Planning Monitoring and Controlling Building and Services Maintenance for Facilities Managers

1. MAINTENANCE
PLANNING, MONITORING AND CONTROL

2. CONDITION SURVEY
• The maintenance plan starts with a condition survey
• Prepared by Chartered Surveyor
• Details condition of building
• Identifies defects
• Schedules of repair

3. PRIORITISING REPAIRS
• Risk to health safety & well-being
• Compliance
• Legislation
• Warranties
• Lease
• Functional impediments
• Deterioration and structural damage
• Asset value

4. PRIORITISING 2
• Essential – immediate
• Urgent
• Necessary
• Desirable

5. TIMESCALES
• Repairs to be done immediately
• Within 3 months
• Within 12 months
• Within 3 years
• Etc.

6. MAINTENANCE SCHEDULE
Priority Item Timescale
1 Re-glazeandmakegoodbrokenwindowongroundfloor Immediate
1 RepairfaultyCCTV within1week
2 Clearguttersandreplacebrokendownpipe within3months
2 LiftInspectionsaspercontract Periodicasincontract
3 Redecorateentranceandreception within12months
4 Inspectroofandflashings
5 Re-surfacecar-park within5years
2years

7. CONTROL
• Create a spreadsheet
• Various commercial packages available
• CAFM Programmes

8. MONITORING
• Check against schedule
• Visual Inspections
• User Feedback

9. EVALUATING THE EFFECTIVENESS OF THE
STRATEGY
• Is it meeting Objectives?
• Hard measures
• Cost reduction
• Utility Costs
• Response times
• Benchmarking
• Balanced Scorecard
• Soft Measures
• User satisfaction surveys
• Visual

10. CHANGING THE STRATEGY
• Change strategy in response to:
• Changed organisational objectives, e.g. from brick and mortar to online
• Changed legislation e.g. new directives on environment
• External events e.g. Grenfell disaster
• Perceptions e.g. attitudes to environment
• Analysis of monitoring