When working with schools and property owners we are regularly coming across property maintenance plans that have become obsolete. We inquire around how this came to be and there seems to be a common thread running. Below is the 3 key reasons they fail (and some ideas to prevent yours from doing the same);
1) Reactive overpowers proactive
As Stephen Covey puts it in his award winning book 4DX, the urgent always wins over the important. A good maintenance plan is highly important for the long term benefit of your property and it should never be put off until it becomes urgent- this is too late. There needs to be a disciplined approach to executing the maintenance plan on a regular basis to prevent this from happening.
2) Overly complicated
Many maintenance plans fail by going too deep into the detail of what needs to be done. This makes them labour intensive to develop as well as increases the likelihood of them going out of date. We believe there should be a high level maintenance plan done by a consultant which dovetails into industry specific plans which are managed by partner contractors.
3) No ‘Trigger’ in place
All maintenance plans need to have some form of trigger in place to make them happen at a set time without fail. This can be a regular agenda item at a management meeting, an active maintenance calendar or even connected to a team members performance appraisal. We also recommend partnering with maintenance for each field of expertise and they will run the calendar and be the ‘Trigger’ for maintenance to happen.
Building partnerships and getting input from industry experts when developing a plan for your property is an excellent practice and they will show you things from their perspective that you may not have seen. Many service providers will be more than happy to work with you on this for little or no charge as they have the good of your property at heart as well.