Improving longevity

Many organisations assume their sites and facilities meet compliance standards, but HVAC compliance is not just about meeting statutory and legal obligations; it directly impacts the safety, efficiency, and longevity of critical building infrastructure and assets.

LitmusFM recently audited several facilities that believed they were fully compliant, only to discover compliance was just 38 per cent aligned with current regulations. This finding highlights a widespread issue: compliance gaps often go unnoticed until a formal audit uncovers them. With SFG20 standards (the industry standard for building maintenance) continuously evolving, staying up to date is increasingly challenging, particularly in large or complex estates.

In extensive facilities where multiple engineers and contractors manage assets, the key to compliance lies in centralising data and establishing a system that makes ongoing management efficient.

THE CHALLENGE OF COMPLIANCE

Regulatory compliance in HVAC systems isn’t just about ticking boxes – it’s about ensuring safe, efficient operation while mitigating risks. Compliance is a moving target, as regulations are updated to incorporate technological advancements, energy efficiency improvements, and enhanced safety standards. Additionally, as buildings evolve, their HVAC requirements change.

For example, university lecture theatres may be increasingly used as event spaces, or workplaces may reach full capacity on designated office days. Changes in occupancy affect ventilation, airflow, and heating needs, requiring maintenance schedules to adapt accordingly. A system designed for low occupancy may struggle to maintain air quality under heavier usage, leading to inefficiencies, higher energy costs, and potential compliance failures.

Failures don’t just lead to inefficiencies – they can have serious consequences. Poor air circulation may increase the risk of airborne illnesses, while inadequate maintenance of heating systems could result in carbon monoxide leaks or fire hazards. The reputational and financial risks of non-compliance, including potential fines and legal action, make it essential for businesses to take a proactive approach.

THE IMPORTANCE OF CENTRALISED DATA

One of the biggest compliance challenges is managing multiple assets across large sites. Often this can involve the work of several engineers, suppliers and contractors, all servicing various asset elements. Many facilities still rely on paper-based records, requiring manual tracking of maintenance schedules, compliance requirements, and repair histories. This fragmented approach increases the risk of non-compliance, making it nearly impossible to manage effectively across multiple assets and engineers.

A lack of centralised data can also lead to inefficient scheduling. Without a clear overview of maintenance requirements, engineers may perform unnecessary servicing on some assets while overlooking critical maintenance on others. Additionally, inconsistencies in record-keeping can result in duplicate work orders, increased labour costs, and wasted resources.

Implementing a robust compliance management system, which integrates asset data, maintenance schedules, and regulatory updates in one platform enables facilities teams to:

• Access real-time data on asset performance and compliance status.
• Record and track input from both in-house teams and external contractors.
• Ensure maintenance aligns with the latest SFG20 requirements.
• Identify and address non-compliance issues before they escalate.

By leveraging digital platforms, organisations can streamline compliance management, improve operational efficiency, and enhance accountability across all levels of facilities maintenance.

IDENTIFYING BUSINESS CRITICAL ASSETS

A key aspect of cost efficiency is understanding varying maintenance requirements. Each asset comes with manufacturer-recommended maintenance regimes, and SFG20 regulations set a high standard. However, not every asset needs the same level of attention, and prioritisation is crucial.

For instance, fire alarms, heating systems, and ventilation units are business-critical and must be maintained to the highest standard for compliance and safety.

Meanwhile, non-essential assets such as hand dryers or small extract fans can be allowed to run to fail, meaning they are replaced when they break rather than undergoing routine maintenance. This strategy can reduce costs and free up engineering resources for higher-priority tasks.

Predictive maintenance tools can further optimise servicing schedules by proactively flagging when an asset requires attention. Using data-driven insights, organisations can detect early warning signs of potential failures, allowing them to schedule repairs before small issues escalate into costly breakdowns or compliance breaches.

Many organisations operate under a false sense of security regarding HVAC compliance. As our recent audit demonstrated, assumptions can lead to significant gaps.

Staying ahead of evolving SFG20 regulations requires a comprehensive and proactive strategy. Aside from centralising data, this could also include:

• Maintaining rigorous maintenance schedules tailored to the specific needs of each facility.
• Implementing technology-driven solutions, such as predictive maintenance and digital compliance tracking.
• Regularly auditing compliance status to identify and rectify potential gaps.

THE BOTTOM LINE

Regulatory compliance in HVAC systems is more than just an administrative task – it’s a critical factor in ensuring safe, efficient, and cost-effective operations. The consequences of non-compliance range from financial penalties to significant safety risks, making it essential for organisations to adopt a proactive approach.

By implementing centralised data management, leveraging predictive maintenance tools, and identifying business-critical assets, facilities teams can gain full control over compliance processes. This not only reduces operational risks but also optimises cost efficiency and resource allocation.