Keeping everything running smoothly is key to creating a safe, efficient, and well-maintained environment. A successful maintenance strategy strikes a balance between reactive maintenance, which addresses issues as they arise, and planned maintenance, which aims to prevent problems before they occur. Finding this balance is important for maintaining both operational efficiency and cost control, yet understanding the fine line between the two approaches, and how to optimise them, can often feel like a challenge. In this article, we will explore the importance of finding the right balance between these two strategies and how long they can support long term property maintenance.
Understanding reactive maintenance
Reactive maintenance, often referred to as ‘breakdown maintenance’, involves responding to problems after they happen. Whether it’s a failed heating system, damaged external lighting or faulty security system, these issues require immediate action to minimise disruption. While reactive maintenance is sometimes unavoidable, over reliance on this method can lead to increased downtime, higher repair costs, and potential tenant dissatisfaction. In the debate of preventative vs reactive strategies, it’s important to recognise that while reactive maintenance plays a necessary role, it should not dominate a property management plan.
What is planned preventative maintenance?
Planned preventative maintenance is a proactive strategy designed to identify and fix potential issues before they lead to equipment failure or safety risks. It involves regular inspections, servicing, and maintenance tasks based on schedules, manufacturer recommendations and regulatory requirements. In a commercial setting, planned preventative maintenance makes sure that everything from HVAC systems to grounds maintenance, plumbing, and lighting is kept in optimal condition. By investing in a structured maintenance plan, you can:
- Reduce the likelihood of unexpected breakdowns
- Extend the lifespan of key assets
- Maintain compliance with health and safety standards
At Dependable, our planned preventive maintenance services consist of;
Gas & Electrical Safety Checks: Regular inspections to ensure compliance with safety regulations and to prevent potential hazards.
Roof & Gutter Inspections: Scheduled checks to identify and rectify issues before they lead to significant damage.
Plumbing & Heating Servicing: Routine maintenance to ensure systems are operating efficiently and to prolong their lifespan.
Alarm & Fire Safety Servicing: Regular testing and maintenance to ensure safety systems are fully functional.
The role of reactive maintenance
While proactive maintenance is important, it would be unrealistic to eliminate reactive maintenance entirely. Unexpected issues can and will occur, whether due to weather events, sudden equipment failures, or accidental damage, and having a responsive maintenance team is crucial for addressing these situations promptly.
Finding a balance
In practice, a strong property maintenance strategy integrates both planned and reactive approaches.
It might be tempting to lean more heavily towards one over the other, however, the truth is that a well run property management strategy needs both. According to industry experts, an effective maintenance strategy should aim for a split of roughly 80% planned preventative maintenance and 20% reactive maintenance. This ratio allows for routine upkeep while recognising that unexpected issues will inevitably occur.
Without a balance, property managers risk falling into inefficient cycles:
- Over-reliance on reactive maintenance can lead to rising emergency repair costs and increased downtime.
- Over spending on preventative measures without clear planning can waste resources on unnecessary maintenance.
Building an effective maintenance strategy
To find the right balance between reactive maintenance vs planned maintenance, it’s essential to;
- Evaluate the condition and criticality of all equipment and systems within the property
- Identify potential risks associated with each asset and prioritise them accordingly.
- Develop a maintenance schedule that aligns with manufacturer recommendations and regulatory requirements
- Allocate resources to cover both planned and reactive maintenance needs
- Regularly assess the effectiveness of the maintenance strategy and make adjustments as necessary
Through continuous monitoring and adjustment, property managers can improve efficiency, save costs, and ensure their maintenance approach evolves alongside the needs of the property.
The benefits of planned preventative maintenance
A well executed planned preventative maintenance programme delivers significant advantages:
- Cost savings: early intervention prevents minor issues from developing into expensive repairs.
- Asset longevity: regular servicing can extend the life of costly equipment and infrastructure.
- Safety and compliance: ongoing maintenance ensures compliance with health and safety regulations.
- Tenant satisfaction: reducing breakdowns improves tenant confidence and retention rates.
How Dependable can help
At Dependable, we understand that every property has unique maintenance needs. That’s why we’re committed to providing property and grounds maintenance solutions tailored to your needs. If you’re looking to improve your maintenance strategy and protect your property investment, get in touch today.
