Maintenance
Planned Preventative Maintenance
Planned preventative maintenance, or PPM, is scheduled work intended to manage deterioration and reduce avoidable faults. It establishes what needs maintaining, when the work is due and what evidence will show it has been completed.
Discuss your requirementsMaintenance is work organised over time.
A programme built around the premises
A useful schedule starts with the actual equipment and building fabric. A calendar copied from another property can miss assets, duplicate tasks or assume access that the site cannot provide.
We connect asset information with operating hours, condition, manufacturer requirements and maintenance history. The programme then gives site teams a practical view of forthcoming work and the disruption it needs them to plan for.
Who this service is for
PPM supports occupiers, managing agents and estates teams responsible for commercial premises or portfolios. It is useful when servicing is fragmented, due dates are unclear or reactive work is crowding out routine upkeep.
What the scope includes
The agreed schedule identifies assets and building elements, task descriptions, frequencies, access requirements and completion records. It covers the selected technical services and fabric activities, with inspections, repairs and specialist examinations identified clearly rather than hidden within a general visit.
Typical maintenance activities
- Coordinate equipment servicing, cleaning and adjustment tasks.
- Inspect relevant components for deterioration and defects.
- Review planned fabric upkeep and seasonal requirements.
- Record findings against the correct site and asset.
- Raise remedial work and changes to the maintenance baseline.
How the work proceeds
We confirm the asset list and task requirements, agree the programme, arrange attendance and complete the instructed work. The record distinguishes tasks finished, findings needing attention and activities prevented by access or equipment condition. Follow-on repairs receive an identifiable instruction.
Access and preparation
Provide current schedules, manuals, asset records and known defects. Identify operating constraints, plant-room access, permits, escorts and shutdown windows. Coordinate affected departments before a visit so a planned isolation does not become an unexpected interruption.
Responsibility and safe working
We agree the activities, technical competence and site interfaces needed for delivery. The client identifies authorising contacts and relevant hazards. HSE's maintenance guidance explains the importance of manufacturer information and safe planning. Routine servicing and statutory examination remain distinct requirements.
Priorities and response arrangements
Tasks retain their due dates and priority. Findings are assessed for immediate attention, separate repair, monitoring or data correction. The service agreement defines escalation and updates; a planned visit schedule does not itself establish emergency attendance cover.
Asset and work records
Each task links to an asset or location, instruction, date and outcome. Keep inspection exclusions and unresolved defects visible. A high completion percentage is useful only when the underlying records show the work and evidence expected.
What affects scope and cost
Asset quantity and complexity, service frequencies, site spread, access equipment and working hours shape the programme. Existing condition and record quality affect setup. The commercial schedule states which labour, consumables, repairs and specialist activities are included.
Completion and follow-up
Review completed tasks and open actions together. Repeated faults can justify investigation, changed maintenance or replacement planning. At handover, the client receives the agreed schedule, service history and outstanding actions, including the next due tasks.
Outcomes and our approach
Black & White Facilities connects maintenance planning with the trades and projects needed to act on findings. The intended result is an organised programme, useful building records and fewer decisions made without the condition or history of the assets in view.
Locations we cover
We cover Northumberland, Tyne and Wear, County Durham and Tees Valley, including Newcastle upon Tyne, Gateshead, Sunderland, Durham, Darlington, Hartlepool, Middlesbrough, Stockton-on-Tees and Redcar and Cleveland. View all locations.
FAQs
Does every asset need the same service interval?
No. Manufacturer information, applicable requirements, use and condition determine the tasks and intervals for the asset.
Can you start with an incomplete asset list?
Yes. We identify the missing information and agree how to establish the maintenance baseline. Gaps remain visible until checked.
Are repairs included in a planned visit?
The scope states which repairs and materials are included. Findings outside that allowance receive a separate recommendation and approval route.
What happens if a task cannot be completed?
The record explains why, identifies the remaining work and sets the next action. Attendance is not recorded as full task completion.
Plan your maintenance programme
Contact Black & White Facilities with the site list, available asset records, existing schedule and operational constraints. Tell us which recurring faults or gaps you want the programme to address.