Preventative maintenance is the key to ensuring the smooth operation of your property. By addressing potential issues before they escalate, you can save money, maintain tenant satisfaction, and avoid major disruptions. Whether managing a single building or a large portfolio, a proactive approach to maintenance is essential. Here’s how you can create an effective PM system that works.

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‍1. Start with an Audit

Before implementing a PM system, conduct a full audit of all assets—HVAC systems, plumbing, electrical, roofing, elevators, and other critical infrastructure. Assess their condition, service history, and manufacturer-recommended maintenance schedules.

Example: A property manager overseeing a 20-unit apartment complex discovered during an audit that several HVAC filters hadn’t been replaced in years. By addressing this, they prevented future system failures and improved air quality for tenants.

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‍2. Prioritize Based on Risk and Cost

Not all maintenance tasks are equal. Rank them based on asset importance, likelihood of failure, and financial impact. High-value equipment, safety-related systems, and frequently used infrastructure should be top priorities.

Example: In a commercial office building, prioritizing regular elevator inspections prevented a major breakdown that could have cost thousands in emergency repairs and tenant dissatisfaction.

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3. Establish a Maintenance Schedule

Set up a recurring schedule for inspections, servicing, and minor repairs—daily, weekly, monthly, quarterly, or annually, depending on the asset. Property management software can help automate reminders and track completed tasks.

Example: A hotel chain implemented a quarterly plumbing inspection schedule, catching small leaks early and reducing annual water costs by 15%.

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4. Leverage Technology

Use Computerized Maintenance Management Systems (CMMS) to schedule tasks, monitor costs, and track equipment performance. Smart sensors and IoT devices can provide real-time alerts on potential failures.

Example: A warehouse installed smart sensors on their HVAC system, allowing them to detect abnormal energy consumption. This early warning helped them replace a failing component before it led to a system-wide outage.

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5. Train Your Team

Ensure your maintenance team understands best practices, safety protocols, and emerging technologies. Educating tenants on simple preventative measures, such as reporting leaks early, can also help.

Example: A residential complex trained tenants on how to recognize early signs of plumbing issues, leading to quicker response times and fewer costly emergency repairs.

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6. Keep Detailed Records

Document every maintenance activity, from minor fixes to major overhauls. This helps track equipment performance, budget for future expenses, and maintain a reliable history for audits and warranties.

Example: A shopping mall tracked HVAC repairs over five years, realizing one unit had far higher maintenance costs than others. They replaced it, ultimately saving money on frequent fixes.

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7. Monitor and Improve the System

Regularly review maintenance reports to identify trends, recurring issues, or areas for improvement. Adjust schedules and processes to enhance efficiency and reduce long-term costs.

Example: A property management firm noticed recurring electrical issues in one building. By investing in an upgraded electrical panel, they reduced outages and saved on repeated repair costs.

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8. Consider Outsourcing Specialized Tasks

Some maintenance tasks, like HVAC servicing, elevator inspections, and specialized repairs, may be best handled by certified professionals. Outsourcing these services ensures compliance and quality work.

Example: A condominium association outsourced landscaping maintenance, reducing costs and improving the overall appearance of the property.

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9. Budget for Maintenance, Not Just Repairs

A well-planned budget should cover both routine maintenance and unexpected repairs. Allocate around 1-4% of an asset’s value annually for upkeep, depending on the property type.

Example: A school district allocated a fixed percentage of its budget to preventative roof maintenance, significantly reducing emergency roof leak repairs during winter months.

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10. Foster a Proactive Maintenance Culture

A PM system is only effective if the people using it are proactive. Encourage staff to report issues early, follow maintenance schedules, and continuously seek ways to improve the system.

Example: A large apartment complex introduced an incentive program where staff received bonuses for identifying and resolving maintenance issues before they became major problems, resulting in improved overall property conditions.

By implementing a strong preventative maintenance system, you can enhance efficiency, reduce downtime, and extend the life of your property’s assets. Start with small steps, refine your system over time, and enjoy the long-term benefits of reduced costs and smoother operations.

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If you have any questions about Onsite HQ, or would like to learn more about how Onsite HQ can help your organization, click the link and book a demo today.

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