Building Codes and Compliance: Best Practices for Facilities Managers

In the ever-evolving landscape of facilities management, staying compliant with building codes is not just a legal obligation; it’s a cornerstone of operational integrity and public safety. For facilities managers, navigating the complexities of code compliance can be a daunting task, especially when juggling daily operations, maintenance schedules, and long-term capital planning. However, a solid understanding of building code fundamentals and the integration of best practices can significantly reduce liability, minimize downtime, and enhance the overall safety and efficiency of a facility.

In honor of Building Safety Month in May, this article outlines key building code compliance best practices to help facilities managers uphold standards, mitigate risks, and ensure that their buildings remain safe, functional, and future-ready.

Understanding the Purpose of Building Codes

Building codes are designed to protect public health, safety, and welfare as they relate to the construction and occupancy of buildings. They cover a broad spectrum of requirements—from structural integrity and fire protection to accessibility, energy efficiency, and mechanical systems. These codes are developed at the national level (such as the International Building Code, or IBC) and are often adapted and enforced locally with specific amendments.

For facilities managers, understanding the intent behind these codes helps in applying them pragmatically. Compliance isn’t just about avoiding violations—it’s about fostering an environment where building occupants are safe and operational disruptions are minimized.

1. Stay Current with Code Updates

Building codes are living documents. They evolve in response to new technologies, lessons from structural failures, and societal priorities such as sustainability and accessibility. Most jurisdictions update their codes every three years, and amendments can vary widely from one locality to another.

Best Practice: Maintain a library of the current adopted codes applicable to your facility. Engage with professional organizations such as the International Code Council (ICC) or National Fire Protection Association (NFPA) for training and resources.

2. Integrate Compliance into Facility Lifecycle Planning

Code compliance should not be treated as a one-time effort confined to new construction or major renovations. Every phase of a facility’s life—from design and occupancy to operations and eventual decommissioning—should incorporate compliance considerations.

Best Practice: Develop a facility lifecycle compliance checklist that includes structural assessments, fire and life safety reviews, accessibility audits, and periodic inspections. This ensures that code compliance is continuously evaluated as part of your preventive maintenance and capital improvement plans.

3. Keep As-Built Drawings up to Date

As-built drawings—the final, field-verified set of construction documents reflecting the actual built condition of a facility—are an often-overlooked but critical component of compliance and maintenance. Without accurate as-builts, facilities managers may face delays, safety hazards, or noncompliance when performing repairs, renovations, or inspections.

Best Practice: Ensure that as-built drawings are updated after every significant project, repair, or system upgrade, and that those revisions are verified by qualified personnel. Store these documents in a centralized digital format, accessible to maintenance teams, engineers, and code officials. Accurate as-builts support faster troubleshooting, more reliable inspections, and informed planning.

4. Conduct Regular Inspections and Assessments

Routine facility inspections are your first line of defense against code violations and hidden hazards. These inspections should extend beyond daily maintenance checks to include detailed reviews of structural elements, fire suppression systems, egress paths, mechanical and electrical systems, and other code-sensitive components.

Best Practice: Partner with licensed professionals for periodic third-party inspections. Use inspection software to track deficiencies, corrective actions, and re-inspection cycles. This creates an audit trail that demonstrates due diligence and can be invaluable during official reviews or audits.

5. Foster Cross-Disciplinary Communication

Code compliance is inherently interdisciplinary. Structural integrity, fire safety, electrical systems, and HVAC performance often intersect in ways that require integrated oversight. Facilities managers must act as the hub for communication among architects, engineers, contractors, and code officials.

Best Practice: Establish a compliance review team with representatives from each discipline involved in the facility’s operations. Ensure all team members have access to current as-built documentation to avoid miscommunication or design conflicts.

6. Address Accessibility Proactively

The Americans with Disabilities Act (ADA) and local accessibility codes require that buildings be usable by people of all abilities. Non-compliance can lead to costly litigation and reputational damage, even if the building predates current requirements.

Best Practice: Perform periodic accessibility audits using certified specialists. Address deficiencies with prioritized remediation plans. Remember that even minor alterations to existing facilities can trigger accessibility upgrade requirements, so consult code officials early in the planning process.

7. Plan for Emergencies with Code in Mind

Emergency preparedness is deeply intertwined with building code compliance. Egress requirements, fire alarm and sprinkler systems, structural resilience, and backup power systems are all regulated by code. A facility’s emergency response plan must reflect these requirements.

Best Practice: Conduct regular emergency drills, and include building code professionals in your planning and evaluation processes.

8. Engage in Proactive Risk Mitigation

Beyond the minimum code requirements, facilities managers should assess risks specific to their region (e.g., seismic, flood, wind) and consider enhancements that go beyond code to protect critical infrastructure.

Best Practice: Commission risk assessments from design professionals or safety consultants. Where feasible invest in upgrades that both mitigate risk and enhance building performance.

9. Collaborate with Code Officials Early and Often

Many compliance issues arise from a lack of communication with local code enforcement agencies. These officials can be valuable partners in navigating ambiguous code language, resolving interpretation conflicts, and ensuring smooth project approvals.

Best Practice: Establish relationships with your local building officials. Invite them for informal walk-throughs, attend pre-application meetings, and ask clarifying questions before starting projects. Their insight can prevent costly revisions or project delays.

10. Promote a Culture of Compliance

Ultimately, code compliance is not just the responsibility of one department—it requires buy-in from all staff members. Custodial teams, maintenance workers, and security personnel all play a role in identifying hazards and upholding safety standards.

Best Practice: Provide regular training sessions on code basics, emergency procedures, and reporting protocols. Encourage staff to report inconsistencies between physical conditions and the facility’s as-built documentation. This kind of vigilance helps catch errors early and supports a safe environment.

Conclusion

Building code compliance is a dynamic, multifaceted discipline that demands continuous attention and collaboration. For facilities managers, integrating best practices into daily operations and long-term planning is the most effective way to protect building occupants, avoid costly violations, and ensure the facility performs as intended for years to come.

By staying informed, embracing proactive maintenance, maintaining accurate documentation, and fostering a safety-first culture, facilities managers not only meet regulatory requirements—they set the foundation for operational excellence and resilience.

Joe Chao, P.E., is a regional manager at Bureau Veritas, leading plan check operations for the Westlake Village, Santa Rosa, and Central Coast offices in California and helping jurisdictions nationwide. With over 15 years of experience in structural and civil engineering, he is a licensed professional engineer in California, Maryland, and Washington, D.C., and holds ICC certification as a building plans examiner. Chao is a past president of the ICC Ventura Region Chapter and an active member of the ICC, California Building Officials (CALBO), and the Structural Engineers Association of Southern California (SEAOSC).

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