Call us for a free quote 1300 13 40 41

What to consider for commercial air conditioning service in your business


ABCDEF of Commercial Air Conditioning Service

In the modern-day world of commercial operations, the significance of an effective air conditioning system cannot be overstated.  Beyond merely providing comfort, a suitable commercial air conditioning setup plays a pivotal role in ensuring the smooth operation of businesses, safeguarding the health and well-being of employees and customers, and even influencing the bottom line.

As we start to explore the complexities of commercial air conditioning service, it becomes clear that a one-size-fits-all approach falls short of meeting the diverse air conditioning needs of different commercial environments.  Whether it’s a bustling shopping centre, a sprawling warehouse, a state-of-the-art laboratory, or a manufacturing plant, each has different HVAC maintenance demands.  A tailored strategy is recommended that considers unique factors such as area served, heat load, occupancy levels, and specific climate control requirements.

This guide aims to navigate through the essential considerations for commercial air conditioning service, summarised by the comprehensive ABCDEF framework: 

  • Assets
  • Business
  • Custom Requirement
  • Duty of Care
  • Environmental Impact
  • Frequency

By understanding and addressing these key areas, businesses can ensure their air conditioning systems are not only efficient and reliable but also compliant with regulatory standards and conducive to a sustainable future.   We’ll look at how to optimise the main types of commercial air conditioning installed to meet the demands of today’s fast-paced business environments, ensuring comfort, efficiency, and responsibility.

A for Assets

The variety of air conditioning systems used in commercial settings means that a tailored approach to AC maintenance is required.  Each type of AC unit comes with its own set of requirements for optimum operation and longevity.  Understanding the distinctions in AC maintenance needs is crucial for ensuring that these systems remain effective and efficient assets in a business.

Main Asset Types

Here’s how the maintenance demands differ among the primary types of commercial air conditioning systems:

Specialised Commercial AC Units

Commercial air conditioners are designed to meet the extensive demands of commercial application.  These units require regular professional maintenance to check key factors such as refrigerant levels, electrical connections, and wear on mechanical components.  Their advanced design and higher capacity mean that specialised knowledge is essential for troubleshooting and AC repairs, should this found to be required during routine maintenance.

Direct Expansion (DX) Systems

Direct expansion AC systems offer precise temperature control and depend heavily on the integrity of their direct refrigerant cycle.  AC maintenance on DX units focuses on ensuring there are no gas leaks, keeping the refrigerant at optimal levels, and verifying that the evaporator and condenser units are functioning correctly.  Regular checks of the coils and filters are also critical to help prevent any decrease in efficiency.

Central Air Conditioning Systems

Central plant AC relies on central equipment and a refrigerant cycle removed from the area served, in the form of water or air cooled chillers, cooling towers, or other condenser water system.  Given their centralised operation and interconnecting components, maintenance of these systems should be comprehensive.

Central AC maintenance involves ensuring the cleanliness and integrity of pipes/tubes, water treatments, supporting compressor efficiency, ensuring all equipment is free of obstructions, and maintaining proper functioning of fan coil units (FCU’s)/air handling units (AHU’s) and controls throughout the building.  This type of maintenance ensures even distribution of cooling and suitable heat removal.

Central HVAC plant and AC condenser part of commercial air conditioning gold coast

Asset Maintenance Requirements

Commercial AC maintenance requirements can be broadly categorised as follows:

Filter Inspection

Essential for all types of AC service in order to maintain air quality and system efficiency.  Filters are cleaned when needed and replaced when the media wears thin or in the case of disposable filters.

Coil Inspection

Critical for preventing airflow obstruction and maintaining heat exchange efficiency, especially in DX systems.  Evaporator coils and condenser coils require routine inspection and cleaning when required.

System Diagnostics

Necessary across all systems and service levels to identify potential issues early and help prevent downtime or costly repairs coming up where possible.

Air Delivery Inspection

Particularly important for rooftop package units and split ducted air conditioning systems to ensure efficient air distribution and help prevent indoor air quality issues.  All aspect of the system should be checked at some stage of AC maintenance, from fan coil units to ducts to supply air grilles.

A tailored approach to maintenance acknowledges the unique AC maintenance requirements of each type of air conditioning system.  By addressing the specific needs of AC units, businesses can ensure that their air conditioning systems continue to operate efficiently, providing comfortable conditions for occupants and preventing unnecessary energy consumption.  Proper maintenance not only extends the lifespan of these systems but also supports a business’s operational efficiency and sustainability goals.

B for Business

In addressing the “Business” component of commercial air conditioning service it’s crucial to recognise how the specific nature and requirements of a business can dictate the selection and management of its air conditioning systems.  This includes not only complex central air conditioning plant but also direct expansion (DX) units and residential air conditioners repurposed for commercial applications.

Main Business Types

Each type of AC unit type offers distinct advantages and challenges in the array of commercial settings:

Office Buildings

Central air conditioning systems are typically favoured for their ability to deliver consistent climate control across multiple floors and zones.   However, in smaller office settings or for businesses seeking a more straightforward solution, DX units provide a balance between performance and flexibility.  In smaller commercial settings, residential air conditioners offering a quick, budget-friendly alternative that can work perfectly well for certain commercial applications.

Manufacturing Plants and Warehouses

The intense heat that can be generated in these environments often calls for industrial air conditioning or central plant with larger cooling capacity than standard AC units can provide.  In some settings, DX units might still be used in specific sections that require targeted cooling, such as control rooms or areas housing sensitive equipment.  Larger DX units such as package units can also be applicable where there are smaller warehouse air conditioning requirements, such as storage or lower heat loads.

Healthcare Facilities and Laboratories

Precision climate control is critical in these settings, with central air conditioning systems usually being the go-to for their reliability and the extensive control they can offer.  DX units also play a crucial role in areas where specific temperature and humidity levels must be meticulously maintained.

Retail Spaces and Shopping Centres

These areas benefit from the scalability of central air conditioning systems, which can handle the extensive cooling demands of large, open spaces filled with customers.  However, smaller retail outlets within these centres might opt for DX units or even get away with residential air conditioners for individualised control and cost efficiency.

Shopping centre HVAC system on plant deck including commercial air conditioning equipment

Understanding the diverse needs of business environments is essential in choosing the right air conditioning system—whether it be a central AC system, a DX unit, or commercial application of a residential air conditioner.  For example, each decision relating to commercial air conditioning in Brisbane impacts not only the immediate comfort of occupants but also the long-term operational costs and efficiency of the business.

Maintenance for Business Types

Maintenance strategies for certain business types and chosen AC units vary significantly:

Large Scale Central Plant

Central air conditioning requires comprehensive care, focusing on heavy duty plant, chilled water equipment, and various delivery systems.  This requires a specialised HVAC technician.

Direct Control AC Units

DX units demand regular checks of airflow, refrigerant levels, electrical connections, and mechanical components.  This is also best left to the HVAC professionals.

Residential AC Units in Commercial Application

Residential air conditioners used in commercial settings often need more frequent filter maintenance and drain flushing to handle the heavier-than-designed usage.  For wall split systems, it can be helpful for staff onsite to know how to clean aircon filters between professional services.

In summary, the business type not only influences the selection of air conditioning systems but also dictates the maintenance approach required to ensure optimal performance, efficiency, and longevity. Tailoring both the choice and care of these systems to the specific needs of the business is crucial for maintaining a comfortable, healthy, and productive commercial environment.

C for Custom Requirements

“Custom Requirements” emphasises the pivotal role that unique operational needs of a business play in shaping the maintenance strategies for commercial air conditioning systems.  Recognising that each commercial environment presents specific challenges and requirements is crucial for developing an effective HVAC maintenance plan.

A tailored approach ensures that systems, whether they are complex central air conditioning setups, direct expansion units, or residential models applied to commercial use, continue to operate efficiently and effectively over their lifespan.  It takes a wide range of factors into account when setting up a suitable AC maintenance plan.

Main Custom Requirements

Understanding a business’s custom requirements is the first step in crafting a maintenance strategy that aligns with its specific needs:

Operational Demands

The intensity and nature of the space’s use directly influence maintenance needs.  High-traffic areas and high energy demand outlets, such as shopping centres and packed office spaces, may necessitate more frequent checks and AC maintenance to handle the increased heat load and to ensure consistent cooling provision.

System Complexity

The type of air conditioning system—a multi-faceted central system, a DX unit, or a simpler residential unit used in commercial application —determines the maintenance approach.  Central systems such as chillers, with their extensive delivery system and multiple components, require a comprehensive maintenance plan that covers all aspects of the system.

Environmental Controls

Spaces requiring precise temperature and humidity levels, such as data centres or healthcare facilities, demand maintenance strategies that focus on the reliability and accuracy of controls and sensors.  These strategies might include more frequent calibration and testing of system components to ensure environmental conditions remain within required parameters.

Energy Efficiency and Sustainability Objectives

For businesses prioritising energy efficiency, by choice or direction, maintenance plans must include regular system optimisation checks to ensure air conditioning units are operating at peak efficiency.  This could involve cleaning components like coils and filters more regularly, checking for leakages, and ensuring compressor efficiency is optimal.

commercial air conditioning technician during AC maintenance checking gas pressures

Implementing Custom Maintenance Plans

A custom maintenance plan might include the following elements, tailored to the business’s specific requirements:

Scheduled Inspections and Servicing

Determining the frequency of maintenance activities based on the system’s workload.  The business’s operational schedule should also be considered.

Predictive Maintenance

Utilising data and system diagnostics to anticipate and address potential issues before they escalate into costly repairs.  To find commercial AC repairs nearby can be a hassle and costly, so getting a head of them can be beneficial all around.

Responsive Adjustments

Adapting the maintenance plan as the business grows or as its needs change is essential.  This helps ensure the air conditioning system remains aligned with the business’s evolving requirements.

Customising maintenance according to the unique requirements of a business ensures that commercial air conditioning systems remain efficient, reliable, and effective in providing the desired climate control.  This approach not only prolongs the lifespan of the air conditioning assets but also supports the business’s operational efficiency and comfort for occupants.  Ultimately, this contributes to the business’s overall success.

D for Duty of Care

The “Duty of Care” aspect of commercial air conditioning maintenance highlights a business’s obligation to ensure the safety, comfort, and well-being of its employees, customers, and any visitors within its premises.  This responsibility is not only ethical but often legally mandated, requiring businesses to adhere to specific standards and regulations to maintain healthy indoor environments.

The maintenance of air conditioning systems plays a critical role in fulfilling this duty, as air conditioning directly impacts air quality, temperature control, and overall building safety.  These days indoor air quality (IAQ) in particular has never been more important.

Legal and Ethical Obligations

Businesses must navigate a complex landscape of health and safety regulations, including but not limited to:

Workplace Health and Safety Acts

Mandating the provision of a safe working environment, which includes maintaining indoor air quality and comfortable temperatures.  For Example, the WH&S Act 2011 in Queensland.

Building Codes and Standards

Such as AS/NZS 3666 (Microbial Control), AS 1851 (Maintenance of Fire Protection Systems and Equipment), and AS 1668 (Mechanical Ventilation and Indoor Air Quality), which outline specific requirements for HVAC systems.

Commercial Policies

Businesses are recommended to have policies in place outlining their commitment to becoming the best enterprise that they can.  This is for the benefit of all stakeholders.

Adhering to these regulations involves regular, comprehensive maintenance of air conditioning systems to ensure they function efficiently and safely.  In most commercial settings, this is required rather than just being a nice-to-have.

Maintenance as a Preventative Measure

Effective maintenance strategies are essential for mitigating risks associated with poor air conditioning performance, such as:

Air Quality

Regular filter inspection/cleaning/changing, duct and supply air cleaning, and system inspections prevent the buildup of pollutants and allergens, safeguarding against respiratory issues and ensuring a healthier environment.

Temperature and Humidity Control

Properly maintained systems are crucial for preventing extreme temperatures and humidity levels that can contribute to discomfort and health problems.

System Reliability

Routine checks and repairs when recommended reduce the risk of system failures that can cause significant disruptions and potential safety hazards, especially in critical settings like healthcare facilities.

Two safety contractors running through routine AC maintenance inspection checklist in laboratory

Implementing a Responsible Maintenance Program

To uphold their duty of care, businesses should:

Consult Industry Guidelines

Such as the AIRAH DA19 HVAC&R Maintenance Manual, to establish a benchmark for maintenance activities and schedules.

Customise Maintenance Plans

Tailor maintenance schedules and activities to the specific needs of the facility and its occupants, considering factors like system age, usage patterns, and environmental conditions.

Educate and Engage Stakeholders

Ensure that all commercial air conditioning stakeholders, including employees and tenants, are aware of the importance of AC maintenance and encourage their cooperation in reporting issues and adhering to guidelines.

In summary, the duty of care in the context of commercial air conditioning maintenance is a multifaceted responsibility that businesses must navigate carefully.  By implementing thorough and proactive AC maintenance strategies, businesses can not only comply with legal requirements but also demonstrate a commitment to the health and safety of all occupants.  This ultimately contributes to a more productive and positive environment, to the benefit of all.

E for Environmental Impact

In today’s increasingly eco-conscious world, the environmental impact of commercial air conditioning systems is a significant consideration for businesses.  With around 50% of building energy usage attributed to HVAC system, the need for energy efficiency is paramount for environmental and financial reasons.

This concern extends beyond the immediate operational footprint and extends to the broader implications of energy consumption, refrigerant usage, and overall sustainability practices within the commercial setting.  Effective maintenance strategies play a crucial role in mitigating the environmental impact of AC systems, highlighting the importance of eco-friendly practices in commercial air conditioning service.

Reducing Energy Consumption

A well-maintained air conditioning system operates more efficiently, leading to lower energy consumption and reduced greenhouse gas emissions.  Key maintenance activities that contribute to energy efficiency include:

Regular Cleaning and Servicing

Ensuring components like coils and filters are clean reduces strain on the system, allowing it to operate more efficiently.

System Optimisation

Adjusting settings and controls to match actual occupancy and usage patterns can significantly cut down on unnecessary cooling, further reducing energy use.

Leak Detection and Refrigerant Management

Preventing leaks and properly managing refrigerant pipework not only ensures the system operates efficiently but also minimises the release of potentially harmful refrigerants into the atmosphere.

Sustainable Practices

Beyond routine maintenance, adopting sustainable practices in the management of commercial air conditioning systems can further lessen environmental impact:

Eco-Friendly Refrigerants

Opting for refrigerants with a lower global warming potential (GWP) can significantly reduce a system’s environmental footprint.

Upgrading to Energy-Efficient Systems

When maintenance reveals that a system is nearing the end of its useful life, upgrading to a more energy-efficient model can offer long-term environmental benefits.

Incorporating Renewable Energy

Utilising renewable energy sources, such as solar power or geothermal, to operate air conditioning systems can drastically reduce reliance on fossil fuels.

Compliance and Contribution

Businesses also have a responsibility to comply with environmental regulations and standards that govern the operation and maintenance of air conditioning systems.  This includes:

Environmental Legislation

Adhering to laws and regulations designed to protect the environment, such as those regulating the use and disposal of refrigerants.

Industry Standards

Following best practices and standards that promote sustainability and environmental responsibly in HVAC operations.

By focusing on the environmental impact of air conditioning systems, businesses not only fulfill their duty towards environmental sustainability but also often realise financial benefits through reduced operational costs.  This highlights how commercial AC maintenance can be a multi-beneficial solution.

Furthermore, adopting eco-friendly practices and prioritising maintenance that supports energy efficiency and reduced emissions contributes positively to a business’s reputation.  This enhances business appeal to environmentally conscious consumers and employees, especially the younger generations.

commercial air conditioning maintenance set up with greenery in office layout

In essence, “Environmental Impact” underscores the vital role that maintenance and sustainable practices play in minimising the ecological footprint of commercial air conditioning systems.  Ideally, this would align business operations with the broader goals of environmental responsibility and sustainability.

F for Frequency

The “Frequency” aspect of commercial air conditioning service is crucial in determining how effectively a maintenance program can support system efficiency, longevity, and reliability.  The right AC maintenance frequency ensures that AC units are kept in optimal working condition, reducing the likelihood of breakdowns, and extending the life of the equipment.

This section outlines how the frequency of maintenance checks and services can be tailored to meet the unique demands of different commercial settings.  This helps to maximise operational efficiency and minimise environmental impact.

Determining Maintenance Frequency

Several factors influence the appropriate frequency for servicing commercial air conditioning systems:

System Type and Complexity

Central AC systems, with their extensive and complex components like chillers and cooling towers, may require more frequent maintenance than simpler DX units or residential models used in commercial spaces.

Usage Patterns

High-traffic areas or facilities that operate around the clock, such as hospitals and 24-hour retail centres, put more demand on air conditioning systems, necessitating more frequent checks and AC maintenance.  This is also true of server room units and AC equipment used in beauty and pet care outlets.

Environmental Conditions

Systems operating in environments with high levels of pollutants or dust may require more regular filter changes and cleaning to maintain air quality and system efficiency.

Manufacturer Recommendations

Adhering to the maintenance schedules recommended by the system’s manufacturer can help ensure optimal performance and avoid voiding warranties.  Making note of brand-specific requirements is important when putting together commercial AC maintenance plans.

Benefits of Optimal Maintenance Frequency

Maintaining the correct frequency of air conditioning service brings several benefits:

Enhanced System Efficiency

Regular maintenance prevents the buildup of dirt and debris, which can reduce system efficiency and increase energy consumption.  While choosing an energy efficient air conditioner upfront can helpful, ongoing maintenance is almost more important.

Improved Reliability

Frequent checks can identify and rectify potential issues before they lead to system failures, reducing downtime and the need for costly emergency repairs.  Like all equipment in a workplace, reliability saves a lot of hassle.

Extended Equipment Lifespan

By addressing wear and tear proactively, maintenance can extend the operational life of air conditioning units.  This delays the need for replacements, saving an organisation significant money long term.

Reduced Environmental Impact

Efficiently operating systems consume less energy, contributing to lower carbon emissions and aligning with sustainability goals.  Win-Win-Win!

Implementing a Frequency Plan

Creating a maintenance schedule that reflects the specific needs of a business involves:

Assessment and Planning

Evaluating the system’s current condition, operational demands, and any historical issues to inform a tailored maintenance plan.


Being prepared to adjust the frequency of maintenance in response to changes in usage patterns, expansions, or upgrades to the air conditioning system.

Documentation and Review

Keeping detailed records of all maintenance activities and regularly reviewing the plan to ensure it continues to meet the needs of the existing equipment.

The frequency of maintenance is a dynamic element that should be carefully managed to align with the operational requirements and goals of a business.  By establishing and adhering to a maintenance schedule that considers the unique aspects of their air conditioning systems, businesses can ensure optimal performance, contribute to environmental sustainability, and provide a comfortable and healthy environment for occupants.

Commercial air conditioning service with three HVAC technicians on Brisbane rooftop


In conclusion, navigating the complexities of commercial air conditioning service is an intricate process that requires careful consideration via the ABCDEF framework: Assets, Business, Custom Requirements, Duty of Care, Environmental Impact, and Frequency.  By understanding and addressing each of these critical aspects, businesses can ensure their air conditioning systems are not only efficient and reliable but also compliant with legal standards, environmentally responsible, and tailored to their unique operational needs.

The journey through the ABCDEF of commercial air conditioning service highlights the importance of a holistic approach to HVAC maintenance.  From selecting the right assets and aligning them with business operations to customising maintenance schedules based on specific requirements, businesses are called to act with a sense of duty to their occupants and the environment.  Once optimised, the frequency of maintenance plays a pivotal role in sustaining system performance, extending equipment lifespan, and minimising the ecological footprint of commercial air conditioning operations.

As businesses strive to create comfortable, healthy, and productive environments for their employees and customers, the role of comprehensive air conditioning service and maintenance cannot be overstated.  It not only ensures the operational efficiency and sustainability of HVAC systems but also reflects a business’s commitment to safety, comfort, and environmental stewardship.

Looking ahead, businesses must continue to adapt and evolve their air conditioning maintenance strategies to meet changing regulations, technological advancements, and shifting environmental priorities.  By doing so, they not only safeguard their operational interests but also contribute to a larger collective effort towards sustainability and responsible business practices.  The cost of air conditioning service is so much more than just dollar amount.

In essence, the effective management of commercial air conditioning systems represents a significant step towards achieving a balance between business objectives and environmental responsibilities.  This marks a path forward for businesses committed to excellence and sustainability in all facets of their operations.

Elevate Your Commercial Air Conditioning Maintenance

Ready to elevate your commercial air conditioning service to the next level?  Embrace the comprehensive approach outlined in our guide and take the first step towards optimising your HVAC systems today.  Whether you’re assessing your assets, tailoring services to your business needs, or aiming to reduce your environmental impact, the time to act is now.

Don’t let the complexities of air conditioning maintenance hold your business back.  Contact a professional HVAC service company to schedule a comprehensive assessment of your systems, and start crafting a maintenance plan that aligns with your unique operational requirements and sustainability goals.  Remember, proactive maintenance is key to ensuring efficiency, reliability, and longevity of your air conditioning systems.

Join the ranks of smart businesses that prioritise comfort, safety, and environmental responsibility.  Take action today to ensure your air conditioning service meets the highest standards of excellence and sustainability.  Your employees, customers, and the planet will thank you!