Written by: Lindsay Romaniw
Lindsay Romaniw is a Senior Property Manager at Colliers | Columbus, managing around 2.5M SF of office, industrial and flex space. Keep reading for Lindsay's take on managing commercial properties in the winter months.
How do you prepare commercial properties for this winter?
Preparing commercial properties for winter requires a team effort between our vendor partners and facility technicians. I usually start this process in October when the season turns. It includes servicing the HVAC systems, winterizing the irrigation system and any exterior spigots, inspecting the exterior for penetrations or gaps in weatherstripping, assessing the condition of the roof, gutters, and downspouts, adjusting the exterior lighting schedule, developing a snow and ice removal plan with my landscaper and reminding tenants how to report emergencies to the Colliers Service Center. It is essential that these items are addressed proactively before winter starts and regularly throughout the season.
What preventive maintenance steps do you take to protect plumbing and avoid freezing pipes?
It’s important to ensure that your entire building has sufficient heating and insulation and to identify any areas that may be vulnerable to the elements. Thorough and frequent inspections are key, as is scheduling all the necessary winterizations and preventative maintenance with your contractors.
Can you discuss your experience with maintaining HVAC systems during colder months? How do you ensure they operate efficiently?
I rely on my trusted HVAC vendors to perform preventative maintenance once the heating season commences and to provide any recommendations for repairs to ensure our systems are operating all season long. My facility techs are reminded to walk our common areas and vacancies regularly, at least once a week, to check thermostats and monitor equipment operations.
How do you manage heating systems to ensure tenant comfort while controlling energy costs during winter?
All your energy savings can be wiped out with one pipe burst, so adequately heating your building is a priority above all else. That said, setpoints above 55-65 degrees will usually get the job done, so there is a lot of flexibility to lower your setpoints in vacancies or during unoccupied hours to safely maximize energy savings and reduce operating costs.
What strategies do you use to manage unexpected winter expenses while maintaining service quality?
Snow and ice removal are the most significant variable winter expenses every year, especially in our ever-changing climate. You can manage this expense through a fixed seasonal cost or by bidding out your contracts every 2-3 years to ensure you get the best labor and material rates. You can customize your tolerance levels to what is best for each property type and tenant mix, providing quality service and safety.
How do you select and manage vendors or contractors for snow removal and other winter services?
The type of contract I use for snow and ice removal varies by client preference, but my most used contract type is a “per push” or “per occurrence” price model so that you can know the exact cost of 1 snow or ice event. In my opinion, it is the best way to ensure you are comparing prices apples-to-apples. I choose vendors with whom I have established trusted relationships, who offer competitive and fair market prices, and who have a strong local presence, ensuring that a crew is always nearby in an emergency.
What is something most people don’t consider when managing a property in the winter?
I once assisted on an older office building where the windows extended above the drop ceiling, and during one of their inspections, our tech found a frozen pipe due to one of the windows being cracked open. Fortunately, we caught it before the pipe burst, but I always think of that and how you need to inspect all the nooks and crannies of your buildings. It’s also a good idea to reconnect with your go-to restoration companies if you haven’t had an incident in the last 6 months, just to make sure you have the most up-to-date after-hours emergency numbers and contacts.
Are there any new tools or technologies for properties coming out in the future to help with some of the challenges of winter that property owners should be aware of?
I think existing technology will only continue to get smarter with the advancements of AI. An example would be thermostats that automatically adjust to outside temperatures, predicted weather, or historical usage patterns. Sensors for tracking, monitoring, and predicting snow and ice are becoming more sophisticated, as are lighting timers, and building automation systems. These automated and data-driven technologies will reduce operating costs, enhance safety, and ensure your properties are resilient to winter conditions.
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