Checklist: Preparing Your Facility for Winter

Get your facility winter-ready with this comprehensive checklist. Here's what you need to do:

1. HVAC: Change filters, clean ducts, set thermostats
2. Plumbing: Insulate pipes, fix leaks, test valves
3. Electrical: Check generators, test emergency lights
4. Exterior: Repair roof, clean gutters, seal windows/doors
5. Outdoor safety: Inspect walkways, arrange snow removal
6. Indoor comfort: Check insulation, fix drafts
7. Emergency planning: Create plan, train staff, stock supplies

Why it matters:

• Prevent costly repairs (e.g., frozen pipes cost $10,800 on average)
• Keep occupants safe and comfortable
• Avoid business disruptions

Don't wait for the first frost. Start prepping now to save time, money, and headaches later.

Take action today. Your winter-ready facility starts here.

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HVAC System Checks

Your HVAC system is crucial for winter comfort. Here's how to keep it running smoothly:

Change Air Filters

Dirty filters strain your system and increase costs. Replace them every 1-3 months. Clogged filters can cause overheating and shutdowns.

Check Ducts and Vents

Clean ducts improve airflow. Look for gaps that waste heat. Keep vents clear to avoid blockages.

Set Thermostats

Program your thermostat to save energy:

• At home: 68-70°F
• Away/sleeping: 7-10°F lower

This can cut heating costs by up to 10%.

Service Heat Pumps

Heat pumps need bi-annual care:

• Fall: Heating check
• Spring: Cooling check

Pro tune-ups fix wear and boost performance.

Monitor Humidity

Balanced humidity (30-50%) improves comfort and efficiency.

"The first step to prevention is an inspection." - Carrier Rentals

Don't let winter catch you off guard. A well-maintained HVAC system keeps you warm and saves money. Book a pro check-up now to avoid mid-winter headaches.

2. Plumbing Prep

Winter can mess up your facility's plumbing. Here's how to keep things flowing and avoid costly damage:

Insulate Pipes

Wrap exposed pipes in foam insulation. Focus on:

• Exterior walls
• Unheated areas
• North-facing sections

This simple step can stop freezing and bursting.

Find and Fix Leaks

Look for:

• Drips or puddles
• Water stains
• Weird sounds
• Changes in water pressure

Fix leaks fast to avoid bigger problems when it gets cold.

Test Valves and Shutoffs

1. Find your main water valve

2. Test it to make sure it works smoothly

3. Mark it clearly for quick access

Show your staff how to shut off water if pipes burst.

Clean Drains

Clear all drains to prevent backups:

Clean drains help avoid flooding during winter thaws.

"Maintenance is more important than you may think, especially when it comes to ensuring your plumbing can last through the Ohio and Northern Kentucky winter without issue." - HELP Plumbing, Heating, Cooling, and Drains

Pro tip: Keep your thermostat between 60-68°F (15.5-20°C), even in unused areas. This keeps pipes warm enough to prevent freezing.

A little prep now saves big headaches later. Not sure about any steps? Call a pro plumber for a winter check.

3. Electrical System Readiness

Winter storms can knock out power for days. Here's how to prep your facility's electrical systems:

Check Generators

1. Test backup generators monthly:

Run for 30 minutes under load, check oil and coolant, and inspect belts and hoses.

2. Maintain fuel supply:

Keep the tank 3/4 full, treat fuel with STA-BIL® Storage, and add anti-gel for diesel below 32°F.

3. Clear a 2-foot space around the generator

"Get your generator professionally serviced once or twice a year. It's key for reliability."

Test Emergency Lights

Push the test button monthly, do a full discharge test yearly, and replace batteries every 3-4 years. Keep records.

Inspect Wiring

Look for frayed wires, loose connections, overheating signs, and water damage. Have a pro fix any issues.

Check Backup Fuel

Pro tip: Set up 24/7 remote monitoring for critical systems.

Don't wait for a storm. Prep your electrical systems now to keep things running smoothly all winter.

4. Building Exterior Care

Winter can wreak havoc on your facility's exterior. Here's how to protect it:

Check and Fix Roof

Spot damaged or missing shingles and fix them ASAP. Water leaks = big trouble.

"Clean out your gutters and downspouts first. Blockages from leaves and debris can lead to ice dams, damaging your roof and eaves when melted snow can't flow." - Eiseman, Blog Author

Pro tip: Get a pro roof check each fall. They'll catch hidden issues before they break the bank.

Clean Gutters

Clear gutters and downspouts of debris. This prevents ice dams that can mess up your roof and walls.

Seal Windows and Doors

Stop drafts, keep heat in, cut energy bills. Here's the drill:

1. Scrape off old caulk
2. Apply fresh silicone caulk
3. Add weather stripping
4. Use window insulation film

In a pinch? Try bubble wrap on windows. Not pretty, but it works.

Check Siding

Look for cracks or gaps. Water can sneak in, freeze, and cause more damage.

Quick test: Walk around after rain. Wet spots on siding? You might have a problem.

5. Outdoor Safety Steps

Winter's coming. Is your facility ready? Here's how to keep everyone safe outside:

Check Walkways and Parking

Walk your property. Look for:

• Cracks in sidewalks and lots? Fill 'em.
• Uneven surfaces? Level 'em.
• Steps and curbs? Paint 'em bright.

Plan Snow Removal

Don't wait for snow. Act now:

• Pick your snow removal gear
• Choose where to pile snow (away from traffic)
• Book snow removal services ASAP

"Early booking for snow removal? Smart move. It lets companies prep and have resources ready before winter hits." - Snow Removal Pro

Stock Up on De-icing Materials

Get these ready:

• Rock salt (for above 12°F)
• Calcium chloride (for colder temps)
• Sand (for grip on ice)

Prep Landscaping

Protect your plants:

• Wrap young trees
• Mulch flower beds
• Drain sprinklers

Check Outdoor Lights

Good lighting stops accidents:

• Swap dead bulbs
• Clean light fixtures
• Add temp lights for snow removal spots

Clear paths within 24 hours of snowfall. It's often the law and keeps your property safe.

6. Indoor Comfort Prep

Winter's coming. Let's make your facility cozy and cut costs.

Check Insulation

Good insulation traps heat and lowers bills. Do this:

• Check walls, floors, and attics
• Add foam where needed, especially in old buildings
• Focus on attics - they leak heat like crazy

"90% of U.S. homes lack proper insulation", says the North American Insulation Manufacturers Association.

In cold spots like Michigan, aim for R-Value over 49. That's about 16-18 inches thick.

Stop Drafts

Drafts jack up heating bills. Here's how to fix them:

1. Swap old weather stripping on windows and doors
2. Use weatherproof caulk around windows, doors, and outlets
3. Adjust door thresholds to close gaps
4. Cover windows with plastic film for cheap insulation

The U.S. Department of Energy says, "Up to 12% of heat loss happens around windows and doors."

Boost Indoor Air

Keep air healthy when it's freezing outside:

• Open kitchen and bathroom cabinet doors
• Let warm air hit pipes on outside walls
• Test your thermostat
• Think about upgrading to a smart thermostat to save energy

Good indoor air keeps people healthy and productive. Don't skimp on it.

7. Emergency Planning

Winter storms can hit hard and fast. Is your facility ready? Here's how to prep:

Make a Winter Emergency Plan

Create a plan that covers:

• How you'll communicate during storms
• Where people should go if they need to leave
• Who does what when things go south

Don't wait for the first snowflake. Get your plan ready now.

Train Staff for Winter Woes

Your team needs to know how to handle winter problems. Teach them:

• How to spot frostbite and hypothermia
• Basic first aid for cold injuries
• How to walk on ice without falling
• The right way to shovel snow

"Training is a major factor in keeping employees safe." - Karen Hamel, Regulatory Expert and Trainer for Halen Hardy, LLC.

Stock Up on Emergency Supplies

Keep these on hand:

Check and update your stash regularly.

Set Up a Communication System

Make sure you can reach everyone fast:

• Set up a phone tree
• Use mass texts
• Have a backup plan (like walkie-talkies)

Test your system before winter hits.

8. Getting Professional Help

Sometimes, you need to call in the pros for winter prep. Here's why and how:

Why Hire Winter Experts

Pros can save you time, money, and hassle. They offer:

• Specialized knowledge
• Right equipment
• Time-saving
• Reduced risk

Book Professional Checks

Don't wait. Here's how to get expert help:

1. HVAC Inspections

Book early. HVAC companies get busy as winter approaches.

"Annual HVAC tune-ups cut energy bills, reduce repairs, and extend system life." - Trillium Facility Solutions

2. Snow Removal Services

Look for:

• Commercial-grade equipment
• Quick response times
• 24/7 availability
• Proper insurance (ask for proof!)

3. Roof Inspections

Get your roof checked before snow hits. Pros spot weak points and prevent leaks.

4. Plumbing Checks

Have a plumber inspect your pipes. They'll add insulation and fix weak spots.

9. Full Checklist

Here's your go-to checklist for winter-proofing your facility:

HVAC System

• [ ] Change air filters
• [ ] Clean ducts
• [ ] Set thermostats to 55°F (13°C) minimum
• [ ] Service heat pumps
• [ ] Check controls
• [ ] Book pro inspection

Plumbing

• [ ] Insulate exposed pipes
• [ ] Fix leaks
• [ ] Test valves
• [ ] Clean drains
• [ ] Shut off outdoor water
• [ ] Remove hoses
• [ ] Find main shut-off valve

Electrical System

• [ ] Check generators
• [ ] Test emergency lights
• [ ] Inspect wiring
• [ ] Check backup fuel

Building Exterior

• [ ] Repair roof
• [ ] Clean gutters
• [ ] Seal windows and doors
• [ ] Check siding
• [ ] Trim weak branches

Outdoor Safety

• [ ] Inspect walkways
• [ ] Arrange snow removal
• [ ] Stock de-icing materials
• [ ] Prep landscaping
• [ ] Winterize irrigation
• [ ] Check outdoor lights

Indoor Comfort

• [ ] Check insulation
• [ ] Fix drafts
• [ ] Improve air quality

Emergency Planning

• [ ] Create winter plan
• [ ] Train staff
• [ ] Stock supplies

Professional Services

• [ ] Book roof check
• [ ] Schedule HVAC service
• [ ] Arrange plumbing inspection
• [ ] Review insurance

Communication

• [ ] Update tenants
• [ ] Share safety tips

Miscellaneous

• [ ] Cover pools
• [ ] Secure common areas
• [ ] Budget for heating costs

10. Wrap-up

Winter prep isn't just about comfort. It's about keeping your facility safe and running smoothly. By tackling these checklist items, you're setting up your building to handle whatever winter throws at it.

Early action prevents costly repairs. A well-maintained facility keeps occupants safe. Proper prep helps avoid business disruptions.

Don't wait for the first frost. Use this checklist now to get ahead of winter's challenges. Your future self (and your facility's occupants) will thank you.

"If pipes freeze, a business or school could be forced to close temporarily because life safety cannot be assured", warns the National Fire Protection Association.

This shows why thorough winter preparation matters. By following the checklist, you're not just ticking boxes—you're safeguarding your facility's operation and everyone who relies on it.

Take action today. Your winter-ready facility starts here.

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