End-of-Year Facilities Checklist: Close out 2024 Strong and Prepare for a New Year

As the year winds down, school facilities teams are juggling holiday schedules, winter maintenance, and planning for the year ahead. To make sure nothing slips through the cracks, we've put together a simple end-of-year checklist to help facilities officers wrap up the year and hit the ground running in January.

Here's how to close out 2024 strong and prepare for a smooth start to the next.

1. Perform Preventive Maintenance (PM) on Key Systems

Winter can be tough on equipment. Ensure HVAC systems, plumbing, and heating units are serviced and running efficiently before the colder months hit full force. Look out for:

• Filter changes
• Boiler inspections
• Pipe insulation
• Emergency generator checks

Proactive maintenance now will prevent costly breakdowns later.

2. Inspect Roofs and Drainage Systems

As winter approaches, schedule a detailed inspection of your roofs and drainage systems:

• Ensure rooftop drains and scuppers are clear of debris to avoid pooling or ice buildup.
• Check for damage to roof membranes, flashing, or seams that could lead to leaks.
• Verify that downspouts and external drainage systems are directing water safely away from the building's foundation and walkways.

Proactively maintaining these systems helps protect your school from costly repairs, interior damage, and potential safety hazards during heavy winter weather.

3. Audit Your Equipment Inventory

Take stock of all tools, equipment, and supplies to:

• Identify missing or damaged items
• Ensure you're stocked up on essentials like salt, de-icer, and emergency repair kits
• Plan for budget requests or replacements in the new year

Use a centralized system like OperationsHERO to track and manage inventory in real time, ensuring everything's accounted for.

4. Review and Update Your Maintenance Schedule

As you reflect on this year, assess whether your current PM schedule is working. Ask:

• Are there recurring breakdowns that could be prevented with more frequent servicing?
• Did your team meet response time goals for repairs?
• Are there new assets that need to be added to your schedule?

Update your maintenance plan to reflect your school's evolving needs.

5. Inspect Safety and Security Systems

Safety is always a top priority. Use this time to:

• Test alarms, emergency lights, and security cameras
• Confirm fire extinguishers and sprinkler systems are in working order
• Review emergency evacuation plans and make updates if needed

Make sure staff knows who to contact in case of equipment failure during holiday closures.

6. Deep Clean High-Traffic Areas

With fewer students on campus during winter break, it's the perfect time to:

• Deep clean classrooms, gyms, and cafeterias
• Wax floors and shampoo carpets
• Sanitize high-touch surfaces to reduce the spread of germs

This keeps your school looking sharp and ready for a fresh start.

7. Plan Ahead for the New Year

Set your team up for success by reviewing next year's goals. Consider:

• Scheduling training for staff on new tools or procedures
• Evaluating new technologies (like AI-powered maintenance tools) to streamline operations
• Revisiting budgets and submitting requests for deferred projects

End-of-year planning ensures a proactive, rather than reactive, approach in the months ahead.

8. Celebrate Your Team

Your facilities team keeps the school running day in and day out. Take time to recognize these unsung HEROs:

• Recognize their hard work with a thank-you lunch or small celebration
• Share highlights of what the team accomplished this year
• Gather feedback on how operations can improve next year

Happy teams are motivated teams, and ending the year on a positive note boosts morale.