The Ultimate Guide to Planned Maintenance: What It Is, Advantages, Disadvantages, and How to Create a Maintenance Schedule

What is Planned Maintenance and Why Is It Important?

Planned maintenance is a proactive approach to maintaining the operational efficiency of assets, equipment, and systems. Unlike reactive maintenance, which occurs after an issue arises, planned maintenance aims to prevent breakdowns and ensure your operations run smoothly. Whether you’re managing a business, a property, or industrial equipment, having a planned maintenance schedule is essential for reducing unexpected repairs and optimising the lifespan of your assets.

In this guide, we’ll dive into everything you need to know about planned maintenance, including its advantages, disadvantages, and how to set up an effective maintenance schedule for your business or property. We’ll also touch on key topics like preventive maintenance and how to balance different types of maintenance for optimal results.

Preventive Maintenance Plan – What Is It and How to Set Up?

A preventive maintenance (PM) plan is a schedule of tasks designed to keep your equipment, facilities, and systems functioning at their best. The key to an effective PM plan is to focus on maintenance activities that prevent issues before they happen, rather than dealing with the aftermath of a breakdown. These tasks can be based on manufacturer guidelines or historical data about your equipment’s performance.

Setting up a preventive maintenance schedule involves several steps:

1. Assess Your Assets and Equipment: Start by identifying the assets that require regular maintenance. This could include HVAC systems, plumbing, electrical systems, machinery, or IT infrastructure.
2. Determine Frequency: Based on the manufacturer’s recommendations or your own experience, determine how often each piece of equipment needs servicing—whether that’s monthly, quarterly, or annually.
3. Assign Responsibilities: Designate staff or hire a professional service to carry out each task. Ensure that everyone understands their role in the maintenance process.
4. Create a Schedule: Use a digital tool, calendar, or maintenance management software to set reminders for each task. Regular checks and preventive maintenance are essential for extending the life of your assets.
5. Track and Review: Continuously monitor the performance of the maintenance plan and make adjustments as needed based on the results.

Is Planned Maintenance Right for Me?

Not every business or facility requires a strict preventive maintenance schedule. If you’re operating in a low-risk environment or managing low-cost equipment, reactive maintenance might be more appropriate. However, for most businesses, particularly those with critical machinery or complex systems, a planned maintenance schedule will provide long-term benefits.

Advantages of A Planned Maintenance Schedule

Implementing a planned maintenance schedule can benefit your business in numerous ways. A properly executed plan can save money, enhance safety, and improve overall productivity. Let’s take a closer look at the key advantages:

1. Decrease Energy Bills

Regularly maintaining systems, such as lighting, central heating or AC units, will ensure that they run efficiently which, in turn, means that they use less energy, helping to reduce your energy bills. In fact, bills can be reduced anywhere from 5% – 40%, which can be a significant saving for your business. At MSL we also offer an ESOS assessment service to identify cost effective, energy saving measures for large undertakings.

2. Saving Money

By preventing costly breakdowns and extending the life of your equipment, planned maintenance helps you avoid unplanned repairs, which are often more expensive than scheduled servicing.

3. Safe Working Environment

Well-maintained equipment is less likely to malfunction and pose safety risks to employees or customers. A planned maintenance schedule ensures that safety inspections are performed regularly, preventing accidents due to faulty machinery.

4. Peace of Mind

With a planned maintenance schedule in place, business owners can rest easy knowing their equipment is being taken care of before issues arise. This reduces stress and allows you to focus on the more important aspects of your business.

5. Prevents Breakdowns

Routine checks and servicing help spot problems early before they cause equipment failure. By addressing small issues proactively, you avoid major breakdowns that could disrupt your operations.

6. Greater Life Expectancy of Assets and Equipment

Regular maintenance can significantly extend the lifespan of your equipment. Keeping machinery and systems in top condition ensures they last longer, giving you a better return on investment.

7. Time-Saving

Planned maintenance minimises downtime because you’re addressing potential issues before they become urgent. This means less time spent on emergency repairs and more time for productive work.

8. Protecting Your Investment

A well-maintained asset retains its value longer and ensures that your investment doesn’t depreciate rapidly due to neglected maintenance.

9. Business Continuity

Business continuity is highly important in order to remain profitable and trustworthy. Should your retail business for example have to shut unexpectedly due to unplanned maintenance, this could impact on the loyalty of your customers. The same would be true of an office which would be unable to answer customer calls due to closure during maintenance work. Ensuring a planned maintenance schedule is in place will help business continuity as by conducting regular inspections issues will be identified before they escalate. Any repairs can also be undertaken in line with your business opening hours to minimise disruption and keep your customers happy. Performing maintenance outside of trading hours can also help to reduce downtime and prevent impact on profits.

10. Happy Returning Customers

By maintaining a high standard of operations, you ensure that your services or products are delivered without delay. This reliability helps build trust with customers, encouraging repeat business.

The Best Times of Year to Perform Planned Maintenance Tasks

Timing is key when it comes to planned maintenance. Certain tasks are best suited to specific times of the year to ensure your building and equipment are operating efficiently. For example, checking your heating systems in autumn prepares you for the colder months, while servicing air conditioning units in spring ensures comfort during the warmer months. Let’s dive into the key tasks to focus on throughout the year, so you can stay ahead of maintenance needs and ensure your facility remains in top condition.

Planned Maintenance Tasks for Spring

1. Air Conditioning Maintenance

Spring is the ideal time to inspect, clean, and repair your air conditioning units in preparation for the summer months. Air conditioning systems experience increased usage during warmer weather, making proper maintenance essential. Here’s what should be included in your spring air conditioning service:

• Clean and Change Air Filters: Air filters trap dust, dirt, and pollutants, so cleaning or replacing them ensures proper airflow and efficiency.
• Check Blower Motors: Ensuring blower motors are functioning optimally helps air circulate properly throughout the building.
• Clean the Condenser Coil: A clean condenser coil prevents overheating and helps the system operate efficiently.
• Examine the Condensate Drain: Check the drainage system to avoid blockages that can lead to water damage.
• Secure Loose Panels and Guards: Tightening loose panels prevents operational issues and ensures the safety of your equipment.
• Test Overall Operation: Run the system to confirm that it’s working as expected, making necessary repairs if needed.

2. Deep Clean

After a long winter, it’s a good time for a thorough cleaning of your facility. Dirt and debris can accumulate during the colder months, and spring cleaning helps restore cleanliness and hygiene. This deep cleaning ensures your building is fresh and welcoming for employees and customers.

3. Overall Building Inspection

Winter weather—snow, ice, and heavy rain—can cause hidden damage to your facility. Once spring arrives, it’s important to inspect both the interior and exterior of your property for potential damage, including:

• Roofing: Check for damage caused by heavy snow or ice.
• Exterior Walls: Look for cracks, leaks, or any structural damage.
• Foundation: Inspect for cracks or water damage that may have been caused by winter weather.

MSL can assist with these spring maintenance tasks to ensure your systems are in top shape, from air conditioning to building inspections.

Planned Maintenance Tasks for Summer

1. Perform a Walkthrough

Start your summer maintenance by performing a thorough walkthrough of your facility. This should be done by someone in facilities management who can identify potential issues caused by the colder months. A summer walkthrough allows you to prioritise tasks and ensure all areas of the building are prepared for the warmer weather.

2. Air Conditioning Maintenance

Air conditioning units are crucial in summer, and a failure can cause significant disruptions. Regularly inspect and maintain your air conditioning systems to avoid downtime and ensure a comfortable environment. Key areas to focus on include:

• Check Thermostats: Ensure that all thermostats are working properly and set to the correct temperature.
• Clean Filters: Dust and debris build-up in filters can cause your air conditioning system to overwork, leading to energy inefficiency and potential breakdowns.
• Inspect Refrigerant Levels: Low refrigerant can cause your air conditioning to perform poorly or break down entirely.

3. Roofing and Gutters

Summer weather, including storms, can lead to debris blocking gutters or damaging the roof. Take advantage of drier weather to inspect and clear your gutters, ensuring proper drainage. Also, check for any signs of damage to the roof that might have occurred during the colder months.

4. Energy Efficiency Assessment

As your air conditioning system works harder in the summer, energy bills can skyrocket. Conduct an energy efficiency assessment to identify areas where energy is being wasted. This could include:

• Sealing Gaps: Ensure windows, doors, and ducts are properly sealed to prevent cool air from escaping.
• Upgrade Insulation: Improve insulation to help regulate temperatures more efficiently.

At MSL, we offer an ESOS (Energy Savings Opportunity Scheme) service that includes a full energy assessment to identify areas for improvement and help reduce energy costs.

5. General Maintenance

Summer is also a great time to tackle general maintenance tasks that are sometimes overlooked, such as:

• Exterior Cleaning: Power wash outdoor areas, clean windows, and clear walkways.
• Landscaping: Ensure the landscape is well-maintained to enhance the curb appeal and provide a safe, welcoming environment for employees and customers.

Regular maintenance ensures your facility remains in great condition and minimises the chance of unexpected repairs.

Planned Maintenance Tasks for Autumn

1. Winter Proofing

As the weather cools down, it’s essential to prepare your building for winter. Autumn is the best time to perform winter-proofing tasks, such as:

• Heating System Check: Ensure your heating system is operating correctly. This includes checking temperature settings and confirming the system is working efficiently.
• Pipe Inspection: Prevent burst pipes by checking for cracks or damage. If left unchecked, frozen pipes can lead to major water damage during winter.
• Snow Preparation: Stock up on necessary supplies like de-icers, snow shovels, and grit salts to ensure safe access to your facility in the event of snowstorms.

2. Boiler Service

A boiler breakdown during winter can be disruptive and costly. Arrange for an autumn service to ensure your boiler runs efficiently throughout the colder months. This can help prevent issues like gas leaks or inefficient heating. Regular maintenance checks also reduce the risk of hazardous carbon monoxide leaks, ensuring the safety of everyone in the building.

MSL’s gas and boiler professionals are experienced in inspecting and servicing heating systems to ensure reliability when you need it most. A recent case study shows how our experts decommissioned, removed and replaced a boiler in just three hours. Our 24/7 helpdesk can arrange this at a time that works around your schedule.

Planned Maintenance Tasks for Winter

1. Internal and External Maintenance

Winter weather can take a toll on your building, both inside and out. Regularly check your facility after harsh weather events to identify any damage that may have occurred. Areas to focus on include:

• Roof and Gutters: Inspect your roof for ice damming or leaks caused by heavy snow and rain. Clear gutters to prevent blockages.
• Plumbing: Check for frozen or burst pipes, especially in areas that are exposed to cold air.

2. Emergency Repairs

It’s important to be prepared for any emergency repairs that may arise during winter. Ensure that you have a reliable contractor available who can handle urgent repairs, whether it’s fixing a heating system or addressing leaks caused by snow or ice.

 

Why a Planned Maintenance Schedule is Essential for Your Business

Setting up a planned maintenance schedule is crucial for ensuring the long-term success of your business. By prioritising regular maintenance, you can minimise downtime, reduce unexpected costs, and extend the life of your assets. Whether it’s a small retail shop or a large industrial facility, having a well-structured maintenance plan is an investment in both your equipment and your company’s future.

MSL is a trusted provider of planned maintenance services, ensuring that your business operates smoothly without the worry of sudden breakdowns. Our expert team can help create a tailored maintenance plan that suits your unique needs, offering peace of mind and allowing you to focus on what you do best.

Contact MSL today to discuss how we can help with your planned maintenance needs and keep your operations running smoothly year-round. Get in touch with us on 0333 1234450 or by using our easy and quick to complete contact form.