The Essential Asset Checklist for Facility Services Teams

Facility services teams manage buildings, equipment, tools, and critical systems every day. Without a structured approach to asset tracking, items get lost, inspections get missed, and maintenance becomes reactive instead of proactive.

This article presents a clear checklist of the must-track assets in facility services, helping managers, technicians, and service providers improve operational reliability and reduce downtime.

Why Tracking Assets Matters in Facility Services

Asset tracking is essential for smooth facility operations. Without clear visibility of tools and equipment, facilities face delays, higher costs, and safety risks. The points below show how proper asset tracking helps teams work more efficiently, stay compliant, and control expenses.

1. High Volume of Tools and Equipment

   Facilities rely on thousands of assets—tools, HVAC equipment, fire safety systems, cleaning machines, and more.

   Problems Without Tracking

   • Tools frequently misplaced

   • Duplicate purchases due to poor visibility

   • Delayed maintenance

   • Increased downtime

   Summary: Tracking reduces waste, time loss, and operational inefficiencies.

   
   

2. Frequent Inspections and Maintenance

   Assets require inspections daily, monthly, or annually.

   Risks Without Structured Tracking

   • Missed inspections

   • Non-compliance with safety standards

   • Poor documentation

   • Assets becoming unsafe

   Summary: Tracking ensures inspections happen on time and are properly recorded.

   
   

3. Multiple Shifts and Distributed Teams

   Facility operations run across rotating shifts, making communication critical.

   Common Issues

   • Tools not returned

   • Maintenance tasks incomplete

   • Loss of accountability

   • Confusion about asset status

   Summary: Digital asset tracking connects teams and ensures consistency.

   
   

4. Cost Control and Budgeting

   Untracked assets lead to overspending on replacements or unneeded equipment.

   Impact

   • Wasted budget

   • Poor forecasting

   • Increased operational cost

   Summary: Visibility supports data-driven purchasing decisions.

Checklist: Must-Track Assets in Facility Services

Below is a comprehensive checklist of assets facility teams should track to improve reliability and efficiency.

1. HVAC Equipment

   Includes:

   • Air handling units (AHUs)

   • Compressors

   • Thermostats

   • Filters and sensors

   Why Track It: Supports preventive maintenance, improves air quality, and reduces energy waste.

   
   

2. Electrical Systems

   Includes:

   • Breaker panels

   • UPS units

   • Switchboards

   • Lighting systems

   Why Track It: Ensures compliance, prevents outages, and improves building safety.

   
   

3. Fire Safety Equipment

   Includes:

   • Fire extinguishers

   • Emergency lighting

   • Smoke detectors

   • Fire alarms

   • Sprinkler valves

   Why Track It: Mandatory inspections require accurate logs and real-time status.

   
   

4. Plumbing and Water Systems

   Includes:

   • Pumps

   • Valves

   • Water heaters

   • Filtration units

   Why Track It: Prevents leaks, outages, and costly water damage.

   
   

5. Cleaning & Janitorial Equipment

   Includes:

   • Floor scrubbers

   • Vacuums

   • Chemical dispensers

   • Carts and trolleys

   Why Track It: Reduces loss and ensures availability during shifts.

   
   

6. Facility Tools

   Includes:

   • Multimeters

   • Hand tools

   • Power tools

   • Measuring devices

   Why Track It: Tools are highly mobile and frequently misplaced across shifts.

   
   

7. Safety Equipment & PPE

   Includes:

   • First aid kits

   • Gloves and harnesses

   • Eye protection

   • Respirators

   Why Track It: PPE must be inspected, replaced, and accounted for.

   
   

8. IT & Communication Devices

   Includes:

   • Radios

   • Tablets

   • Scanners

   • Network hardware

   Why Track It: These tools connect teams and support digital workflows.

   
   

9. Room-Level Assets

   Includes:

   • Signage

   • Furniture

   • Key assets for meeting rooms

   • Access control systems

   Why Track It: Helps maintain readiness and prevents unnoticed damage.

   
   

10. Consumables Inventory

    Includes:

    • Filters

    • Bulbs

    • Cleaning chemicals

    • Batteries

    Why Track It: Ensures adequate stock and prevents downtime.

Practical Example: Facility Team Using the Checklist

A facility services provider managing an office complex implements asset tracking across 10 categories.

Before

• Fire extinguishers overdue for inspection

• Tools lost after shift changes

• HVAC maintenance inconsistent

• Cleaning equipment frequently unavailable

After Tracking All Assets Digitally

• QR codes placed on all equipment

• Technicians scan items during inspections

• Checklists ensure consistent maintenance

• Supervisors see real-time asset availability

Outcome: Operational efficiency improved by 45%, and compliance rates increased significantly.

How MapTrack Helps Facility Teams Track Assets

MapTrack is an easy-to-use system designed to help facility teams keep track of their tools and equipment. It provides real-time visibility and makes managing assets simpler and more efficient.

Real-Time Asset Visibility

MapTrack allows teams to see where all their tools and equipment are at any time, making it easier to find what they need and reduce lost items.

Fast Check-In/Check-Out

With QR codes, employees can quickly check in and check out equipment, making sure everything is returned properly and accounted for across shifts.

Digital Checklists & Condition Reports

Technicians can use digital checklists to document inspections with photos and timestamps, ensuring accurate records and smooth maintenance planning.

Smart Lock Integrations

MapTrack also works with smart locks to secure high-value tools and track who accesses them, ensuring only authorized personnel can use them.

Summary: In short, MapTrack ensures that every facility asset - whether a routine hand tool, a specialized instrument, or inspection record - is accounted for, easily locatable, and ready when needed. By unifying visibility, accountability, and structured workflows, MapTrack helps facility teams minimize loss, reduce downtime, and reinforce operational discipline.

This streamlined approach not only enhances operational efficiency but also helps reduce costs in the long run. To learn more about how asset tracking can lead to significant cost savings for facility services companies, read our Resources on How Facility Services Companies Save Costs with Asset Tracking.

FAQ

1. What assets should be tracked in facility services?

   HVAC systems, electrical tools, safety equipment, cleaning machinery, plumbing systems, and IT devices.

   
   

2. How do QR codes help facility teams?

   They launch digital checklists, logs, and asset profiles instantly when scanned.

   
   

3. Does asset tracking reduce tool loss?

   Yes—assignments ensure accountability and minimise misplaced tools.

   
   

4. Can asset tracking improve compliance?

   Absolutely—digital logs support audits and safety documentation requirements.

   
   

5. Is asset tracking suitable for large facilities?

   Yes—MapTrack scales across multiple buildings, teams, and shift cycles.

   
   

6. Does MapTrack support preventive maintenance?

   Yes—maintenance reminders, logs, and checklists are all included.

Conclusion & Actionable Takeaways

To improve operations in facility services, teams should:

1. Use QR/RFID tags on all critical assets

2. Standardise inspections with digital checklists

3. Track tools across shifts and buildings

4. Maintain accurate condition logs

5. Improve accountability with check-in/check-out

6. Analyse data to optimise maintenance and purchasing

MapTrack helps facility teams operate efficiently by providing visibility, structure, and accountability across every asset.