With increasing climate unpredictability, facilities management has emerged as a frontline defence against the destructive impact of extreme weather conditions. Planned and proactive maintenance measures are essential to safeguarding buildings and office spaces from storms, floods, and other weather-related threats.

“The cornerstone of this defence is the implementation and execution of a comprehensive Planned Preventative Maintenance (PPM) Programme,” says Fahdli Adams, Senior Key Account Manager at FM Solutions Technical.

While it is challenging to be completely storm-proof, especially with older infrastructure, Fahdli advises that there are several proactive steps companies can take to significantly mitigate the associated risks. A robust PPM Programme should include the following actions:

• Annual Roof Inspection: Regularly inspect roofs and carry out necessary repairs to prevent leaks and structural damage.
• Bi-Annual Gutter Inspection and Cleaning: Clean and repair gutters twice a year to ensure proper drainage and prevent water buildup.
• Annual Flood Testing of Flat Roofs: Test the waterproofing integrity of flat roofs and make necessary repairs to combat flooding.
• Annual Flushing of Storm Water Lines: Clear storm water lines annually to avoid blockages that can lead to flooding.
• Regular Tree Maintenance: Assess structure and maintain trees to prevent uprooting and branch breakage that could damage buildings.
• Street Light Assessment: Regularly check and maintain streetlights to prevent damage from strong winds.
• Monthly Road Surface Inspections: Inspect and repair surfaces monthly to ensure safe and stable roads and pathways.
• Daily Grounds Upkeep: Keep grounds clear of leaves, litter and debris to prevent drainage blockages.
• Quarterly Window and Door Inspections: Ensure all windows and doors are secure and functioning properly, performing repairs as needed.
• Weekly Backup Power Equipment Testing: Test generators and UPS systems weekly to ensure functionality during power outages.

In addition to these routine activities, it is crucial to prepare for major storms by implementing the following measures:

• Quick Response Team: “Maintain a team of quick-thinking maintenance technicians on standby, equipped with proper PPE and direct contact with the Disaster Management Team. They should be knowledgeable about the site's reticulation where plumbing, electrical systems etc are concerned,” Fahdli stresses.
• High Risk Areas: Site team to be aware of and focus on high-risk areas such as server rooms and data centres.
• Emergency Response Plan (ERP): Organisations should have an ERP in place, complete with associated Occupational Health, Safety, and Environment (OHSE) response plans and contact lists. FM Solutions can assist in formulating these ERPs.
• Emergency Supplies: Ensure the maintenance team has supplies such as rope, batteries, torches, wood and quick-drying waterproofing materials for emergency repairs.
• Mop-Up Team: Have a team ready with adequate buckets and cleaning supplies for immediate water removal, preventing potential health hazards.
• Humidity Control: Keep humidifiers and blowers on standby to manage moisture levels if needed.
• Fuel Management: Ensure that generator diesel levels are fully replenished.
• Temporary Water Channelling: Have a grounds team ready to assist with temporary water management solutions.

“While these measures are generic, each facility may have unique requirements that necessitate additional precautions. By adopting a thorough PPM Programme and preparing for emergencies, facility managers can significantly reduce the impact of extreme weather conditions, ensuring the safety and functionality of buildings and office spaces,” he concludes.