Succeed with Your Maintenance Plan

Brief Summary

A maintenance plan is an essential tool for property owners and condominium associations. It outlines necessary maintenance to preserve the property’s value and provides an overview of planned actions and costs. To create a plan, one should inspect the property, inventory components, plan timelines and costs, and use digital tools. The plan should be updated regularly through inspections and cost adjustments. A long-term perspective is key to successful maintenance planning.

Maintenance Planning: Steps to Success

 

What is a Maintenance Plan?

A maintenance plan is an invaluable tool for property owners, condominium associations (BRFs), and property managers. It documents the maintenance needed to preserve the property’s value over time and provides an overview of planned actions and their costs. By systematically working with a maintenance plan, property owners can avoid costly surprises and reduce operational costs. A typical maintenance plan usually spans 30 to 50 years, offering a clear overview of future investments and maintenance needs.

How to Create a Maintenance Plan?

The following steps are recommended to create a maintenance plan:

1. Property Inspection: Begin with a thorough inspection of all parts of the property, including the façade, roof, heating system, and plumbing. Document the current condition and identify any damages or wear.

2. Inventory of Components: Create a detailed list of the property’s various components, such as windows, elevators, and ventilation systems. Note the lifespan and maintenance needs for each component.

3. Timeline for Actions: Plan when various maintenance tasks will take place over a 30-50 year period.

4. Cost Estimation: Estimate the costs for each action, taking into account inflation and current market prices.

5. Use of Digital Tools: A web-based maintenance tool can help streamline planning and make it easier to update the plan as needed.

How to Update a Maintenance Plan?

A maintenance plan should be considered a living document that is regularly updated:

• Renewed Inspection: Conduct new inspections to identify any changes in maintenance needs.
• Update Cost Estimates: Adjust costs based on current market prices and past experiences with maintenance work.
• Use a Template: Organize the information efficiently using a structured template.
• Consider Regional Differences: Climate and geographical factors can affect maintenance needs.

How to Use a Maintenance Plan?

A maintenance plan should be easy to use and integrated into the daily property management:

• Link Plan to Budget: Compare planned costs with the budget and future allocations to the maintenance fund.
• Update Continuously: Document completed maintenance actions and adjust future actions as needed.
• Combine Maintenance Work: Coordinate multiple tasks to reduce costs and minimize disruption to residents.
• Plan Early: Book contractors early to ensure the right expertise and best pricing.

The Maintenance Plan as a Living Document

The maintenance plan should be continuously updated and adapted to changing circumstances:

• Annual Revision: Review the plan during the budgeting process to adjust costs and note completed tasks.
• Visual Inspection: Conduct a more comprehensive inspection every 4-5 years to update the plan.
• Preserve History: Document past maintenance to ensure that important information is not lost during board transitions.

Long-Term Perspective – The Key to Successful Maintenance Planning

To succeed with maintenance planning, a long-term perspective is essential. The goal is to prevent urgent measures from becoming necessary and to plan for future investments:

• Define Responsibility: Clarify who is responsible for keeping the plan up to date.
• Revise Annually and Every Five Years:: Combine small annual revisions with more extensive reviews every five years.
• Track Component Lifespans: Factors like material quality and geographical conditions affect maintenance needs.
• Coordinate Actions: By grouping multiple tasks together, labor costs can be reduced.

Final Thoughts

Maintenance planning is a fundamental part of successful property management. By having a living, long-term plan for property maintenance, property owners can prevent unnecessary costs while ensuring the property’s value and functionality over time.