What is Planned Preventative Maintenance (PPM)?

Planned Preventative Maintenance (PPM) is a proactive approach to maintaining properties, assets, facilities or equipment. It involves scheduling and carrying out regular inspections, repairs, and replacements at specified intervals. The goal of PPM is to prevent equipment failure, reduce downtime, and extend the lifespan of the assets.

Preventative maintenance is an essential aspect of property management. It ensures that the property is well-maintained, and potential issues are addressed before they turn into expensive problems. One of the best ways to schedule preventative maintenance is through regular inspections and assessments. In this article, we’ll discuss three ways to schedule preventative maintenance in property management.

How to Schedule a Planned Preventative Maintenance?

1: agent assesses the property prior to move-in

The first way to schedule preventative maintenance is by having an agent assess the property prior to move-in and provide feedback to the landlord on any suggestions for maintenance. This step is crucial as it can help identify potential issues before the tenant moves in. By having an agent assess the property, landlords can have a better understanding of any areas that need improvement or attention.

For example, an agent might notice that the guttering needs to be cleared or that the heating system needs to be serviced. These suggestions can be discussed with the landlord, who can then arrange for maintenance to be carried out before the tenant moves in. This proactive approach ensures that the property is well-maintained and that the tenant is satisfied with the condition of the property from the outset.

2: periodic inspections throughout the tenancy

These inspections should be carried out at regular intervals, such as every three or six months, depending on the length of the tenancy. During these inspections, the agent or landlord can check for any signs of wear and tear or damage. They can also ensure that any maintenance work carried out previously has been completed satisfactorily.

These inspections can help identify any potential issues before they become more significant problems. They also provide an opportunity for the tenant to raise any concerns they may have about the property.

3: use void periods in good ways to maintain the property

The third way to schedule preventative maintenance is by reviewing the condition of the property before a relet. When a tenant moves out, the property should be thoroughly inspected to identify any damage or areas that require attention. This is an excellent opportunity to schedule any maintenance work that needs to be carried out.

For example, if the carpets need to be cleaned or the walls need repainting, this can be done during the void period. Landlords can use the void period to carry out maintenance work to ensure that the property is in excellent condition for the next tenant. This approach also minimises the risk of potential issues being raised during the next tenancy.

Scheduling preventative maintenance is essential for property management. Regular inspections and assessments, such as those outlined above, can help identify potential issues and ensure that the property is well-maintained. By taking a proactive approach to maintenance, landlords can minimise the risk of significant problems arising and ensure that their tenants are happy and satisfied with their accommodation.

Need to schedule planned preventative maintenance?

If you wonder how to make a preventive maintenance schedule in Excel, you may want to check this instruction by Microsoft here. Alternatively contact Rentancy – our experts will gladly assist you in making the best use of your existing PMS software.

Contact us today either by message or call on WhatsApp: +44 330 321 3500.

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