A Quick Guide to Building Maintenance

In this article, learn about useful tips to ensure your property is receiving proper care and maintenance, keeping it in optimal condition for years to come.

What is Building Maintenance?
Why is it Important?
Tasks and Responsibilities in Building Maintenance Procedures
Best Practices

Published 11 Apr 2025

Article by

Eligio Rempillo

3 min read

What is Building Maintenance?

Building maintenance involves a wide range of tasks aimed at ensuring the functionality and upkeep of a building or facility. It includes cleaning common areas, checking building structural integrity, and maintaining essential functions like electrical systems, heating, and air conditioning systems.

Why is it Important?

Building maintenance is a part of building management process that is crucial for ensuring the safety and overall functionality of a building, as follows:

- Health and Safety of Occupants: Proper building maintenance oversees a safe environment for its occupants. Maintenance helps prevent structural issues that can potentially compromise the safety of occupants over time.
- Cost-Effectiveness: Regular maintenance is more cost-effective than emergency repairs, helping to avoid costly bills and ensuring the building is well-maintained. Proactive maintenance helps identify and address minor issues before they escalate into major problems requiring expensive repairs
- Long-term Value : Well-maintained buildings create a positive impression of the building’s appearance through cleaning, painting, and repairs that enhance its overall image and professionalism.
- Regulatory Compliance – Building maintenance often incorporates meeting regulatory standards, such as National Construction Code (NCC) in Australia, that govern the construction, design, and maintenance of buildings.

Tasks and Responsibilities in Building Maintenance Procedures

Building maintenance involves a variety of tasks and responsibilities carried out by different professionals to ensure the functionality, safety, and aesthetics of a building. Here are the key responsibilities for various roles in building maintenance procedures:

General Upkeep

The following jobs fall under the responsibility of janitors:

Cleaning common areas like floors, bathrooms, and windows.
Removing trash regularly.
Washing windows and glass doors

General Maintenance Tasks

Maintenance technicians carry out the following tasks for general maintenance:

Inspecting, repairing, and maintaining building systems such as HVAC, electrical, and plumbing
Handling tasks assigned through work orders
Reporting to supervisors overseeing maintenance activities

Facility Management

Facility managers are in charge of these maintenance activities:

Developing, implementing, and maintaining maintenance schedules and policies for all building systems and equipment
Monitoring, repairing, and performing routine maintenance on building facilities and equipment
Ensuring compliance with safety codes and regulations
Training, supervising, and assisting maintenance staff

Specialized Tasks

For more targeted maintenance needs, you can employ the help of outsourced vendors:

Providing specialized services like snow or ice removal, landscaping, pest control, and emergency repairs
Assisting with specific tasks such as HVAC servicing, plumbing repairs, or electrical work based on contractual agreements

Best Practices

On top of having a building maintenance system, here are some best practices that can help your workers stay effective in maintaining your properties’ best condition :

Regular Inspections and Preventive Maintenance – Conduct regular building inspections to identify issues early. Implement preventive maintenance measures to address potential problems before they escalate.
Emergency Response Plan – Develop and maintain an emergency response plan to handle unexpected issues efficiently. Adequately stock inventory and train an emergency response team to minimize downtime and disruptions.
Sustainable Maintenance Practices – Focus on sustainable practices like optimizing energy consumption and eco-friendly waste management. Incorporate sustainable strategies into maintenance routines to cater to eco-conscious occupants and property owners. This may involve strict policies regarding waste in the premises and other practices to avoid unnecessary consumption of resources.
Continuous Improvement – Collect feedback on maintenance practices and strive for continuous improvement. Invest in training and development to keep maintenance teams updated with the latest trends and practices.
Compliance with Regulations – Stay updated on building codes, safety standards, and environmental regulations. Ensure compliance with local codes and regulations to avoid penalties and legal issues.

Efficiently Maintain Buildings Using SafetyCulture (formerly iAuditor)

Why Use SafetyCulture?

Building Maintenance tasks can be done easier and more efficiently with a digital platform. SafetyCulture allows you to have a bird’s eye view of all the tasks and responsibilities to complete and maintain a high standard of property maintenance by utilizing these powerful tools :

Perform building maintenance tasks with ease using mobile-ready checklists.
Capture building or maintenance issues in detail by providing media evidence through photos and videos each time you do a check.
Automate your building maintenance tasks with scheduling that notifies those who need to know of upcoming cleaning, inspections, audits, etc.,
Resolve building or maintenance issues in minutes, not days before they become a potential hazard by assigning them into actions.
Manage your property with an organized system that allows you to have an overview of each site or property and associate it with maintenance tasks.
Get an overview of inspections conducted by generating professional reports. See what’s working and what’s not, and assign action points to unaddressed issues.
Monitor facilities that need a consistent temperature, humidity, and other environmental changes with sensors. Notify the right person immediately in case of problems via email, SMS, or actions.
Upskill your employees and maintain a high standard of building maintenance procedures with training courses.
Protect your lone workers in real-time with SHEQSY. Safeguard them while they are conducting building maintenance especially in high-risk areas.