What Is Planned Preventative Maintenance (PPM) and Why Do You Need It?

 

For building and facility managers, the maintenance of complex buildings and portfolios is an important responsibility and can also be a major cost and headache when issues arise.

However, there are ways that surprise costs can be avoided, such as through planned maintenance, including Planned Preventative Maintenance.

If you’re a building owner, property or facility manager who is looking for more feasible and reliable ways to keep on top of property maintenance, you might just benefit from PPM. Keep on reading to find out more about this service.

 

What is Planned Preventative Maintenance (PPM)?

The practice of PPM essentially refers to the planned or scheduled maintenance of properties and is a more proactive approach to property management and maintenance, ensuring that essential works are kept on top of on a regular basis, and that they are consequently documented once works have taken place.

The process is performed to help preserve a property’s condition, prevent problems from arising and helping to avoid failures and/or breakages.

While PPM is a relatively straightforward process, the actual practice of PPM can be complex, varying on the diversity of the portfolio.

PPM allows facility managers to secure funds in advance, while providing them with the time to appropriately direct these funds to ensure optimum effect is achieved regarding business needs.

In recent years, the need for long-term building management has increased, with a particular consideration placed on value instead of just cost, and PPM can work towards compliance with Whole Life Value (WLV).

 

Examples of PPM

 There are different types of PPM to consider. Below, we have broken down the most common types to help you understand which type of PPM is best suited to you and your needs:

  • Time-based maintenance – calendar or time-based maintenance can include the servicing of air conditioning units, replenishing salt or soft water systems, or cleaning air vents to ensure your property complies with health and safety standards.
  • Usage-based maintenance – if there is equipment within your facility that faces repeated daily usage, then usage-based maintenance can be essential to ensure equipment and machinery is performing in its intended, full working order. 
  • Predictive maintenance – predictive maintenance harnesses specific technology, such as sensors, to inform you of when something is in need of maintenance, inspection, or upgrade. This type of PPM may be more relevant to businesses operating in the manufacturing industry. 
  • Prescriptive maintenance – prescriptive maintenance consists of advanced analytics that allows you to stay on top of essential facility equipment and inspection procedures.

 

 Real-life examples of PPM include:

  • Residential property management (lettings)
  • Gas safety certificate
  • Boiler service
  • Property condition surveys
  • Roof inspections
  • Electrical safety standards
  • Energy performance certificate

  

Multi-occupied buildings

  • Fire risk assessments
  • Lifting operations and lifting equipment regulations (LOLER)
  • Lift engineering insurance protection
  • Cold water storage tank chlorination
  • Emergency lift testing
  • General health and safety risk assessment
  • AOV servicing

  

The main benefits of PPM

Perhaps one of the main benefits of PPM is the reduction of costs. Typically, you can expect to see savings between 12-18% due to the reduction of reactive maintenance costs.

Additionally, PPM can help property managers and landlords alike to identify and address any potential issues before they develop into something that is a much more costly and lengthy process.

Furthermore, the following benefits can be expected from PPM:

  • Prevention of large-scale failure including roof collapses
  • Enhanced performance
  • Minimised downtime and business closures due to the likes of equipment failures
  • Increases user and occupant satisfaction
  • Manufacturer warranties and requirements are met
  • Ensured health and safety compliance
  • Added value to both preserve and enhance property assets (a property in disrepair is less likely to produce a good price)
  • More efficient use of workforce, resources, and budget

Particularly beneficial for landlords, PPM can support the recovery of costs of planned maintenance programmes from tenants.

There is a common misconception that PPM is unnecessarily costly, however, your property may be at risk of higher costs due to the unforeseen loss of equipment or damage to property which could have been prevented through PPM.

 

Who needs PPM and why?

Property owners and facility managers who oversee the upkeep of a property, or landlords, should rely on PPM to ensure buildings and other aspects of the property, including assets and equipment, are protected from decay and dilapidation.

An issue in one area of a property may cause a domino effect, resulting in further building defects and leading to costly repair fees.

Ultimately, a property that implements PPM schedules will benefit from the protection of the underlying value of the building, the reduction of unnecessary expenses, and the decreased need for reactive maintenance costs.

PPM can also protect your business, ensuring that you remain compliant with statutory requirements such as gas safety certificates or LOLER inspections.

 

Why you should enlist the help of a building surveyor…

As a leading, independent consultant to the property and construction industry, Arc has developed proven methodologies and technical solutions, which deliver control with a strategic, systematic approach.

If you would like more information on Planned Preventative Maintenance, then get in touch today by emailing stephen@arcbuildingconsultancy.co.uk or jamesl@arcbuildingconsultancy.co.uk.