Principles of Maintenance


All equipment in the facility must always be in optimal working order. All areas of potential risk must be constantly evaluated by the relevant manager. These will include; wet areas, weight areas, swimming pools, day care,
This is termed preventative maintenance. This will involve staff becoming familiar with all equipment and equipment manuals. It is advised that facilities keep an equipment manual and service warranty library. It is then recommended that all management staff sign a form confirming they have read and understand all equipment manuals and service warranties falling under their control.


All aspects of the facility must be considered, including flooring, mirrors, fans and air-conditioning, as well as equipment. The care taken to maintain and upkeep these aspects will reflect positively on the overall impression of the facility.


The cleaning of the facility must be consistent, and cleaning staff must keep a log confirming each area they have cleaned and the time.


These include extra aspects that add to the experience of the member in the facility. They may include towels, toiletries or hangers in lockers. It is up to the facility as to which amenities they provide and the quality of them. It is however important to understand that poor quality or poorly kept amenities often give a more negative impression than none at all.
It becomes important for a facility to evaluate their needs before implementing a maintenance program. In order to achieve this, a needs analysis will need to be performed.

1. Size of Facility and number of indoor and outdoor sections
2. The hours of operation, in order to determine the best times for maintenance to take place.
3. The operating budget for maintenance
4. The number of members using the facility
5. The busiest days and times during the day
6. Availability of in-house staff vs outside services
7. Mechanical aspects of facility (pool, steam rooms, water systems, electrical systems, lighting, security, etc.)

Planning a Maintenance Program

1) Establish primary goal of the program

E.g. Provide maintenance services that allow the facility to be safely used for its intended purpose

2) Set up specific maintenance objects

E.g. Maintain a presentable facility; Promptly respond to repair requests, etc.

3) Divide daily maintenance tasks into basic components

E.g. general maintenance, cleaning, preventative maintenance, repairs, replacement, improvement, etc.

4) List areas that involve specific maintenance tasks.

5) Place specific daily tasks in a specific area. Ensure all basic components of maintenance have been covered.

6) Delegate responsibility to each specific task to specific staff members. Ensure these staff members understand their responsibilities, and that they log their maintenance tasks on a daily basis

Hygiene in the Fitness Facility

The following aspects are essential to maintaining hygiene in a fitness facility:

1. Wipe all equipment with a clean, damp cloth multiple times during the course of the facilities operating hours. Ensure all members using the facility train with towels, and that they wipe the equipment with their towel after use.

2. Anti bacterial sprays are essential for cleaning all equipment at least once daily. A best-case scenario is to have anti-bacterial wipes on the gym floor for members to use during the course of their training.

3. Regular vacuuming or sweeping will get rid of any dust/germ build up. It is also important to move equipment to clean and vacuum dust build-up which accumulates underneath equipment.

4. The toilet and change room facilities must be clean and swept/vacuumed multiple times during the day, depending on usage.

Safety in the Fitness Environment

The gym floor can be a dangerous environment for both members and staff in safety protocols are not established and adhered to both parties.

It is important that members are made aware of the safety policy of the facility at their initial induction, and are reminded by the gym staff periodically to ensure compliance. A member code of conduct might need to be developed by the facility for members to sign at induction in order to improve compliance.

Facility staff members are required to ensure that the following safety measures are adhered to:

1. All equipment must be in good working order and well maintained.
2. The floor layout must be established by suitably qualified management staff, and all staff members must ensure that the floor layout is maintained.
3. All members must be made aware of health and safety policy, procedures and conduct while using the facility.
4. The floor must be kept clear of loose equipment, E.g. weights, etc., and equipment must be safely stored when not in use, E.g. weights are stacked on correct trees and are easily accessible
5. The facility staff must always be suitably qualified, including up to date CPR and first aid certifications.
6. The staff must ensure that all members are guided in performing exercises safely, and that members are adequately supervised by qualified staff while training.

Maintaining Machines and Equipment

The equipment on the fitness floor is usually very expensive, with parts and repairs being very costly. The usage of this equipment is also very high, making the equipment susceptible to wear and tear, potentially shortening their lifespan. This makes it very important to keep equipment properly serviced with a focus on preventative maintenance.

The following principles will ensure that all equipment is kept in a good state of repair:

1. Wipe-Downs

The most frequent maintenance task is to wipe down all mats, seats, benches, cardio consoles and pads. This task should be performed multiple times per day with a clean rag and water-based disinfectant. To prevent too much disinfectant from being sprayed into the air, spray directly into the rag before wiping down the pad. Post signs throughout the gym requesting members wipe the equipment after us. Provide them paper towel dispensers throughout the facility.

2. Oil Machines

Resistance machines have moving parts that must be lubricated at least on a monthly basis. For resistance equipment, spray silicone into a clean rag and apply it to the weight tracks. Spray the silicone into the bearings and move them to ensure they can move freely. Most cardiovascular machines such as treadmills are self-lubricating. Check the oil reservoirs and fill them according to the manufactures’ instructions.

3. Check all Equipment for Wear

Each week, do a walk-through of the facility to identify worn or broken equipment. Check machine and bench pads for tears and cracks. Examine cables to identify fraying or tears in their rubber coating. Check fixed barbells and dumbbells to make sure the weights are securely attached. Immediately fix or replace any equipment that presents a safety hazard.

4. Refer to the relevant service provider or manufacturer for large repairs and replacement parts

Keeping Maintenance records

These records assist in assuring the following principles of record keeping:

1. Accountability:

Management staff are able to oversee and ensure quality and performance of tasks.

2. Integrity:

The specific maintenance tasks are able to be scheduled and staff are able to manage their workload effectively while performing key tasks.

3. Efficiency:

Tasks are not repeated by other staff members, as they are clearly logged on the maintenance record, and can be checked by management at any stage.

4. Transparency:

All maintenance records are available to any staff member in the case of equipment damage or malfunction, and if staff members detect faults or damage, they are able to report, recommend action, and log services.

Sample Maintenance Record Sheet

DateEquipment DescriptionFault IdentifiedAction RequiredDetails of Maintenance / RepairService ProviderStaff SignatureSupervisors Signature