Effective Maintenance Planning for Your Property

Brief Summary

A maintenance plan is a crucial tool for long-term property management. It helps property owners and condominium associations maintain their buildings in good condition and plan for future maintenance. The process begins with a feasibility study, where factors such as the property's construction year and design are mapped out. This is followed by a detailed inspection to identify the maintenance needs, which are then compiled into a maintenance plan with estimated costs and timelines. The plan should be updated annually to keep it current. The benefits of a good maintenance plan include lower operational costs, longer building lifespan, better financial balance, and improved creditworthiness. By actively using and updating the plan, associations can prevent unexpected costs and ensure sustainable property management.

 

How to Create an Effective Maintenance Plan for Your Property

A well-designed maintenance plan is one of the most valuable tools for ensuring long-term sustainability and good finances in property management, especially for condominium associations. A maintenance plan allows you to foresee and plan for future maintenance, which can contribute to lower costs, better property value, and more efficient management. However, creating a maintenance plan is not an easy task – it requires thoroughness, expertise, and time. Below, we explain how to systematically develop a maintenance plan and what it should include.

 

Step 1: Feasibility Study and Information Gathering

The first step in creating a maintenance plan is to carefully inventory the property or properties that will be included in the plan. This feasibility study aims to map important factors such as the property's:

• Year of construction
• Design and structure
• Property type (residential, commercial, etc.)

It's also essential to gather relevant documents and supporting materials that will aid in the planning process. Examples of such documents include blueprints, inspection reports, inventory lists, and information about previous work done. Digitizing and organizing these documents makes it easier to update and use the maintenance plan in the future.

 

Step 2: Property Inspection

Once the feasibility study is complete, a detailed inspection of the property is carried out. This step is crucial for determining the current condition of the building's various components and identifying any maintenance needs. During the inspection, the following are reviewed:

• Building elements such as roofs, facades, and windows
• Internal spaces like basements, attics, and garages
• Installations such as heating, plumbing, and sewage systems

This inspection is often done in collaboration with representatives from the board and should include a thorough review of the building's condition and required actions. It's also important to document the inspection through measurements, photographs, and notes.

 

Step 3: Compiling the Maintenance Plan

Once all the information is gathered and the inspection is completed, it's time to compile the maintenance plan. This is where all the collected data is processed and analyzed to create a clear and structured plan. The maintenance plan should include:

• What needs maintenance: A list of all building elements and installations that need attention.
• When maintenance is needed: A timeline for when the tasks should be completed and how often they should be repeated.
• Cost estimates: Estimated costs for all planned measures and an estimate of how much money should be allocated to the maintenance fund.

It's also important to make the plan user-friendly and understandable, so even people without technical backgrounds can use it in practice.

 

Step 4: Updating and Using the Maintenance Plan

A maintenance plan is a living document that needs to be updated regularly. It is recommended to conduct an annual follow-up, where the property manager, preferably together with the board, reviews and updates the plan based on changes in the property's status and financial situation.

During each update, you should check if any actions need to be postponed or carried out sooner than planned. By keeping the plan current, the association can avoid unexpected expenses and create a sustainable long-term budget.

 

Step 5: Implementation and Project Planning

Once the maintenance plan is created and approved, it's time to implement the planned measures. To make this process as smooth as possible, it's important to plan the procurement of contractors, material selection, and coordination of different work efforts. Property management services like Riksbyggen can assist with project planning, procurement, and executing the required measures.

 

Benefits of a Maintenance Plan

A well-executed maintenance plan provides numerous benefits for both property owners and tenants. Some of the key benefits include:

• Lower operating costs: By planning maintenance in advance, associations can prevent unexpected and expensive repairs.
• Even wear and tear: Maintaining the building on time prevents rapid wear and extends the building's lifespan.
• Financial balance: A maintenance plan allows for long-term budgeting and fund allocation, leading to a more stable financial situation.
• Improved creditworthiness: A well-documented and updated maintenance plan can improve the association's credit rating, making future financing easier.

A good maintenance plan functions as a "service record" for the property, enabling condominium associations to manage their buildings more effectively and cost-efficiently.