What is planned preventative maintenance?

Planned preventative maintenance (PPM) is one of the most effective strategies for maintaining the value, safety, and functionality of any property. Whether you’re managing a single building or an entire portfolio, PPM helps you get ahead of issues before they escalate.

At MRI Software, our goal is to support your property and facilities management needs with flexible, intuitive tools. Our facilities management software is designed to simplify maintenance planning, reduce reactive costs, and keep your properties operating at their best.

Table of contents:

• What is PPM?
• What’s involved with PPM?
• Benefits of Planned Preventive Maintenance
• Real-life Examples of PPM
• How does PPM Protect You?
• What is Planned Unscheduled Maintenance?
• How to Implement Planned Maintenance
• FAQs
• Contact MRI Software

What is PPM?

Planned preventative maintenance is a strategy built on consistency. It involves scheduling regular inspections, servicing, and repairs to prevent faults before they occur. This proactive method ensures your assets stay in good condition for longer, saving you time and money in the long run.

PPM can cover everything from checking HVAC systems and inspecting roofs to testing fire safety equipment and replacing light fittings. The aim is to avoid disruption, extend asset life, and improve safety standards across your property.

What’s Involved with PPM?

To make the most of a planned preventative maintenance program, you need a clear understanding of your property’s infrastructure and asset condition. Each system or fixture should have its own maintenance schedule. Depending on the asset, this might include monthly inspections, seasonal servicing, or annual compliance checks.

The process usually involves:

• Creating an inventory of all property assets
• Developing a maintenance schedule for each item
• Assigning qualified professionals to carry out inspections
• Recording and reviewing findings
• Updating the plan based on asset performance

Technology can help automate many of these steps, ensuring tasks are never missed and records stay up to date.

Benefits of Planned Preventative Maintenance

The advantages of PPM go far beyond avoiding costly repairs. A structured maintenance plan delivers a wide range of benefits:

• Cost savings: Regular upkeep can prevent major failures and reduce reliance on expensive emergency repairs.
• Improved asset performance: When systems are looked after, they operate more efficiently and for longer.
• Regulatory compliance: Meeting safety and performance standards is easier with consistent maintenance.
• Operational efficiency: Downtime is reduced, and property operations can continue without disruption.
• Better forecasting: You gain more insight into future maintenance needs, helping with budgeting and resource planning.
• Enhanced reputation: Well-maintained buildings reflect positively on you and your organisation.

Real-life Examples of PPM

Roof inspections are a good example of how preventative maintenance can protect property value. Regular inspections can identify cracked tiles, deteriorated flashing, or tree-related damage before major water ingress occurs.

Electrical safety checks can identify risks early, ensuring wiring, appliances, and switchboards are compliant and functioning properly. This lowers the risk of electrical fires or injuries.

Fire safety inspections help confirm that alarms, extinguishers, and emergency exits are fully operational. These checks are vital in protecting lives and limiting damage in the event of a fire.

General property inspections catch issues like water damage, structural wear, or mould growth before they worsen. Early action is usually less expensive and far less disruptive.

How Does PPM Protect You?

Planned preventative maintenance reduces your exposure to unexpected costs, tenant complaints, and safety risks. By addressing issues before they escalate, you can avoid emergency call-outs, tenant disruptions, and liability concerns.

A proactive maintenance plan also protects your reputation. Whether you’re managing commercial, industrial, or residential property, tenants and stakeholders rely on you to maintain a safe and professional environment. PPM helps you meet those expectations consistently.

There’s also peace of mind in knowing your property is being looked after. Scheduled maintenance means fewer surprises, less stress, and more confidence in your compliance obligations.

What is Planned Unscheduled Maintenance?

Planned unscheduled maintenance might sound like a contradiction, but it plays an important role in a wider maintenance strategy. It refers to work that isn’t tied to a regular schedule but is still anticipated based on asset condition or performance data.

Examples include non-urgent repairs flagged during inspections, like a slow leak or minor deterioration. These jobs can be logged and addressed as time and budget allow. While they aren’t emergencies, they shouldn’t be ignored.

This approach supports flexibility in your maintenance program, helping you respond to early warning signs without waiting for a scheduled check or risking a full breakdown.

How to Implement Planned Maintenance

Successful implementation begins with a property-wide audit. Identify all the critical assets across your portfolio and assign appropriate inspection and servicing timelines.

Create a centralised maintenance schedule with clearly defined responsibilities. Ensure that you engage qualified contractors or technicians who understand the specific requirements of each asset type.

Facilities management software can simplify this process by tracking schedules, issuing reminders, and storing inspection results. With the right tools, you can plan months in advance, respond quickly to flagged issues, and maintain full visibility over every part of your property.

Engaging stakeholders is also key. Ensure that property managers, tenants, and service providers understand the value of preventative maintenance and have input into the planning process. Communication helps build a culture of care around your assets.

FAQs