What Is Planned Preventative Maintenance?

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.

What makes a task useful?

“Attend site monthly” records a visit frequency without defining the work. A useful task identifies the item, activity, interval, access and completion evidence. Different tasks on the same asset can have different intervals.

For work equipment, HSE's maintenance guidance explains the importance of competent people, manufacturer information and safe planning. Keep required inspections and examinations identifiable: routine servicing does not automatically fulfil every separate requirement.

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.