Simply put, Preventative Maintenance is scheduled checks (Programmed Maintenance) done regularly over time.
These checks are essential to ensure your real estate assets can have issues identified & corrected to avoid deterioration and to save money in the long run, protecting your valuable real estate, strata, hotel or commercial assets.
Preventative Maintenance checks are performed regularly (in a scheduled cycle) from a checklist of assets and equipment, fixtures, appliances & hardware, ensuring the safety & function of facets of your property. A lack of Property Maintenance and Preventative Maintenance not performed can severely affect you financially.
Keeping things in good working order & condition ensures a longer life cycle of your building and always happier owners & tenants who occupy them. These checks also relate to Commercial Property Maintenance as buildings, factories & warehouses often need similar Preventative Maintenance Cycles.
There are 6 types of Property Maintenance in the Building Industry we have identified and utilise in our WPBS Services systems.
All theses following systems are common practice in various industries.
- Condition Based Maintenance
- Corrective Maintenance
- Reactive Maintenance (also known as Break-Down Maintenance)
- Preventative Maintenance (also known as Proactive Maintenance)
- Risk Based Maintenance
- Predictive Maintenance
All of the above come in to play at one time or another in a buildings life cycle & the property management of residential, commercial & industrial buildings (including factories).
Condition Based Maintenance Sydney
The first two relate to works in response to inspections, i.e., Condition Based Maintenance, & the finding of faults in response to tenants or managers noticing defects & issues at sites. While we are on jobs we can also diagnose issues & predict failures & things in need of attention in the near or far future as well.
To some extent Predictive Maintenance loosely falls in to this category as it can be performed during a routine inspection (see the explanation below).
These inspections often result in building maintenance, not necessarily falling in to the preventative maintenance category as faults & things in need of repair are already found present, not having been anticipated.
Corrective Maintenance Sydney
When a property manager sends us to a job we are usually performing Corrective Maintenance, that is maintenance tasks where we need to identify, isolate & rectify problems, for example water leaks in walls & ceilings.
Corrective Maintenance aims to restore something to an operational or functional condition.
An example of this would be a flip mixer set that needs replacing or a shower head being replaced, as another example.
Often when we are fixing a leak, our plumbers are performing tests on pressure & plumbing services where they may need to adjust or replace parts or plumbing.
This, then, specifically can move in to a Preventative Maintenance area as we do not want this particular issue or fault to occur again. We need to STOP it occurring, therefore this is Preventative Maintenance as well in the jobs timeline.
Reactive Maintenance Sydney
The third, Reactive Maintenance, can apply to air conditioners which have broken down or water heaters that no longer work, as examples. An oven, IXL light or a ceiling exhaust fan in the bathroom are other examples. These problems with a property fall in to Reactive Maintenance, as we have stated above, this is also sometimes called Breakdown Maintenance.
The asset is already offline, broken, damaged or has failed & needs to be fixed or sometimes replaced to restore or reinstate it to its original condition or to regain the full function it provided at the property.
A dishwasher that needs replacing is an example; a new dishwasher means an automated process to wash the dishes, hence, regaining the ability or function to wash dishes automatically, not manually.
Preventative Maintenance Sydney
Preventative Maintenance (or Preventive Maintenance) includes a series of inspections scheduled in a cycle, recurring regularly, to find potential issues that can be anticipated & prevented over time.
Examples of Preventative Maintenance are:
- sliding balcony wheels wear & tear
- wall & ceiling paint peeling or discolouring over time
- carpets worn & torn over time (has a life expectancy of approximately 10 years)
- flexi-hoses (which should be replaced every 5 years)
- doors locks not closing properly or aligning to be shut safely
- window locks not functioning & locking properly
- sliding window wheels wear out over time also
- door closers where the spring inside needs readjusting over time as constant use sees the spring beginning to be misaligned & the door will get stuck more often
- wheels in sliding wardrobe doors are a regular wear & tear item as they are used almost daily
- shower screens (if frameless) the hinges always need adjusting as the shower screen moves with the expansion & contraction of the building
- semi frameless sliding shower screens have wheels which need to replaced every 1-2 years, depending on frequency of use
- range-hood filters (even though these are the direct responsibility of the tenant they often fail to do this) should be added to a preventative maintenance schedule depending on frequency of use we feel every 3-6 months depending on the frequency of the property inspection the property manager conducts or the Preventative Maintenance Schedule the Preventative Maintenance Company performs.
- We have been directly involved in insurance claims where fires have resulted from the filters being full with fats & oils acting as dangerous accelerants
- stove grill to maintained & cleaned regularly & free of fats & oils (again the direct responsibility of the tenant)
- air conditioning filters need cleaning every 3-6 months depending on frequency of sue
- smoke alarms should be checked in a 6 month cycle as best practice
- smoke alarms a life expectancy of approximately 10 years
- Smoke Alarm FAQ here (Fire & Rescue NSW)
- building fire safety for NSW information here (Fire & Rescue NSW)
- exit signs & emergency lighting in common areas that are entry & exit points on strata lots, commercial premises, industrial complexes, need to be checked as part of the fire inspection every 6 or 12 months depending on the fire routine inspection per company
- this may also be relevant to some residential for mixed use residential & commercial premises (i.e. retail at the base of the building & units on top of any number
- roof gutter cleaning every 3-6 months depending on roof traffic (means the amount of trees, the kind of tress immediately surrounding the roof area & how often the trees drop leaves
- this also is a preventative measure as you are already up on the roof & can check for any broken roof tiles or if a sheet roof any loose or missing screws or roof flashing not secured or incorrectly installed
Over time, buildings move with expansion & contraction. As this is a natural part of a building’s aging process, a Preventative Maintenance Cycle of checks needs to be put together to ensure that everything is in good working condition or is made good by finding issues during regular checks.
Mentioned in the next point, Preventative Maintenance which involves scheduling which anticipates potential danger to persons or property is Risk Based Maintenance, & this should be a crucial element of your Preventative Maintenance Plan.
Risk Based Maintenance Sydney
Fifth we have Risk Based Maintenance. Risk Based Maintenance goes hand in hand with Preventative Maintenance Schedules as this system prioritises those things in your property that carry the most risk to safety or to occupancy or to structural integrity, etc.
Risk Based Maintenance helps define a systematic approach to Preventative Maintenance & helps control budget as well, tending to the most crucial things first in the cycle & helping you predict where your spending is going to be more concentrated, allowing you to forecast & to financially plan to your budget.
Examples of Risk Based Maintenance are servicing fire alarms in a cycle, ensuring basement sump pumps are in working order to avoid flooding of lower basement levels during storm surges & heavy rains & ensuring fire control systems are in working order, etc
Specifically for Building Maintenance in our area of trades, examples of Risk Based Building Maintenance would be:
- structural walls with failing structural integrity posing significant threat premises & persons
- ceilings in danger of collapsing through water leaks
- dangerous electrical faults, for example, exposed wires, broken & cracked power points & light switches which need replacing immediately to avoid serious injury or death
- faulty appliances which could pose an electrocution threat
- water leaking in to light fittings from the above unit or broken roof tiles if on top floor or if this is a house, the same applies
- in this instance it is imperative that power is isolated & switched off before any tradesman commences works
- gutters not being cleaned because water overflows & can potentially penetrate in to the roof space & into rooms with the possibility of causing extensive damage
- breaking & entering occurrences where the front door no longer secures the property
- temporary make-safe solutions can be boarding up the door opening or installing a temporary door until the proper door replacement is done as soon as possible
Predictive Maintenance Sydney
Predictive Maintenance is often performed as a consequence of, or hand in hand with, all the maintenance systems mentioned above.
Checks are performed regularly as part of a Property Manager’s & Strata Manager’s & Asset Manager’s job. Whether they are a new discovery in a routine real estate property inspection, a new fault notified by an owner/tenant with a real estate or strata, or issues found during routine Preventative Maintenance checks in a hotel or commercial operation by operations managers , asset managers & staff, all performing visual & physical checks on premises.
Often Property Managers & Operations Managers cannot comprehensively identify faults, issues or problems as they do not have adequate training in building maintenance.
It is the role of a Professional Preventative Maintenance Company to determine the condition of buildings, fixtures, appliances, etc & then set estimates when they may fail or be at the end of their life cycle & need replacing; hence the ‘Predictive’ or forecasting element in the system of maintenance.
These checks comprise the backbone of the Preventative Maintenance Plan, Checklist & Schedule.
WPBS Services has a Comprehensive & Tailored Property Maintenance Management System
WPBS Services is a Preventative Maintenance Company in Sydney & has a Comprehensive Property Maintenance Management System including regular Preventative Maintenance Checklists. We have the ability to manage the whole process for you so you can focus on the things that are important in your days, weeks and months.
- We create the schedules for you & manage all reactive property maintenance & repairs for your building or buildings
- Our Programmed Maintenance supports all Managers across Real Estate, Stratas, Hotels & Commercial & Industrial clients
- We schedule & coordinate regular maintenance inspections on behalf of all Managers with our expert team
- We quote, seek approval & carry out repairs as part of our Reactive Maintenance resulting from issues found during Scheduled Checks
Our Programmed Property Maintenance is planned to meet your specific requirements, whether you have one site or multiple sites.
We work closely with you to ensure the plan is comprehensive & happens regularly, usually every 3-6 months or 12 months depending on the age of the building.
We will develop a set of KPIs (Key Performance Indicators) for evaluation & tracking with all Corrective & Reactive Maintenance repairs included.
How a Preventative Maintenance Cycle managed by WPBS Services helps you
- You will always know when we are going to be onsite, when the inspections are due & when they are carried out
- You will receive reports & notifications of issues found to be actioned/approved
- We will provide photos & a clear report stating the issue/s, the diagnosis & recommended actions for correction of any found issues (Corrective & Reactive Maintenance)
- Our process is entirely transparent & you remain informed during the whole process however we manage everything in the process for you to reduce your workload and stress
- No matter how many sites we manage for you, our industry software will always show you our scheduled maintenance cycle & you will always be reminded when it is due