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Most businesses require scheduled maintenance in one form or another. From regular HVAC inspections to fire and security alarm checks, planned maintenance tasks are key in keeping facilities running smoothly and efficiently with minimal down periods or costly repairs.

What is Scheduled Maintenance/PPM?

In facility management, scheduled maintenance – or Planned Preventative Maintenance (PPM) – refers to the “proactive approach to maintenance in which maintenance work is scheduled to take place regularly and consequently documented once it has taken place.” PPM is routinely performed either monthly, quarterly, seasonally, yearly, or set to a custom timeframe; it all depends on the types of maintenance in question.

There are statutory (set by the government) and regulatory (set by regulatory bodies) laws and legislation relating to PPM of which businesses must be compliant. Planned, proactive FM services help to ensure that your business is following maintenance compliance laws, legislation, and guidelines, as well as protect the health and safety of employees and visitors on the premises.

When Should You Schedule Maintenance?

Facility managers need to keep track of all planned maintenance and ensure legal compliance. It is wise to set aside maintenance windows at the beginning of the year, letting others in the business know of maintenance periods well in advance to avoid too much downtime. To do this, you’ll need to have a good idea of which maintenance tasks need to take place and when.

You will need to schedule maintenance and routine tasks for each of the following areas:

Keeping up with so many maintenance renewal dates and appointments can be difficult, especially if you’re hiring several different companies at once. Using one external company that includes a combination of FM services, such as Facility Services Group, will help you manage your PPM, dealing with maintenance and providing multiskilled engineers on your behalf in line with your renewal dates.

Why Should You Schedule Maintenance? 

The arguments for and against PPM all come down to proactive maintenance versus reactive maintenance. Businesses that rely on reactive maintenance rather than proactive, planned maintenance fix problems as they occur. Reactive repairs will cost you more in the long term compared to routine system check-ups, especially if there are severe or urgent problems.

Proactive PPM, although an additional financial commitment, is cost-effective overall due to catching small issues before they become big problems. PPM helps you stay legally compliant as well as reduces the risk of business closures due to unforeseen emergencies. Regular maintenance can also help reduce your facility’s energy bills by keeping your HVAC and power systems running efficiently.

Alongside PPM, urgent reactive maintenance may still be required sometimes for emergencies beyond your control, such as flooding. Having to close your business for a significant amount of time can cause disruption and financial loss, so it’s best to have a 24/7 emergency maintenance/repair service on hand just in case.

Arvato CRM Solutions UK’s site in Swansea has been in partnership with FSG for just over a year and we are delighted with the professional service we have received. Communication and the ability to work with us through often challenging circumstances has been second to none and FSG has fostered an excellent working relationship with our employees. Tasks are completed promptly and efficiently, and FSG staff have a wealth of knowledge and experience to draw on to ensure jobs are completed to a very high standard.
Our physical security requirements are stringent and FSG understands the importance of maintaining that level of security and complying with this when working within our environment.

Emma Bloomfield | Facilities Manager | Arvato CRM Solutions, UK

Quantum engaged FSG to undertake Landlord’s works at our commercial property in Swansea. We’ve found them to be professional, flexible and, most importantly, able to hit our demanding deadlines!

Michael Butcher | Commercial Financial Director | Quantum Group

Contact FSG