5 Things Every Commercial Property Manager Should Know About HVAC Systems

As a commercial property manager, you’re always keeping lots of plates spinning. Tenant satisfaction, building security, and vendor coordination are just a few of the many details you handle daily. But there’s another crucial facet of your role that’s often out of sight, out of mind: your building’s HVAC system.

You don’t need to be a commercial HVAC expert to get the best performance from your system. Read on for the top five things every commercial property manager needs to know about HVAC!

1. Basics of Commercial HVAC Systems

Having a solid understanding of your commercial HVAC system’s essential components means you can recognize issues before they become expensive breakdowns. Basically, your system has three jobs: heating, cooling, and ventilation.

Heating elements, like your furnace or heat pump, help your building stay consistently comfortable on cold days.

Your ventilation system manages airflow by removing stale or polluted air and replacing it with fresh, filtered air. It allows your building’s occupants to breathe clean, healthy air around the clock.

Finally, your cooling—or air conditioning—components use refrigerant to reduce your building’s temperature and humidity during warmer days.

How do commercial HVAC systems differ from residential ones?

Commercial HVAC systems differ from residential ones in that commercial systems are:

• Bigger and more powerful, so they can handle large office spaces, warehouses, etc.
• More complex with more programming options to handle a building’s full range of needs
• Modular and fully customizable to your space’s purpose, occupants, and size
• Able to run longer hours, and therefore need maintenance at regular intervals
• Better optimized for energy efficiency and keeping utility costs low year-round

2. HVAC Maintenance and Management Guidelines

Imagine you’ve just bought a new car and been advised to change the oil every 5,000 miles. Would you ever try to save money by waiting until 10,000 miles instead?

Of course not—the additional wear-and-tear to your vehicle would never be worth the trade-off. The same is true of your commercial HVAC system.

Here are the main HVAC maintenance and management guidelines you should be aware of:

• Preventative maintenance every quarter helps ensure peak performance year-round
• Take a few minutes every week to look for warning signs of HVAC issues and report them ASAP
• Prioritize air filter replacement every one to three months (or more often, depending on your industry)
• Check your thermostats for calibration and control settings twice per month and adjust as needed
• Ensure rooftop and outdoor units are clear of debris by checking the areas weekly

What are common signs that an HVAC system needs maintenance or repair?

The most common signs that an HVAC system needs maintenance or repair are:

• Your thermostat seems unresponsive or inaccurate
• Water leaks or puddles around your HVAC components
• Weak or no airflow from one or multiple vents in your space
• Unpleasant odors (mildew, moldy, musty, or burning smells)
• Your system needs frequent repairs or maintenance services
• Inconsistent temperatures across different areas of your building
• Sudden increases in your energy bill but no change in your usage habits
• Complaints from tenants about excessive humidity or poor indoor air quality (IAQ)
• Unusual noises coming from the system, such as banging, rattling, squealing, or grinding
• Your HVAC system frequently turns on and off or runs for long periods without reaching your set temperature

3. Energy Efficiency and Cost Management Strategies

Every commercial property needs a functioning HVAC system—there’s no two ways about it. But not all systems are created equal. Opting for energy-efficient components and utilizing a few cost management strategies can seriously slash your utility expenses.

First, you’ll want to consider high-efficiency models, such as equipment with ENERGY STAR rating, or high SEER and EER ratings. Though these options have a higher upfront cost, they truly pay for themselves in the long run.

Next, be aware of powerful innovations like smart thermostats. Once you program in settings like the temperature during non-business hours, you’ll see savings on your bills.

Finally, your commercial HVAC service provider can unlock even more savings. Preventative maintenance appointments and projects like improving building insulations are small investments that quickly add up.

How can HVAC scheduling be optimized to save energy in commercial properties?

You can optimize your HVAC scheduling to save energy across your commercial property by:

• Setting programmable thermostats to use less energy during off-hours
• Using demand-controlled ventilation (DCV) to reduce energy consumption
• Tailoring your HVAC schedule to account for seasonal temperature changes
• Implementing zone-based scheduling to independently heat or cool specific areas
• Optimizing your system’s start-up and shut-down times to avoid unnecessary energy use

4. How Indoor Air Quality (IAQ) Impacts Tenant Comfort

As a commercial property manager, tenant comfort is always at the top of your mind, whether you’re managing human occupants, delicate materials, or both. Your building’s HVAC system directly impacts indoor air quality (IAQ) and, therefore, on your tenants’ comfort too.

The system’s ventilation process is what maintains good IAQ across your space. It removes pollutants and dirty particles from the air, reduces humidity, and circulates fresh air—all of which directly impact your tenants’ health, comfort, and productivity.

Poor IAQ can easily lead to what’s called “sick building syndrome.” This is when occupants deal with ongoing headaches, fatigue, respiratory symptoms, and other health issues.

Improving your IAQ can not only boost your team’s output, but also lead to increased employee attendance and morale.

What strategies can be implemented to improve IAQ through HVAC system adjustments?

Here are some of the most effective strategies for improving IAQ through HVAC system adjustments:

• Upgrade to high-efficiency particulate air (HEPA) filters, which trap more pollutants
• Work with your HVAC provider to increase ventilation rates and bring more fresh air into your space
• Install or upgrade your humidity controls to better protect from Florida’s humid climate
• Have your ductwork and other components regularly cleaned to maximize airflow

5. Work Smarter, Not Harder, with HVAC Technology

HVAC technology has advanced by leaps and bounds in just the past few years. You can now leverage modern innovations like automation and smart components to maximize efficiency. Best of all, you’re free to handle the many other demands of being a commercial property manager.

A smart thermostat is an excellent place to start, but this is far from your only option. Here are a few cutting-edge tools worth considering:

• Variable Refrigerant Flow (VRF) systems that let you efficiently heat and cool different building zones
• Purification technologies such as ultraviolet (UV-C) light systems to keep indoor spaces healthy
• Geothermal heat pumps that offer long-term energy savings and state-of-the-art sustainability practices
• Predictive maintenance, which allows you to reduce downtime and maintenance costs through continuous automatic monitoring

What is predictive maintenance in HVAC systems, and how can it benefit property managers?

Predictive maintenance in HVAC systems means using real-time data from sensors throughout the components to predict issues before they become expensive, production-stopping issues.

We set things up so that your system will constantly collect important data on details like temperature, vibrations, pressure, and airflow. Then, the system notifies you whenever something isn’t quite right.

This allows you to contact your HVAC provider and set up a maintenance appointment—rather than an emergency service call in the middle of the night.

There are quite a few benefits of predictive maintenance, such as:

• A sharp reduction in unexpected downtime
• Overall lower repair and replacement costs
• Higher energy efficiency, which also reduces costs
• Only paying for maintenance when you truly need it
• Having a clearer picture of your long-term HVAC plans and budgeting

When you implement predictive maintenance, you can look forward to a more reliable, cost-effective HVAC system—not to mention better comfort and satisfaction for your tenants.

Still have questions about simplifying your building’s HVAC needs as a commercial property manager? The All Pro Mechanical team is here to help! Give our experts a call today at (954) 977-7878 to get started.