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Important Guidelines for Submitting HVAC Tickets to the Facilities Team

  • Updated

As the Facilities Department, it is our priority to ensure that your work environment is comfortable and conducive to employee productivity. One of the most common concerns we address involves the heating, ventilation, and air conditioning (HVAC) system. To help expedite the resolution process, we would like to share some important guidelines you should be aware of before opening a new ticket related to heating and air conditioning issues.

Preliminary Checks

Before submitting a ticket, please conduct the following checks:

  1. Check Thermostat Settings:

    • Ensure that the thermostat is set to the desired temperature and that it is switched to the correct mode (heat/cool).
    • Verify that the thermostat fan settings are appropriate (auto/on).

  2. Inspect Vents and Registers:

    • Confirm that the vents are open and unobstructed. Furniture, boxes, or office supplies should not block the airflow.
    • Ensure that registers and returns are clean and free of dust or debris.

  3. Immediate Environment:

    • If multiple colleagues are experiencing the same issue, it helps to gather this information and submit a collective ticket. This will help us understand the scope of the problem.

Information to Include in Your Ticket

When you determine that an issue needs our attention, please include the following information in your ticket:

  1. Location Details:

    • Specify the exact location of the issue, including floor number, wing, and room number. Clear details help us locate the problem area quickly.

  2. Nature of the Problem:

    • Provide a detailed description of the issue. Is it too hot, too cold, no airflow, or noisy operation? The more specifics you can provide, the better.

  3. Timestamp:

    • Note the time and date when the issue was first noticed and whether it is ongoing or intermittent.

  4. Previous Incidents:

    • Mention if this is a recurring issue or if previous maintenance work has been done recently. This context can be instrumental in diagnosing the problem.

Best Practices for Comfort

While we work on resolving your HVAC issues, here are some best practices to maintain comfort:

  1. Dress in Layers:

    • The temperature can fluctuate. Dressing in layers allows you to adjust your clothing to stay comfortable.

  2. Personal Devices:

    • Where allowed, you may use a small desk fan or personal heater to manage your comfort. However, ensure these devices are safe for office use and do not overload electrical circuits.

  3. Hydration and Breaks:

    • Staying hydrated and taking regular breaks can help you stay comfortable, especially in fluctuating temperatures.

Response Time

Please be aware that while we strive to address all tickets promptly, HVAC issues may sometimes require more extensive diagnostics and repairs. We appreciate your patience and will keep you updated on the status of your request.

Contact Information

For urgent issues outside of normal working hours, please use the emergency contact number provided on our Facilities Department page.

Thank you for your cooperation and understanding. By providing detailed information and following these guidelines, you help us serve you better and maintain a comfortable working environment for everyone.