The winter season presents facilities managers with a critical decision point. While basic winterization measures should be standard practice, a more sophisticated (and effective) approach is to create seasonal shutdown protocols that save organizations money and minimize structural risks. It’s a proactive shift that reimagines how facilities can operate in the colder months and against unexpected weather events, and optimize their resources in the process.
The Business Case for Strategic Seasonal Shutdowns
There are significant financial benefits to seasonal shutdowns. When facilities managers carefully identify and safely shut down any equipment that doesn’t require continuous operation throughout the winter, they immediately reduce standby power consumption, lower heating loads, and decrease preventative maintenance budgets.
Take a typical commercial facility as a prime example, with dedicated chiller loops, specific HVAC zones serving seasonal spaces, and exterior water features. Each of these systems, if left in working mode or just “winterized” for basic protection rather than properly decommissioned, continues to draw power, require monitoring, and pose a risk to the building. By contrast, a documented shutdown transforms these liabilities into protected assets, preserving the integrity of the equipment in the process and eliminating any unnecessary utility expenditure.
But it’s not just costs. This proactive approach addresses several critical risks, too. Catastrophic freeze damage to improperly drained systems can result in emergency repairs costing tens of thousands of dollars, not to mention operational disruptions and potential liability issues. Unprotected water features become breeding grounds for mold and pest infestation, while stagnant water in partially drained systems creates biological growth that compromises equipment and indoor air quality. A comprehensive shutdown eliminates these vulnerabilities entirely.
Grounds Equipment and Storage
Grounds maintenance equipment and machinery is a significant capital investment that can deteriorate quickly without proper care. These devices need to be stored in a dry area during winter, but they also need to be cleaned and serviced beforehand. Likewise, fuel and chemicals can be sensitive to freezing temperatures and could even become hazardous when exposed to extreme cold.
These areas should be secured against unauthorized access, while still maintaining appropriate environmental controls. For facilities using substantial quantities of fertilizers, pesticides, or other chemical treatments, this might mean relocating materials to climate-controlled storage or ensuring that existing storage structures provide adequate protection.
Protecting Exterior Assets
Exterior water features and irrigation systems are another potential problem, with some of the most difficult challenges in winter. Standard irrigation lines have to be comprehensively drained using compressed air to evacuate water from every section of pipe, with careful attention to pressure levels and systematic progression through each zone to ensure complete water removal.
Similarly, swimming pools and water features require expert attention, with balancing water chemistry the first port of call. Experienced pool builders Compass Pools point out that “healthy water chemistry remains essential year-round. Test weekly and maintain your pool’s pH between 7.2 and 7.6, alkalinity at 80-120 ppm, and calcium hardness below 120 ppm. Add chlorine as needed to maintain 1-3 ppm, and use algaecide if you notice any growth.” It’s also necessary to lower the water levels to prevent freeze damage to tiles and coping and install a hardwearing cover that will protect the pool structure during winter weather.
Mechanical and Utility Systems
Mechanical and utility systems require special care because they often have complex networks of pipes and pumps that present multiple points of potential failure in freezing conditions. Start by conducting a thorough inspection of the insulation and vapor barriers on all supply lines, and check for any degradation that could compromise the piping.
Cooling towers and chilled water systems require complete draining and flushing before winter arrives. This involves systematically purging all water from the system, including low points and dead legs where water naturally accumulates. Proper flushing prevents biological growth during this dormant period and ensures that no residual water remains that has the potential to freeze and expand, resulting in broken pipes or damaged heat exchangers.
Finally, heating schedules themselves provide opportunities for improvement. Low-occupancy zones and non-critical areas can be set back to minimal temperatures, maintaining enough warmth to prevent freezing of any active plumbing while reducing fuel consumption considerably. This approach works best when it’s integrated with building automation systems that can adjust temperatures based on actual occupancy patterns rather than assumed schedules.
Documentation and Training
The difference between an ad hoc winterization effort and a truly effective seasonal shutdown process lies in your documentation. The first step is to create a digital shutdown checklist which ensures every step of the process is time-stamped, dated, and logged for clear records. This documentation serves several purposes. It provides an auditable trail for compliance reviews, creates a knowledge base for training when new staff join the company, and offers a clear roadmap for system reactivation when the warmer weather returns.
Staff training is just as valuable. Maintenance employees need to understand the correct procedures to keep the facility safe and to protect the equipment from damage during deactivation, especially with complex mechanical systems that might have multiple power sources or stored energy in pressurized components. Make sure that this training also covers reactivation procedures, as improper startup can damage equipment just as surely as freeze damage during winter months.
As winter gives way to spring, properly executed shutdown procedures pay dividends in faster, safer, and less expensive system setup. Equipment that has been carefully drained, closed down, and documented requires far less inspection before getting up and running again, while systems that were simply “winterized” often reveal damage or degradation that extends the startup process and increases costs.
Chester Avey has more than 20 years’ experience in IT and enjoys sharing his knowledge on a wide range of topics, having worked as a consultant for multiple industries and private organizations. You can connect with Chester by following him on X (formerly Twitter) @ChesterAvey and via his website here.
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