Winter Facility Management Challenges and How to Overcome Them

Every season brings unique challenges for facility managers but winter in particular with its colder temperatures, unpredictable weather and office closures can pose one of the most significant threats. Rather than being reactive to issues as they arise, proactive planning can be a way to mitigate against obstacles, ensuring facilities remain safe, operational, and efficient throughout the colder months. Below, we explore five common winter facility management challenges and provide practical tips for overcoming them.

1. Heating System Strain

As the temperatures drop during the colder months, heating systems are put under significant strain to maintain a warm and comfortable environment. This can be a challenge, especially for large buildings. When not managed effectively, this issue can lead to higher energy costs, reduced efficiency, and an increased risk of system breakdowns.

How to Overcome It:

• Schedule Preventative Maintenance: Schedule your heating system inspections and services before winter fully sets in as a preventative measure to ensure they’re operating efficiently and safely. If you have already missed the opportunity this winter, take time to schedule a service and inspection for next winter, booking recurring yearly appointments can also help to ensure your heating systems are assessed routinely.?
• Optimise Temperature Settings: Set thermostats to maintain a comfortable but energy-efficient temperature. It is recommended that the ideal office temperature sits between 22 and 24°C. While it may feel tempting to turn the heating up high if the building feels cold, we recommend rather than manually adjusting, using timers and zoning systems to avoid excessive heating.
• Insulate to Reduce Heat Loss: It is good practice to inspect your windows, doors, and pipes to ensure they are well-insulated.? Well-insulated buildings prevent heat loss and reduce the strain put on heating systems.?

2. Increased Risk of Slips and Trips

In the UK we have already seen snow in certain parts of the country since November so it is becoming increasingly important to have adverse weather condition procedures in place as part of your buildings facilities management plan. Extreme weather conditions such as snow, ice and flooding can create hazardous surfaces which can be particularly dangerous around entrances, pathways, and car parks, due to the increased risk of slips and trips.

How to Overcome It:

• Invest in Gritting and Snow Clearance: Being prepared can be one of the best defences against snowfall, therefore we recommend regularly gritting walkways and car parks during the colder winter months. If heavy snow should fall, have relevant teams and equipment in place to clear it promptly.?
• Install Anti-Slip Mats: Absorbent, anti-slip mats should be placed at all entrances to prevent water and ice from being tracked inside. This will help to protect your flooring from damage and also to prevent accidents from happening.?
• Conduct Regular Inspections: Having an adaptable approach to facilities management during the winter months ensures you can tackle issues as and when they arise. We recommend monitoring outdoor and indoor high-traffic areas frequently to address hazards as they occur.?

3. Plumbing and Water System Issues

As temperatures plummet to below 0 °C pipes can subsequently become at risk of freezing and potentially bursting. A burst pipe can create significant disruptions and may lead to costly repairs and building closure.?

How to Overcome It:

• Insulate Pipes: Assess the pipes within your building, if they aren’t already insulated then book a professional to wrap pipes in vulnerable areas this will help to prevent them from freezing during cold spells.
• Keep Heating on Low in Unused Areas: While it may be tempting to cut costs and turn the heating off in areas of the building that have little or no occupancy. It is advisable instead to maintain a low level of heating in all rooms to prevent pipes from freezing.
• Monitor Water Systems: Have regular inspections booked with qualified professionals to monitor water systems so they can identify if any threats could increase the risk of leaks or freezing. For a more automated monitoring approach, consider installing temperature sensors to provide early warnings of freezing risks.

4. Increased Energy Consumption

Winter is a time of shorter daylight hours and colder temperatures, these two factors can lead to higher energy consumption as heating and lighting are used more often. This increased usage can strain company budgets and potentially damage the environment by contributing to a larger carbon footprint.

How to Overcome It:

• Upgrade to Energy-Efficient Lighting: Assess what bulbs are currently being used in the lighting fixtures within your building. If traditional incandescent bulbs are being used you may want to consider the switch to LED lighting, which uses less energy and has a longer lifespan.
• Install Motion Sensors: Use motion sensors for lighting in low-use areas such as bathrooms and kitchens to ensure energy is only consumed when needed.
• Review Energy Contracts: With the cost of energy rising and fluctuating frequently, it is important to review your current energy contract and if necessary explore renewable energy options that could reduce costs and environmental impact.

5. Maintaining Indoor Air Quality

Sickness and illnesses can be rife during the winter months, this is partially contributed to by worsened indoor air quality caused by reduced ventilation, increased heating, and the build-up of dust and allergens. To prevent staff sickness it is good practice to assess the air quality in your building and take simple preventative measures to ensure it is as healthy as possible.?

How to Overcome It:

• Clean HVAC Systems: As part of a winter deep clean we recommend your facilities management provider ensure heating, ventilation, and air conditioning (HVAC) systems are clean and well-maintained to improve air circulation.
• Use Air Purifiers: Consider investing in air purifiers which will help to remove dust, allergens, and other pollutants from indoor spaces, while they are particularly effective during the winter months the benefits can be enjoyed year-round.?
• Encourage Ventilation: When milder days do occur consider opening windows to encourage fresh air to circulate and remove stagnant air.?

Planning for a Smooth Winter Season

Effective facility management during the winter requires preparation, regular maintenance, and a proactive approach to addressing potential challenges. By tackling heating inefficiencies, slip hazards, plumbing risks, energy consumption, and indoor air quality issues head-on, you can keep your facility safe, comfortable, and operational throughout the season.

By partnering with a professional facilities management company such as Purgo, you can ensure that your winter challenges are expertly handled, leaving you free to focus on your core business.