Every church facility tells a story, and the only way to hear it is to walk it. A facility condition assessment doesn’t have to be an intense paperwork drill. With a clear checklist and a spreadsheet, your team can perform a self-assessment that shows where your building is thriving, where it needs attention, and what to budget for next.
Think of it as “management by wandering around” with a purpose. Walking your facility regularly gives you more actionable information than any report, and it’s a great way to build relationships with the people you serve.
Before You Start
- Set up a simple spreadsheet (or use our periodic site assessment template) with columns for location, item, condition, priority, and notes
- Bring a flashlight, a camera or phone, and a second set of eyes
- Plan two walks: one in daylight and one at night to check lighting
- Start outside and work your way in
Exterior Checklist
Parking lot and paving
- Cracks and potholes from freeze/thaw cycles or plowing damage (minor asphalt repair extends the life of your lot)
- Faded or missing line striping (touch-ups between full re-stripes are affordable)
Roof
- Patches of discoloration or extreme color differences across the roofing
- Missing components or debris buildup
- Any damage: get it fixed as soon as it’s found, because unrepaired roof damage costs more the longer it waits
Gutters, downspouts, fascia, and soffit
- Signs of water intrusion or damage at the fascia and soffit
- Downspouts firmly attached, with joints securely fastened
- Splash blocks or drainage where downspouts don’t empty into a drainage system
Exterior walls and grounds
- Dirt buildup on cladding (time to pressure wash?)
- Planting beds and edging in good repair
Exterior lighting (night walk)
- All fixtures working
- Dark areas that need better lighting for safety and security
Utilities
- Locations of gas meters, electrical connections, water meters, and backflow preventers recorded
- Locks working, accessible, and clearly labeled for the area they serve
Interior Checklist
Entrances
- Cobwebs and debris in corners and transoms
- Door paint scratches touched up
- Door openers and closers adjusted, lubricated, and fasteners tight
- Entrance mats and flooring: deep clean, repair, or replace (schedule bigger work before contractors get busy in summer)
Ceilings
- Stained tiles (a sign of leaks or problems above the ceiling; replace once the cause is fixed)
- Dirty tiles around HVAC supply vents (you may need duct cleaning)
Lighting
- Fixtures that are dim, out, dusty, or noisy
- Emergency lighting tested with the test button (check it monthly, and always during an assessment)
Walls, base, and floors
- Painted walls: damage from posters or fasteners repaired and repainted
- Wallcoverings: loose seams or tears re-glued
- Stained woodwork: nicks touched up and loose pieces re-attached
- Wall base: loose sections, misaligned joints, gouges, especially at corners in high-traffic areas
- Carpet: clean or replace? Hard floors: strip and wax, or seal and buff?
Storage and Mechanical Rooms
- Storage rooms neat and organized, with no hazardous materials that don’t belong in the building
- Mechanical rooms clean, with every piece of equipment and every panel accessible in an emergency
- Electrical panels quiet (buzzing is a warning sign)
After the Walk: Turn Findings Into a Plan
- Prioritize: life safety issues first, then items that will get more expensive if they wait (roofs, water intrusion), then appearance
- Assign each item an owner and a target date, and turn repairs into work orders so nothing gets lost
- Note larger items for your capital budget
- Repeat at least once a year
When to Bring in a Professional
A self-assessment shows you what you can see. A professional facility condition assessment goes further: life cycle projections for your major systems, deferred maintenance cost estimates, operational cost benchmarking against churches like yours, a staffing evaluation, and a prioritized plan your leadership can act on. See a sample FCA report.
