get winter-ready with Lee Company. Contact us to learn how our commercial HVAC maintenance services can keep your facility efficient, safe, and prepared for the season’s demands.