Hotel Preventive Maintenance Checklist Template
Hotels see some of the highest foot traffic of any establishment. The constant coming and going as well as facility usage tend to wear out various installed systems and cause equipment failure. Preventing this requires a plan of action, namely a preventive maintenance checklist that covers all the maintenance tasks needed to keep a hotel functioning smoothly.
Most hotels run according to a maintenance schedule that’s part of its upkeep. However, keeping machinery in working condition and ensuring proper operation requires more than just routine maintenance.
The answer is a proper, long-form preventative maintenance checklist as part of a maintenance strategy.
In case you’re wondering what this checklist contains, read on. In this article, I’ll provide a full checklist example template to help develop practical preventive maintenance plans for hotels and other commercial establishments.
Let’s jump right in.
Hotel Preventive Maintenance Checklist [An Overview]
The word ‘hotel’ usually refers to a large commercial establishment with multiple rooms and a significant number of people inhabiting it. In reality, hotels come in all sizes, from a few beds to those with hundreds of rooms.
Typically, hotels require regular maintenance in the following areas:
- Building System Maintenance: These consist of the air conditioner (HVAC) units, elevators, fire alarms, and electrical connections.
- Facility Maintenance: This consists of a room, hallway, lobby, and entertainment facility cleaning and repair.
- Equipment Maintenance: This means checking parameters such as oil levels, air filters, coolants, condenser coils, and various fluid level indicators for all installed machinery.
While routine maintenance tasks and visual inspections can take care of general maintenance, hotels require a good preventive maintenance strategy to keep things working in good condition in the first place.
Additionally, hotels are not limited to living spaces.
Major hotel chains around the world now have a huge variety of facilities and services on-premises.
All of these services require some form of maintenance, as part of a preventive maintenance program that prevents extended downtime and reduces equipment malfunction chances.
A progressive PM program, carried out by expert maintenance teams should have some basic tasks in it.
- Regular inspections of all living areas, equipment, heavy machinery (if any), and vehicles.
- Examining constantly-running equipment for signs of excessive wear.
- Monitoring performance of electronic systems such as elevators, conveyor belts, automatic doors, etc.
- Cleaning and sanitizing corridors, rooms, lounges, gyms, and misc. on-premises facilities.
- Checking for damaged or worn tools and maintenance equipment.
- Ensuring safety equipment such as fire extinguishers and hoses are up to code.
Needless to say, all of these activities need to be done before there is a malfunction or sanitation issue, in order to prevent any such occurrences.
Now that you have a general overview of what hotel preventive maintenance tasks look like, let’s take a closer look at each maintenance area, to build a checklist.
Building System Maintenance Checklist
Keeping building systems well-maintained is extremely important for a perpetually running facility such as a hotel.
Such establishments need to place electrical, safety equipment, pneumatics/HVAC, and plumbing maintenance at the center of the PM plan.
Here’s a comprehensive list of building maintenance pointers to help you create such a plan.
- Regularly inspect all the lighting fixtures and systems in the facility.
- Check the interior, exterior, exit, and peripheral area lighting for voltage fluctuation or wiring damage.
- Check main switch hubs for each floor and conclude the inspection with the power supply hub for the facility.
- Examine inventory and procure first aid kits, fire extinguishers, respirators, and other safety equipment as needed.
- Inspect fall-protection harnesses and seat belts on exterior sanitation swings.
- Check and replace batteries in carbon monoxide and smoke detectors, test instruments, and flashlights.
- Ensure safety labels and signs are clearly readable and visible.
- Check and clean HVAC air filters, air intakes, blower motors, compressors, and exhaust fans.
- Secure loose panels and duct connectors.
- Examine all electrical fixtures and connections for frayed wiring and blown fuses.
- Test and run all safety controls.
- Check all heating and cooling elements for rust and temperature damage.
- Unwind and check elevator cables and attachments for breakage.
- Preemptively replace any piece of equipment that is approaching the end of its lifecycle.
Building systems usually require the services of a maintenance technician. Once the facility has procured one, make sure they always have a checklist like this on hand.
Facility Maintenance Checklist
Hotel facilities are what guests and members directly use, which is why they should always stay spotless.
While building system maintenance works on the machinery behind the facility, building maintenance is done on the physical building and is equally important.
Here’s a comprehensive list of facility maintenance pointers:
- Check wall, floor, and ceiling paint for discoloration or chipping.
- Look for evidence of water leakage or seepage.
- Ensure wallpaper, carpeting, and floorboards have no cracks or signs of excessive wear.
- Inspect door closures, brackets, frames, and closures for cracks and fungus.
- Clear garbage bags and litter from storage areas, passageways, corridors, and rooms.
- Check for pest or insect infestation and bird nests on top of clocks and wall mounts.
- Replace damaged windowsills, mirror frames, and other glass holders.
- Clean toilets, bathrooms, swimming pools, and other public waterworks.
- Sanitize sinks, toilet bowls, urinals, and various latrine elements.
- Replace batteries for self-cleaning and misting mechanisms.
- Empty out and refill fountains and other decorative installations.
- Look for signs of moss, algae, or other plant growth on railings, sills, and room corners.
- Check the exterior paint for weather damage, dust, and bird stains.
- Replace rusted pipes and exterior fittings.
The look of the facility is a major business generator, which only adds to the importance of performing building maintenance early on, and regularly.
Equipment Maintenance Checklist
Equipment maintenance is performed on the various machines that help maintain the facility or have a vital function in the smooth running of it.
Typically, this means examining, diagnosing, and repairing machinery or parts that show early signs of prolonged wear.
Here’s a comprehensive list of all the equipment maintenance pointers you should consider:
- Check all motorized machinery for rust, friction wear, material reduction, and/or micro-breakage.
- Disassemble each machine into constituent parts and examine each part for faults.
- Calibrate each part to pre-defined specifications.
- Clean and reassemble machinery with cleaned or replaced parts in record time.
- Inspect fluid pumps for incorrect power output.
- Replace faulty wiring and reset output settings.
- Check mobile machinery such as powered trolleys, lifts, and carts for mechanical malfunctions.
- Run benchmarks on mobile machinery as per standards.
- Create a forklift maintenance checklist dedicated to similar mobile machines.
- Measure fluid levels and attachment tightness on all motors.
- Procure new parts, fluids, and misc. improvement items as needed.
- Check repair tools for proper function.
- Examine rotary and hand-held tools winding and attachment ports for wear.
The tools used for maintenance have their own maintenance protocols. Be sure to always keep a close eye on such tools and machinery, and perform predictive maintenance if necessary.
Developing a Hotel Preventive Maintenance Checklist
The idea behind any form of preventive maintenance is to stop the malfunction before it happens.
It’s a cost-effective form of maintenance that helps companies save time and resources while also preventing downtime.
However, creating a checklist for preventive maintenance requires that you consider some important factors regarding your maintenance needs.
Here are some of those factors.
1) Maintenance Needs
Not all items need the same amount of maintenance-related oversight. Some equipment lasts longer, and some surfaces stay cleaner for longer than others.
All of this means that you have to evaluate the maintenance needs of each type of facility item.
A good way to determine the exact maintenance needs of buildings and equipment is to monitor the entire life cycle and look for malfunction or wear patterns.
If an air conditioner unit lasts for six months before coming to a point where it needs a full service, plan a brief cleaning session that extends its maintenance needs beyond the six-month mark.
Similarly, observe foot traffic during seasons and plan carpet/sheet/rug cleaning before these items get too dirty or discolored.
These exact times need to go into the checklist. If different things have different maintenance needs, create multiple checklists, and observe them as needed.
2) Equipment Diversity
The types of assets that need maintenance can vary alongside the size and scale of the hotel facility.
5-star hotel chains usually have buildings that operate some heavy electrical machinery. They also have carpets and sheets that get run over daily by thousands of pairs of feet.
The ideal checklist should consider the different requirements of each asset and include maintenance points that cater to them.
3) Company Resources
Depending on the overall resource expenditure of the company, its maintenance schedules could be set far apart, or close together.
As for the checklist, it’ll have to consider the number of resources that can be spent on preventive maintenance at that point in time.
To circumvent this issue, collaborate with the finance department to determine exactly how much can be allocated to preventive maintenance, and whether the timeline should be pushed back or brought closer.
There are a number of tasks, including maintenance, that have been simplified and streamlined by technology.
Today, instead of a technician or maintenance manager creating a maintenance checklist on paper, everything can be done via a CMMS system. This means that staff can plan and perform maintenance a lot more efficiently than previously possible.
In light of this, it pays to be more proactive with hotel maintenance and keep systems running smoothly, for longer.