Why I Believe Most Facility Managers Are Too Lax on Maintenance—And It’s Hurting Their Brand

Opinion: Your Maintenance Habits Are Sending a Signal—And It Might Not Be the One You Want

I manage purchasing for a 400-person company across three office locations. When I took over in 2020, I inherited a vendor list, a stack of manuals no one had opened, and a lot of broken equipment. After five years of wrangling invoices, consolidating orders, and dealing with the fallout of skipped maintenance, I’ve landed on a firm opinion: following the manufacturer’s handbook isn’t a paperwork exercise—it’s a brand decision.

Most buyers focus on per-unit pricing and completely miss the long-term cost of neglecting the care instructions. The question everyone asks is, “What’s the warranty?” The question they should ask is, “What does the manual say about maintenance—and are we ready to do it?”

Let me break down why I think this matters, especially for equipment like KitchenAid dishwashers, humidifiers, and even space heaters that everyone treats as “set and forget.”

Argument 1: Cleaning a Dishwasher “Right” vs. “Cheap” Directly Affects Office Perception

Our kitchen gets heavy use—three meals a day for staff in two break areas. When I first arrived, the KitchenAid dishwasher (model KDTE204KPS) was running, but the dishes came out with a film. People complained. That’s a small thing, until the VP of Finance mentions it in a meeting as “one more sign the facilities team is slipping.”

I went back and forth between buying the generic cleaning tablets vs. the KitchenAid-recommended cleaner for two weeks. The generic tablets cost $12 for a month’s supply; the manufacturer’s cleaner was $35. On paper, generic made financial sense. But my gut said the film was a symptom of something deeper. I finally checked the manual—which I should have done first—and found that the “how to clean kitchenaid dishwasher” instructions explicitly warn against using bleach-based tablets because they can damage the seals and leave residue. That residue? It traps bacteria and makes the machine smell. We spent $200 on a service call to fix the issue that the manual could have prevented.

The lesson: the $23 savings on cleaner cost us over $200 in repairs and damaged staff morale. Your kitchen’s cleanliness is a tangible reflection of your company’s attention to detail.

Argument 2: Humidifier Filter Replacement—The Silent Budget Drainer

Here’s another place I see facilities teams cutting corners: humidifier filters. In our Midwest office, we run humidifiers for about six months a year. When I started, the previous admin had a “replace when it looks bad” policy. I quickly realized that how often to replace humidifier filter is not a judgment call—it’s a spec.

The industry standard recommendation (per most HVAC manufacturers, including Honeywell and AprilAire) is to replace the filter every 1–3 months during heavy use, or at least twice per season. We were pushing it to 5–6 months. What happened? Reduced airflow meant the humidifier worked harder, energy bills crept up, and we ended up with mineral dust on surfaces. That “dust” isn’t just annoying—it can trigger allergy complaints from employees.

(Should mention: the cost of a replacement filter was $15–25. The energy waste alone probably eclipsed that within a month.)

I now have a calendar reminder: every 90 days, I check and order replacements. The staff notices the difference. Consistency. That’s the word. And it builds trust in the facilities team.

Argument 3: That Space Heater Isn’t Just a Heater—It’s a Risk Management Issue

We also use a few De’Longhi capsule electric space heaters for spot-heating in cold corners. They’re popular because they look sleek and have a decent heat output. But here’s what most people miss: the manual explicitly states they are not intended for use as a primary heat source. They are for supplemental, temporary heat. Running one continuously for 12 hours a day? That’s outside the design envelope.

The question everyone asks is, “Does it save money compared to the HVAC?” The better question is, “Is using it as a primary heater covered by insurance if it fails?” Probably not.

I’ve learned to buy these for what they are—spot heat for brief, uncomfortable days—and to clearly label them with a usage instruction. That protects the company from liability and extends the life of the device.

Argument 4: A Freezer Leak Isn’t a Leak—It’s a Brand Warning

Last winter, I noticed water pooling under one of our upright freezers. “Freezer leaking water” is a phrase that triggers panic in a facility manager. Most people assume it’s a broken seal or a door left open. Those are possible, but I’ve learned to check the manual first. In many cases, the leak is caused by a clogged defrost drain—something that can be prevented by cleaning the drain hole with a pipe cleaner or turkey baster once a quarter. The manual for our model actually includes that step.

Ignoring it meant the water damaged the floor tiles. We had to replace a 4×4 foot section. That cost $300. The preventive step: $0 and 15 minutes of my time.

The $300 difference is obvious. But the real cost was having to explain to the office manager why the break room smelled like mildew for a week. That smell—that’s brand damage.

Addressing the Objection: “But We’re Saving Money!”

I can hear the counter-argument: “Skipping maintenance schedules is how we stay under budget. No one is complaining.” I get it. I was that admin who prioritized short-term savings. But here’s the thing I’ve realized after five years: saving on maintenance is a short-term win with a long-term penalty that you might not see for a year. The delayed repair, the employee complaint, the emergency service call—those hit your budget eventually.

More importantly, the perception problem is invisible until it becomes visible. The VP who sees a streaky glass in the breakroom doesn’t think, “The dishwasher needs a clean cycle.” They think, “The facilities team isn’t paying attention.” And that erodes trust in your entire function.

Final Opinion: The Manual Is Your Brand Ally

I know it’s boring to say “read the manual.” But I think the real insight is different: treating manufacturer maintenance instructions as optional is a brand risk. When you skip steps, you’re not just risking equipment failure. You’re signaling to everyone who uses that equipment—employees, clients, visitors—that you don’t care about the details.

I’ve learned that a $35 cleaning product or a $20 filter change isn’t an expense. It’s an investment in the reputation of the facilities team—and, by extension, the company. I’m not saying buy the most expensive option every time. I’m saying: buy the one that keeps the equipment running the way it was designed to run. That’s the one that protects your brand.

Simple. Consistent. Worth it.