Facility Management Checklist (+ Tips for Success)

Managing a facility often feels like you’re constantly putting out fires. A broken machine can stall production and affect revenue in an industrial site.

If you own a restaurant, failing to maintain quality control could trigger violations. In an assisted living community, even a small maintenance issue can put your residents at risk.

The truth is, without a structured process, it’s easy for these problems to slip through the cracks and cause compliance issues.

A facility management checklist helps you stay organized, hold staff accountable, and keep operations running smoothly.

In this guide, we’ll break down the top ten must-have items for your facility checklist. We'll also share some useful tips to maintain safe, efficient, and reliable operations across all your locations.

1. Building Maintenance

Building maintenance covers the upkeep of your facility's physical structure, from walls and floors to HVAC systems and lighting.

Regular maintenance helps you avoid costly repairs and downtime. It also keeps your building spaces safe and functional for employees, customers, and residents.

Here's what to include in your building facility maintenance checklist:

• Inspect structural elements, such as walls, ceilings, and floors, for cracks or wear.
• Check the roof condition for leaks, pooling water, or damaged materials.
• Test HVAC systems for heating, cooling, and ventilation performance.
• Confirm that stairways, guardrails, and platforms are stable.
• Check electrical panels, outlets, and wiring for safety compliance.
• Inspect exterior doors, windows, and seals to ensure they hold up against cold weather and rain.
• To pass restaurant safety inspections, make sure kitchens and storage areas are clean, sanitized, and free of pests.
• If you manage assisted living facilities, check accessibility features like handrails, ramps, and non-slip flooring for senior home safety. Make sure they comply with the Americans with Disabilities Act (ADA) regulations.

MyFieldAudits is a mobile on-site inspection platform that provides real-time visibility across all your facilities. Gain instant clarity on building maintenance issues and implement corrective actions without lifting a spreadsheet. Schedule a discovery call today!

2. Health and Safety Protocols

Your facility should comply with health and safety standards. Failing to do so can increase the risk of accidents, downtime, and damaged assets that cost far more than prevention.

Make sure to add these items to your facility inspection checklist:

• Conduct routine safety walk-throughs and document findings.
• Confirm fire alarms, sprinklers, and extinguishers are tested and functional.
• Require staff to wear the correct personal protective equipment (PPE) at all times.
• Train personnel on how to use first aid kits and where to find eyewash stations.
• Mark and remove tripping hazards, such as loose cords or uneven floors.
• Check chemical response supplies and spill containment kits.
• In restaurants, verify sanitation processes to meet food and beverage industry regulations.
• Inspect assisted living facilities for infection control and proper waste disposal.

3. Security Systems

Security is more than locking your facility doors at the end of the day. You should implement strict surveillance systems, alarms, and access control.

By catching small issues early and keeping your facility in good condition, you avoid costly security breaches. You can also build client trust, which is something that many organizations struggle with when managing multiple sites.

Consider the following checklist items to secure your facility:

• Inspect locks, doors, and gates for signs of wear or tampering.
• Test alarm systems and confirm monitoring services are active.
• Review CCTV cameras for clear visibility and recording quality.
• Confirm access control systems (badges, keypads, biometrics) are functioning.
• Verify that security lighting covers parking lots, walkways, and entrances.
• Protect restricted areas like control rooms and hazardous storage.
• For food service operations, check point-of-sale (POS) systems for secure access and fraud prevention.
• In assisted living facilities, review visitor management logs and confirm resident safety protocols.

4. Exterior Facility Management

The outside of your facility is the first thing employees, customers, and visitors see. You should take care of exterior assets, like roofs, lighting, parking lots, signage, and landscaping. Doing so keeps these areas safe and presentable.

When conducting regular inspections, check the following items:

• Check exterior lighting for brightness and coverage at entrances and parking lots. Repair fading or broken lights.
• Monitor facility signage for visibility, and repaint when needed.
• Evaluate landscaping for overgrowth, debris, or safety risks.
• Repair cracks in sidewalks and other walking paths.
• Verify drainage systems are clear to prevent flooding around buildings.
• Confirm that gates, fences, and barriers are intact and secure.
• If you manage a restaurant, check outdoor dining spaces, patios, and trash enclosures for facility cleanliness.
• Senior living facility managers should review outdoor seating areas and walking paths for resident safety.

5. Interior Spaces

While the exterior sets the first impression, the inside of your facility shapes daily experiences for staff, customers, and residents.

Interior management covers elevators, heating systems, appliances, IoT sensors, and shared amenities. In most facilities, these areas need careful oversight to stay safe, clean, and efficient.

Schedule preventive maintenance on a regular basis to make sure systems are functioning properly. Then, add these items to your facility inspection checklist:

• Test elevators and lifts for safety, speed, and emergency backup.
• Inspect restrooms, locker rooms, and break areas for cleanliness and sanitation.
• Review IoT sensors for accurate monitoring of air quality, temperature, or equipment use.
• Test heating systems and air conditioning units for comfort and efficiency.
• Check control rooms, storage areas, and employee changing spaces.
• For food service businesses, confirm that dining rooms, prep areas, and bars are sanitized and organized on a daily basis.
• To ensure assisted living compliance, inspect common rooms, hallways, and resident activity spaces for accessibility and comfort.

6. Equipment Maintenance

Industrial operations rely on critical equipment. That's why it's important to stay on top of maintenance tasks and keep track of scheduled checks. This reduces downtime and extends the life of your machines.

Include these equipment maintenance items in your facility checklist:

• Inspect industrial machines for wear, leaks, or calibration issues.
• Confirm power tools are safe, charged, and stored properly.
• Lubricate moving parts on factory and warehouse equipment.
• Verify that fire extinguishers are serviced and easily accessible.
• Test alarms and carbon monoxide detectors to see if they are working properly.
• Replace worn belts, hoses, or filters on a routine basis.
• In restaurants, clean and maintain commercial kitchen appliances like ovens, grills, and refrigeration units.
• If you own an assisted living facility, inspect bed railings, lifts, and wheelchairs.

7. Energy Usage

Electricity costs can drain your facility's budget, especially if you don't track energy consumption. Consider upgrading to energy-efficient equipment or using building automation systems to control heating, cooling, and lighting.

You should also review these checklist items during routine facility inspections:

• Audit monthly utility bills to spot unusual spikes in energy consumption.
• Inspect HVAC systems for leaks, dirty filters, and wasted output.
• Switch to LED bulbs and smart lighting controls.
• Replace outdated machines with energy-efficient equipment where possible.
• Track motor and conveyor energy draw during peak hours.
• For restaurant owners, check refrigeration units and freezers for efficiency and proper seals.
• In assisted living facilities, monitor water heating, laundry, and resident comfort systems for energy usage trends.

8. Plumbing and Water Supply

Plumbing and water issues may seem minor at first, but they can disrupt your facility faster than almost anything else.

For any company running an industrial site, restaurant, or assisted living community, applying predictive maintenance to plumbing keeps operations stable.

Here's what to add to your facility management checklist:

• Test water pressure across restrooms, kitchens, and production areas.
• Inspect visible pipes for corrosion, cracks, or leaks.
• Confirm drains are clear to avoid clogs or backups.
• Monitor cooling systems and process water lines.
• In restaurants, test dishwashers, sinks, and ice machines for proper function. Clean them regularly to meet food safety compliance.
• If you manage a senior living facility, check hot water systems for reliable and safe operation.

9. Emergency Preparedness

Emergencies can strike without warning, and how well you respond depends on preparation. Whether you manage an industrial plant, a restaurant, or an assisted living site, your responsibility is to keep everyone safe during unexpected crises.

Include the following elements in your safety checklist:

• Make sure emergency exits are clearly marked and free of obstructions at all times.
• Confirm that fire alarm systems and carbon monoxide detectors are functioning properly.
• Review evacuation procedures with all employees.
• Conduct fire, severe weather, or lockdown drills on a schedule.
• Stock and check first aid kits, AEDs, and other emergency supplies.
• If you own a restaurant, verify that kitchen fire suppression systems are ready.
• In assisted living facilities, train staff on how to assist residents with limited mobility.

10. Seasonal Preparations

Seasonal changes bring unique challenges for facility operations. Prepare heating, cooling, roofing, and other elements of your site that shift with the weather. This keeps your staff safe and your operations running smoothly.

Here are important checklist items to add:

• Inspect HVAC systems before summer and winter peaks.
• Clear gutters, drains, and rooftops before heavy rain or snow.
• Test backup generators ahead of storm season.
• Stock salt, sand, or snow-removal gear for icy conditions.
• Prepare process cooling and heating systems for seasonal load changes.
• Review pest control plans, as weather changes can lead to infestations.
• In restaurants, check outdoor seating areas, awnings, and heating lamps for safety.
• Assisted living facility managers should regularly inspect walkways, handrails, and ramps to reduce slips during rain or ice.

Tips for Success When Using a Facility Management Checklist

After learning the key facility management checklist items, let’s focus on how you can put them into practice. Here are the tips you can follow:

Tailor the Checklist to Your Facility Type

No two sites are the same. Industrial facilities require heavy equipment checks, whereas restaurants focus more on food safety management. Meanwhile, assisted living facilities should prioritize resident safety above everything.

You should customize your facility checklist to ensure it works for your specific risks and daily operational demands.

MyFieldAudits is a done-for-you quality assurance platform. They will work closely with your facility to create a tailored inspection strategy and configure the software to your unique needs. Watch this video to learn how MyFieldAudits handles the heavy lifting for your business!

Prioritize Tasks by Urgency

Not all tasks carry the same weight. For example, checking critical equipment is more important than simply polishing floors.

Rank checklist items based on safety, compliance, and risk. This way, you make sure that the most pressing tasks are completed first.

Monitor Completion

A facility management checklist is only as good as the follow-through. You need proof that tasks were actually completed on time and accurately.

Track who signed off, when it was done, and where gaps exist.

If possible, attach photos, videos, and notes to justify decision-making to leadership teams and clients. These things cannot be faked, so you can gain instant clarity on what's happening across multiple locations.

Digitize Your Checklist

Paper logs and spreadsheets get lost, delayed, or ignored. Consider using mobile apps to digitize your checklist.

For example, mobile inspection software puts the checklist in the hands of the people doing the work. You can capture data instantly, create shareable reports, and communicate your value to clients without chasing emails.

Digital solutions also bridge the communication gap between operators, site teams, and clients. You'll find it easier to use the facility management checklist on the ground and maintain high standards.

Maintain Safe and Compliant Facilities With MyFieldAudits

MyFieldAudits is built for operators who need more than just another “do-it-yourself” software tool. They help industrial facilities, food service management companies, and assisted living communities manage inspections through a mobile app that captures data in real time.

Mobile inspections instantly sync to shareable reports without lifting a spreadsheet or chasing down people. You can show proof of performance to auditors and communicate the value you bring to clients. This visibility builds trust and retention.

MyFieldAudits goes beyond traditional checklist tools. They act as your retention engine to manage the entire lifecycle of on-site inspections, from mobile field execution to real-time reporting.

Book a discovery call today for safer and more efficient operations across every site! You can also check this product overview to see MyFieldAudits in action.

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FAQs About Facility Management Checklist

What is a facility checklist?

A facility checklist is a structured list of tasks used to maintain safety, compliance, and efficiency in your site. It helps you track daily, weekly, and monthly responsibilities, which can improve accountability and reduce operational chaos.

What are the five main tasks of facilities management?

The five main tasks are maintenance, safety, security, compliance, and efficiency. These involve keeping equipment running, protecting staff, safeguarding buildings, meeting regulations, and controlling costs.

What are the four pillars of facility management?

The four pillars are people, processes, place, and technology. People complete daily tasks, processes standardize work, the place refers to the physical environment, and technology supports oversight and reporting.

Together, these pillars guide facility managers in delivering safe, compliant, and cost-effective operations across multiple locations.