As winter approaches, commercial real estate professionals need to shift their focus from summer maintenance to protecting their buildings from wintry weather challenges. Effective winterization can prevent costly repairs, improve tenant comfort, and maintain the operational efficiency of the property.

Building operations and maintenance professionals and other members of the property management team are invited to consider these crucial winterization strategies for their assets, focusing on three areas: sprinkler systems, HVAC systems, and building operations. These steps are essential not only for building operations and maintenance professionals but also for property management teams who need to understand the basics of winter readiness.

Be sure to read through to the end of this article to download the free Building Operations & Maintenance Winterization Checklist template.

Sprinkler Systems: Essential Winterization Steps

Protecting a property’s sprinkler systems from winter weather is a key responsibility for building operations staff, as frozen or damaged components can lead to costly repairs and safety risks. A comprehensive approach includes inspecting, testing, and preparing each element of the system to withstand colder temperatures.

Here are essential steps for winterizing sprinkler systems:

1. Clear Drip Legs of Moisture
   For properties with dry pipe sprinkler systems, clear the dry drip legs of any residual moisture to prevent freezing and blockage. In larger systems, this may involve inspecting and clearing multiple drip legs (e.g., 82 in total) to ensure there’s no trapped water.
2. Inspect Dry System Piping and Compressors
   Inspect the dry system piping and compressors thoroughly to confirm they’re in good working condition. Winterizing piping is crucial for avoiding system failures due to frozen pipes or leaks.
3. Identify and Secure Isolation Valves
   Identify and clearly label all isolation valves and locks within the sprinkler system. Ensure they’re easy to locate and include them in a master list for quick reference in emergencies or routine checks.
4. Test Fire System Room Heaters
   Riser and fire pump rooms should be equipped with functional heaters to maintain adequate warmth during freezing temperatures. Regularly check and test these heaters to confirm they’re in good working condition, protecting sprinkler risers and other sensitive components.
5. Perform Fire Pump Testing According to NFPA 20 Standards
   Test fire pumps in accordance with NFPA 20 standards to ensure their performance is unaffected by winter conditions. Verifying functionality in advance helps ensure that the fire suppression system remains dependable in emergency situations.

Kevin Weatherby, a Fire Protection Specialist with Alliance Fire Protection Services, Inc., offers this insight.

“Fire sprinkler winterization is more than the obvious draining of drum drips on Dry Pipe Systems,” he said. “There are additional facets to it, and these are often what catch folks off guard and cause damage or potential disruptions for building occupants.”

HVAC Systems: Keeping Indoor Environments Comfortable

Winterizing HVAC systems is about more than just comfort; it’s essential for efficiency, safety, and reliability. A well-prepared HVAC system will reduce energy costs, minimize the risk of unexpected breakdowns, and maintain a comfortable environment throughout the colder months.

Mike Ghinga, a Senior Account Manager for Existing Building Solutions with Trane, emphasizes the importance of thorough winter preparations and shares key considerations.

1. Pre-Winter Testing and Sequence Verification
   Conduct a pre-winter inspection to verify key systems and functions. Mike recommends testing Air Handling Unit (AHU) freeze stats using freeze spray to confirm they engage at the proper temperature. Additionally, verify that each blower turns off and that outside air dampers close if a freeze stat trips at 35 degrees, as this is critical to avoid cold air intake when temperatures drop.
2. Building Automation System (BAS) Sequencing
   BAS sequencing is crucial for maintaining the building’s temperature and protecting water systems. Ensure that the building’s ventilation shuts down as expected when commanded through BAS, and that the BAS schedule is adjusted to keep key areas warm while ensuring water keeps circulating, especially when freeze stats activate. For buildings using chilled water (CHW), the BAS should allow for minimum CHW flow in case a freeze stat trips, protecting the system from freezing without excessive energy consumption.
3. Heat Trace Functionality
   Mike also suggests verifying heat trace functionality through thermostat checks and amperage readings. Ensure that heat trace breakers are closed and working to prevent freezing in pipes. For cooling towers, check that basin heater disconnect switches are closed as well to maintain basin temperature during extreme cold.
4. Outdoor Air (O/A) Dampers and Ventilation
   Lubricate outside air dampers and ensure they are operating properly for the season. Outside air economizers on rooftop units (RTUs) should be adjusted to avoid using mechanical cooling outside design conditions, and ventilation must be verified to shut down when BAS requires it.
5. Special Checks for Glycol Systems and Insulation
   For properties with glycol systems, test glycol concentration during fall maintenance to confirm it’s within acceptable freeze protection range. Insulate any exposed or damaged pipes and list insulation needing repair for further action, ensuring exposed areas are fully protected against the cold.
6. Utility Heater Testing
   Utility heaters should be tested, with thermostats set and marked appropriately. This keeps critical areas at the required temperature and prevents potential issues caused by unexpected cold spells.
7. Emergency Preparedness
   Finally, Mike underscores the importance of an emergency preparedness program as part of winter readiness, ensuring contingency plans are in place should severe weather affect building systems.

“Proactive implementation of winterization strategies can prevent catastrophic and costly events throughout the season,” said Ghinga.

Building Operations: Roles and Responsibilities in Winterization Preparedness

Winterization requires a proactive approach from building operations and maintenance staff to keep properties safe, efficient, and resilient against harsh weather. The responsibility extends beyond preparing outdoor equipment to include irrigation systems, emergency preparedness, and safety checks on critical infrastructure. As Brock Gallman, Chief Engineer with CP Group at Bank of America Plaza, explains:

“It’s not a seasonal task—it’s a year-round mindset,” Gallman said. “Even in the height of summer, I plan ahead for the cold months to come. December through March may bring unpredictable freezes, but through thoughtful budgeting, meaningful partnerships, and lessons learned, I’ll be ready, no matter what. For engineers, this is an opportunity to create lasting value for themselves and their properties.”

Outlined below are key winter preparation tasks for building operations and maintenance teams:

1. Service and Store Landscaping Equipment
   Landscaping tools like mowers and trimmers should be thoroughly cleaned, serviced, and stored in a protected area. Drain fuel or add a stabilizer to prevent engine issues over the winter months.
2. Winterize Irrigation Lines
   Drain and blow out all landscaping irrigation lines with compressed air to prevent water from freezing and damaging the pipes. Inspect exposed areas and list any damaged pipe insulation needing repair to protect vulnerable lines.
3. Inspect Roofs and Drains
   Examine roofs for leaks and damage, ensuring they are repaired before freezing temperatures set in. Clear exposed drains to prevent blockages, which could lead to pooling and freezing hazards that might compromise the structure.
4. Ensure Emergency Generators are Operational
   Conduct a maintenance check on emergency generators, ensuring they’re ready for potential power outages. Confirm that fuel levels, battery functionality, and overall operation are up to standard, and that critical on-call schedules are updated to address any issues quickly.
5. Stock Ice Melt and Prepare Spill Containment
   Ensure you have ample supplies of ice melt and salt on hand, particularly for high-traffic areas like walkways and loading docks. Place spill containment kits nearby to handle any accidental releases of materials that may be hazardous.
6. Evaluate Ice Fall Hazards and Tenant Safety
   Identify areas where ice might fall from roofs or overhangs, and take protective measures, such as installing barriers or signage. This preparation helps to prevent injuries and limits liability during icy conditions.
7. Update Emergency Contact Lists and On-Call Schedules
   Make sure emergency contact information is up-to-date, and communicate with property staff and contractors to verify on-call schedules. A clear response plan for emergencies is essential for winter readiness, ensuring swift action when unexpected issues arise.

By taking these steps, building operations and maintenance teams play a vital role in minimizing risks and maintaining safe, functional properties through winter’s demands.

Final Thoughts: A Holistic Approach to Winterization

Winterizing a commercial property is a team effort, involving operations and maintenance personnel, property managers, and even tenants. By starting preparations early and focusing on critical systems like sprinklers, HVAC, and outdoor equipment, you can minimize risks and ensure that your property operates smoothly throughout the winter months. Communication between maintenance teams and property managers is essential, as is a proactive mindset toward inspections, repairs, and adjustments.

Taking the time to implement these winterization steps can prevent costly emergencies and maintain a comfortable, safe environment for tenants. Proper winter maintenance not only protects a building’s value but also enhances its reputation among tenants as a well-managed and responsive property.

These practices are essential, says David Vences, Manager of Facility Operations, with Highwoods Properties.

“As a building owner, I’ve seen firsthand how a well-winterized property not only protects our investment but also fosters a sense of comfort and trust among our tenants who we call customers,” Vences said. “When we take proactive steps to ensure a safe and reliable environment, we create a space where tenants feel valued and secure. This commitment to quality translates directly into tenant satisfaction and long-term retention, proving that investing in winterization is not just about the property—it’s about building lasting relationships.”

By following these winterization guidelines, your commercial property will be ready to face winter’s challenges with confidence, efficiency, and reliability.

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