Winter is coming and that means cooler weather with days of sleet and snow. And even if the sun is shining, the temperatures can drop to freezing. Start preparing early for those cold days ahead. With below normal weather conditions, power outages can occur. And when there is power, keeping the interior temperatures consistent offers a means of avoiding costly utility bills due to faulty seals on the windows and doors. Consider the following suggestions to maintain energy efficiency, prevent damage, and ensure a safe and comfortable environment for workers.

Inspect Interior Areas of the Warehouse

A good first place to start is with the structure of the warehouse or distribution center. Inspect the seals around all doors and windows. If necessary, replace damaged weather stripping and add draft stoppers to reduce heat loss under doors when possible. Check for any cracks, gaps or damage in walls, ceilings and the roof. Seal or repair these areas to prevent drafts and moisture intrusion. Loading docks can be dangerous if wet with rain or snow so inspect the seals around loading dock doors, which are common sources of cold air leaks. Consider installing insulated dock seals or draft curtains if they aren’t already in place.

For other sections of the warehouse, be sure to insulate pipes that run along exterior walls or near unheated areas to prevent freezing. Also, to insulate water heaters and storage tanks, cover them with insulating blankets to retain heat and save energy. Even consider draining the plumbing to avoid burst pipes in areas where water isn’t used in the winter.

To optimize heating and HVAC systems, schedule a full inspection and maintenance for boilers, heaters, and other HVAC systems to ensure efficient performance. Replace filters to improve air quality and reduce strain on heating systems. Install or recalibrate programmable thermostats to adjust temperatures efficiently when the warehouse is less occupied. Managing interior moisture with dehumidifiers is a good plan. High moisture can damage stored items and contribute to mold growth. Installing dehumidifiers to regulate humidity levels, especially in unheated areas, can produce positive results. Moisture or vapor barriers on the warehouse floors and walls that are prone to dampness can be installed.

Prepare Exterior Areas of the Warehouse

It is extremely important to conduct an inspection of the exterior of the warehouse or distribution center to assess and complete preparation for winterizing. First of all, clean gutters and downspouts to prevent ice barriers and ensure proper drainage. If possible, to avoid disruption of warehouse operations, shut off and drain exterior water faucets and hoses to prevent freezing. In those locations where snow and ice in the winter is prevalent, it is imperative that a removal plan is in place where snow or ice accumulates on pathways, loading docks and parking lots, a procedure to remove the hazard should be developed. Stock up on salt or ice melt and ensure snow removal equipment is serviced. An inspection of outdoor lighting and electrical systems is crucial for safety and energy efficiency. Since winter days are shorter, make sure exterior lighting works well and is engaged early to provide good visibility around the warehouse. Clean lenses and replace bulbs where needed. Consider upgrading lights to energy-efficient LED bulbs to reduce costs.

Provide for Worker Safety in Colder Weather

In addition to the usual safety equipment in the warehouse, add winter emergency kits that are easily accessible to workers. The kits should be stocked with essentials like blankets, flashlights, and first-aid supplies. Add heaters to worker break rooms and common areas during the colder months. If the warehouse is usually cold, consider providing heated vests or thermal gloves. Train workers on the specific challenges of operating equipment and vehicles in winter, including safe handling practices in icy or wet conditions.

Winterize Warehouse Equipment

The equipment and vehicles in a warehouse are a huge part of the cost of the operation and need to be fully functioning in any season of the year. To maintain efficiency and cost effectiveness, taking care of the moving parts is essential. Cold temperatures can thicken lubricants, so switch to winter-grade lubricants that resist freezing if equipment is used outside the warehouse. Apply these fluids to moving parts like gears, hinges and chains on machinery and conveyors. Batteries tend to lose charge faster in cold weather so test and charge batteries before the weather changes and consider keeping spares in a warm storage area. For critical equipment, maintain a charging schedule and use battery warmers where possible. Switch to cold-weather hydraulic fluids with lower viscosity to ensure that hydraulic systems such as those on forklifts and pallet jacks work efficiently in low temperatures. For equipment with cooling systems, confirm antifreeze levels are adequate to prevent freezing and that coolant mixtures are optimized for winter. Cold weather can lead to condensation on machinery. Cover sensitive equipment with tarps or use anti-condensation coatings to prevent rust and corrosion.

Consider storing temperature-sensitive equipment in a heated section of the warehouse to prevent malfunction due to cold.

For vehicles such as forklifts, trucks and delivery vans tire maintenance is important. Inspect tires for wear and ensure all are inflated to optimal winter pressures, as cold weather can lower tire pressure. Consider snow tires for outdoor-use vehicles for really cold weather locations. Test vehicle batteries regularly, as cold temperatures can reduce their startup power. Clean terminals and ensure the batteries are fully charged, replacing any weak batteries. Top off antifreeze levels and consider using winter-grade motor oil, transmission fluid and windshield washer fluid. Test the heating and defrosting systems on each vehicle to ensure that they provide sufficient warmth and visibility in cold weather. If any vehicles run on diesel, add a fuel additive to prevent gelling in low temperatures and keep tanks as full as possible to reduce condensation buildup. Cold temperatures can impact brakes, so check brake pads, fluids and air brake lines for leaks or moisture where applicable. For vehicles that may have trouble starting in cold weather, install block heaters or engine warmers, and consider battery warmers for equipment that must be stored outside. Equip each vehicle with emergency supplies, including blankets, first aid kits, flashlights, ice scrapers and extra fuel.

Incorporate Protocols During Power Outages

In some locations, it is possible that there will be power outages that could disrupt warehouse operations. In the event of a power outage, it is important to follow a structured plan to ensure safety, protect inventory, and resume operations as quickly as possible. The safety of the workers, equipment and inventory should be a top priority. Following are some of the actions that should be implemented.

Rely on emergency lighting to illuminate pathways, exits, and critical areas. Check emergency lights regularly to ensure they activate automatically in a power outage. To alert workers, use a backup communication method such as a battery-powered PA system and portable radios to inform employees about the outage and instruct them on next steps. If the outage impacts heating, cooling or safety systems, consider evacuating non-essential workers to safe locations or break areas until the power is restored. Close loading dock doors and windows to help retain interior heat, or cold if climate control is affected. This action also prevents unauthorized access.

Monitor temperature-sensitive inventory storage conditions closely. Use battery-powered thermometers to track the temperature and, if necessary, move items to insulated or backup refrigeration areas. Turn off and unplug sensitive equipment like computers, conveyor belts and electric forklifts to prevent surges when the power returns. Equipment that runs on gas or battery power should also be safely shut down until normal operations resume. Keep refrigerator and freezer doors closed to maintain the internal temperature for as long as possible if there are stored perishables. Activate backup power systems according to the warehouse protocols. Essential systems such as lighting, HVAC for temperature-sensitive areas, and communication tools should be powered up quickly. Ensure that employees trained in generator use are available to manage its operation. Some critical systems, such as security systems, communication devices, or computers may have battery backups. Check these regularly to ensure they are operational when needed.

Communication is key in these situations. Report the outage to the utility provider if it hasn’t already been acknowledged and get an estimated time for restoration. Notify management and other key personnel, including maintenance and IT teams, about the situation and any updates. Share information on expected power restoration, employee safety, and operational status. If the outage will disrupt order fulfillment or deliveries, reach out to customers and suppliers to inform them of potential delays.

Implementing backup operational plans with manual processes may be necessary in some cases. Determine if critical tasks like inventory tracking, order picking, or shipping can be processed manually to keep operations moving. If the power outage is prolonged, consider relocating some operations to another facility or allowing remote work for tasks that can be completed off-site. Once power is restored, inspect all equipment and systems for any issues that may have resulted from the outage, including potential power surges. Powering up all equipment at once may cause an overload. In that case, restart critical systems first, followed by other equipment as it is needed. Verify the condition of stored temperature-sensitive items since prolonged temperature fluctuations can impact quality or safety.

Once the warehouse is fully operational again, evaluate how the workers responded to the outage and identify areas for improvement in the emergency preparedness plan. Make adjustments based on the outage experience, such as adding new backup power solutions, updating contact lists, or enhancing safety protocols. By having a power outage plan in place, you can help protect your facility, workers, and inventory while minimizing disruptions.

Summary 

Winterizing a warehouse can protect equipment and workers, conserve energy, reduce costs, and ensure that it remains operational and safe during the colder months. Even in power outages, it is necessary to have protocols in place to minimize the effects of the weather in wintertime.

Darr Equipment Company

Darr Equipment Company can deliver quality, high-performing warehouse equipment. We offer new, used and rental equipment as well as services such as preventative and total maintenance. Our warehouse and fleet management solutions can keep your business successful in any highly competitive market. Contact us today.