Prevent HVAC Maintenance Costs with These 6 Must-Know Tips

HVAC is necessary year-round; HVAC systems help us keep warm in the winter and cool during the summer. An air conditioner can be under plenty of strain with continuous usage, eventually breaking down. To help prevent this from happening, it’s good to perform routine preventative maintenance and stop a problem before it happens. Apart from HVAC system repairs, completely replacing an air conditioner can be costly. So, we’ve put together 6 Tips to Help Prevent Costly HVAC Repairs. This guide will help to ensure that you’re getting the most out of your system now and in the future. With a combination of preventative maintenance performed by a professional and doing your part, you can help prevent costly repairs, keep your maintenance costs lower, and get the most life out of your HVAC system.

6 Must-know Tips to Prevent Costly HVAC Maintenance

1. Clean the Outdoor Coil

Outdoor coils on HVAC systems can get noticeably dirty, causing the system to work harder to create the desired cold and warm air you want in your home. Cleaning the outdoor coil can reduce the likelihood of damage to the system’s internal components. Removing debris or plant growth from the top and sides of your outdoor HVAC system will allow air to flow freely through the outdoor coil.

Use your garden hose on the outdoor coil fins, ensuring that you get in-between the crevices to get all the gunk out. Careful not to fold the fins over!

2. Check the Filter

One of the most common reasons for air conditioner repair is a dirty air filter. Changing the filter is one of the easiest HVAC maintenance tasks to improve the air conditioner’s efficiency, reduce energy costs of heating and cooling the home, and decrease the chance of needing repairs due to inadequate airflow.

Check your filter monthly to ensure it isn’t dirty or clogged. Changing the filter once every month should be suitable depending on your filtration setup. If it looks dirtier than usual, replace it at once, especially if your households have pets.

The AC filter can cause the system to freeze if it is too dirty. When the system thaws, it can potentially cause water damage.

If you have a reusable filter, clean it gently with a soft cloth. After that, add some mild soap and water.

If it’s not reusable, buy a new one. If your family or employees have allergies, it’s good to get a HEPA or hypoallergenic filter. These filters will help filter allergens in the air.

3. Regular or Annual Professional Check-Ups

A check-up is an on-site visit from an HVAC technician who will examine the HVAC system and ensure that it operates at optimum performance. The inspection should include:

• Ensuring the fan is working correctly

• Cleaning the coils

• Checking (or possibly changing) the air filter

• Cleaning drain lines

• Checking the refrigerant level

• Checking for leaks in the heat exchanger

A check-up can be a one-time event or provided yearly as part of regularly scheduled maintenance.

Schedule a professional check-up twice a year. Once for a cooling check-up and once for a heating check-up. Making this part of your regular routine helps prevent HVAC systems from breaking down when they’re needed most, during the high summer and winter months.

When your HVAC system is serviced, all the components will be cleaned and inspected to work at their optimal best, thereby preventing costly energy bills, not to mention expensive, unexpected repair bills.

4. Clean the Drain Lines
An air conditioner and cooling take out the moisture from the air. This moisture then accumulates within the drain lines of the air conditioner and is directed outside. Over time, with the accumulation of dirt and dust, the drain lines can become clogged and even be a home for algae and microbial growth.

It is also good to periodically clean the drain line if it is accessible and has a proper cleanout installed. In some situations, this will need to be performed by a professional and should take place during your check-up.

5. Keep the Outdoor Unit Clear

The outdoor unit is exposed to weather and other environmental factors such as dirt and debris. Furthermore, growth and vegetation can cover the outdoor unit over time and prevent the air from being exhausted from the system effectively. Sometimes, the branches and leaves can even get inside the outdoor unit and interfere with the fan’s ability to function smoothly and quietly.

It makes sense to maintain the area around the outdoor unit and trim any bushes or leaves that might need trimming. This is a DIY job, which does not take up much time, but can save you significant expenses later.

6. Get a SMART Thermostat

By making your HVAC system SMART, you can access additional features that can help with preventive maintenance updates and monitor your usage to operate your system more efficiently to maintain your desired comfort levels.
With other modes such as scheduling or WiFi, you can activate your HVAC systems depending on your set time or location. This ensures your HVAC system performs efficiently, does not run unnecessarily, and does not waste energy.

Why Is HVAC Maintenance Critical?

An HVAC system is like a car – it needs proper care and maintenance to function correctly and extend its lifespan. A properly working HVAC system will keep your home snug or cool for several years to come. But the pre-requisite for this longevity is HVAC maintenance, which is essential.

There are multiple benefits for keeping your HVAC system in top-notch condition:

1. Maintenance Can Lower Utility Bill

Reducing utility bills is one of the main reasons households and businesses should keep their HVAC systems well maintained. An HVAC unit operating efficiently, plus a home or business that is properly insulated, will result in less money spent on electricity, heating, and cooling costs. HVAC maintenance is also essential to help prevent the need for major repairs or complete system replacements.

2. Ensure Healthy Air with Maintenance

An adequately repaired HVAC unit will not only keep a home or business cozy and fresh, it will reduce problems with air quality. Cleaner filters and coils equate to better breathing for an entire household or office. Unmaintained HVAC units are a magnet for dirt, microbial growth, bacteria, and other pathogens that can cause or worsen existing respiratory problems for those living in the home or at the business.

3. Increase Your HVAC’s Lifespan

The better you maintain your HVAC unit, the longer that unit will be able to perform. Considering the astronomical amounts people spend on installing HVAC units, it makes sense to want to keep that unit operating in tip-top shape for many years.

4. Improve Efficiency with HVAC Maintenance

A more efficient HVAC system will cost less to run. Dirty or unmaintained units require twenty percent more energy to generate the same cooling or heating level as a perfectly maintained AC unit.

5. Fewer Emergency Repairs

Sadly, it’s a fact that HVAC units will require emergency repairs from time to time. Well-maintained units are less likely to break down during months of continuous use, namely the summer months from June through September and the colder winter months from December to March. Keeping your AC unit up to date with regular inspections and maintenance will reduce the worry that your HVAC will break down during the months you need it most and save you from HVAC maintenance costs in the future.

Households that do not schedule annual HVAC maintenance with a professional will experience a higher probability that the system will fail. The furnace, air conditioner, or heat pump may need replacing. If this happens, you will need to cough up anywhere between $8,000 – $15,000+ to replace your damaged unit(s). While this price can seem steep for many homeowners and businesses, the actual cost is dependent on:
• The size of the units
• The efficiency levels of the units
• The features/technology you choose
• The contractor chosen for the installation
Furnaces typically last much longer than AC units, meaning that if a household or business initially had these two units installed simultaneously and the AC is failing, likely, you don’t need to renew the furnace for another five or more years.

The best way to describe this is to think of the AC and furnace like conjoined twins; they each have their separate compartments, yet both utilize the indoor units (blower motor).

Suppose households or businesses spend additional funds on upgrading their existing AC and leave the furnace and blower motor as they are, instantly. In that case, you are wasting money since the AC is really only half-upgraded and won’t work as efficiently as it’s originally designed to do.
The tip here is that if you are required to upgrade to an AC unit with a SEER rating over 14+, it is best to update the furnace at the same time.

Understanding Scheduled vs. Emergency Maintenance for HVAC Systems

When it comes to HVAC (Heating, Ventilation, and Air Conditioning) systems, maintenance is crucial to ensure efficient operation and longevity. Here, we break down the key differences between scheduled and emergency maintenance.

Scheduled Maintenance

Proactive Approach: Scheduled maintenance involves routine inspections and upkeep of HVAC equipment according to a planned schedule. This method helps in identifying potential problems before they escalate into serious issues.
Budgeting and Planning: By adhering to a maintenance schedule, facility managers can better forecast expenditures and allocate budgets more efficiently. This includes being prepared for larger investments in parts or system upgrades over time.
Regular Expenses: While scheduled maintenance incurs regular costs, these are often offset by the savings made from avoiding sudden repair costs. Consistent care of your HVAC systems can prevent expensive emergencies.
Service Provider Flexibility: With scheduled maintenance, you have the luxury to choose from a range of service providers, ensuring you select the best option for your building’s needs.
Extended Equipment Life: Routinely maintained HVAC systems tend to have a longer operational life, as they are less prone to the stress of unexpected breakdowns.

Emergency Maintenance

Reactive Approach: Emergency maintenance occurs when HVAC systems fail unexpectedly. This involves addressing issues as they arise, often under pressure and without prior warning.
Unpredictable Costs: It’s challenging to budget for emergency repairs, as costs can vary significantly depending on the severity of the breakdown and availability of parts.
Limited Service Options: In emergencies, the choice of service providers may be restricted to those available immediately, potentially leading to higher costs or a compromise on service quality.
Increased Failure Risk: HVAC systems that only receive attention when an issue arises are more likely to experience frequent failures and have shorter lifespans due to the stress of operating without preventive care.

In conclusion, scheduled maintenance provides a structured and less risky approach to maintaining HVAC systems, promoting operational efficiency and long-term savings. In contrast, emergency maintenance is a reactive strategy that can lead to higher costs and equipment stress due to unplanned issues. The choice between the two often depends on how much emphasis a facility places on preventive care and planning.

Expert Insights for Enhancing HVAC Preventive Maintenance Programs

Scheduled Maintenance

Proactive Approach: Scheduled maintenance involves routine inspections and upkeep of HVAC equipment according to a planned schedule. This method helps in identifying potential problems before they escalate into serious issues.
Budgeting and Planning: By adhering to a maintenance schedule, facility managers can better forecast expenditures and allocate budgets more efficiently. This includes being prepared for larger investments in parts or system upgrades over time.
Regular Expenses: While scheduled maintenance incurs regular costs, these are often offset by the savings made from avoiding sudden repair costs. Consistent care of your HVAC systems can prevent expensive emergencies.
Service Provider Flexibility: With scheduled maintenance, you have the luxury to choose from a range of service providers, ensuring you select the best option for your building’s needs.
Extended Equipment Life: Routinely maintained HVAC systems tend to have a longer operational life, as they are less prone to the stress of unexpected breakdowns.

Emergency Maintenance

Reactive Approach: Emergency maintenance occurs when HVAC systems fail unexpectedly. This involves addressing issues as they arise, often under pressure and without prior warning.
Unpredictable Costs: It’s challenging to budget for emergency repairs, as costs can vary significantly depending on the severity of the breakdown and availability of parts.
Limited Service Options: In emergencies, the choice of service providers may be restricted to those available immediately, potentially leading to higher costs or a compromise on service quality.
Increased Failure Risk: HVAC systems that only receive attention when an issue arises are more likely to experience frequent failures and have shorter lifespans due to the stress of operating without preventive care.

Why Facilities Often Postpone Proper Preventive Maintenance

Facilities frequently delay proper preventive maintenance for several reasons, all rooted in balancing short-term costs against long-term benefits.

Immediate Cost Savings
Facilities often prioritize immediate budget relief by skipping or deferring preventive maintenance tasks. With rising inflation impacting both labor and parts costs, it can seem financially prudent in the short term to cut back on these expenses. By diverting funds away from maintenance, they can allocate resources elsewhere, giving a temporary impression of cost-effectiveness.
Time Constraints
Operational teams are often stretched thin, juggling daily responsibilities that demand immediate attention. Preventive maintenance can appear less urgent compared to pressing issues that impact day-to-day operations. As a result, these tasks are consistently pushed aside, perceived as something that can be delayed without immediate consequences.
Deferred Impact Perception
The effects of neglecting preventive maintenance don’t usually manifest immediately, reinforcing the misconception that it’s a non-essential task. However, this mindset can lead to unexpected failures and issues over time that can jeopardize entire building health when least expected.

This tension between short-term savings and long-term upkeep is a significant reason buildings struggle with budgeting for HVAC and other critical preventive maintenance tasks. Understanding and addressing these challenges is vital for maintaining the longevity and health of facilities.

Maximizing Budget Efficiency with HVAC Preventive Maintenance

Understanding the Financial Impact of Deferred Maintenance

Neglecting preventive maintenance for your HVAC system can lead to significant financial setbacks. Issues such as diminished efficiency, compromised building reliability, and reduced equipment lifespan translate to unexpected costs. Implementing a robust maintenance strategy is essential to avoid these pitfalls.

Expert Insights and Tailored Maintenance Plans

Effective HVAC preventive maintenance begins with a deep understanding of your system. This knowledge is vital to create a strategic plan that identifies potential issues before they become costly problems. By leveraging specialists familiar with HVAC systems, you gain access to invaluable insights, including typical service intervals and average maintenance costs.

These experts can develop a preventive maintenance program that pinpoints critical areas in your equipment’s lifecycle. Acting on these insights proactively ensures that your HVAC system operates efficiently, minimizing the risk of unexpected failures.

Enhancing Budget Oversight and Control

Preventive maintenance programs enable meticulous planning and management of large, complex projects. This heightened oversight allows for better control over financial resources, ensuring predictable expenditure rather than incurring emergency repair costs. By smoothing out budget fluctuations, facilities can allocate funds more effectively.

Reallocating Savings for Greater Impact

The cost savings from an efficient preventive maintenance strategy can be substantial. These savings can be redirected towards other areas of your facility or used to hire additional personnel. By ensuring your HVAC system runs smoothly, you free up budgetary resources that can enhance other operational facets, fostering overall facility improvement.

Ultimately, a well-implemented preventive maintenance program not only safeguards your HVAC system but also fortifies your financial planning, paving the way for a more sustainable budget and operational excellence.

The Financial Impact of Implementing Preventive Maintenance on a Corporate Scale

Understanding the Financial Impact of Deferred Maintenance

Expert Insights and Tailored Maintenance Plans

Enhancing Budget Oversight and Control

Reallocating Savings for Greater Impact

Why Should Large, Complex Project Preventive Maintenance be Budgeted by the Coporate/Home Office?

When considering the budgeting needs of large, complex projects, preventive maintenance should be a priority for the corporate or home office. Here’s why.

Cost Efficiency

Preventive maintenance minimizes unforeseen expenditures by addressing potential issues before they escalate into major problems. By investing in regular upkeep, corporations can avoid the hefty costs associated with system failures and emergency repairs.

Risk Management

Ignoring preventive maintenance can result in significant disruptions. Equipment failures can halt production or service delivery, leading to costly downtime and loss of revenue. By proactively managing risks, corporations safeguard their operational efficiency and bottom line.

Longevity and Performance

Consistent maintenance extends the life of equipment, ensuring that projects continue to run smoothly without interruptions. High-performing systems that are well-maintained not only maximize productivity but also enhance the longevity of investments.

Corporate Accountability

Addressing maintenance at the corporate level underscores a commitment to reliability and quality. It demonstrates that the organization values the seamless operation of facilities, thereby maintaining trust with stakeholders, clients, and employees alike.

Strategic Investment

Budgeting for preventive maintenance is a strategic investment. It reflects foresight by prioritizing long-term savings and stability over immediate financial gains.

By embedding preventive maintenance into the project budget, corporations align with best practices for sustainability and operational excellence, thereby securing a safeguard against potential project setbacks and costly repairs.

Why Budget Preventive Maintenance for Large, Complex HVAC Equipment at a Corporate Level?

Investing in preventive maintenance for your large, complex HVAC equipment is essential for several compelling reasons:

Cost Savings: Regular upkeep prevents minor issues from escalating into costly repairs. By identifying and fixing problems early, companies can avoid hefty expenses associated with unexpected breakdowns.
Extended Equipment Lifespan: Routine maintenance ensures that HVAC systems operate efficiently, reducing wear and tear. This prolongs their operational life, providing a better return on the initial investment.
Energy Efficiency: Well-maintained systems consume less energy, leading to lower utility bills. By keeping equipment in top shape, businesses can minimize energy wastage and contribute to sustainability goals.
Operational Reliability: Preventive measures reduce the likelihood of sudden failures that could disrupt operations. Maintaining reliable systems ensures that businesses continue to run smoothly, avoiding downtime and maintaining productivity.
Compliance and Safety: Regular maintenance helps ensure that HVAC systems comply with health and safety standards, protecting employees and customers. It reduces the risk of hazardous malfunctions that could lead to liability issues.

By prioritizing preventive maintenance at a corporate level, companies can mitigate risks, control costs, and support environmentally responsible operations, ultimately leading to a healthier bottom line.

When considering the financial savings associated with adopting preventive maintenance, the results can be quite substantial. To provide a clearer picture, let’s break down the numbers using an illustrative example.

Current Expenditure Without Preventive Maintenance

For a typical facility with 100 beds, the annual maintenance expenditure can average around $384,000. When you multiply this figure across a corporation with 40 such facilities, the costs quickly escalate.

Potential Savings with Preventive Maintenance

By incorporating preventive maintenance strategies, the annual expenses for each facility can be reduced significantly. On average, spending could decrease to approximately $252,000 per facility each year.

Annual Savings Breakdown

Total Annual Savings per Facility: $132,000
Total Corporation-Wide Savings (for 40 facilities): $5,280,000

These figures highlight the potential for substantial cost reductions, demonstrating the financial benefits of preventive maintenance. By proactively addressing maintenance needs, organizations can not only cut costs but also enhance operational efficiency.

This strategy, adopted on a large scale, ensures facilities run smoothly and reduces unexpected repair costs, maximizing a corporation’s return on investment.

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