Its obvious to most of us, we think, that planning ahead is more prudent than reacting when things go wrong. Though however obvious this concept is, implementing a plan can be tedious and is often relegated down the list of priorities, it happens to the best of us and you’re not alone.
Consider then that not planning for things to go wrong can detrimentally impact your bottom line particularly in leasehold property where tenants will vote with their feet. If your premises are constantly letting them down, your reputation as a landlord is at stake. On the other side of the equation, if you’re responsible for company’s leasehold premises then it is possible that the management’s only knowledge of you is when things go wrong, you don’t want them to be thinking about this when your bonus is being determined.
Planned preventive maintenance (PPM) or scheduled maintenance, is any variety of maintenance which is pre-planned and date scheduled. Records are created detailing the service history in the same way as when you buy a car; a
When maintenance is planned you have already done the
It is argued that PPM can mean unnecessary capital costs in replacing parts, materials or plant when there is still a useable life left in them, which is valid. However, consider, operational downtime,
The complicated part… How do you create a PPM for your property? Realistically, it is not complicated and often the plans produced appear to be ‘cookie cutter’ replicas. However, by employing a Chartered Building Surveyor then you can ensure that not only do you have a plan but you also have a schedule in place which is property specific, which has considered the
Typically the plan will include:
- History of maintenance, or a condition survey to bring records up-to-date (if the property is a new build then ‘as built’ drawings, warranties and guarantees will be considered.
Scope of Works document; this will detail what maintenance will be required and to what standard.- A schedule of planned works; this will be the document outlining when works are required. Professionals are called upon here to provide
judegment on life-cycle planning. This schedule will also work as a place to record completed works, along with evidence and observations. A PPM will also include budgets for cash-flow forecasting and to help coordinatesequencing and timing of works to efficiently utilise temporary access systems. - List of responsible people; this will show who is responsible / contracted to do what. New owners or property managers should be able to fully understand who to contact and what the terms of their appointment
is .
Your surveyors will be able to help you set up all of these elements including tendering contracts with service providers. Be wary when employing your surveyors, you need all of the listed elements (A-D) for the plan to be
No plan will be fool-proof, there will still be unexpected breakdowns and accidents but at least with a PPM you can mitigate the likelihood of breakdowns, evidence your diligence and call upon your contracted service providers quickly and because you already have a working relationship with them they’re likely more willing to help in your time of need.
Can Doyen Land help you with your PPM documents? Please get in touch with us.