Maintenance Q&As

3 Steps of a Preventive HVAC Maintenance Program

Answered April 20 2019

A well-functioning HVAC system provides the comfortable environments we live, work, and recreate in. It’s such an important backdrop to our lives that we often take it for granted; that is until something doesn’t work. When the furnace breaks down in the winter or the air conditioning fails in summer’s heat, it’s often an emergency and one that can generate a great deal of discomfort.

The Importance of Regular HVAC Maintenance

Regular maintenance of your HVAC system will ensure its optimal performance and efficiency. Benefits of a well-maintained HVAC system include:

  • A comfortable work environment
  • Improved efficiency and longevity of your system
  • Avoid business interruptions due to HVAC failure
  • Safety from leaks and breakdowns

HVAC Preventive Maintenance Program

Here are some important components of putting together a reliable maintenance program for your HVAC system.

1. Start With Owner’s Manuals

The first and easiest things to reference are the owner’s manuals that come with your HVAC system. Depending on the size of your facility, this may be one booklet or a series of manuals for different pieces of equipment. HVAC manufacturers spend a great deal of time and money testing their equipment and provide you the information you need to take care of it.

2. Prioritize Important Tasks

Some aspects of HVAC preventive maintenance are no-brainers. For instance, you have to change the oil, belts, and filters regularly to keep everything running smoothly. After these items, you’ll want to look for ways to maximize efficiency by cleaning items such as air-handler coils and boilers. According to, one-sixteenth of an inch of soot in the heat-exchange area can drop your boiler’s efficiency by 10 percent.

3. Integrate With CMMS

Once you understand the tasks that need to be done and at what intervals, enter all this information into a CMMS to help you automatically schedule, perform, and track your HVAC maintenance. If you want to invest in a building automation system, this data can also be integrated into your CMMS.

By using a CMMS, you can build a solid HVAC preventive maintenance program that provides a complete history of inspections, work, and repair as well as the costs and resources required for the maintenance tasks. In the long run, that means you’ll have better information to make smarter decisions moving forward saving you time and money.

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