Questionnaire
Tasks & maintenance
Which recurring tasks do you automate, which stay manual — and who gets them assigned? Inspections, maintenance, cleaning rounds and checklists without anyone having to remember each month.
Updated May 18, 2026
Questionnaire · 4.7
Why this now
Maintenance and checklists are the silent cost item of Workplace and Facility. Nobody notices they happen — until they’re forgotten. The inspection reports, the round of coffee machines, the quarterly compliance document: all candidates for templated tasks that recreate themselves each month.
What do you deliver?
Task catalogue
List of recurring tasks with frequency, owner and checklist.
Checklist templates
For the top-10 most frequent tasks: concrete steps, photo upload, geo-tag.
Assignment rules
By location, asset, user or workgroup? With rotation or fixed owner?
Compliance tasks
Legally required checks (fire safety, first aid, GDPR audit) with evidence and retention period.
Key questions
- 1Which tasks do you perform periodically (daily, weekly, monthly, yearly)? Walk a week with the team to surface the "hidden" tasks.
- 2Which trigger starts the task — calendar (cron-style), asset status, measurement, user action?
- 3Assignment — fixed person, workgroup, rotation, or "whoever picks it up"? Which rules on absence?
- 4Checklist — does every task use a standardised list? Which mandatory fields (photo, signature, measurement) belong to it?
- 5Evidence — must there be a photo, GPS tag or QR scan as proof of execution? On-site or remote?
- 6Escalation on non-execution — automatic reminder, ticket to line manager, notification to Facility manager?
- 7Compliance tasks — which are legally required? Who signs the inspection document? How long to retain?
- 8Mobile use — which tasks are performed in the field? Offline capability needed?
- 9External parties — which tasks does your supplier execute? Do they get access to Gfacility or work via a PDF export?
- 10Reporting — which dashboard shows open tasks, overruns and compliance status? For whom?
Template — Task catalogue
| Task | Frequency | Trigger | Owner | Evidence | Compliance? | Retention |
|---|---|---|---|---|---|---|
| Fire extinguisher check | Yearly | Calendar + asset | External supplier | Sticker photo + cert. | Yes (law) | 10 years |
| Coffee machine cleaning | Daily | Time 8:30 | Cleaning team | Checklist | No | 30 days |
| First-aid kit check | Quarterly | Calendar | First-aid team | Checklist + photo | Yes (OH&S) | 5 years |
| Meeting room round | 2× per day | Time 12:00, 17:30 | FM reception | QR scan per room | No | 30 days |
| … | … | … | … | … | … | … |