A commercial heating, ventilation, and air conditioning (HVAC) system isn’t just a background utility — it’s a cornerstone of operational success. When your conference room is too warm during a critical client pitch, or employees complain about inconsistent temperatures in key work areas, it’s more than an inconvenience. For facility managers and business owners, these issues snowball into lost productivity, rising energy bills, and even health complaints that could impact tenant retention or employee morale.

These are all challenges with measurable costs.

Lee Company has spent the last eight decades helping commercial properties in Tennessee, Kentucky, Alabama, and Georgia tackle these challenges head-on. This guide provides actionable HVAC troubleshooting advice tailored to your business, with tips for when professional intervention is the smartest investment.

Proactive Troubleshooting vs. Reactive Repairs

Proactive troubleshooting addresses minor HVAC issues before they escalate. Reactive repairs, on the other hand, happen after a problem has already disrupted operations.This distinction is critical for businesses.

Proactive measures reduce interruptions, lower costs, and create a better environment for employees and customers. Reactive repairs often come with emergency service fees, unplanned downtime, and the stress of managing an unexpected crisis.

Proactive commercial HVAC troubleshooting is a practical and cost-effective way to maintain operational efficiency. Research shows that facilities using proactive strategies cut downtime by up to 85% and save $4 to $9 in repairs for every $1 spent on preventative maintenance.

Diagnosing Common HVAC Issues

Diagnosing HVAC problems early allows you to address minor issues before they escalate into costly repairs that disrupt operations and strain your budget. Below are some of the most common HVAC challenges we encounter in the facilities we serve. Each includes practical advice to help you troubleshoot effectively.

Airflow Problems

One of the most frequent issues in commercial HVAC systems is inadequate airflow. This can manifest as reduced air circulation, uneven temperatures, or increased dust accumulation.

Blocked or Dirty Filters

Dirty or clogged air filters are often the primary cause of airflow problems. When filters are not replaced regularly, they become saturated with dust and debris, restricting air flow through the system. This forces the HVAC unit to work harder, increasing energy consumption and potentially reducing the lifespan of the equipment.

The Department of Energy notes replacing a dirty filter can lower energy consumption up to 15% in residential settings. In large commercial facilities, the savings would be even more substantial.

To diagnose this issue:

• Check for signs such as diminished airflow from vents, visible dust buildup, or unexplained spikes in energy bills.
• Replace the air filters quarterly at a minimum.
• More frequent replacements may be necessary in environments with high dust levels — like warehouses, manufacturing facilities, or buildings with heavy foot traffic.

Obstructed Vents or Ducts

Obstructed vents or ducts can also lead to airflow issues. Furniture, equipment, or storage items might inadvertently block vents, hindering the proper distribution of conditioned air. This results in hot or cold spots within the building, affecting comfort levels and productivity.

Leaky or disconnected ducts can cause significant loss of conditioned air. According to the U.S. Environmental Protection Agency (EPA), 20% to 30% of conditioned air is lost due to leaks and holes in ductwork or poorly connected ducts.

If you suspect duct issues:

• Walk through your facility, confirming all vents and registers are open and unobstructed.
• Encourage staff to keep these areas clear.
• If uneven airflow persists despite unobstructed vents, the problem may lie within the ductwork. Consider duct inspection by a qualified HVAC contractor.

Temperature Inconsistencies

Maintaining consistent temperatures across thousands of square feet in a commercial building is challenging for any HVAC unit. From open-floor office spaces to server rooms with precise cooling needs and from breakrooms to high-traffic entryways, each area presents unique challenges.

Temperature fluctuations between these spaces can disrupt occupant comfort, productivity, and even equipment performance. These inconsistencies often signal underlying HVAC issues, such as zoning problems, leaky ducts, or equipment inefficiencies that need attention.

Thermostat Malfunctions

A bad thermostat can mean inconsistent temperature readings or delayed system responses. Signs include frequent cycling of the system, settings that don’t match actual room temperatures, or unresponsive controls.

A faulty thermostat can cause unnecessary cycling, wasting energy and increasing operational costs.

To troubleshoot:

• Verify that the thermostat is set to the correct mode and that the temperature settings are appropriate.
• Replace the batteries if applicable.
• Assess the device for proper mounting away from direct sunlight or drafts, which can affect its readings.
• If issues persist, consider upgrading to a programmable or smart thermostat for more precise control.

Zoning System Issues

In buildings with zoning systems that independently control temperatures in different areas, problems can arise when dampers malfunction or controls are improperly set. This can result in some zones being too hot while others are too cold.

Addressing these problems can enhance comfort and prevent strain on your HVAC equipment:

• Verify that zone dampers are operational and correctly positioned.
• Adjust settings to ensure balanced comfort throughout the building.
• Persistent zoning issues may require professional assistance to recalibrate controls or rebalance the system.

Electrical Issues

Electrical issues related to commercial HVAC systems can disrupt operations and even violate building codes or OSHA standards. For example, a faulty connection might cause inconsistent cooling in critical areas, affecting both productivity and compliance.

Tripped Breakers

Frequent tripping of circuit breakers when the HVAC system is running indicates electrical overloads or short circuits. While resetting the breaker may temporarily restore function, repeated trips signal some other root cause.

These issues often require the expertise of a licensed electrician or HVAC professional to diagnose and repair safely. Ignoring electrical problems can lead to equipment damage or even fires.

To rule out breaker issues:

• Avoid repeatedly resetting the breaker to prevent wiring damage.
• Investigate potential causes such as overloaded circuits, faulty wiring, or failing motors.

Loose or Worn Wiring

Electrical faults are a leading cause of HVAC-related fires in commercial buildings. Flickering power indicators on the HVAC unit or unusual smells, like burning odors, can signal loose or deteriorated wiring.

If you suspect wiring issues:

• Turn off the HVAC system immediately and inspect for visible damage.
• Only attempt to repair electrical components if you are qualified to do so.
• Contact a licensed electrician and/or HVAC technician to assess and address the electrical problem safely.

Energy Inefficiency

Rising energy costs can eat into your facility’s operating budget, especially with HVAC systems accounting for nearly half of a building’s energy use. Addressing inefficiencies can trim utility bills by thousands annually.

High Utility Bills

Unexpected increases in energy bills may indicate that the HVAC system is working harder than necessary due to underlying issues. Start by checking for simple problems like:

• Dirty filters
• Blocked vents
• Incorrect thermostat settings

If basic troubleshooting doesn’t resolve the issue, it may be time for a professional energy audit. An experienced HVAC contractor can evaluate the system’s performance, identify inefficiencies like aging equipment or improper sizing, and recommend upgrades or adjustments.

Implementing energy efficiency measures reduces costs and contributes to environmental sustainability. According to the EPA, 30% of the energy used in commercial buildings is wasted.

Addressing these inefficiencies protects your bottom line. Businesses that invested in energy-efficient upgrades collectively saved $14 billion in 2023, freeing up resources for other priorities like equipment upgrades or tenant improvements.

Economizer Failures

An economizer uses outside air for cooling when conditions are suitable, reducing the need for mechanical refrigeration. If the economizer malfunctions, it can lead to higher cooling costs even during mild weather.

According to a New Buildings Institute analysis, nearly two-thirds of economizers in rooftop units were malfunctioning, leading to unnecessary energy consumption.

Signs of economizer failure include:

• HVAC systems that are not adjusting to outdoor temperatures.
• Dampers that are stuck or clogged.

Regular inspection and maintenance of the economizer can prevent these issues.

Water Leaks and Humidity

Excess moisture can lead to warped flooring, damaged drywall, or mold growth in high-traffic areas like lobbies or restrooms, directly impacting tenant satisfaction and maintenance budgets.

Condensate Drain Clogs

Water pooling around the HVAC unit or excessive condensation may indicate a clogged condensate drain line. Over time, algae, mold, or debris block the drain, causing water to back up and potentially damage equipment or property.

Using a wet/dry vacuum, you can attempt to clear minor clogs from the drain line. If water leaks persist, it’s important to seek professional help to prevent mold growth and structural damage that lead to costly repairs and remodels.

Excess Humidity

Excessive humidity within the building can create an uncomfortable environment and promote mold and mildew growth. This affects comfort and poses health risks to occupants.

To prevent humidity issues:

• Check that the HVAC system is sized properly and functioning correctly to manage humidity levels.
• An oversized or undersized system may not effectively control humidity.
• If humidity problems continue, have an HVAC professional assess the system and recommend solutions, such as dehumidifiers or system adjustments.

Advanced Tools for Better Troubleshooting

Advancements in HVAC technology offer facility managers practical ways to identify issues quickly and improve system efficiency. These tools make it easier to address problems early, reduce energy costs, and keep equipment running smoothly. Below are some of the most impactful technologies reshaping HVAC maintenance and diagnostics.

Smart Thermostats

Smart thermostats monitor temperatures, humidity, and energy consumption in real-time. They offer remote access for off-site adjustments and send notifications about irregularities like sudden temperature spikes.

A study conducted in San Diego offices showed that occupancy-based smart thermostats with sensors reduced energy consumption from 15% to 34%.

Thermal Imaging Cameras

These devices detect temperature variations in HVAC systems and ductwork, identifying overheating components or air leaks that waste energy. For example, thermal imaging can locate hotspots in motors or pinpoint leaky ducts that contribute to higher utility bills. Targeted repairs reduce downtime during peak business hours.

Energy Management Systems (EMS)

EMS platforms automate HVAC controls and provide insights into energy consumption patterns. An Oregon State University study found that buildings with EMS saved an average of 13% in annual energy costs, with some achieving up to 29%.

These systems optimize performance by scheduling temperature adjustments based on occupancy and identifying inefficiencies like underperforming zones or oversized equipment.

Refrigerant Leak Detectors

Detecting leaks early ensures compliance with federal refrigerant standards and prevents strain on HVAC systems. EPA-certified technicians use these tools to maintain cooling efficiency while reducing environmental impact.

HVAC Monitoring Apps

Mobile apps streamline diagnostics by providing real-time performance metrics and maintenance reminders. These apps help facility managers stay proactive, minimizing disruptions and supporting capital planning through predictive analytics.

Incorporating these tools into your operations protects your budget, enhances system reliability, and ensures a comfortable environment for employees and tenants.

The Importance of Professional Help in Commercial HVAC Troubleshooting

Even with the best maintenance practices, certain commercial HVAC issues demand professional expertise. Refrigerant leaks, for instance, require EPA-certified technicians to ensure compliance and proper repairs. Persistent short cycling or faulty economizers, which directly impact energy efficiency and building code compliance, often signal deeper system misalignments that need specialized knowledge. Addressing these issues proactively can save thousands annually in repair and operational costs.

By partnering with a professional commercial HVAC team, you can access advanced diagnostic tools like those mentioned in the previous section. These technologies and expert insight allow for tailored solutions that fit your building type and operational needs.

Lee Company has helped Southeast businesses prevent costly disruptions by identifying risks early through comprehensive maintenance plans. With over 80 years of experience, our Facilities Maintenance & Management (FM2) team keeps businesses operational with 24/7 service, customized maintenance plans, and industry-leading technology. Whether optimizing HVAC performance or leveraging data-driven insights through our Smart Buildings Group, we’re here to support your facility’s unique challenges.

Schedule an appointment today for commercial HVAC troubleshooting and maintenance in Tennessee, Kentucky, Alabama, and Georgia — your next proactive step toward operational excellence!