Overlooked Compliance Essentials for Facility Managers

Facility managers juggle a demanding mix of responsibilities – maintaining operations, ensuring occupant safety, and keeping facilities in peak condition. But amidst the daily challenges, one critical task is often pushed aside until it becomes a crisis: regulatory compliance.

Overlooking compliance issues isn’t just an administrative misstep; it can lead to hefty fines, legal trouble, and, in the worst cases, safety hazards that put people at risk. Many facility managers assume they’re covered until an audit or inspection reveals otherwise. By proactively addressing compliance gaps, facilities can avoid costly consequences and create safer, more efficient environments.

Commonly Overlooked Compliance Areas
Compliance isn’t merely about passing inspections – it’s about preventing risks before they escalate. Here are four key areas that often slip through the cracks:

Safety Regulations (OSHA, Fire Codes, and More)

The Occupational Safety and Health Administration (OSHA) and local fire codes establish strict guidelines for workplace safety. Yet, violations are common in facilities of all sizes. Missing or outdated fire extinguishers, blocked emergency exits, improper hazardous material storage, and inadequate employee training can all lead to severe penalties – or worse, preventable injuries.

Environmental Compliance (Waste Disposal, Energy Use, and Sustainability)

Regulations on waste management, hazardous materials, and energy efficiency continue to evolve. Facilities that fail to meet environmental compliance standards may face fines or legal action. Proper disposal of chemicals, adherence to energy efficiency mandates, and sustainable waste management practices are essential to remaining compliant while reducing environmental impact.

Building Maintenance (Structural, Plumbing, and Electrical Systems)

Routine maintenance is critical not just for operational efficiency but also for compliance. Structural integrity, plumbing regulations, and electrical code adherence are all legally mandated, yet these areas are frequently neglected due to budget constraints or a lack of awareness. Deferred maintenance can result in code violations or emergency repairs that cost significantly more than routine upkeep.

Accessibility Requirements (ADA Compliance and Inclusive Design)

The Americans with Disabilities Act (ADA) mandates that facilities are accessible to all individuals, yet compliance issues remain widespread. Noncompliant door widths, inadequate ramps, poorly maintained elevators, and inaccessible restrooms can lead to lawsuits and government enforcement actions. Regularly reviewing accessibility features ensures inclusivity and legal adherence.

Why Compliance Is Overlooked
If compliance is so important, why do facility managers often struggle with it? Several common challenges contribute to the issue:

• A Reactive Mindset. Many facilities focus on fixing problems as they arise instead of proactively preventing them. By the time a compliance issue is addressed, it may already have led to violations or fines.
• Constantly Changing Regulations. Federal, state, and local laws are frequently updated, making it difficult to keep track of new requirements. Without a system to monitor changes, facilities risk falling behind.
• Limited Resources. Budget constraints and staffing shortages often push compliance to the bottom of the priority list. However, investing in compliance now can prevent far greater costs later.
• Lack of Documentation. Many violations stem from inadequate record-keeping. If inspections, repairs, and training aren’t properly documented, proving compliance during an audit becomes nearly impossible.

5 Steps To Ensure Compliance
Rather than waiting for a failed inspection to reveal compliance gaps, facility managers can take proactive steps to stay ahead.

1. Implement a Comprehensive Compliance Checklist

A well-structured checklist tailored to OSHA, ADA, environmental, and building regulations is the foundation of compliance. This ensures that every requirement is consistently addressed.

2. Conduct Routine Self-Audits and Inspections

Regularly scheduled internal audits can help identify issues before they become major problems. Conducting walk-throughs and safety inspections allows facility managers to correct compliance gaps in real time.

3. Train Staff on Compliance Standards

Facility teams need ongoing training to stay updated on best practices and regulatory changes. From fire safety protocols to hazardous material handling, well-trained employees play an indispensable role in maintaining compliance.

4. Maintain Thorough Documentation

Keep detailed records of inspections, repairs, staff training, and compliance measures. This not only helps during audits but also provides a clear history of proactive maintenance.

5. Seek Expert Guidance When Needed

For complex regulations, consulting with compliance experts, legal advisors, or third-party auditors can help facilities meet all requirements. Investing in external expertise can prevent costly missteps.

The Bottom Line: Stay Ahead of Compliance Issues
Ignoring compliance isn’t an option – violations can lead to financial penalties, legal trouble, and serious safety risks. Proactive facility management ensures operational efficiency, protects employees and occupants, and keeps organizations out of regulatory hot water.

Rather than waiting for an inspection to highlight gaps, facility managers should take action now. A well-maintained, fully compliant facility isn’t just a regulatory necessity; it’s a commitment to safety, sustainability, and long-term success.

Key Takeaways for Facility Managers

• Overlooking compliance leads to legal, financial, and safety risks.
• Common issues involve safety, environmental, building maintenance, and accessibility.
• Regular audits, documentation, and staff training are essential.
• Use a compliance checklist and stay updated on regulations.

By prioritizing compliance today, facility managers can prevent costly headaches tomorrow.

Dennis Verheijde is the National Retail Sales Manager at Affordable Contractors Insurance. He brings a commitment to client satisfaction, process improvement, and agent development, contributing to the agency’s remarkable growth over the past 12+ years. Dennis aims to further enhance the agency by upgrading its IT infrastructure to provide agents with the latest tools for maximum efficiency and optimized client experiences, particularly in streamlining services like general contractors insurance to ensure comprehensive coverage tailored to the needs of contractors and construction professionals.