Article

How to Prevent and Address Common Restaurant Plumbing Problems

Talk to any restaurant operator, manager, or cook, and they will have a good story to tell about a plumbing problem that brought operations to a halt. One operator remembers a time a juice can fell down the bar sink when a protective screen was removed. Another recalls a time overcooked pasta was poured down the drain. The noodles kept expanding when they encountered water, creating a clog. A cook recalls the time a prep dish sink came off in her hands, water spurting everywhere – and almost ruining inventory.

Colorful emergencies like this may be rare, but plumbing problems are not. Restaurants experience frequent problems that are expensive and time-consuming to fix, particularly if they require an emergency shutdown.

The licensed master plumbers interviewed in this article agree on the importance of preventative maintenance both to keep restaurant plumbing in good working order and to avoid emergencies. Here are some tips on preventive plumbing maintenance and how to foster a good relationship with your plumber.

An Ounce of Prevention

"Clogged drains are definitely the most common problems in restaurants," says Mike Grijalva, a residential and commercial plumber in the Sacramento area with 20 years of experience.

Drains clog for all sorts of reasons. Grease and oil are a common culprit. Large food scraps or foreign objects can lodge in drains, causing backups. Even something as small as coffee grounds can contribute to clogs, if they are dumped repeatedly down the drain.

An employee may be able to clear a light clog with a plunger, like unclogging a toilet. If that does not work or if the clog is so bad that water backs up, call a plumber. Avoid the temptation to pour drain cleaner down the drain. Drain cleaners may remove the clog, but in the long run these products cause more damage to the pipes.

A little bit of preventative maintenance goes a long way toward preventing clogs. "Teach your crew about the right way to dispose of waste, and what happens when they don't," says Karel Williams, master plumber and director of marketing at Emergency Plumbing Squad.

This includes reminding them that grease and oil must never be poured down the drain. Put a strainer in the sink so stray bits of food cannot be washed down the drain in the first place. Teach staff to clean and maintain the strainers so the sinks stay in good working order.

If clogged drains are a frequent problem, consider how you can reinforce good behaviors and prevent food from falling down the drains. Do you have signs near the sinks reminding employees not to pour things like grease, oil, coffee grounds, or food waste down the drains? Are these signs in the languages your employees speak, or are they only in English? What can you do to make these practices second nature, such as positive reinforcement or incentives for employees who adopt good habits?

Warning Signs

All too often, restaurants get lackadaisical about grease trap maintenance. Yes, cleaning the grease trap is expensive. Yes, it smells so bad that you must do it when the restaurant is closed.

However, if you do not maintain the grease trap, grease and oil will begin to coat pipes until they clog, leaving you with a larger and more expensive plumbing problem to tackle.

There is no hard-and-fast rule for how often to clean a grease trap. It depends on your grease trap's size and how often it is used. "Every three months is a good starting point," says Williams. Joe Caiazzo, a licensed master plumber in New York, says restaurants that use their grease trap heavily may need this service done as often as once a month.

Regularly cleaning a grease trap prevents grease buildup from causing odors, clogging drains, and affecting your operation. If you delay cleaning a grease trap because of the time and effort, the grease trap can become too full to function. At this point, fats, oils, and grease penetrate the plumbing lines, contributing to slow drains, clogs, and backups.

Williams recalled a time he was called out to a brand-new restaurant that suffered frequent drain problems. "We found out that the grease trap was not being looked after properly, which caused a buildup of grease and junk in the pipes."

To prevent this, "it is super important to regularly clean and maintain the grease trap and ensure staff knows how to get rid of waste properly and not pour grease down the sink," he says. Used cooking oil should be collected in a storage tank. It can be a source of income for your restaurant, since used oil can be converted to biodiesel fuel.

Grijalva lists warning signs that a grease trap is overdue for a cleaning and may be sending grease into the plumbing lines. First, water can be slow to drain. As the clog gets worse, water can back up. Sometimes, there will be a gurgling sound. Nasty smells develop from gasses that are produced in the grease trap. The minute the kitchen starts to smell, chances are you have waited too long to clean the grease trap. Always schedule grease trap servicing when the restaurant is closed, since grease trap odors are foul.

If grease has infiltrated the lines, Grijalva recommends hydro jetting. This uses pressurized water to wash off hardened chunks of grease and pushes it down the system. A plumber will hydro jet clogged grease then send a camera down the drain to evaluate its condition and check for more grease buildup that needs to be washed away. If you find yourself cleaning out the grease trap on a monthly rather than quarterly basis, your existing grease trap may be too small for your needs. "They get 60% of the grease out but 40% continues going through the lines" when the grease trap is too small, Caiazzo says. When a grease trap is properly sized and cleaned out regularly, Caiazzo estimates that 90% of grease should be removed from water.

This in turn protects pipes from becoming clogged with grease. A licensed plumber can correctly size your grease trap based on variables like water flow rate and amount of fried or greatest foods served.

Dishwasher Problems

Commercial dishwasher problems have a range of symptoms, from dishes not coming entirely clean in the dishwasher to the unit leaking, failing to start, or not draining properly. Each of these symptoms may point to several different problems.

If you can verify that nothing is stuck in the machine and the dishwasher is operating as intended – for instance, not loading too many items in the rack, so the machine cannot operate – it is time to call for help. If you rent your dish machine, contact the company that holds the contract. They will schedule a service appointment.

Williams offers simple dishwasher maintenance tips to prevent the dishwasher from malfunctioning. Often, bits of food become clogged in filters and prevent the dish machine from running smoothly. Food waste should be scraped from dishes before loading. Williams also recommends cleaning filters and replacing them as needed.

Another common problem is when the machine's door latch starts acting up, he notes. In some cases, a simple manual adjustment is all it takes to get the dishwasher back in good operation. When the water inlet valve is blocked or malfunctioning, water cannot enter the machine. Repair or replacement of a faulty valve can return the unit to effective operation.

General Inspection

Caiazzo suggests operators have a licensed master plumber conduct a yearly walkthrough to evaluate pipes for leaks, corrosion, and other issues. The plumber can clean up corrosion, apply rust-prevention products, and fix minor issues before they escalate.

Older buildings naturally have more plumbing problems. Materials, such as cast iron, break down over time. While there are landlord tenant issues to consider if you rent space, in terms of who pays what, an annual inspection can help you catch problems early, saving money. Preventative maintenance allows you to plan rather than react to emergencies that may require an emergency shutdown. It also saves money.

Caiazzo illustrates the latter point with an issue he encounters frequently: gas lines. "I do a lot of restaurants with gas shutdowns. Not only do you have to wait for me to finish the work, we must wait for the Department of Buildings, then ConEd [utility company Consolidated Edison, Inc.,] to come in. We are talking about losing 3 to 4 weeks." With an annual inspection, the issue may have been detected before the gas leak triggered an emergency shutdown.

Emergencies

"Most plumbing issues that shut down restaurants are health-related. No hot water would be one and a plumbing backup coming from the bathroom pipes would be another. Sewage contains bacteria." says Izzy Kharasch, president of Chicago-based foodservice consulting company Hospitality Works, Inc.

States have emergency provisions that dictate acceptable procedures for heating water in emergency situations. If you cannot heat water as required, you will have to shut down until service is restored.

On the public safety side of things, someone needs to report the emergency and fix the issue. Steps to take include:

• Secure the site to the extent possible (closing doors, turning off water supply, etc.).
• Call utility companies or the citizens' hotline 311 to report the flood and assess the condition of utilities, including gas and electric.
• Call a plumber.
• Take photos or videos of damage, if it is safe to do so. These are essential if you decide to file an insurance claim.
• Clean up the restaurant and dispose of food that was touched by floodwaters or sewage.
• Follow state and local requirements to reopen, such as those put out by your local health department.

On the hospitality side, you will need to discontinue service and notify guests of the unplanned shutdown. Steps to take include:

• Communicate the issue with guests, apologize for the inconvenience, and do what you can to rectify the situation.
• Empty the restaurant and send your staff home.
• Put a sign on the door.
• Have the host cancel scheduled reservations.
• Update status on delivery apps and online ordering.
• Post to social media.
• Continue to update customers as you learn how long service will be impacted.

Kharasch does not believe you need to say what the issue is. Simply let people know the restaurant is shut down and will reopen the next day. "Rather than just close the restaurant and leave a note on the door, I recommend that there is a live person in the operation to greet guests as they pull up and let them know that the restaurant is closed. Hand them a coupon to come back and enjoy the restaurant again soon," he adds.

Keep an Eye Out for Problems

Preventing plumbing problems is often a matter of keeping a sharp eye on the plumbing that can be seen, such as water lines that are out in the open, restroom fixtures, floor drains, sinks, ice machines, and water softeners and heaters. As an owner or manager, you should periodically inspect plumbing for signs of problems discussed in this article. You might want to create a checklist, and assign regular plumbing inspections to a manager or key staff member.

For example, look for corrosion or green damage on pipes and fixtures. The green color is an unmistakable indication of worn brass or copper. Another dead giveaway of problems in the offing is telltale leaks, drips, or other signs of moisture. It is much less expensive to call your plumber to inspect and repair a suspected problem that requires a small fix than to call them in a panic amid a full-blown emergency. Bear in mind that water damage is the most frequent source of insurance claims and a plumbing catastrophe could also increase your property coverage premiums.

Checklist:
FINDING AND WORKING WITH A COMMERCIAL PLUMBER

If you are having trouble getting a plumber to call you back, you are not alone. There is a shortage of skilled plumbers, and it is only going to get worse. A study conducted by John Dunham & Associates estimated that the United States had a plumber shortage of 425,000 in 2022, which is projected to grow to 557,000 by 2027.

Many plumbers are at or nearing retirement age. There are not enough new plumbers to replace them, in part because of the de-emphasis of trades in the educational system. The plumbing industry is attempting to woo new recruits into the pipeline by emphasizing the importance of clean water on the environment since environmental careers are perceived as attractive. These attempts to rebuild the ranks will not help operators that need plumbers now.

Below, plumbers share their tips on how to find and retain a reliable plumber:

• Hire a commercial plumber with restaurant experience. Look for a licensed commercial plumber with restaurant industry experience, says Grijalva. Commercial plumbers understand large, complex systems. Those with restaurant experience have familiarity with grease traps, as noted above. This experience allows a commercial plumber to troubleshoot and diagnose the problem relatively quickly. This can save you money and minimize service interruptions.

While a small unit with occasional needs may be fine with an individual licensed plumber on call, larger concepts will want to focus on plumbing companies that have multiple plumbers on staff, Grijalva suggests. Larger companies can juggle multiple calls quickly, so you may be less likely to wait for service.

Rather than shop around in search of the best deal now, Kharasch recommends sticking with one plumbing company who can handle all your needs. "Negotiating rates is very important and if you will focus on one company to do all of the work, they should be very willing to work with you," he says.

• Ask the right questions. While you will want to focus on candidates that have restaurant experience, use the following questions to drill down further:

• Are they licensed with the state? Double check the license is up to date to be on the safe side.
• Do they have liability insurance? Liability insurance protects both parties if something goes wrong – say, a faulty repair causes a leak, which creates extensive water damage to your restaurant. If you hire a plumber who does not have liability insurance, guess who is liable for the cost to repair issues? You.
• How do they charge? Plumbers charge either a flat fee or an hourly rate. Within either of these service structures, there are some pesky add-ons that may catch you off-guard. By asking de- tailed questions about their service charges and add-ons, you can avoid the unpleasant surprise of sticker shock. Are estimates free? While some plumbers will come out and give a free estimate, others charge a fee to come out, inspect the system, make the diagnosis, and write the estimate. Are there surcharges, such as premium late-night or weekend rates? When do these go into effect? Ask if parts and supplies are included in the estimate?

While you want the best rate you can get, it is not always smart to go with the lowest price. A low rate may reflect lack of experience. A cheap plumber may not have the skills or knowledge to quickly resolve problems. They may be new to serving the restaurant industry and not offer wise counsel when it comes to preventative maintenance. They may be so swamped with calls that a promise to "be there in an hour" is proven a lie. Determine how much you are willing to pay and what is a tradeoff: Will you pay more for a guarantee of faster service, as in a retainer model? Are you willing to pay a premium rate for a plumber with decades of restaurant experience? Or would you prefer to work with a newer, cheaper plumber and gain his loyalty – and faster service – by being one of the first to hire him?

• Is there a retainer model? Some plumbers offer retainer models or service arrangements. In these, you pay a monthly fee to have premium access to the plumber. When something goes wrong, you will get a prompt response because you are in the retainer system. While this arrangement costs more upfront, those who have lost business due to plumbing issues or experience frequent plumbing emergencies that interrupt operation may be only too happy to pay for faster service!
• How long have they been in business? While there is nothing wrong with hiring a newer plumber – given the skills gap due to retirement, you may need to – it's to your benefit to hire an experienced plumber. Because experienced plumbers have seen it all, they can bring their work history to bear in troubleshooting, diagnosing, and coming up with innovative solutions to plumbing crises.
• Can they provide references/testimonials? While it is an extra step to call references, make the time. Hearing other customers (ideally restaurants) share their experiences with a plumber can help you choose between two otherwise similarly qualified candidates. Online review sites, such as Google or Yelp, are another place to look for customer reviews as you narrow down the candidates.

• Communicate and be appreciative. Williams says good communication is the number one thing you can do to keep your plumber happy – and likely to prioritize your call when things go wrong. "Be upfront about what you need and expect," he says. Take time to ask questions and make sure you understand the work that is being done. If a plumber suggests preventative maintenance, make sure you know what they are suggesting, when to take care of it, and why.

Plumbers understand that tempers rise in emergencies. "Demanding things never really helps. It is like in any aspect of life, you get what you give out," Caiazzo says. Be nice and act appreciative. It may be the thing that puts you on a plumber's priority list.

• Invest in preventative maintenance. Just as appliances and refrigeration benefit from a maintenance schedule, so too does restaurant plumbing. Williams recommends booking regular check-ups for plumbing instead of waiting for something to go wrong. "It shows you value their skills and your plumbing system's health," he says. Since these appointments are booked in advance, you can plan around the restaurant's schedule and avoid delays to hours of operation that impact the bottom line.
• Pay quickly. Paying promptly goes a long way toward building a relationship. "If I have to chase you to get money, I'm not gonna jump if you have an emergency," as Caiazzo puts it. Williams says that plumbers, like any service professional, want their time and knowledge valued. Clients who pay quickly demonstrate their appreciation for the plumber's time and insight. It is one more little thing you can do to encourage great service the next time.