knowledge article
What Is Planned Preventative Maintenance?
A calendar is the output of planning, not its starting point. First identify the equipment and building elements, their locations and their role. A heating system serving occupied rooms has a different operating context from equipment used occasionally in a store.
Discuss your requirementsMaintenance is work organised over time.
Overview
Use manuals, existing service records, condition and operating information to establish the maintenance requirement. Include fabric elements such as doors and rainwater goods as well as equipment with model numbers. A complete programme needs clear boundaries so landlord, occupier and contractor tasks do not overlap or fall between instructions.
Plan for access and findings
A task cannot be delivered reliably if the relevant equipment is inaccessible. Identify keys, escorts, permits and any shutdown before scheduling the visit. Include time for checks and return to service when the work affects an operating system.
Findings need their own route. Separate work completed from defects requiring repair, further investigation or monitoring. A visit that identifies a worn component can be complete as an inspection while the repair remains open. Both facts belong in the record.
Review the programme using experience
PPM should respond to changes in the property. New equipment, altered use, recurring faults or heavy contamination between visits can justify reviewing tasks and intervals. Record the reason for a change and retain the earlier history.
Measure more than attendance. Look at overdue tasks, unresolved findings and repeat faults alongside completion rates. A programme with every visit recorded but no follow-up to significant defects is not providing the information needed to manage maintenance well.
Common questions
Is PPM the same as reactive maintenance?
No. PPM follows an established programme. Reactive maintenance responds to a reported fault or problem. A property normally needs a clear arrangement for both.
Does PPM prevent all breakdowns?
No. It manages known upkeep needs and provides opportunities to identify deterioration. Unexpected failures and faults outside the scheduled checks still require attention.
Can a small property use PPM?
Yes. A straightforward task list and calendar can be sufficient when they accurately describe the property and required work. The level of administration should fit the maintenance need.