What is Planned Preventative Maintenance?

Building maintenance is a vital aspect of any building owner’s job. If buildings are left unchecked, the likelihood increases that a costly repair will be just around the corner. It is therefore essential to try and pre-empt these repairs so that, as a building owner, you can better plan and budget for these costs. So, first things first: what is planned preventative maintenance?

Planned Preventative Maintenance, also known as PPM, is a method for scheduling the upkeep of building systems and infrastructure. The intention of PPM is to prevent unexpected failure, and ensure that commercial, residential and mixed-use properties are kept in optimal condition.

Read on for a step-by-step guide on how to develop a planned preventative maintenance plan, what the plan includes, and the benefits of making one.

What Does Planned Preventative Maintenance Mean?

Planned Preventative Maintenance (PPM) – in the context of real estate – refers to the scheduled upkeep of building systems and infrastructure to prevent unexpected failure. PPM also allows building owners to proactively manage costs and compliance with a view to ultimately extending longevity of the building.

PPM inspections and wider maintenance strategies involve detailed analysis of the building fabric and Mechanical, Electrical and Plumbing (MEP) services. Annual repair and maintenance programmes can then be produced to ensure that building fabric and systems (such as HVAC, plumbing, electrical, and structural components) function efficiently and safely.

Why Is PPM Necessary?

Taking a proactive approach to maintenance work aims to address minor issues before they escalate into costly repairs or cause significant downtime. A quality, in-depth PPM is essential for property owners, tenants, facility managers, asset managers, landlords, and real estate investors. It ensures that commercial, residential, and mixed-use properties remain in optimal condition, providing a safe environment for occupants while preserving the asset’s value and managing ongoing maintenance and compliance obligations.

A PPM is needed to:

Reduce operational disruptions
Ensure tenant satisfaction and safety
Extend the lifespan of building systems and components
Comply with regulations and industry standards

What is an Example Of PPM?

Key components typically include:

Scheduled Activities: Details of maintenance tasks to be performed (e.g., inspections, repairs, replacements).
Timelines: Specific dates and timeframes for each task.
Resources Required: Approximate costs for Personnel, tools, and materials needed.
Urgent health and safety matters.
Observations and Recommendations: Insights gained during maintenance and suggestions for future actions.

Is PPM a Legal Requirement?

A Planned Preventative Maintenance (PPM) survey is not typically mandated as a legal requirement in the UK. However, it can be necessary to comply with specific regulations and industry standards. Below are some of the key legal and regulatory considerations:

Health and Safety Regulations: In the UK, health and safety laws require that building systems, especially those related to fire safety, elevators, and electrical systems, are regularly maintained to ensure safety for occupants. PPM surveys can help fulfil these requirements.
Statutory Compliance and Standards: There is a duty of care to ensure the integrity and safety of structures. Compliance with these codes often necessitates regular PPM surveys.
Lease Agreements: Leases may include clauses that obligate property owners or managers to conduct regular maintenance to ensure the property remains in good condition.
Insurance Policies: Some insurance policies might require regular maintenance checks, including PPM surveys, as part of the terms to validate coverage.

Industry Best Practice

Even when not legally required, PPM surveys are considered best practice for maintaining property value, ensuring tenant satisfaction, and preventing costly repairs. Organisations such as the Royal Institution of Chartered Surveyors (RICS) advocate for regular maintenance as part of effective property management.

While a PPM survey may not always be a direct legal requirement, it is often essential to comply with other legal, regulatory, or contractual obligations and is a prudent measure for effective property management.

When Do You Need Planned Preventative Maintenance?

The frequency of PPM reviews depends on the type of building and its systems. Common intervals include:

Annually (for comprehensive building inspections and major system overhauls). Typically done at the end or beginning of the financial year.
Daily/weekly (for critical systems like security and fire alarms)
Monthly/quarterly (for HVAC, plumbing, and electrical systems)

What Are the Benefits Of Planned Preventative Maintenance?

Planned Preventative Maintenance often pays for itself. We discuss the benefits in more detail below:

Cost Savings

Reduced Repairs: Regular maintenance can identify and address minor issues before they develop into major, costly repairs.
Extended Lifespan: Properly maintained equipment and building systems last longer, reducing the need for premature replacements.
Marketability and value: Well maintenance buildings are more desirable to tenants and other occupiers, which can help let a site, reduce voids and increase sale value.

Operational Efficiency

Minimised Downtime: Scheduled maintenance helps prevent unexpected failures, ensuring that building systems and equipment remain operational.
Energy Efficiency: Regular maintenance keeps systems like HVAC and lighting operating at peak efficiency, reducing energy consumption and costs.

Enhanced Safety and Compliance

Health and Safety: Regular checks ensure that safety systems (fire alarms, emergency exits, etc.) are functioning correctly, protecting occupants.
Regulatory Compliance: Helps ensure the property meets local building codes, health and safety regulations, and industry standards.

Improved Property Value

Asset Preservation: Maintaining the property’s systems and infrastructure in good condition preserves its market value.
Tenant Satisfaction: Well-maintained properties attract and retain tenants, reducing vacancy rates and increasing rental income.

Risk Management

Reduced Liability: Proactive maintenance reduces the likelihood of accidents or system failures that could lead to legal liabilities.
Insurance Benefits: Some insurance policies offer lower premiums for properties with documented regular maintenance practices.

Sustainability

Environmental Impact: Efficiently running systems reduce waste and energy consumption, contributing to sustainability goals and potentially qualifying for green building certifications.
Retain Embodied Carbon: Preventative maintenance helps ensure building fabric and systems remains operationally effective for as long as possible. This can reduce the need for regular replacement, reducing the embodied carbon of materials used to maintain an asset.
Future Proofing Assets: A proactive maintenance strategy means that the introduction of considered ESG improvements can be factored into long term budgeting.

Planned Budgeting

Predictable Costs: Regular maintenance helps smooth out budgeting by avoiding unexpected large expenditures, allowing for better financial planning. A PPM survey is a strategic approach that enhances safety, operational efficiency, cost-effectiveness, and overall property management, making it a valuable practice for property owners and managers.

How Do You Create a Preventative Maintenance Plan?

Creating a Preventative Maintenance Plan (PMP) involves a systematic approach to ensure that all aspects of the building are regularly inspected and maintained. We’ve outlined the key steps in brief below:

Initial Assessment and Survey

Detailed Inspection: Conduct a comprehensive survey of the building to assess the condition of all systems and structures, including HVAC, plumbing, electrical, roofing, and structural components.
Documentation: Record the current state, age, and maintenance history of each system and component.

Identify Maintenance Needs

System Analysis: Evaluate each system to determine its maintenance needs based on manufacturer recommendations, industry standards, and regulatory requirements.
Risk Assessment: Identify critical systems that, if failed, would have significant impacts on safety, operations, or costs.

Develop Maintenance Schedules

Frequency Determination: Establish maintenance intervals (daily, weekly, monthly, quarterly, annually) for each system based on its importance, usage, and condition.
Task List Creation: Develop detailed maintenance tasks for each system, specifying what needs to be done during each interval.

Resource Planning

Personnel Requirements: Determine the skills and number of maintenance staff, external consultants or contractors required to execute the plan.

Implementation Plan

Timeline: Create a timeline for the implementation of the maintenance activities, ensuring minimal disruption to building operations.
Assign Responsibilities: Assign specific tasks to maintenance personnel or external contractors, ensuring clear accountability.

Documentation and Record Keeping

Maintenance Logs: Develop or feed into an existing system for documenting all maintenance activities, including the date, tasks performed, personnel involved, and any issues identified.
Digital Solutions: Consider using computerised maintenance management systems (CMMS) for efficient tracking and record-keeping.

Monitoring and Evaluation

Regular Reviews: Conduct regular reviews of the maintenance activities and the condition of the building systems to ensure the plan’s effectiveness.
Feedback Loop: Establish a feedback mechanism for property or estate management teams to report issues or suggest improvements.

Adjustments and Updates

Continuous Improvement: Regularly update the maintenance plan based on the findings from inspections, feedback from management teams, and changes in building use or regulations.
Reactive to Proactive Shift: Aim to shift more tasks from reactive to proactive maintenance as the plan matures.

Budgeting

Cost Estimation: Estimate the costs associated with the maintenance activities, including labour, materials, and any necessary equipment.
Financial Planning: Ensure the maintenance budget aligns with the overall financial plan for the property, securing necessary funds for implementation.

Compliance and Reporting

Regulatory Compliance: Ensure the plan meets all building regulations, safety regulations, and industry standards.
Reporting: Prepare reports for stakeholders detailing the maintenance activities, costs, and outcomes.

By following these steps, Fourth Wall can create an effective Preventative Maintenance Plan that ensures the longevity, safety, and efficiency of the property.

Reliable Planned Maintenance Reports From Fourth Wall Building Consultancy

Fourth Wall have extensive experience undertaking detailed Planned Preventative Maintenance Surveys, supporting large estates teams and individual occupiers and owners manage their assets effectively. We provide pragmatic and well-considered advice whilst building direct, meaningful relationships to tailor advice to each client.

Our dynamic approach means we’re able to utilise the latest technology to provide efficient and effective digital solutions for property and maintenance management teams. This allows us to protect your assets, manage your budgets and provide you with industry leading advice. Book a Free consultation with our chartered surveyors to find out more.