How to Build a Winter Facility Maintenance Checklist

Why Winter Preparation Matters

For multi-site operators, winter isn't just about snow removal. It's about preventing slip-and-fall liability, avoiding frozen pipes, maintaining HVAC efficiency, and ensuring customers can safely access your locations. A single site closure due to winter-related damage can cost thousands in lost revenue—not to mention emergency repair bills.

The key is proactive preparation. Here's your comprehensive winter maintenance checklist.

Exterior Checklist (Complete by October)

Parking Lots & Walkways

• Inspect and repair pavement – Fill cracks and potholes before freeze-thaw cycles worsen them
• Check drainage systems – Clear catch basins and ensure proper water flow away from buildings
• Test lighting – Winter means shorter days; ensure all exterior lights are functional
• Mark obstacles – Flag curbs, islands, and obstacles that will be hidden by snow
• Stock salt and ice melt – Secure inventory before supply shortages hit

Building Exterior

• Inspect roof and gutters – Remove debris, check for damage, ensure downspouts direct water away from foundation
• Seal gaps and cracks – Check around windows, doors, and loading docks to prevent drafts and water intrusion
• Check exterior doors – Test automatic closers, weatherstripping, and threshold seals
• Trim overhanging branches – Prevent snow and ice-laden limbs from damaging roofs and power lines

Interior Checklist (Complete by November)

HVAC Systems

• Replace filters – Start the season with clean filters for maximum efficiency
• Inspect heating equipment – Test furnaces, boilers, and heat pumps under load
• Check thermostats – Verify accurate readings and replace batteries
• Clean coils and vents – Remove dust buildup that reduces efficiency
• Schedule professional inspection – Catch issues before they become failures during a cold snap

Plumbing

• Insulate exposed pipes – Focus on exterior walls, unheated spaces, and loading areas
• Check for leaks – Even small drips can freeze and burst pipes
• Test sump pumps – Ensure they're ready for spring thaw
• Winterize outdoor fixtures – Shut off and drain exterior faucets and irrigation systems

Safety & Emergency Prep

• Stock emergency supplies – Flashlights, batteries, salt, shovels, and first aid kits
• Update emergency contacts – Ensure 24/7 vendor contact lists are current
• Review snow removal plan – Confirm trigger depths, priority areas, and vendor response times
• Test backup power – If applicable, run generators under load

Multi-Site Coordination

Managing winter prep across dozens or hundreds of locations requires a systematic approach:

• Create site-specific plans – Regional weather varies; tailor your checklist by location
• Establish completion deadlines – Set firm dates for each region based on historical weather patterns
• Require photo documentation – Have vendors submit proof of completed work
• Conduct spot audits – Verify compliance at random locations
• Track vendor performance – Monitor response times and service quality throughout the season

The Cost of Skipping Steps

Consider the real costs of deferred winter preparation:

• A burst pipe can cost $5,000-$15,000 per incident in repairs and lost inventory
• HVAC failure during a cold snap means emergency service rates 2-3x normal pricing
• Slip-and-fall claims average $20,000-$50,000 in settlements
• Lost revenue from even one day of closure can exceed the entire seasonal maintenance budget

The bottom line: Winter preparation isn't an expense—it's risk management.

Need Help Managing Winter Prep Across Multiple Sites?

Axis FMG coordinates winter maintenance services for multi-site operators nationwide. From preventative inspections to 24/7 emergency response, we ensure your facilities are ready before the first snowflake falls.