Restaurant maintenance checklists: An ultimate guide

Put simply, preventative maintenance is a crucial way to keep necessary equipment and infrastructure working as it should. It's the ongoing care of appliances and systems needed for daily operations to run smoothly. By taking a proactive approach and regularly carrying out scheduled maintenance, you decrease the likelihood of unexpected failures in the future. 

Running successful hospitality venues may at times feel like a circus act; you need to juggle tasks, walk the tightrope of profitability, and at times it feels as though you need a crystal ball to stay ahead of problems. So, with that in mind, what benefits can you expect when you implement a clear process for proactive restaurant maintenance in your business? 

It saves time

It saves you money 

It minimises unplanned downtime

It improves the customer experience

Cleaning and servicing essential kitchen equipment like ovens and fryers helps them to last longer, ultimately saving you money and ensuring the safety of your staff. This also leads to a more consistent dining experience for customers, and a more profitable business in the long term. 

To help you stay on top of your maintenance tasks, here’s a checklist of equipment and infrastructure you might want to check regularly to make sure it’s working as it should. We’ve even broken it down into different areas of your restaurant, so you can make sure all areas are covered:

Front of House:

Flooring: Inspect your floors periodically for wear and tear, and ensure it is cleaned regularly to ensure the safety of your staff and customers. Some cleaning companies offer professional maintenance contracts to upkeep the condition of your flooring.

Lighting: Consider checking light bulbs and other fixtures weekly to make sure they’re not dim or flickering. This can affect the overall look and ambiance of a venue, and it can potentially cause a safety hazard if you’re not on top of it. 

Seating: Ensure chairs and tables are stable and free from any damage, and all upholstery is kept clean and fresh. 

Kitchen:

Cooking Equipment: To make sure you’re adhering to food safety regulations, and that food is being prepared in a clean environment, you’ll need to clean ovens, grills, and fryers daily. Consider scheduling professional servicing of this equipment periodically, so you can fix any issues before they halt daily operations. 

Refrigeration Units: Monitor temperatures of fridges and clean them often. It might be worth scheduling bi-annual inspections in advance, so you know that food storage units are always kept in check .

Ventilation Systems: Clean grease filters weekly, and have HVAC systems inspected and cleaned professionally every few months. 

Interior:

Plumbing: Leaks can often go unnoticed until they become a problem, so make sure checking under sinks becomes routine for your staff. Customer toilets should also be inspected and cleaned throughout the day, to avoid damage to your venue's reputation and potential safety hazards. 

Pest Control: For anywhere where food is prepared, pests can become a problem. Make sure that you’re conducting daily inspections to ensure your restaurant is clear, and maintain regular pest control treatments as a preventive measure. 

Exterior:

Outdoor Signage: It’s something you might not think about, but outdoor signs are the first thing your customers will see before entering your restaurant. Make sure they’re being inspected weekly for damage, and cleaned regularly. 

Landscape: Similarly to outdoor signage, it’s important that guests are welcomed in a clean environment, and this starts before they even walk through the door. Maintain pathways and greenery, and keep them hazard free at all times. 

Parking Areas: If applicable, car parks should always be kept in good condition. Ensure that surfaces are in good repair, clear of any debris, and well-lit.

Equipment:

POS Systems: For equipment that is used daily, it’s vital that it is always in full working order. Any restaurant software that you use needs to be functioning properly so make sure updates are carried out successfully, and carry out monthly checks. 

Fire Safety: The most common cause of fires in restaurants is equipment breakdown, so as well as implementing preventative maintenance to reduce this risk, make sure extinguishers and alarms are checked monthly, and make sure you’re scheduling regular inspections.

So, we know what preventative maintenance is, and which areas need to be covered in a checklist, but how can we implement it seamlessly into operations? And if you already have a system in place, is it working well? Let’s look at some strategies to make your restaurant maintenance as efficient as possible: 

Create a maintenance schedule: By implementing a schedule that outlines when specific maintenance tasks should be carried out, you make sure that nothing is overlooked and all areas are covered. Not only does this give you peace of mind that all equipment is functioning as it should, it also keeps your venue looking clean and inviting, which is key to impressing customers. A schedule also prevents confusion and staff getting overwhelmed, as you can plan your maintenance around service hours and busy periods.  

Assign responsibilities: To keep workload equal amongst staff, and promote a culture of accountability, it could be worth designating key maintenance tasks to specific team members. This way, you can be confident that equipment is being checked regularly, and if it isn’t, you can identify inefficiencies quickly that could be slowing you down and affecting the venue's profitability. 

Establish procedures: Develop SOPs that you know are efficient for routine maintenance tasks. If there are set procedures in place, this prevents any confusion and makes sure tasks are completed consistently across operations. This can also come in handy when training a new hire, as you already have clear processes in place for them to follow. 

Consider using technology: Using restaurant maintenance software can significantly streamline your processes. Rather than juggling piles of paper or chasing updates by email, tools like Access Maintain Evo give you a real-time overview of all maintenance work and associated costs. Whatever the issue, your staff can log it on mobile or tablet, upload photos, scan asset tags and get troubleshooting instructions (even offline) from CoPilot Assistant. CoPilot will also help pre-fill any contactor briefs and you’ll be able to find a recommended contractor with the best first-time fix rates - all within one system, to save time, reduce admin and speed up the repair needed.