Spring Facility Maintenance Checklist: Prep for Warmer Months

Facility Managers and Directors know that the arrival of spring doesn’t just signal warmer weather—it’s their signal to get ahead of the facilities maintenance curve before summer brings increased energy demand, heavier foot traffic, damaging weather and unexpected equipment failures. Ignoring these tasks now means bigger headaches—and costs—later.

From HVAC strain to storm readiness, small issues can escalate fast when the temperature starts rising. That’s why spring is the time to run through your seasonal maintenance checklist, ensuring that your building, budget, and team are ready for the months ahead.

HVAC: Is Your System Ready to Handle the Heat?

When summer hits, your HVAC system will be working overtime. If it’s not running at peak efficiency, expect higher energy costs, hot spots in the building, and a surge in service calls from frustrated employees or tenants.

Checklist:
✓ Filters & Coils – Clogged filters force the system to work harder, driving up costs.
✓ Duct Leaks – Leaky ducts = wasted energy and uneven cooling.
✓ Refrigerant Levels – Low refrigerant means the system won’t cool efficiently.
✓ Smart Thermostat Calibration – Ensure schedules align with occupancy patterns.
✓ Preventative Maintenance Appointments – A routine tune-up now costs far less than emergency repairs in July.

If your HVAC system hasn’t been serviced in the last six months, now is the time to schedule it. A breakdown in August won’t just cost you money—it’ll cost you credibility.

Facility Exterior: Winter May Have Left Its Mark

If your facility has been through months of freezing temperatures, snow, ice, rain, and wind, small, undetected issues like roof leaks, clogged drains, or compromised insulation can turn into major problems under the summer sun.

Key Areas to Inspect:
✓ Roof & Gutters – Look for pooling water, cracks, or loose materials.
✓ Windows & Doors – Even the smallest gaps and broken seals drive up cooling costs.
✓ Walkways & Parking Lots – Thawing and freezing may have created new potholes and uneven pavement.
✓ Outdoor Lighting – Longer daylight hours mean different usage patterns—are your timers and motion sensors adjusted?

Catching exterior damage now prevents expensive emergency repairs when the heat, humidity, and summer storms arrive.

Reduce Energy Waste Before Peak Summer Rates

Energy costs spike in the summer—not just because of increased cooling demands, but because many facilities aren’t optimizing their energy usage.

Control Energy Costs:
✓ HVAC Scheduling – If your cooling system runs full-blast 24/7, you’re wasting money.
✓ LED Upgrades – Swapping out old bulbs saves up to 75% on lighting costs.
✓ Shade & Window Films – Reduce heat gain in sunny areas to lighten HVAC loads.
V Smart Power Management – Unplug or schedule power-down for non-essential equipment.

Many utility providers offer rebates or incentives for energy efficiency upgrades. Check now and save later.

Landscaping & Grounds: Curb Appeal Meets Safety

Warmer weather usually means more foot traffic, events, and outdoor activity. Whether your facility serves employees, customers, or tenants, the condition of your landscaping and exterior areas sends a message.

Exterior checklist:
✓ Storm Drainage – Blocked drains lead to flooding (and liability issues).
✓ Irrigation Systems – Adjust water usage before peak summer demand.
✓ Tree & Shrub Trimming – Prevent damage from falling branches.
✓ Sidewalk & Parking Lot Repairs – Cracks and potholes only get worse in the heat.

Landscaping isn’t just about looks—poor maintenance can lead to safety hazards, pest problems, costly repairs and increased liability.

Severe Weather Readiness: Don’t Wait for the First Summer Storm

Spring and summer storms can bring flash floods, high winds, and power outages. If your facility isn’t prepared, even a short disruption can shut down operations, impact safety, or damage equipment.

Checklist:
✓ Backup Power – Test and service generators.
✓ Flood & Drainage Planning – Test and service sump pumps.
✓ Emergency Protocols – Are your safety plans current and communicated clearly to staff?
✓ Tree & Debris Removal – Minimize hazards before storms hit.

A strong business continuity plan isn’t just for IT disasters. Facilities play a key role in keeping operations running smoothly during severe weather.

Certain regions face greater challenges than strong storms — they need to be ready for wildfires, hurricanes, tornadoes, and earthquakes. Facility Managers in these areas must go beyond standard seasonal maintenance and ensure their buildings, teams, and emergency plans are ready for these potential disasters.

Preparing for Wildfire Season (Western U.S., parts of the South, and high-risk dry regions)

Facilities in wildfire-prone areas must take extra precautions to protect employees, buildings, and operations. Even if flames never reach your site, smoke, ash, and air quality issues can cause significant disruptions.

How to Prepare:
✓ Create defensible space – Clear flammable debris, trim vegetation, and maintain a 30-foot buffer around buildings.
✓ Upgrade air filtration – Ensure HVAC systems have high-efficiency air filters (MERV 13+ or HEPA) to minimize smoke infiltration.
✓ Review evacuation plans – Ensure staff knows the safest exit routes and shelter locations.
✓ Assess backup power needs – Wildfires often cause widespread power outages, so generators must be tested and fueled.

Partner with local fire authorities and environmental monitoring services to receive real-time updates on fire risks in your area.

Tornado Preparedness (Midwest, Great Plains, Southeastern U.S.)

Tornadoes can strike with little warning, making advanced preparation essential for facilities in tornado-prone areas.

How to Prepare:
✓ Identify & reinforce safe zones – Interior rooms with no windows and strong structural integrity should be designated as shelters.
✓ Secure outdoor assets – Loose equipment, dumpsters, and signage become dangerous projectiles in high winds.
✓ Test severe weather alerts – Ensure facility-wide communication systems (text alerts, PA systems, emails) function properly.
✓ Train staff – Employees should know emergency protocols and shelter locations before a tornado warning is issued.

Many businesses overlook post-tornado response plans—ensure facility teams know how to inspect damage before re-entry.

Hurricane Season Readiness (Southeastern U.S., Gulf Coast, East Coast)

As we saw recently, hurricane impacts extend far beyond coastal flooding—they cause widespread power outages, infrastructure damage, and supply chain disruptions. Advance planning is crucial to minimize downtime and ensure business continuity.

How to Prepare:
✓ Review flood preparedness – Inspect drainage systems, reinforce flood barriers, and elevate critical equipment.
✓ Stock emergency supplies – Have extra water, non-perishable food, flashlights, batteries, and first-aid kits on hand in the event facility occupants must shelter in place.
✓ Strengthen building resilience – Secure roofing, windows, and install storm shutters where needed.
✓ Develop a continuity plan – What happens if your facility is offline for days or weeks? Have alternative worksite plans and recovery strategies.

FEMA estimates that 90% of small businesses fail within a year if they can’t reopen within five days of a major disaster. Preparation is the key to survival.

Earthquake Preparedness (West Coast, parts of the Midwest, and seismically active regions)

Unlike other disasters, earthquakes strike without warning, making advanced facility hardening and emergency planning non-negotiable.

Safety Checklist:
✓ Secure heavy equipment & storage racks – Prevent dangerous shifting and collapses.
✓ Assess building structural integrity – Work with engineers to ensure seismic retrofits are in place if needed.
✓ Train staff for “Drop, Cover, and Hold On” – Employees should know exactly what to do when shaking starts.
✓ Prepare emergency kits – Stockpile first aid supplies, flashlights, radios, and earthquake-safe food and water storage.

Backup power solutions are critical in seismic zones—earthquakes often take down power grids, and restoration timelines are unpredictable.

The best-run facilities don’t just react to problems—they prevent them.

Facility Directors and Managers who tackle maintenance proactively can avoid expensive last-minute fixes, improve energy efficiency, and ensure a smooth transition into the hotter months.

They have think beyond standard seasonal maintenance and adapt their approach based on their region’s unique climate risks. Whether it’s wildfires, hurricanes, tornadoes, or earthquakes, proactive preparation is the key to protecting people, reducing costs, and ensuring business continuity.

Reach out now and schedule your Facility Assessment with a DFS Facility Maintenance professional.