CHECKLIST
The CRE HVAC health and safety checklist
Keeping your HVAC systems running smoothly can feel like a full-time job, especially when you’re juggling multiple buildings and teams. From keeping track of preventive maintenance to handling unforeseen hiccups, the task list can be endless. And when HVAC systems aren’t functioning at their best, neither are your buildings or your tenants. This checklist is designed to help you wrestle with these challenges like a pro, covering key areas like routine maintenance, tech tools to make your life easier, tips on when it’s time for an upgrade, and strategies for training your teams or dealing with emergencies. Are you ready to give your HVAC systems some TLC, keep your tenants comfy, and save a few bucks in the process?
Preventive maintenance
Regularly scheduled preventive maintenance is essential to maintain the efficiency and longevity of your HVAC system. This includes tasks such as cleaning filters, inspecting belts, checking refrigerant levels, lubricating motors, and examining electrical connections.
The biggest bottleneck to preventive maintenance is that property teams don’t always have full visibility into their HVAC systems across buildings or a portfolio. Or when property teams are still manually logging maintenance activities, information often gets lost. When property teams have full visibility into their preventive maintenance plans and tasks, the lifespan of equipment can grow ten-fold. Learn how technology can help ➜
Filter changes
Over time, filters accumulate dust, dirt, and debris that obstruct the airflow and forces the HVAC system to work harder to keep the desired temperature. This increased strain on the equipment leads to higher energy consumption, reduced equipment life, and can even cause system failure. Dirty filters can also negatively affect indoor air quality.
Ductwork inspection
Ducts can develop leaks, accumulate debris, or become damaged – all of which will compromise HVAC performance and can eat away at the building’s bottom line. Leaks in ductwork result in significant energy loss, as heated or cooled air escapes. That means higher energy bills and unnecessary strain on equipment. Built-up dirt and debris in the ducts will impede airflow and contribute to poor indoor air quality.
A robust process for equipment inspections empowers property teams to:
✓ Spot problems with equipment early to avoid expensive issues down the line
✓ Score inspections to evaluate performance against benchmarks
✓Automate escalations and notifications to ensure nothing slips through the cracks
✓ Standardize processes and maintenance schedules
✓ Provide a quick and easy way for engineers to work on-the-go
Building automation
A building automation system (BAS) allows for centralized control over various building systems, including HVAC, lighting, security, and more. With respect to HVAC systems, a BAS can monitor and adjust temperature, humidity, and airflow in real time, optimizing comfort and energy efficiency across different zones of the building. Advanced analytics provided by these systems can highlight patterns of usage, inefficiencies, and potential maintenance issues before they become critical.
Energy efficiency
An Optimizing your costly, energy-hungry HVAC system is one key way to increase energy efficiency and curb your emissions. Periodically evaluate your HVAC system’s energy efficiency and consider upgrading to more energy-efficient equipment when it’s time to replace components or the entire system. This can help reduce operational costs and minimize the environmental impact. (Helpful hint: There’s technology that can help you automate this process.)
Indoor air quality
Health and wellness are stronger priorities in the aftermath of the pandemic. That means your HVAC must maintain ASHRAE standards for indoor air quality and ventilation. You can ensure proper ventilation and support good indoor air quality by monitoring carbon dioxide levels, humidity, and temperature.
Tenant comfort
It’s essential to find a balance between comfort and energy costs. Cool mornings and warm afternoons can result in outdoor temps that span 20 to 30 degrees. This results in frequent “comfort swings,” when tenants adjust the thermostat to offset the warm or cool outside temps. Likewise, some regions experience high humidity, causing your HVAC to run more often to keep building occupants comfortable.
Technology solutions that leverage machine learning and AI will empower you to automatically optimize your HVAC system leading to:
✓ Reduced energy use
✓ Increased cost savings
✓ Boosted indoor air quality
✓ Maximized tenant comfort
Retrofit or upgrades
Retrofitting or upgrading an HVAC system can lead to substantial benefits. As HVAC technologies advance, newer systems and components often offer improved efficiency, performance, and control capabilities compared to older equipment. Upgrading or retrofitting the HVAC system can optimize energy use, lower operational costs, and enhance indoor air quality and comfort.
For example, an upgrade may involve replacing an older, less efficient chiller with a high-efficiency model. Or retrofitting might include adding variable frequency drives to existing motors to allow for better control and energy savings.
Team training
A major concern for property teams, especially during times of high turnover, is how to properly equip engineers. It can be tough to onboard new team members quickly. Knowledge transfer about the HVAC system remains at risk. That’s why it’s important to ensure building staff are properly trained in the operation and maintenance of the HVAC system. This can help prevent issues due to improper handling or neglect.
High employee turnover can make training your property team difficult. Nonetheless, it’s essential for everyone’s safety that all engineers are properly trained on building equipment.
One way to tackle this issue is to digitize your HVAC inventory. When all information is in one place and accessible by team members at any time, you can educate staff with central access to equipment manuals, how-to videos, and other resources.
Such tools also allow teams to standardize maintenance processes and schedules. That means property teams will be able to spot problems early to avoid costly problems down the line.
Emergency preparedness
It’s critical to have a robust plan in place to respond to HVAC emergencies quickly and effectively to minimize downtime and ensure the safety and comfort of building occupants. The emergency plan should include a list of qualified service providers, parts suppliers, and clear procedures to follow in case of a system failure. In addition, emergency plans should account for regular system checks to find potential problems early and address them proactively. Backup or alternative heating, cooling, and ventilation solutions may also be included in this plan to provide continuity in service during repairs.
Ready to supercharge your HVAC health and safety plan?
Contact the experts to learn how an advanced HVAC management system and HVAC optimization tools work together to protect your assets, increase tenant satisfaction, and save you money.