Operations and Maintenance (O&M) Checklist

O&M Checklist items generally require little capital expenditure, but may require increased time from maintenance staff. Please note that some O&M items apply only to certain system or equipment types.

It is important to know the proper, safe way to perform the recommended O&M measures before carrying them out. Always follow manufacturers' instructions and, when in doubt, check with an expert before proceeding.

A printable checklist of all the O&M measures is available in PDF format for your convenience.

The measures are divided into five categories. Click on a category below for detailed information, including specific savings strategy measures.

Key Elements of a Good O&M Program
A good O&M program includes several elements, as described below.

  • Equipment information. Maintenance staff should have all manufacturer's instructions and manuals available in an accessible location. They should be used when operating equipment or performing maintenance. In addition, maintenance staff should have a master equipment list available that describes the equipment, its purpose, how it should be operated, and its maintenance requirements.
  • Photo: Routine maintenance  on heating systems  is an important practice.Routine maintenance and operations checks. Maintenance should routinely check equipment and systems for proper operation and control settings and perform preventative maintenance on a routine basis. The printable checklist provides a guide to this process. Equipment manuals and instructions should also be used when available. It is a good idea for maintenance staff to make and follow a schedule of O&M items to make sure operations checks and maintenance procedures are performed with the recommended frequency.
  • Record keeping. All O&M checks and procedures should be recorded in an O&M log available to all maintenance staff. This practice will help ensure that all necessary O&M items are performed and that they are not duplicated by more than one maintenance staff person. It also provides a record for management.
  • Photo: Train staff to operate and maintain equipment properly.Training. Maintenance staff should be trained to operate and maintain equipment. When new systems are installed, you should make sure the maintenance staff receives training to properly operate and maintain the equipment. The vendor or manufacturer may provide this. In some cases, such as when a complicated heating system or energy management system is installed, you may want to consider a maintenance contract for that equipment.
  • Accountability. Maintenance staff should be accountable for ensuring proper O&M. It is generally recommended that a single maintenance staff person or engineer be given overall responsibility for the O&M program. Having a single person in charge helps create an incentive for good O&M and it generally results in a better-run O&M program. In larger PHAs, it may be more appropriate to divide responsibility among more than one person.


Energy-Efficient Operation and Maintenance for Multifamily Buildings
A DOE fact sheet addressing the role of O&M in multifamily properties.

PIH Maintenance Guidebook
Intended for PHAs with fewer than 250 dwellings, this guidebook can also be applicable to medium and large PHAs. Chapter 9 discusses energy-related maintenance.

Fifteen O&M Best Practices for Energy-Efficient Buildings
An overview of best practices building owners and managers can employ to make their buildings more energy-efficient.

Operations & Maintenance Best Practices Guide
Provides Federal facility personnel with information on effective O&M practices for systems and equipment typically found at Federal facilities.

Putting the ā€˜Oā€™ Back in O&M: Best Practices in Preventive Operations, Tracking, and Scheduling (.pdf format) 
A document addressing continual schedule optimization and methods to assess day-to-day operation of major plant equipment.

PATH Home Maintenance
Maintenance tips and checklists from the Partnership for Advancing Technology in Housing (PATH).