Why Roof and HVAC Preventive Maintenance Pays Off

When you think about maintenance priorities, it's easy to focus on what's urgent—leaks, hot classrooms, that one unit everyone complains about. But here's the truth: roof and HVAC systems are two of the most expensive parts of your building, and skipping routine PM on them comes at a serious cost.

The Math Behind the Maintenance

Let's break it down.

• Schools are typically built to accommodate 150 square feet per student.
• At $225 per square foot, that's about $34,000 per student in building cost.
• Roughly 20% of that cost is tied up in roofing and HVAC systems—or about $6,800 per student.

(These are average numbers, but you can easily do this math for your campus)

Now, let's assume equipment is expected to last 20 years. If you don't stay on top of preventive maintenance, that lifespan might drop to 18 years. But with regular PM? You can push it to 22.

What's the impact?

• $6,800 / 20 years = $340 per student per year
• $6,800 / 22 years = $310 per student per year

That's a $30 savings per student per year—just from adding 2 years of life to your roof and HVAC.

Why It Matters for Facilities Teams

Good preventive maintenance isn't just about protecting your investment—it's about keeping students comfortable, avoiding surprise shutdowns, and managing your capital plan more predictably.

And unlike chasing every small work order, roof and HVAC PMs are predictable, scheduled, and high impact.

How to Prioritize Roof and HVAC PMs

Here are a few quick strategies to make this work without overloading your team:

1. Add PMs to Your CMMS and Stick to Them

Make sure your preventive maintenance tasks for HVAC units and roof inspections are clearly scheduled in your system. Automate reminders so nothing slips through the cracks.

2. Set PMs by Season

Spring and fall are great times to schedule HVAC tune-ups. If you live in a warmer climate, you may need to consider doing this in late winter to ensure your units are ready to handle the load when that first heatwave hits. Roof inspections? Do one before storm season and another before winter.

3. Document Everything

Track when each PM is completed, what was done, and what the technician observed. This data helps you spot trends and catch early signs of wear.

4. Flag Gaps in Coverage

Not sure all your units are in your system? Do a quick audit. If you are missing units, you can easily add them with the use of AI assistance by snapping a picture and creating a taskbook right on the spot. Get your technicians involved while they are out doing roof inspections.

Start Small, Think Big

If you only have time to focus on one thing this quarter, make it your roof and HVAC PMs. The payoff is clear, the costs are predictable, and the impact stretches far beyond just this year's budget.