Facilities professionals nationwide must ensure staff and equipment are adequately prepared for dropping temperatures.
By Scott Mason
Winterization is a critical component of effective facilities management, ensuring buildings remain operational and energy-efficient during the colder months. When temperatures drop, the risks of frozen pipes, increased energy consumption and equipment malfunctions rise, making it essential for facilities managers to implement proactive winterization strategies. From inspecting HVAC systems and optimizing insulation to preparing plumbing and maintaining entryways, a comprehensive approach helps safeguard the building's infrastructure while reducing costly repairs.
Proper winterization not only protects the physical assets of a facility but also enhances occupant comfort and safety. Facilities managers must plan for timely maintenance, weatherproofing and emergency preparedness to prevent disruptions caused by winter weather. Understanding which areas are most vulnerable and addressing them beforehand ensures that your building can withstand seasonal challenges.
Prepare or Beware
If there's one piece of advice when discussing winterization, it's to always be prepared. "Preparedness is crucial to prevent damage to facilities, and also harm to people," said Scott Eppler, Senior Facilities Manager at TravelCenters of America.
Eppler, an Ohio native, was brought up on the four Ps regarding winter safety: people, pipes, pets and plants. But he's added two more Ps over the years — prepare and protect against fires. "Those are the six main components I try to follow. But the most important is preparation and planning."
Eppler recommends that FMs start preparing safety guidelines and gathering necessary supplies for winter in early September. "And then, when you know you're five to seven days out from a polar vortex or a major winter weather event, you'll want to review checklists once again to ensure that you have everything covered. Make a checklist and double-check them prior to each winter event."
Areas of Focus
When most people think of the winter season, the first thing that comes to mind is snow. And for those operating in areas with likely snow, you should have your snow removal vendor secured well ahead of time, said Tori Bondy, Director of Operations — Exterior Services at Powerhouse. "You want to make sure you can get on an established vendor's route far in advance. If you're too late and have to go with a different option, they may not have the equipment or capabilities your particular facility needs for the job."
Equipment inside facilities should also undergo preventive maintenance to ensure functionality before colder weather hits. "Do your preventive maintenance tasks on your furnace, boiler and HVAC equipment," Eppler said. "Make sure your filters are clean, and make sure all the equipment is operational."
Having been involved with HVAC for over 34 years, Eppler warns that if the HVAC system malfunctions during winter, bigger problems are on the horizon. "If your heating system goes down, it's going to snowball and turn into a disaster — pipes will freeze and cause other uncomfortable situations as well as property damage."
Regarding pipes, Bondy cautioned those facilities managers with irrigation systems included in their responsibilities to remember to deactivate them before temperatures drop below freezing. If you don't necessarily need to deactivate your irrigation, you will want to wrap your backflow and insulate those pipes against colder temperatures to prevent freezing. "Even in southern areas like Texas, Arkansas and Louisiana, they're getting freezing temperatures and snow. It's a new trend in recent years for FMs to consider. It depends on the weather, because then the next week, it could be up in the 70s and 80s again, and you want your water back on," Bondy said.
Bondy also said that a fall clean-up is necessary to avoid increased risk of slips or falls on sidewalks and in parking lots. "If you've got leaves on the ground with frost or recent sleet, and someone hits it, they can have an accident." She also advises to tend to any landscaping, especially tall ornamental grasses. If you don't cut them back, as they go dormant, they can bend or fall over and block pathways, introducing obstacles for employees and customers.
Partner Support
Both Bondy and Eppler stressed the need for facilities managers to partner with experienced and reliable supplier partners to ensure their properties are ready for winter.
"You need to have a partner who is a partner, someone you can count on and trust," Bondy said. "If you're in a jam, they can help you out. If you're unfamiliar with a vendor you're using, you may not be able to predict the level of service you'll end up receiving."
Eppler recommended having touch-base meetings with your suppliers in the days leading up to significant winter weather events. "Make sure they have a plan and techs available but also a backup plan," he said. And it may be wise to not only rely on a single vendor for service. "If you have a regional winter weather event, people often can't get out on the road in certain areas. Make sure you have depth on the bench."
Ultimately, winter preparation aims to ensure facilities are safe for everyone accessing them. "The most important thing is making sure that our team members in our business space, as well as our neighbors and family, are taken care of and being watched over," Eppler said. "I suggest we all look out for one another. It makes the world a better place."
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