Today’s facility managers are expected to handle much more than routine maintenance and repairs. FMs play a key strategic role in risk management – from implementing large-scale smart building systems to leading emergency planning for severe weather, power outages and flooding. With aging infrastructure, everyday leaks and mechanical malfunctions, water damage remains a persistent threat and essential factor in any facility's planning strategy.
A simple burst pipe or HVAC leak can disrupt operations for days or weeks, displace occupants and cause severe secondary damage such as mold growth. These problems happen daily and aren’t limited to any type of facility or region – underscoring the need for all facilities to have a clear plan to address them.
Globally, non-weather-related water damage accounts for an estimated $1.2 billion in losses each year. Despite the scale of the issue, many institutions still respond reactively, treating water emergencies as unpredictable events rather than manageable risks.
For most institutions, the standard playbook has been to pick up the phone and call the contractor as soon as water enters a building. However, this reactive approach can leave facilities vulnerable to delayed drying, extended downtime, lingering moisture, higher costs and increased operational disruption.
Contractors remain a valuable resource, especially for contaminated intrusions from groundwater, sewer back-ups and toilet overflows. But in-house crews can be trained and prepared to respond quickly and effectively, either as a stopgap until the contractor arrives or as a complete solution to everyday clean water issues.
Facilities that adopt a culture of preparedness take a different approach. They equip their teams to handle the first and most critical steps of a water event in-house, from eliminating the source and extracting standing water to setting up drying equipment and documenting progress. This shift transforms water emergencies from chaotic events into routine, manageable incidents – reducing stress and boosting team confidence.
Facility managers can begin building their preparedness with a few foundational steps:
Clear, written SOPs, tailored to the facility, give teams the structure they need to respond quickly and confidently. SOPs should clearly define roles, outline actions in the event of water damage and provide decision-making guidance for various scenarios – from a minor leak to a significant flood.
Hands-on training is equally important. When team members practice moisture mapping, equipment setup and documentation prior to an event happening, they respond faster and more effectively when it occurs. Training builds confidence, helping team members to trust their ability to make decisions quickly rather than hesitate and wait for help.
Leadership support makes all the difference. Prioritizing preparedness – through policies, budgeting for resources and internal communications – reinforces the importance of water damage response. It’s a strategic priority that protects assets, reduces costs and keeps operations on track.
Risk can’t be eliminated, but it can be managed. A strong response starts well before a water event happens – through clear procedures, team readiness and routine practice. Emergency response drills prepare teams to act quickly during leaks and flooding, but true preparedness goes beyond the drill. It includes ensuring that the right equipment is in place and readily available, responsibilities are clearly defined and everyone knows what to expect.
Realistic, hands-on training turns planning into action. Teams gain confidence when they have simulated the process: calculated how much equipment they need, handled air movers and dehumidifiers and made decisions under pressure.
This shift reframes water intrusion from an emergency into an operational risk that’s manageable – one that’s anticipated, planned for and handled methodically.
Facilities that embrace standardized water response consistently see the benefits. Rapid in-house action limits damage and secondary effects. Downtime is shorter, and operational disruptions are minimized.
Most importantly, teams gain confidence. They’re implementing SOPs and responding with skill, speed and clarity. This confidence extends to other aspects of facility operations, creating a culture of preparedness and improving overall operational readiness.
Editor's Note: TJ Grim serves as a Trainer and Assessment Professional for the Ready 2 Respond® program, bringing nearly 20 years of experience in the restoration, construction, and cleaning industries. His career includes leadership roles at an industry magazine and ISSA’s Cleaning Management Institute and the Restoration Technical Institute, where he focused on advancing industry education and certification. TJ is dedicated to helping facility professionals prepare their teams to respond effectively during disasters.