Summer isn’t the only season when a well-tuned air-conditioning system adds value. In offices, retail units and industrial spaces, reliable cooling keeps people comfortable, equipment stable and energy bills under control all year round. As specialists in facilities management, we’ve seen first-hand how small, consistent actions can prolong the life of a system and keep running costs in check. Below are our top tips for day-to-day users, together with essential maintenance guidance from the Facilities Management Solutions team.
Know What You’re Working With
Before tweaking settings or ordering parts, take five minutes to identify your AC type—whether that’s a split system, packaged rooftop unit or VRF network. Check the manufacturer’s handbook (usually available online) for the recommended operating range and filter specifications. A clear understanding of capacity and controls avoids guesswork and makes every other step in this guide far easier.
Everyday User Tips
Action | Why it Works |
Set a sensible temperature (21 – 23 °C for most offices). | Every degree lower can raise energy use by up to 8 %. |
Use blinds or reflective film on south-facing windows. | Reduces solar gain so the AC isn’t fighting avoidable heat loads. |
Improve insulation & seal draughts around walls, roofs and duct penetrations. | A tighter building envelope keeps conditioned air inside, cutting run-hours by up to 15 %. |
Keep vents clear by at least 200 mm. | Ensures balanced airflow and prevents hot/cold spots. |
Close doors and windows when cooling. | Maintains pressure and humidity control, improving comfort. |
Small behavioural tweaks often yield the quickest wins in both comfort and cost.
Embrace Smart Controls
Modern ACs integrate readily with building management systems (BMS) and stand-alone smart thermostats. Use scheduling features to match occupancy patterns—cooling down thirty minutes before staff arrive and scaling back after hours. Look for:
- Holiday mode to prevent unnecessary runtime during closures.
- Zoning so you cool only the areas in use.
- Remote alerts that flag temperature deviations or fault codes.
- Correct sensor placement—mount thermostats on an interior wall, out of direct sunlight and away from heat sources or draughts to avoid false readings.
If you’re unsure how to configure these, our team can advise during the next service visit.
Look After the Airflow
Blocked filters and clogged coils force the compressor to work harder, sending energy use sky-high and shortening component life. In dusty environments inspect washable filters every month; in cleaner settings, quarterly is fine. Disposable filters still need swapping out at least twice a year.
Outdoor condensers deserve equal vigilance: clear leaves, litter and vegetation within half a metre, and give the fins a light brush or low-pressure rinse. Five minutes’ inspection here prevents overheating and keeps refrigerant pressures in the green.
Don’t forget the hidden miles of ductwork. Even pin-hole leaks, loose access panels or half-closed dampers squander cooled air and create hot spots. A simple autumn pressure test followed by sealing joints with mastic or foil tape, then re-balancing the dampers, can recover a surprising chunk of lost efficiency and quieten fan noise in the process.
Quick-Check Calendar
Spring: Deep-clean evaporator and condenser coils, flush condensate drains, and verify outdoor units are free from winter debris.
Summer: Inspect or change filters monthly, check sun-blind operation, and ensure smart-control schedules match extended opening hours.
Autumn: Test defrost cycles on heat-pump models, clear fallen leaves from condensers, and review run-hours data to forecast PPM needs.
Winter: Reduce set-points in vacant areas, run the system weekly to keep seals lubricated, and finalise next year’s maintenance budget.
Indoor Air Quality (IAQ) Matters
Cooling alone doesn’t guarantee healthy air. Pair the AC with adequate fresh-air ventilation and upgrade to high-efficiency filters where possible. The result is lower CO₂ levels, fewer allergens and a workforce that feels noticeably sharper.
Harness Low-Cost Energy Monitoring
Clip-on sub-meters and cloud dashboards now cost a fraction of what they did five years ago. Live kWh data helps you spot out-of-hours runtimes, drifting set-points or failing components long before the next utility bill lands—and provides hard evidence for sustainability reporting.
Schedule Professional Maintenance
Even the best-kept system needs a qualified engineer at least once a year to:
- Test refrigerant pressures and look for leaks.
- Deep-clean evaporator and condenser coils.
- Verify electrical connections and run currents.
- Calibrate thermostats and sensors.
- Confirm the system is correctly sized for current loads—oversized units short-cycle, while undersized ones never hit set-point, both wasting energy and stressing components.
- Update F-Gas records to maintain legal compliance.
Regular servicing can extend equipment life by 30 % and cut energy use by up to 15 %, according to the Carbon Trust. More importantly, it minimises unplanned downtime at the height of summer.
Tip: Align AC servicing with other critical plant checks—such as fire suppression or generator testing—to reduce site disruption. Let us know if this is something you want to explore, we can arrange it all.
Know When to Call the Experts
Sudden spikes in electricity bills, uneven cooling, strange odours or audible hissing are all signs something’s amiss. Turning the system off and calling an accredited HVAC professional is far cheaper than running an inefficient, potentially unsafe unit. Our engineers hold City & Guilds 2079 (F-Gas) certification and work to the latest BS EN standards.
Keep Ahead of F-Gas Phase-Downs
UK F-Gas quotas tighten again in 2027, making high-GWP refrigerants such as R-410A progressively pricier to service. Planning now for lower-GWP options—or full heat-pump replacements—avoids future surcharge shocks and keeps you compliant.
Why Choose Facilities Management Solutions?
At Facilities Management Solutions, HVAC isn’t just another line item—it’s a core service delivered by seasoned specialists. We provide:
- 24/7 reactive callouts for our existing customers.
- Planned Preventative Maintenance (PPM) tailored to your asset register.
- Energy-efficiency audits that dovetail with broader sustainability goals.
- Full compliance support for TM44 inspections and F-Gas legislation.
Learn more about our comprehensive offering on our HVAC services page.
Getting the most out of your AC is a blend of user-friendly habits and professional upkeep. Follow the tips above, keep an eye on early warning signs, and partner with a trusted facilities team. Your reward will be quieter, cheaper and more reliable cooling—whatever the British weather decides to do next.
Need advice or a maintenance quote? Facilities Management Solutions is only a phone call away. Together, we’ll keep your environment perfectly balanced all year round. Call us on 01908 034040 or email info@fmsolutions.co.uk
Ready for a Cooler, More Economical Summer?
Book a free plant-room walk-through this month and we’ll include a no-obligation energy snapshot. Learn more about our HVAC services.