Managing the impact of winter on an office property is a year-round process. While the methods may vary based on location (Minnesota and Illinois will have different requirements than California or Texas) and building type (high-rise buildings in urban areas versus suburban office campuses), the need to properly winterize your property remains essential. Proactive planning helps prevent costly damage, maintain safety, and ensure operational continuity during harsh weather conditions. As the general manager of Naperville Corporate Center, a 420,540-square-foot multi-building office campus in the suburbs of Chicago, my team has gained extensive experience in effective ways to handle weather challenges.
The best approach to winterization begins in spring. As soon as winter coats are put away—typically in late March—conduct a thorough assessment of your property. Look for roof leaks, drainage issues, check the integrity of hardscapes such as walkways and curbs, inspect the health of the landscape, and check irrigation heads. Addressing these problems early gives you time to schedule repairs and plan upgrades.
After completing the assessment and maintenance phases, the insights gathered should be used to create a comprehensive plan and budget. This plan should prioritize three key objectives: operational efficiency, tenant satisfaction, and asset preservation. These goals apply universally—whether you’re managing a one-million-square-foot downtown office tower or a 200,000-square-foot suburban building. While the specific budgets and strategies will vary by property type, the underlying principles remain the same: proactive planning ensures smooth operations and protects long-term value. When presenting the operational plan and budget, I recommend providing the client with clear documentation, including detailed costs and photos, to convey existing conditions and share the vision for improvement.
Training should be conducted both for effective year-round property maintenance and safety purposes. Transwestern is an organization that has thoroughly assessed the training needs for property teams and developed a top-tier approach for both management and engineering teams. Engineers have specialized courses for topics such as ladder safety, OSHA regulations, the use of protective equipment, hazard communication, and more. Professional education for our management teams covers standard procedures and contracts, insurance needs, and financial analysis.
Fall is the season when preparation turns into action. During this time, the engineering team should complete all maintenance on essential equipment, including servicing boilers and heating systems, inspecting the roof and roof drains, and testing emergency generators and lighting to ensure they are fully operational. Taking these steps before the first freeze helps prevent costly breakdowns and ensures uninterrupted building operations throughout the winter months.
In locations affected by freezing temperatures, do not forget to address plumbing items that may be damaged by freezing pipes. For instance, at Naperville Corporate Center, we ensure irrigation lines are properly blown out and remove the fountains from our ponds. We also clean roof drains to eliminate standing water. We secure spare parts for longer lead-time items and confirm that all third-party contracts are up to date. Among our most important third-party vendors is the snow removal company, so the team thoroughly reviews the vendor’s contact information and verifies the response times under the contract.
As winter begins, assign responsibilities for weather monitoring and modify start-up times to accommodate the colder conditions among the team. Tenant communication is also crucial during the winter to help maintain comfort and safety throughout the colder months. Share emergency procedures, remind tenants about any relevant policies regarding thermostat ranges and space heater use, set clear expectations regarding parking (if applicable), and be available to answer questions. To reduce the risk of slip-and-fall accidents during winter, we place additional floor mats near every entrance, giving visitors and tenants extra space to wipe their feet. We also display extra wet floor signs in entryways and lobbies to remind everyone to be cautious of residual melting snow. These simple steps help maintain safety and prevent injuries throughout the season. Lastly, our janitorial team increases the mopping of the entrances to remove salt and melting snow.
Ultimately, winterization and other seasonal challenges is about being proactive, not reactive. Lead with a plan, invest in your property team, and communicate effectively with clients and tenants to achieve operational success year-round, including during the winter months.
Jennifer Wright is a member of BOMA and the General Manager of Naperville Corporate Center outside Chicago, where she serves as an expert leader for the builder's management team. Jennifer assists with capital projects, tenant construction, accounting issues, service contract negotiations and any unexpected issues that may arise with the buildings or tenants.
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- Seeds of Success: What It Takes to Create CRE Value
- How Extreme Heat Poses Risk to Commercial Assets
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