It's not spring yet, but warming temperatures signal that it's on the horizon. As every facility manager knows, changing seasons mean changes in your maintenance routine. Before you get into the swing of spring, here are eight tips to make sure your facility is as clean, comfortable, attractive, and safe as possible:

1. Clean and examine windows.

With the rise in biophilic design, architects, designers, and facility managers alike know how important natural lighting is. Over time, dust and grime dull windows, making them dingy and reducing the amount of light that gets in. Now's a good time to give all of your exterior glass a seasonal cleaning, and check over their frames and seals for any signs of drafts or leaks. Leaky windows can let spring rain infiltrate, which may lead to mold growth, water damage, and negative impacts on occupant health.

2. Go over pest management.

Warmer weather makes dormant vermin come out to play. Many facilities make sure to close any gaps and remove food and water sources for bugs and rodents before winter hits, but it's a good idea to check things over again in spring. As animals start waking up to the warmer weather, they may begin seeking out food, water, and shelter, initiating a new wave of infestations. Stay on top of it now, so you aren't left dealing with a bigger, more dangerous problem later.

3. Go over COVID protocols.

Everyone knows that winter temperatures trigger increases in respiratory illnesses, including COVID-19, but spring doesn't mean it's time to slack off. As the weather warms up, review your measures for ensuring occupant health and safety. Check your ventilation system to make sure that your facility is pulling in as much outdoor air as is feasible and you're using an efficient HVAC filter. Update any worn-out signage or markers. Keep on top of guidelines for effective sanitization protocols. Check any UV-C sanitizers you might have to ensure they're still in good working order.

4. Check your protective equipment.

Warmer temperatures mean that employees are likely to have more outdoor duties, like landscaping and cleaning, and maintaining the building's exterior, and will need proper safety gear for these tasks. You'll also want to check up on fire extinguishers, fire alarms, carbon monoxide detectors, and any other devices that are relevant to your facility's safety. Replace any that no longer work, and make sure all of them operate properly.

5. Inspect your roof.

Heavy snows and winter wind can really beat up a roof. Unfortunately, it doesn't take much damage for a tiny leak to start, which can turn into a bigger problem later on. Schedule a roof inspection to look for any missing or damaged roofing material, and identify areas that need preventative maintenance. A little bit of attention now can save a big bill for water damage and mold remediation later on.

6. Compare notes with last year.

You should be keeping a log of your maintenance tasks, which will make it easier to compare costs and needs from one year to the next. If you have been, take a look at what needs attention around this time last year. Make sure these areas are still holding up well, or if they're showing some wear that could signal a deeper problem. If you're taking advantage of predictive maintenance measures, now's also a good time to make sure you're staying on top of them.

7. Check your gutters, downspouts, and weep holes.

Spring means rain, and the whole purpose of a roof and gutters is to keep water out. Weep holes let a building's envelope breathe, and provide a way for water to escape from masonry. Autumn and winter can clog gutters and downspouts with leaves and sticks, while spring landscaping, wind, and water can cover weep holes with mulch. Make sure that your facility is able to handle spring rains by keeping gutters, downspouts, and weep holes clear and open.

8. Check for potholes.

During winter, snow falls, melts, and re-freezes often, and snowplows can cause damage to paved surfaces. This means that water can infiltrate tiny gaps and cracks in the pavement, where it expands as soon as the temperature drops again. Expanding ice can widen cracks, or even loosen large chunks of asphalt and create potholes. Take a walk or drive around to inspect the paved areas around your facility for signs of damage. Since you won't have to worry about freezing temperatures for a while again, now is a good time to repair any damage caused last winter. Spring weather means snowmelt, rain, and warmer temperatures. While these probably feel wonderful after winter cold, they create a new set of challenges for facilities. By following these tips, you can help make sure that your facility is able to handle whatever spring blows your way.

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As industries across the board pledge to become carbon-neutral and distance themselves from fossil fuels, construction is working hard to keep up. This is part of a holistic approach to sustainability, which looks at a company's needs as a whole. With construction responsible for nearly 40% of energy-related carbon emissions around the world, it makes sense that facilities would look to sustainable building trends in order to help minimize this impact. Here are the biggest ones to watch for 2022:

1. Design that optimizes occupant health.

If there's anything that the pandemic taught us, it's the importance of adequate ventilation. Sustainability and ventilation have long been at odds -- while good air quality is important, reducing energy waste often means sealing buildings up tightly to avoid letting too much heated or cooled air out. Now, builders and facility managers alike are shifting toward creating healthier indoor spaces through air filtering and a careful balance of climate-controlled air and outdoor air. Healthy design doesn't end there, either. Expect it to grow to encompass sound-canceling interiors, a greater emphasis on natural light, and the incorporation of more wood, stone, and live plants.

2. A greater push for renewable power.

Advances in solar panel and wind turbine technology are making renewable power more accessible. Some innovative turbine designs are small enough for individual buildings to have their own, alongside solar panels. Improvements in battery technology are also making renewable power a stronger competitor for conventional energy. Experts anticipate that solar power alone to account for about half of the new electric generating capacity in 2022. This isn't just a good idea from a sustainability standpoint, either -- it's also smart when it comes to disaster preparedness. Facility managers know what can happen when a building becomes disconnected from the grid. Having an independent source of renewable power could be the difference between a minor disruption, and a disaster.

3. Bamboo and composite materials.

While builders and interior designers are working on new natural and sustainable designs, some materials are getting their time in the spotlight. Neither composites nor bamboo are new ideas, but they may be the wave of the future. Bamboo grows fast and is invasive in many areas of the U.S. It also makes attractive, durable flooring with properties akin to hardwood. It's naturally resistant to rot and costs less per square foot than most wood. Composite materials, like roofing shingles, insulation, or fencing, are made of bits of wood, recycled materials, and even stone. Some are made of waste products from other industries. Many of them allow for the traditional, biophilic look of natural materials while requiring fewer resources and offering better durability. Facility managers looking to cut down on the waste and expense of replacing worn-out conventional materials may wish to look at composite alternatives.

4. Smart glass windows and doors.

Glass is tricky. Nobody wants to spend hours a day in a building without windows, and natural light helps cut down on the use of electric lighting, but glass windows are also a major problem when it comes to avoiding leaks, drafts, and hot spots. That's where smart glass comes in. Smart glass is somewhat like the transition lenses used for glasses, in that it responds by altering its color or opacity based on environmental conditions. In summer, the glass increases its opacity to keep sunlight from heating up interiors. In winter, it can decrease its opacity in order to allow sunlight to warm up indoor air, and make the most of the few hours of daylight available.

5. Reduced embodied carbon.

Embodied carbon is the greenhouse gasses emitted from extracting, processing, and transporting raw materials. Some building materials, particularly those that need to be shipped long distances, resulting in more carbon emissions than others. You can think of embodied carbon as a building's carbon footprint the second it's completed before it becomes operational. Piggybacking on the push for more natural materials in construction and design, builders are working to use more wood, stone, and locally sourced raw materials in construction. This has a side benefit, too: In addition to reducing a building's carbon footprint, it can help avoid supply chain issues.

Long, complex supply chains were the first to break down during the pandemic, leaving industries scrambling to find alternate suppliers. Building robust local supply chains can help circumvent issues during natural disasters. This year is going to see some interesting shifts. Architects and designers are still embracing biophilic principles, but some materials are getting their opportunity to shine. Expect to see a continuing march toward 100% renewable power, and builders working to develop designs with the lowest possible embodied carbon. There will also be a heavy emphasis placed on local suppliers, as builders both try to reduce their projects' carbon footprints and avoid relying on long, international supply chains.

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Office and facility managers have had a lot to deal with during the pandemic. One major consideration is how to best utilize space while employees are still either working primarily from home or operating within a hybrid home and office schedule. Office hoteling is one method that can really help managers effectively use their space, allow employees to get work done, and cut down on wasted electricity and other resources. Here's what you need to know:

What is office hoteling?

Office hoteling is a practice that treats desk space the way you'd treat rooms at a hotel. When an employee needs to use a desk or office, they reserve it in advance. It eliminates assigned seating or "hot desking", and lets employers know in advance which rooms or areas will need lighting, climate control, and sanitization.

Why is it on the rise?

The continuing pandemic is the single biggest motivating factor for the increase in office hoteling. Lockdowns and social distancing drove people who formerly worked on-site to continue their work from home. This left offices with a lot of unused space. Some business owners tried to push their employees to return to work. Unfortunately, a lot of people don't feel safe doing so yet. Statistics also show that people who work from home are generally more productive, and many don't want to return to working in an office. Office hoteling is a compromise. Workers can do the bulk of their duties from home, and reserve space as needed.

The Pros and Cons of Office Hoteling

There are numerous benefits to office hoteling. Employers benefit from increased productivity, provide an environment for collaboration, and save money on electricity, heating, and cooling. Since desk hoteling also cuts down on the amount of space an employer needs in order to operate, they can also save money on rent by transitioning to a smaller office. Office hoteling also encourages networking, while also giving employees their privacy and room to breathe. When space isn't in high demand, employers can take advantage of this time to schedule team-building exercises and other events to boost morale. Of course, office hoteling has some disadvantages too. Hours of availability are less flexible than co-working spaces since employees can only reserve office space during regular working hours. Having to reserve space can also lead to some disruptions and inconvenience. If employees are used to having a manager work out meetings and seating arrangements for them, things can get complicated when they're required to make reservations on their own.

Implementing Office Hoteling

If you've decided that this arrangement would be helpful for your company, there are some strategies that can help you implement it smoothly:

1. Give employees fair warning.

Make sure that workers know you'll be transitioning to office hoteling ahead of time. Do all you can to get them excited about the idea, and make sure they're aware of the benefits they can experience. Let them know about their increased freedom, and ability to reserve whatever space they need, for as long as they need, without having to pay the fees for a co-working space.

2. Maintain a buffer.

Emergencies will always arise, and someone will always end up needing more space than they accounted for. Keep a buffer in place of a few desks or offices that aren't available for booking. That way, if any problems arise, you're guaranteed to have some free space.

3. Use reservation software (but don't rely on it).

Office hoteling can be a nightmare when you have to do it by hand. Minor human errors can avalanche into major booking problems, so it's better to manage it through a neat, efficient reservation platform. Don't rely on software to handle everything, however -- it's important to have a human double-check each day to make sure all of the reserved space has been allocated properly.

4. Have a simple, well-worded policy in place.

In addition to making sure your employees are prepared for the transition to office hoteling, make sure that they know what's expected of them. Outline exactly how to reserve office or conference spaces, and establish a firm "clean desk" policy. Making sure that employees don't leave any garbage or personal items behind will help a lot when it comes to cleaning up and preparing spaces for the next employee. It might help to phrase it like a to-do list, so employees have a simple checklist to follow until cleaning up becomes habitual.

5. Don't rush into office hoteling.

With all of the advantages that it offers over conventional desk assignments, it can be tempting to jump right into office hoteling. Unfortunately, this can be a recipe for disaster. Once you're sure that you won't have employees returning to the office full-time, research your options. Take some time to organize, get your workers excited about the new changes, develop a booking and usage policy, and have a booking system set up first. This will save you a lot of headaches and help avoid most of the biggest hoteling pitfalls. Office hoteling can be a challenge to implement, but the results may be well worth the effort. If you decide that this strategy is right for your office, these tips can help you make sure that the entire process runs smoothly.

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While vaccination and public health mandates have helped guests, tenants, and employees return to facilities, the effects of the pandemic are still felt across multiple industries. This has fundamentally altered the way virtually every business operates to some degree, and the impact will likely be felt for a very long time. It's also reflected in recent facility management trends, so here's what facility managers will want to know going into 2022:

1. More flexible spaces mean more sensors.

A survey by PwC found that over a third of business owners were looking to reduce their office space, while more than half were actually seeking to increase it. However, this doesn't mean what it might seem to at first blush -- the businesses looking to expand aren't necessarily seeking more home office space. Instead, more and more facilities are adopting a kind of "satellite" model, where the primary office serves as a hub for training, team building, and other collaborative tasks. All of that aside, this leaves a lot of unoccupied desks and offices during off-hours. Facility managers are responding to the changes in space usage with an increase in sensor technology. Room sensors can detect occupants, temperature, lighting, and more, and allow electrical and HVAC systems to automatically adjust as needed.

2. The rise of the "office hotel".

Another trend that businesses are embracing is "office hoteling." In this, employees no longer have assigned desks. With so many people working from home, it no longer makes sense to do so. Instead, employees can reserve desk space on an as-needed basis, just like they'd reserve a room at a hotel. This can give facility managers notice of what areas will be occupied, when, and how they'll be used.

3. Continuing sanitation efforts.

Employees aren't just working from home because they like to -- for many, it seems like the safest option. As a result, business owners all across the board are placing an emphasis on employee health and safety, including sanitation. Facility managers all around the world had to step things up in order to control the spread of the novel coronavirus, and this isn't changing any time soon. Facility managers should still work to make sure tenants and guests are aware of the steps being taken to protect their health.

4. The growth of the Internet of Things.

More companies are investing in smart building technology. IDC predicts that there will be nearly 42 billion connected devices by 2025, and this estimate may increase. The Internet of Things already helped business owners improve energy and employee efficiency before the pandemic, and now has an important role to play in employee health and office flexibility. With more employees working out of the office, the IoT helps take over functions that used to be performed manually. Functions like security, fire protection, climate control, and even parking can all be automated.

5. The rise of proactive maintenance.

Proactive maintenance sounds great on paper -- if you can correct problems before anyone becomes aware of them, then you never have to experience any unscheduled downtime. The only problem lies in the fact that, if nobody's aware there's an issue, the likelihood of it being addressed is pretty slim. That's another thing the IoT can help with. Sensors can keep track of asset performance, while machine learning algorithms determine when a system will need maintenance. As more buildings adopt smart technology, facility management platforms can collect more data. More data means better decisions, and a much easier time performing proactive maintenance.

6. A continued push for sustainability.

The pandemic altered a lot of what we know about facility sustainability. On one hand, facility managers were forced to balance heating and cooling with adequate ventilation in order to control the spread of the virus while also keeping facility occupants comfortable. On the other, lockdowns demonstrated just how much pollution gets produced by businesses and commuters. Facility managers can expect to see sensor technology and the IoT implemented as an energy- and resource-saving measure. Things like occupancy sensors don't just save money, they help cut down on wasted electricity. Data gathering can also highlight where a facility's biggest energy losses occur, so systems can be optimized to prevent waste.

7. Increased use of building information modeling.

While sensor technology is easy to implement when it comes to things like HVAC systems and lighting, there's still one difficult area that should be subject to data gathering: the building itself. Building information modeling software takes a look at a building from its creation to the present day, including design, materials, and ongoing maintenance. It's the best way available to anticipate maintenance needs for existing buildings, as well as build better ones in the future. Facility managers can use this information to plan for expensive, labor-intensive, necessary maintenance. The year 2022 is going to bring some unique challenges, and these facility maintenance trends reflect this. As more and more businesses change the way they handle their spaces, facility managers will need to be just as adaptable to keep up.

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Winter doesn't just bring slush and wet, gray weather. It's also the season for severe winter storms. It can be hard to prepare your facility for a blizzard, but doing so will save a lot of headaches later. Here are five tips to help you keep your guests, employees, and assets safe during the worst that winter has to offer:

1. Know what to expect, and when.

"Watch the weather channel and follow weather advisories" might seem like a no-brainer, but how well do you know what their storm terminology means? Being able to decode what the National Weather Service is saying can be a tremendous help when it comes to preparing for a potential emergency. The Red Cross uses specific definitions for this terminology. A "storm outlook" indicates that storm conditions may occur within the next 2-5 days or so. A "weather advisory" says to be on the lookout for significant disruptions at best, and hazards at worst. Road conditions may be slick, visibility may be poor, and delays should be expected. A "storm watch" indicates that a storm may be coming within the next 48 hours, and typically means a significant amount of snow, sleet, or ice. Lastly, a "storm warning" means that hazardous or potentially life-threatening storm conditions are already happening.

2. Figure out your specific risks.

Depending on where you live, severe winter weather might mean different things. People commonly joke that a few flurries can bring some states to a complete halt, while others keep going through three-foot drifts. While this is an exaggeration, it has a grain of truth -- different areas face different risks. You should know what risks you are most likely to face and prioritize your plans accordingly. When the National Weather Service detects a storm, there isn't a huge window of time in which to prepare. Devote more time and resources to the risks you're most likely to face.

3. Find your facility's vulnerabilities.

It would be great if HVAC systems operated with perfect efficiency, but this isn't possible. There will always be areas in every building that are colder or warmer than others. When it comes to blizzards, those cold areas can become dangerous. Find the cold spots in your buildings, and either move assets out of them or add supplemental heating. In the case of things like plumbing, add extra insulation and open up these areas as much as you can. This will allow them to benefit from the better-heated areas of the building, and keep pipes from freezing and exploding.

4. Prepare for power outages.

High winds and the weight of ice and snow can pull down power lines. If visibility is bad enough, it's also not uncommon for motorists to crash into poles, causing outages. This is inconvenient enough as it is, but, if your HVAC system depends on electricity, it can quickly become dangerous -- even deadly. It's a good idea to have a backup plan for power outages in general since they can happen at any time. Double-check and make sure that battery packs and cords are in good repair, computer data is properly backed up, emergency lighting works the way it should, and backup generators work. On top of that, you'll want to make sure you have supplemental heating, like chemical heat packs, emergency blankets, and space heaters that can plug into backup generators or portable power supplies.

5. Prepare your people.

If anyone can work from the safety of their homes, plan for them to do so. Even if your employees are safe within your facility, they may be in considerable danger during their commute back and forth. If your area declares an emergency, they also may not legally be able to be on the road in order to get to work. For employees who can't work from home, make sure they're equipped with all of the supplies and information they need. Show them how to operate backup generators and supplemental heat sources safely. If anyone has to work outside, make sure they have protective gear.

All employees should know how to recognize and respond to the signs of hypothermia or frostbite. Don't neglect company vehicles, either. If you have anyone who's going to be away from the facility, make sure they have access to emergency supplies. It's possible that they might become stranded, and emergency help can take a long time to get to them in the middle of a blizzard. Equip every vehicle in your fleet with an emergency kit designed to keep them fed, hydrated, warm, and in contact during severe weather. Include sand (or cat litter), blankets, a flashlight, bottled water, a tow rope, non-perishable food, hats, mittens, socks, and a snow shovel, on top of the tire iron, spare tire, and jumper cables that should already be in every vehicle.

Ideally, your facility should already be prepared for regular winter weather. When a severe storm hits, you have to go the extra mile to protect everyone and everything in your buildings. By staying on top of emerging weather conditions, assessing and prioritizing risk, and preparing accordingly, you can make sure your facility can weather anything.

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Living beings need four things: air, food, water, and warmth. In winter, at least three of those can be in short supply. Water sources freeze up, food becomes scarce, and the temperature drops. That can drive them in search of a safe place to hole up. When it comes to pests, that might mean your facility. Here are five tips for protecting your assets against pests this winter:

1. Know your enemy.

What pests are native or naturalized to where you live? In New York City, this might mean rats and cockroaches. On Long Island, you could face termites, drain flies, field mice, bats, or more. The more you know about the pests you need to control, the better you can do it. For example, are you mostly going to be facing pests that walk or slither, or ones that fly? How large are they? What do they eat? What areas are going to be the most attractive to them?

2. Think like a pest.

You might walk through your building and think everything looks pretty good, but this doesn't tell you much. To thwart a pest, you need to think like one. Once you've determined what kind of animals you're facing, get on their level. Move low to the ground, eyeing all of the places humans typically miss. Go inside of cabinets and into crawlspaces. Poke around all of the places you wouldn't normally think to go. Look up high, where flying pests may take refuge. Go into attics, under overhangs, and anywhere else a flying creature might decide to hang out. While you're there, keep your eyes open for any place where two materials meet.

This means corners, electrical outlets, and spaces where pipes pass through walls. Pay particular attention to exterior walls. Any gap is a potential doorway for pests, especially insects. Seal off all of the spaces you find with caulk or expanding foam. If rodents are a problem, use metal mesh. They're less likely to try to chew through it. Do the same thing for the exterior of your building. Again, you'll want to pay particular attention to any area where two materials meet. Seal off all cracks, gaps, or other spaces.

3. Inspect the outdoors.

Your building isn't the only area vulnerable to pests. Your landscaping may also harbor all kinds of unwanted critters, including dangerous invasives. Keep an eye out for pests overwintering in your plants or mulch. Overwintering is akin to hibernation -- bagworms, for example, spend winters in little bags that they hang from twigs. Some overwinter as eggs or larvae, emerging in spring to mate. Unfortunately, winters are getting warmer, which means that greater numbers of pests are surviving to invade buildings and landscaping. You're also going to want to remove anything that might serve as a bridge for pests to enter your facility. Overhanging branches can be a highway for rodents or bugs, as can overgrown vegetation. Make sure any exterior trash cans, eating areas, and dumpsters are clean and well-maintained since the smell of spilled food or rotting trash can attract pests over long distances.

4. Know what your pests are after.

You've identified the pests your facility is most likely to encounter, and you've sealed off all of their ways in. While this goes a long way toward keeping unwanted creatures out of your buildings, it isn't foolproof -- people still need to get in and out, and, if there are doors and windows, pests can still sneak in. The next step, then, is to know what your particular pests are looking for in your facility. Mice and rats want food, water, and bedding. Cockroaches will eat just about anything (including glue and cardboard) so they're mostly after water.

If you can make sure that leaks are repaired, you can limit pests' access to water. Keep food sources sealed away, and any pests that do sneak in aren't likely to remain for very long. Be sure that any food sources are kept in pest-proof containers. Rodents and roaches, especially, have well-deserved reputations for getting into things. Anything held in paper, cardboard, or thin plastic can easily be gotten to by a determined chewer. Metal or glass are much safer bets, especially containers with gaskets that block odors.

5. Contact a professional.

If you find yourself with some tiny, unwanted tenants even after all of your pest prevention, don't worry. Qualified pest professionals can not only make sure they leave and stay gone, they can help you determine what you can do to better prepare for next time. They'll also give you supplies and tips for monitoring the presence of pests. If you spot signs of pests (like droppings or holes), the sooner you call a pest professional, the better. You take great pains to make your facility comfortable for your guests, tenants, and employees, and this can make it attractive to pests, too. With these simple tips, you can safeguard your buildings from any bug, reptile, rodent, or other creature that might decide to move in.

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With Long Island's severe winters, snow and ice removal are an inevitability. It's a tough job, but a necessary one in order to keep facilities safe and accessible by employees and guests alike. Planning ahead can help make it a less arduous task, so there are a few things that Long Island facility managers should start working on now in order to make life easier when winter weather hits.

Develop a Snow Removal plan

What's the best strategy for removing snow and ice? That can depend on how much square footage will need treatment. Will it be a small entryway or an entire parking lot? A small area might need nothing more than an employee and a snow shovel to make it usable. A larger area might call for a plow, or, if that's not feasible, treating it with a snow-melting agent. Sustainability is another factor to consider. Sand and salt are tough on concrete, asphalt, soil, and landscaping alike. Too much salt can easily kill expensive perennial plants, which means soil remediation and re-seeding in spring. It can also speed the corrosion of steel and cause damage to concrete.

Wherever possible, it's best to remove snow manually. Where chemical treatments are necessary, brine can be gentler -- but still effective -- alternative to straight salt or sand. Inspect the facility's grounds and note areas that will need particular attention. Believe it or not, the order in which you clear ice and snow matters. Heavily-trafficked areas should always be cleared first. This isn't just a safety issue, either. Packed snow is much harder and more time-consuming to remove than loose, fluffy snow. Save areas with the least traffic for last. You'll also need to figure out where ice and snow are going to go once they're cleared. Putting large piles of melting snow in the wrong area can allow water to infiltrate gaps in the pavement or even the building's foundation. It can then re-freeze, creating cracks and leaks. Find a safe place to pile snow throughout the season, where it can melt without damaging or disrupting anything.

Stock up on Snow Removal supplies

If you have a snow plow attachment, shovels, or blowers, now's the time to make sure that they're in good working order. If you need salt, sand, or other chemical melting agents, now's the time to check your inventory and order enough to last through winter. It'll be much more difficult to ensure a steady supply in the middle of the season -- not only will everyone else be buying it up, but severe storms can also disrupt supply lines and leave you scrambling. You may also wish to standardize your facility's snow removal equipment. Using the same type of plows or blowers across the board will make ordering replacement parts and performing repairs easier and less expensive.

Know how to care for your surfaces

If you plan on using a plow, it's important to gauge which attachments are best for your facility's surfaces. Steel blades are tougher and able to break up ice and remove snow at the same time but can scratch decorative surfaces and cement. They're also noisy, and the damage they leave behind can become very unsightly when the scraped-off traces of steel start to rust and stain. Rubber blades aren't as strong and don't clear ice as well, but they're quieter and far less likely to cause scratches and scrapes. Snow and ice are also bad for freshly-paved surfaces. These take time to cure, so they should be covered to protect them from water damage, salt, and plow blades.

Take a look at scheduling and staffing.

Poor scheduling can easily leave a facility shorthanded in winter. Some employees will inevitably be unable to come in on time if the weather's bad, and others may be tied up handling snow and ice removal. This means that other key tasks might get put on the back burner. You may wish to find a snow removal service instead. They can take care of everything for you, which may very well be worth the added expense. Be sure to have the contact information for more than one service, just in case one isn't able to follow through with the terms of the contract.

If you choose to engage a professional snow removal service, make sure that they're ISO (International Organization for Standardization) certified. This is a recent certification, but it's the best way to ensure that their work adheres to a quality standard. The worst time to prepare for a storm is in the middle of one. That's why it's crucial to have a plan, the supplies you need, and enough manpower to deal with ice and snow. Never assume that snow won't accumulate -- the longer you delay in removing it, the more difficult it'll be to get rid of and the more damage it'll cause. By inspecting your facility's grounds and creating a plan for when, where, and how to remove winter precipitation, you'll be able to keep on top of anything winter can throw at you.

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No matter how well-maintained and meticulously decorated a building is, it's only as good as its roof. It's what keeps cold, rain, and snow out, and protects the occupants and assets inside. Since roofs rarely need maintenance, it's common for them to get put on the back burner. Unfortunately, this means that things that are minor problems in spring and summer have the chance to turn into big, expensive emergencies come winter. How ready is your facility's roof for winter weather?

What happens to poorly maintained roofs during winter?

Since a roof is designed to keep moisture out of a building, one that's begun to break down can't do that properly anymore. Gutters that sit at the wrong angle can't direct water away from the walls and foundation, allowing it to permeate the building. Minor roof leaks, left unfixed, let pests and water infiltrate. The more water seeps in, the more damage it can do. Not only will it cause paint to bubble and plaster to soften, it also sets up an ideal environment for mold and pests like termites.

This is an even bigger deal in winter. Snow means that repairing a roof isn't the easiest thing in the world to do. When water leaks into a roof, it can behave the same way it does in cracks in pavement -- freezing, expanding, and turning small gaps and leaks into much larger ones. The winter cold also means that insects and rodents will be looking for warm shelter to sneak into, and the presence of an opening and water source can turn a facility into a four-star pest hotel.

What should you be looking for?

The first step to proper roof maintenance is a visual inspection. Look for things like loose roofing material, bald spots, cracks, curling, or damaged caulk. Be aware of any areas where water or debris may collect and add excess weight to the roof. Don't forget that roofs age over time -- even new roofing material won't look the same as it did the day it was installed. Next, inspect the interior. Look for drafts, blocked soffit vents, and signs that more insulation is needed. Be on the alert for moisture, discoloration, or indications that pests might be moving in.

Keep an especially close eye on ducts, vents, and pipes that penetrate the roof, since these areas are prone to leaks. It's also a good idea to know what the roof is made of, how old it is, and how long it's expected to last. Set up an electronic data system to keep track of and compare inspections from one year to the next. This can make it easier to put together a report outlining the condition of the roof, suspected problems, and projected costs for preventative maintenance and repairs. You should also use this to file the original roof plans, material specs, and any warranty information.

What kind of maintenance will your roof need?

Before Winter

Be sure to avoid storing equipment on the roof. Excess weight puts strain on roofing materials, and some equipment may tear or otherwise damage roofing material. Keep gutters clean and aligned at the proper angle. Remove grease promptly. Caulk and sealants will fail long before the rest of the roof does, so it's highly likely that there are areas that need to be re-sealed. If the damage looks more extensive than a bit of caulk can fix, it's best to call a professional -- improperly repairing a roof can end up causing more damage over time.

During Winter

Remove snow promptly. Snow and ice are heavy, and, if your roof's membrane is in less-than-perfect condition, they can cause some serious damage. You'll also want to keep an eye on your gutters. When snow and ice melt, they can re-freeze and create blockages that allow water to stand where it shouldn't. Make sure that any snowmelt is able to flow freely, and is directed away from the building. Look out for wind damage. Water is the major concern when it comes to a compromised roof, but high winds can loosen or even tear away roofing material and allow leaks to occur.

If any areas show damage from wind, call a roofing professional to repair them. Sometimes, old roofs are beyond basic maintenance. At this point, it's time to consider either repair or replacement. Experts say that a facility should budget to be able to replace a roof five years before the end of its lifespan. Roofs are expensive, and it's important to proactively budget for their replacement. Your facility's roof is all that stands between your employees, assets, and guests, and the harsh winter weather outside.

While many people think that roofs don't need maintenance until they reach the end of their lifespan, this isn't true. Regular preventative maintenance and minor repairs will go a long way toward extending your roof's life and protecting your building from water damage.

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Maintenance is a delicate balance. If a key piece of equipment needs to be serviced, will a facility lose more time, money, and capacity by taking it offline for maintenance, or waiting for it to break down and repairing it? The best maintenance strategies save time and money. Generally, there are four different strategies that facility managers can employ to ensure that their operation stays as productive as possible.

Reactive Strategies

Reactive strategies involve repairing equipment when it breaks down. This means that the facility manager waits for a system or piece of equipment to go down before it receives needed attention. It has some appeal because it allows facilities to run assets without needing to spend time, money, or labor on preventative strategies. It's also useful for equipment that's old, obsolete, or near the end of its working life -- situations where preventative maintenance is unlikely to extend or improve its capacity. All that aside, this generally isn't a good long-term strategy. Reacting involves acting at the moment, without concern for the future. It's not uncommon for it to cost more to repair a machine than it would to properly maintain it. Some repairs are also extensive enough to completely wipe out any additional production gained with this strategy. Downtime is also unpredictable, which means it can happen right in the middle of peak work hours. Reactive maintenance is a strategy that yields short-term gains, in exchange for long-term expenses.

Preventative Strategies

Preventative maintenance aims to catch small problems before they become large ones. It involves periodically taking equipment or systems offline for regular maintenance before breakdowns occur. this strategy aims to reduce overall downtime, save money, and extend the life of key assets. With this strategy, scheduling is important. If it's done at the wrong time, preventative maintenance can cut into a facility's production. This kind of maintenance can also be more difficult to justify since it involves taking assets down while they're still operating normally and spending money on spare parts before the original parts have worn out. Human error also means that unscheduled repairs will sometimes be necessary.

Predictive Strategies

This kind of maintenance involves inspecting assets in order to predict failures. It sometimes relies on machine learning algorithms, electric sensors, infrared cameras, and other high-tech tools. For example, if a piece of equipment begins to fail to meet its production goals, the sensors will pick up on it, relay this information to the algorithm, and send an alert. It can help save time and money when compared to preventative maintenance since it relies on actual preliminary signs of failure as opposed to an arbitrary schedule. The main downside to this strategy is that it requires a higher upfront cost and a greater ability to manage a complex data ecosystem. Algorithms need to be trained, which takes time. Some sensors also have difficulty picking up on certain types of equipment damage, including all-over wear and tear. This strategy can save time and money when compared to reactive or preventative maintenance, but repairs and scheduled downtime are still likely to factor in now and then.

Proactive Strategies

Proactive maintenance combines elements of the other strategies, like monitoring asset health and operation, along with exerting control over the environmental factors that contribute to asset failure. For example, if dust or other contaminants cause extra wear and tear on an HVAC system, a proactive maintenance strategy would involve using prefilters to catch them. If heat is a problem for a key piece of equipment, better ventilation or climate control would be proactive. This strategy will vary a lot from facility to facility. While it's generally less expensive than reactive, preventative, or predictive maintenance, it does require that facility managers and employees perform their due diligence. This kind of maintenance can also involve more employee training to control the external factors that lead to asset failure.

Leveraging the Strengths of Each Strategy

Even with the best, most efficient maintenance strategy in place, unexpected repairs and unscheduled downtime will happen. The best plans combine elements of all of these, to prevent as much unscheduled downtime as possible, for the lowest cost possible. Proactive strategies will reduce wear and tear, but can't correct for everything. That's where predictive maintenance comes in -- sensors and algorithms can tell when assets need servicing. Since sensors can't detect every type of damage, preventative maintenance and inspections can catch any remaining problems before they start. Even with all of these strategies in place, repairs will still be necessary from time to time. Knowing the strengths and weaknesses of each will help facility managers understand where to most efficiently employ them in their individual facilities. Few facility managers stick to only one or two maintenance strategies. There's a place for each one, depending on the circumstances. By knowing which to rely on, and when, you can make your operation run as efficiently as possible.

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Power outages are inevitable. Even in areas that don't suffer from aging infrastructure, storms, car crashes, and other disasters will take out portions of the grid from time to time. Emergency preparedness is already a big issue for facilities, and it's only growing as more and more turn to electric sensors and internet connectivity as security, efficiency-boosting, and labor-saving measures. How can you cope with a lack of power in your facility?

Be prepared.

It's said that an ounce of prevention is worth a pound of cure, and it's true. One of the best ways to deal with a power outage is to have a plan in place. Even if it isn't caused by a major disaster, damage to the electrical infrastructure can still leave you without power for days. Here's how to prepare for disruptions:

1. Make a plan.

In a few rare cases, power outages happen when the electrical company performs routine, planned maintenance or repairs to the grid. Check your provider's website regularly so you can stay abreast of any planned outages. You should also create a continuity plan. Which aspects of your facility are the most vital? Will they require a generator? Prioritize the functions of your facility, and know how to keep them up and running. Make sure your employees know this, and are trained on what to do when the power fails. This plan should be an extension of your overall emergency procedures. How should your employees shut everything down safely in the event of a serious emergency? What should they do if they're unable to leave the facility? Consider the kind of disasters likely to strike your area, and create a plan for shutting down and keeping everyone safe.

2. Set up emergency gear.

Once you know what needs to stay up and running, it's time to figure out how to accomplish that. Build an emergency kit with gas generators, portable solar panels, extension cords, portable USB chargers, and whatever else you'll need to ensure that your facility can keep going without power.

3. Extend that to emergency preparedness for your employees.

Most electrical outages happen because of severe weather, so it's highly likely that you'll also be dealing with employees who might be injured or stranded. Obtain a water-tight storage container, and pack it with first aid supplies, water, nonperishable food that doesn't require preparation, flashlights, headlamps, a hand-crank radio, a fire extinguisher, and thermal blankets.

4. Install emergency equipment.

You don't want to have to deal with problems in the dark, so ensure that your facility is outfitted with appropriate emergency equipment. Beyond things like generators, you'll need fire alarms, surge protectors to shield delicate equipment from power surges, and emergency lights. A power management system is useful here, too -- this helps ensure that electrical capacity matches electrical demand. They can also work in tandem with temperature sensors to detect spikes in heat which may indicate the beginnings of a fire. These systems also relay data continuously, which makes it easier to track down problems within the facility as they arise.

Don't neglect routine maintenance.

Faulty wiring and power surges are a recipe for disaster. Don't let aging or obsolete equipment become an additional obstacle in the event of an emergency. Perform regular inspections, and deal with aging building systems appropriately. Power management systems are capable of catching signs of danger and mitigating the risk of an electrical fire. They can't bear the full brunt of this, however. You shouldn't rely solely on a power management system to work around malfunctions. These systems are good at indicating where a problem is likely to arise, but it's the manager's responsibility to implement long-term solutions to electrical problems.

Stay calm. Respond instead of reacting.

The difference between "responding" and "reacting" is foresight. A response is an action based on knowledge of long-term effects. A reaction happens in the moment, without a concern for the future. When an unplanned outage occurs, perform an employee headcount. Next, inspect the facility to the best of your ability. Flashlights, headlamps, and emergency lighting will come in handy here. Your electrical provider should be able to provide an estimate of how long it'll take to restore power. Weigh this against your facility's power generation capacity. If you're not able to keep operating, and it's not safe to send everyone home, open up your emergency kit. Distribute food, water, blankets, and medical supplies to everyone present as needed. Keep everyone safe and calm until the danger has passed and they are able to leave. Power outages are often part of a much bigger disaster, but they can happen due to minor problems, too. Have a plan in place, keep your electrical system in good shape, and make sure you have the emergency equipment you need, and your employees and facility will be fine.

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