Gather manuals, previous reports and information about condition and use. Include doors, gutters and other building elements as well as named equipment. Clarify landlord, occupier and contractor tasks to avoid gaps or overlapping instructions.
For recurring tasks, visit arrangements and completion records, explore planned preventative maintenance.
What makes a task useful?
Ask what each visit achieves. A useful entry identifies the item, work, timing, access and record you receive. Different tasks on the same equipment may need different intervals.
For equipment, HSE's maintenance guidance explains competent work, manufacturer instructions and safe preparation. Keep any separate inspection or examination visible rather than assuming normal servicing completes it too.
Plan for access and findings
Arrange keys, escorts, permits and any shutdown before booking. Where equipment is interrupted, allow time for checks and returning it to use, not just carrying out the maintenance itself.
Ask what happens to defects found during a visit. An inspection may be finished while a worn part still needs replacing. Keep the completed check and the remaining repair, investigation or monitoring clearly recorded.
Review the programme using experience
Update the programme when equipment or use changes, faults repeat or contamination becomes heavy before the next visit. Record why the plan changed and retain the earlier reports.
Look beyond whether someone attended. Check overdue tasks, unfinished recommendations and recurring problems. A full set of visit dates does not tell you whether important defects have been addressed.
Common questions
Is PPM the same as reactive maintenance?
They differ. PPM is scheduled in advance; reactive maintenance deals with a reported fault. Your property needs clear arrangements for each.
Does PPM prevent all breakdowns?
No. PPM manages known maintenance needs and can reveal deterioration, but unexpected failures and faults outside the scheduled checks can still occur.
Can a small property use PPM?
Yes. A straightforward list and calendar can work when they accurately describe the property and tasks. The paperwork should be proportionate to the work.
Related reading and services
See What Should a PPM Schedule Include? and What Is Statutory Maintenance?, then explore Planned Preventative Maintenance, Building Fabric and Planned Replacement Programmes for work routes.
Browse maintenance, services, projects, sectors and locations. To make an enquiry, send the property details and any existing programme.
