Owning and managing a property is a big responsibility. Maintaining the building’s infrastructure and appearance is essential to its very purpose, but knowing where to start with upkeep can be daunting. It is often in the winter months, with their freezing temperatures and harsh conditions, that serious and costly problems arise.
As the saying goes: ‘prevention is better than cure’, and it really pays to get ahead of any potential issues with any property. This is where a survey and preparation of a planned preventative maintenance (PPM) schedule comes into its own.
What is planned preventative maintenance?
Planned preventative maintenance is exactly what it sounds like maintenance work that has been scheduled before serious problems can arise. It is the art of anticipating issues such as leaks, boiler failure and electrical issues, and taking action to avert a more significant issue arising in the event of a problem.
Do I need a planned preventative maintenance schedule?
Any owner or manager of a commercial or residential property would benefit from having a planned preventative maintenance schedule in place, as it will enable them to:
- Avoid unexpected problems
- Plan for works
- Book your preferred tradespeople
- Save money by preventing an issue rather than fixing it (and having to deal with any resulting damage caused)
What is a PPM schedule?
The thought of planning a maintenance regime for a property can feel daunting, but that is where your Chartered Surveyor can help. They can professionally inspect a property and, based on their knowledge of building defects, repair and maintenance measures they can compile a planned preventative maintenance schedule which details:
- The location and type of defects being suffered by the property
- The most effective repair, and its recommended timing
- Frequency of cyclical maintenance and redecoration
- Property-related obligations affecting the building users/managers
- Most efficient grouping of repair works, to make use of access / specific tradespeople
- Projected costs of works
- Priority categorisation of works
The schedule offers maintenance advice over a prescribed time period (typically this is 5-10 years), giving budgetary peace of mind. It lists in detail the different work that needs doing and prioritises them into categories based on the severity of the condition identified at the time of the inspection (good, fair, poor, hazardous). This will determine when the work is proposed to be completed.
The schedule provides an overview of expenditure in each year of the prescribed period. This provides the building manager with accurate cost information that enables them to plan and collect scheduled contributions from their tenants/residents and assists them in the allocation and management of these funds.
What is checked in a PPM survey inspection?
Your surveyor will thoroughly check the property from top to bottom and evaluate the key elements of the building structure and fabric, including:
- Gutters, downpipes and drains
- External walls
- Windows and doors
- Communal areas (halls, lobbies, corridors)
- Electrical systems
- Plumbing and water systems
- External areas, outbuildings, roads, paths and terraces
Is a PPM Schedule worth it?
The comparatively small cost of a schedule utilises the specialist knowledge of the surveyor and their ability to accurately forecast / programme and assess the costs of remedial works.
PPM schedules are invaluable tools for building operators and managers, as they give substance to the financial planning of service charges and sinking funds. The implementation of timely property maintenance prevents unnecessary deterioration of a building which in turn, saves money through the ‘stitch in time’ principle.
Consequently, the asset value is maintained, whilst managers and occupiers alike are assured peace of mind that a responsible proactive approach is being taken towards care of the property. This will assist stakeholders in the event that their interest in the property is transferred.
Get in touch
Many property owners and managers are caught out by maintenance issues they never knew existed. This is often more prevalent in the winter when the cold, damp conditions can compound a whole host of property issues, so now is a great time to ask a surveyor to help.
If you are a property owner or manager and are interested in arranging a planned preventative maintenance survey, our team of Chartered Surveyors at Trinity Rose are here to help. With years of experience and a wealth of knowledge in this field, we will be happy to answer all your questions and arrange a survey for your peace of mind. Take steps today to protect your assets and save money.