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Planned Preventative Maintenance: How It Works and Its Benefits

Maintaining your property and keeping tenants happy is crucial, so you need to optimise how you ensure your properties are as good as new all the time.   

Maintenance worker by emmanuel-ikwuegbu-_2AlIm-F6pw-unsplash

In this article, we explore what planned preventative maintenance is and how it contributes towards maintaining properties and ultimately generating ROI.



What Is Planned Preventative Maintenance?

Planned preventative maintenance (PPM) is a proactive approach to property maintenance that focuses on identifying and addressing potential issues before they become costly emergencies. PMM aims to prevent problems from arising in the first place, unlike reactive maintenance, which is performed after a problem occurs.

PMM involves a series of scheduled tasks to keep properties in optimal condition — from routine inspections and equipment servicing to system upgrades and repairs. Proactively addressing maintenance needs saves time, money and resources in the long run.


The Benefits of Planned Preventative Maintenance

Implementing a planned preventative maintenance programme offers several benefits for property management companies, including:


Maintain the Value of your Property

Regular inspections and maintenance ensure potential problems are identified and addressed promptly, minimising the risk of property deterioration and preserving its value.


Compliance With Regulation and Industry Standards Is Met

By staying on top of maintenance tasks, you can avoid costly fines and penalties for non-compliance.


Reduced Downtime

By addressing maintenance needs proactively, you can avoid unexpected breakdowns or disruptions, minimising costly interruptions to business operations.


Improve Safety and Energy Efficiency

By maintaining equipment and systems in optimal condition, you can minimise safety risks and optimise energy consumption — resulting in cost savings.


Implementing a Planned Preventative Maintenance Programme

To implement a successful planned preventative maintenance, you need to follow several steps.


Step 1

Establish a maintenance schedule based on the needs of each individual property. Consider the specific requirements of your systems and equipment and any regulatory compliance deadlines.


Step 2

Identify the maintenance tasks needed for each property. This could include routine inspections, cleaning, lubrication, filter replacements and other relevant maintenance activities. 


Step 3

Allocate the necessary resources, such as staff and materials, to carry out the maintenance tasks effectively. 


Utilising Maintenance Management Software

Maintenance management software can significantly streamline and enhance the effectiveness of planned preventative maintenance programs.

This software can automate scheduling and reminders, ensuring maintenance tasks are performed on time. It can also track the progress of maintenance tasks, providing real-time updates on completed and pending activities.

Maintenance management software can also generate comprehensive reports, allowing you to analyse maintenance data and identify trends or areas for improvement. 

Often businesses find themselves choosing between a property management system with basic accounting functionality or an accounting system with limited property management functionality. With Propman, you don’t have to compromise.


Measuring the Success of Planned Preventative Maintenance

Measuring the success of planned preventative maintenance is crucial for ongoing improvement. It allows you to identify areas performing well and areas needing attention.

To effectively measure the success of planned preventative maintenance, track KPIs such as maintenance costs, equipment uptime, maintenance backlog and tenant satisfaction surveys. 

By regularly monitoring and analysing these metrics, you can make informed decisions to optimise your maintenance programs.

So now you know all about PMM, how do you know it’s worth it? We've created a simple calculator that tells you the ROI you can expect from onboarding Propman property management software so you know you’re making the best decision for your business. 


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