The Year Is Half Over—How Is Your Facility Performing?
As Q3 kicks off, many commercial property managers shift their focus to leasing, budgets, and capital improvement planning. But while financial and occupancy metrics are tracked religiously, facility maintenance performance is often left in the background — until something fails.
A mid-year maintenance review is more than a status check. It’s your chance to:
- Catch missed inspections
- Reallocate underused budgets
- Identify at-risk assets
- Realign your facility team with 2025 operational goals
This blog outlines a structured approach for reviewing your year-to-date facility performance, identifying gaps, and preparing for a productive year-end close.
1. Why Mid-Year Is the Right Time for Maintenance Review
Mid-year (July–August) sits in a strategic position between spring inspections and winter preparation. It offers enough historical data for analysis, but still time to make corrections before year-end.
Top Benefits of a Mid-Year Facility Review:
- Avoid deferred maintenance backlogs in Q4
- Prevent emergency repairs during peak winter months
- Improve capital planning accuracy for 2025 budgeting
- Increase service vendor accountability
According to Facility Executive Magazine, proactive maintenance reduces repair costs by up to 50% compared to reactive models — but only when teams track progress in real time.
2. Key Maintenance Metrics to Review Mid-Year
Your maintenance program isn’t just about completed work orders. A true review examines performance, budget impact, and risk exposure.
Here are the most critical metrics for mid-year evaluation:
3. Compare Spend vs. Performance: Where Are You Overspending?
Mid-year is the time to reconcile your maintenance budget. Compare actual costs to forecasted costs across:
- HVAC servicing
- Janitorial supplies
- Exterior upkeep (landscaping, pressure washing)
- Energy usage and utilities
- Vendor labor hours
Look for:
- Underutilized budgets (missed opportunities for upgrades or deep cleaning)
- Overruns tied to reactive work (emergency AC repairs, water intrusion)
- Untracked costs (often missed in auxiliary budgets)
If HVAC emergency repairs have already used 80%+ of the annual budget, it’s time to reallocate and prioritize pre-winter checks.
4. Missed Inspections = Hidden Liability
Every building has inspections tied to life-safety and compliance:
- Fire extinguishers and panels
- HVAC filter and coil maintenance
- Elevator recall testing
- Exit lighting and signage
- Backflow preventers (where applicable)
When these are missed:
- Insurance claims can be denied
- Fines from the fire marshal may increase
- Tenant safety is compromised
Review your inspection calendar now and ensure documentation is current, especially ahead of winter when system failures are more disruptive.
5. Resync Your 2025 Maintenance Goals
What did you set out to accomplish this year?
- Was your goal to reduce emergency work orders by 30%?
- Did you aim to automate PMs through a digital work order system?
- Were you planning to replace outdated janitorial equipment?
Mid-year is the ideal time to adjust your strategy based on progress, not just wait until December to catch up.
If you’re off track:
- Break annual goals into achievable 30-60-90 day tasks
- Assign accountability to internal or vendor partners
- Shift unused resources (budget or people) to higher-impact work
6. Use This Facility Planning Checklist
Here’s a condensed Facility Mid-Year Review Checklist to guide your team:
7. What Gets Measured, Gets Managed
Commercial property management requires both forward-thinking and discipline. A mid-year review allows you to:
- Be proactive about risk
- Protect your building systems
- Defend your budget at year-end
- And ultimately deliver better outcomes to tenants and owners
Don’t wait for a system failure to force you into action. Mid-year is your opportunity to take control — and finish strong.
Need Help? Schedule a Year-End Planning Walk-Through
Not sure where to start or which systems are most at risk?
Servi-Tek Facility Solutions offers free walk-through assessments to evaluate:
- PM tracking gaps
- System performance issues
- Budget red flags
- Missed inspections
Let our engineering and janitorial experts help you plan smarter for the rest of the year — and stay aligned with your 2025 goals.
Schedule your mid-year facility planning visit
