Use manuals, service history, condition and operating data to establish required work. Include fabric such as doors and rainwater goods alongside equipment. Set clear landlord, occupier and contractor boundaries so activities are neither duplicated nor omitted.
For recurring tasks, visit arrangements and completion records, explore planned preventative maintenance.
What makes a task useful?
A monthly attendance entry does not describe a task. Specify the asset, activity, interval, access and evidence required, retaining different timing where several tasks apply to one item.
HSE's maintenance guidance addresses competence, manufacturer information and safe planning for equipment maintenance. Keep inspections and examinations separately identifiable; a routine service does not automatically satisfy other requirements.
Plan for access and findings
Resolve access before scheduling. Confirm keys, escorts, permits and shutdowns, and allow time for functional checks and return to service where the work interrupts an operating system.
Give findings an action route. A completed inspection can identify a worn component that still needs repair. Record completed work separately from repair, monitoring or investigation requirements and retain both statuses.
Review the programme using experience
Review tasks and intervals following new equipment, changed use, repeated faults or heavy contamination between visits. Document the reason for revisions without discarding the earlier maintenance history.
Assess overdue activities, open findings and recurrence alongside attendance and completion rates. Recording every visit without progressing significant defects leaves the programme without the information needed for effective management.
Common questions
Is PPM the same as reactive maintenance?
No. PPM follows an agreed schedule; reactive work starts from a reported problem. Establish how both are instructed and recorded at the premises.
Does PPM prevent all breakdowns?
No. It addresses known upkeep requirements and offers opportunities to detect deterioration. Unexpected faults and failures outside the scheduled scope still need a response.
Can a small property use PPM?
Yes. A concise task schedule and calendar may be adequate where they describe the site and requirements accurately. Match administration to the actual maintenance need.
Related reading and services
Read What Should a PPM Schedule Include? and What Is Statutory Maintenance?. Coordinate Planned Preventative Maintenance, Building Fabric and Planned Replacement Programmes as the programme requires.
Review maintenance, services, projects, sectors and locations, or make an enquiry with the site information and current schedule.
