That glorious time of the year when the buildings may be empty of people, but are still full of activity. Here are some reminders, tips and lessons I've heard over the years.
Be sure any energy or building management systems are adjusted. Unoccupied modes will be the norm, but there will be times to have air flow for cleaning, painting, etc. Facility, custodial and energy managers should coordinate where and when, plus educate staff in the buildings about how to start and stop any overrides.
SIDE NOTE: have our event management applications? You could schedule a block of rooms for cleaning the same as you would for afterhours events if you need a calendar tool that also doubles as a task mechanism that can also optionally create work in MaintenanceDirect and ITDirect.
Even further, if you have FSAutomation, it can send overrides to your BAS so your energy manager only has to review schedules vs. create them.
4 day work weeks. Longer days, yes, but 3 day weekends are great.
IT can use this time for re-inventories of assets and also ensuring that items are turned off and unplugged to prevent "energy vampires".
Personal appliances is always a sticky topic. It's critical to have them out of the buildings for the summer not only for energy savings, but for cleaning routines, and to avoid any "what the heck is that stinky green thing and did I see it crawling?" scenarios. It could also give a jumpstart to updating your personal appliance policy before staff and students are back.
While on the topic of stinky things and cleaning routines, prevent mold before it starts. While at a conference last week in CT, a business officer mentioned they used high quality air dryers still available from previous water damage issues at a school. This unit not only sped up the drying time after cleaning, they also noticed a significant difference in the carpet fibers. They expect to get better life out of the flooring that help their capital needs forecasting.
Any work orders for summer work should be related to a Project in our maintenance and IT solutions. Simply create a generic project called "Summer Projects" or "Summer Work". Keep it generic as you can always pick date ranges, locations, work categories and more in reporting. This groups your work and makes searching and reporting even easier.
SIDE NOTE: this new "Summer Project" Project can also be used in our preventive work scheduler. If you know that every year you will be doing the same work, set up a PM schedule to generate next year and assign it to a Project. Options include task lists, tools, parts and other details that informs staff and contractors what to do and what is needed to reduce guesswork. This will help you prep for the next cycle while having reports and a calendar view. I like that it saves data entry time while keeping information consistent.
It's a good time for photos. A facility director mentioned he always took photos of his facilities, especially for insurance purposes. An issue arose in which pipes burst in an auditorium and he was able to show the "before" during the claims process. Use a flash drive or ask your IT department if a network drive or file sharing site are viable options.
Get your warehouse or storage areas in order. Does it look like stock areas have been strewn about like the grandkids came to visit and were hopped up on candy and soda? Is the motor you know you'll need for emergencies on the shelf? Are some items just taking up space as dead stock that you can dispose of?
Want more insight? Check out this Summer Projects presentation.
Got more tips and tricks that you've done? Comment below and share with everyone!