A facility manager's guide to protecting your building and budget this season
Summer in Southern New England brings more than just beach weather and barbecues. For anyone managing a commercial space—whether you're overseeing a bustling office in Providence, a medical facility in Hartford, or a retail center in Springfield—those rising temps and sticky humidity levels create a perfect storm of moisture problems.
The result? Mold, mildew, persistent odors, and cleaning challenges that can quickly spiral into costly repairs, employee health complaints, and frustrated tenants. But here's the good news: most of these issues are completely preventable when you know what to look for and how to tackle them early. Jump down to Quick DIY Checks you can do today!
Let's dive into why summer is so tough on commercial buildings in our region, what warning signs to watch for, and most importantly—how to stay ahead of problems before they hit your bottom line.
Our region's climate creates unique challenges that facility managers in drier areas simply don't face:
What makes this particularly challenging is that moisture problems compound quickly. A small leak or condensation issue in June can become a major mold remediation project by August. We've seen facility managers face unexpected repair bills ranging from $2,000 to $20,000+ simply because early warning signs went unnoticed.
Understanding these issues helps you spot problems early—when they're still easy and affordable to fix.
Where it shows up: Grout lines, air vents, ceiling tiles, behind furniture, in carpet padding
What it means: Indoor humidity has exceeded 60% for extended periods
Health impact: Triggers allergies, asthma, and respiratory issues—leading to employee complaints and potential liability
Quick check: Walk through your building early in the morning. Do you notice any musty odors, especially in restrooms, break rooms, or basement areas?
Where it happens: Lobbies, hallways, anywhere with waxed or sealed floors
What it means: Humidity is interfering with floor finishes, making surfaces attract dirt faster
Business impact: Floors look dirty sooner, requiring more frequent cleaning
Quick check: Do your floors feel tacky or look dull despite recent cleaning? This is often the first sign of humidity-related issues.
Where they lurk: Carpeted areas, upholstered furniture, fabric cubicle panels
What it means: Moisture is trapped in porous materials, creating bacterial and fungal growth
Professional concern: These odors often indicate deeper moisture problems that surface cleaning can't address
Where to look: Around vents, ceiling tiles near air handlers, ductwork access points
What it means: Your HVAC system is working overtime and may be creating condensation faster than it can manage
Financial impact: Can lead to expensive ductwork cleaning or system repairs if ignored
The connection: Summer heat drives insects indoors, while moisture provides the water sources they need
Common culprits: Ants near water coolers, fruit flies in break rooms, cockroaches in humid storage areas
Why it matters: Pest issues reflect underlying moisture and sanitation challenges
Specific problems: Soap scum buildup, persistent odors, discolored grout, slippery surfaces
Root cause: High humidity makes these naturally moist areas even more challenging to keep clean and dry
Risk factor: These areas often become the starting point for building-wide mold issues
Warning signs: Condensation on windows, water stains on walls, peeling paint or wallpaper
What's happening: Temperature differences between indoor/outdoor air are creating moisture buildup
Long-term concern: Can lead to structural damage if not addressed promptly
Here's your step-by-step approach to staying ahead of moisture-related problems:
Most facility managers find that proactive summer maintenance costs 60-80% less than reactive repairs. A monthly deep cleaning service during peak humidity season typically costs less than a single mold remediation project.
Different types of facilities face unique challenges:
At System4IPS, we've been helping businesses across Rhode Island, Connecticut, and Western Massachusetts tackle these seasonal challenges for years. Here's what we've learned works:
We don't just clean—we educate and partner with you to prevent problems. Our teams are trained to spot early warning signs and communicate them clearly, so you can make informed decisions about your facility's care.
"System4IPS helped us identify moisture issues in our Hartford office before they became a major problem. Their proactive approach saved us thousands in potential repairs." - Sharon G. Property Manager, Commercial Office Building
"The difference in our facility's air quality this summer has been remarkable. No more musty odors, and our employees have commented on how much better the space feels." - Maria A. Facilities Director, Medical Office Complex
While professional service is often necessary, here are some things you can assess right now:
Walk through your building first thing in the morning before HVAC systems have been running. Any musty or stale odors indicate moisture issues that need attention.
Place a white tissue against different walls and surfaces. If it comes away dirty or damp, you've found areas that need additional cleaning or moisture control.
Use a simple hygrometer to test different areas. Consistent readings above 60% indicate the need for better ventilation or dehumidification.
Walk barefoot or in socks across different floor surfaces. Any tackiness or unusual texture suggests humidity-related finish problems.
Some situations require immediate professional intervention:
Summer moisture problems don't just disappear when temperatures drop. Start planning now for:
Don't let humidity and heat create expensive problems for your facility. Whether you need a one-time assessment, seasonal deep cleaning, or ongoing preventive maintenance, we're here to help.
A professional summer cleaning audit could save you thousands in repair costs. We'll walk your facility, identify potential issues, and create a customized plan that fits your budget and schedule.
Schedule your free consultation today or call us at 800-674-9412 to discuss your specific needs.
Don't wait until small problems become big expenses—let's keep your facility clean, safe, and comfortable all summer long.
We get these questions a lot from facility managers across RI, CT, and Western MA. Here are the answers that can help you make informed decisions about your building's care:
A: Mold can begin developing in as little as 24-48 hours when conditions are right (humidity above 60% and temperatures between 68-86°F). However, visible mold growth typically appears within 7-10 days. The key is that by the time you see mold, it's already been growing for over a week. This is why that musty smell is such an important early warning sign—it often appears 3-5 days before visible growth.
A: Yes, potentially. While your HVAC system removes some moisture, it can also create problems if not properly maintained. Dirty filters reduce efficiency, causing the system to work harder and create more condensation. Clogged drain lines can cause water backup, and oversized units that cycle on and off frequently may not run long enough to properly dehumidify. We recommend checking filters monthly during summer and scheduling professional HVAC maintenance before peak season.
A: Both have their place. Dehumidifiers are excellent for problem areas like basements, storage rooms, or spaces with poor ventilation—they're a relatively small investment ($200-800) that can prevent thousands in damage. However, they don't address the source of moisture or handle the cleaning/disinfection needed once problems start. Professional cleaning services use specialized equipment and EPA-approved treatments that dehumidifiers alone can't provide. Think of dehumidifiers as prevention and professional services as both prevention and solution.
A: This unfortunately happens when the underlying moisture issue wasn't fully addressed during the initial cleaning. Summer humidity can reactivate odor-causing bacteria and mold spores that were dormant in the carpet padding or subfloor. It doesn't mean the cleaning was done poorly—it means the moisture source (whether humidity, minor leaks, or poor ventilation) is still present. The good news is this can usually be resolved with targeted moisture control and antimicrobial treatments.
A: Call for emergency service if you notice: visible mold growth anywhere, water damage from leaks or storms, employee health complaints that might be air-quality related, or strong chemical/musty odors that appear suddenly. Schedule routine maintenance for: gradual increases in humidity, floors that feel slightly sticky, minor musty odors that come and go, or if you're just being proactive about prevention. When in doubt, a quick phone consultation can help you determine urgency—we're always happy to talk through what you're seeing.
A: Absolutely! Here’s an online quiz & test. It’s the perfect training tool for your cleaning staff and janitorial team.
Concerned about a staffing shortage or whether you are using the right cleaning service for your workplace? It's not too late to find the perfect janitorial team that will keep your facility clean and safe. Look for solid custodian referrals and consult with System4 IPS.
Which custodian or janitorial team is best for you? System4IPS specializes in creating customized janitorial programs that meet the unique need of businesses like yours!