Preventative Maintenance: How to Set Up Workflows to Reduce Unexpected Repairs

As a landlord, you know how important it is to keep your rental units in good working order.

But with so much to keep track of, it can be easy to let maintenance tasks fall by the wayside.

And when that happens? Things break.

And when they break? They cost $$$– usually a lot of money. A lot more money than if you had just paid for regular, routine maintenance.

That's where a preventive maintenance program comes in.

By proactively maintaining your units, you can reduce costly repairs, better maintain your properties long-term, and keep your tenants happy.

Let's create a successful preventive maintenance program for your rental properties.

What is Preventative Maintenance?

Preventative maintenance is a proactive approach to maintaining a rental property.

Rather than waiting for something to break or malfunction, preventative maintenance involves proactively completing maintenance to keep everything in good working order.

This can include tasks like cleaning and lubricating equipment, inspecting HVAC systems, and replacing worn or outdated parts.

The goal of preventative maintenance is to reduce the risk of equipment and systems failures and costly repairs, as well as to improve the overall performance and lifespan of the equipment.

By regularly completing preventative maintenance tasks, you can help ensure that your rental units are safe and comfortable for your tenants, while also minimizing unexpected repair expenses.

Examples of Preventative Maintenance Tasks

Preventive maintenance tasks are routine tasks that are completed on a regular basis to maintain equipment and systems and keep them in good working order.

These tasks can vary depending on the type of equipment and the specific needs of your rental units. Some common preventive maintenance tasks include:

• Replacing furnace filters
• Checking smoke detectors
• Inspecting electrical systems
• Testing and inspecting fire sprinkler systems
• Cleaning and maintaining HVAC systems
• Checking and replacing worn or damaged parts

It's important to create a preventive maintenance checklist that includes all the tasks that need to be completed on a regular basis. This can help you stay organized and ensure that all tasks are completed on time.

For a head start, download our Apartment Maintenance Checklist:

4-Step Preventive Maintenance Program

Now, let's talk about taking action.

A preventive maintenance program typically includes a:

• Checklist of preventive maintenance tasks
• Preventive maintenance schedule
• And a system for tracking and recording those maintenance activities.

To create a preventive maintenance program, you'll need to:

Step 1: Determine which equipment, facilities, and systems need to be maintained

The first step in creating a preventive maintenance program is to determine which equipment, facilities, and systems need to be maintained.

First, this includes equipment that is critical to the operation of your units, such as HVAC systems, electrical systems, and plumbing.

These are the most important, as not only do they place a significant role in the tenant's experience (and, in some cases well-being) but they're also the most costly to replace or repair.

To determine which equipment, facilities, and systems need to be maintained, consider the following factors:

• The age and condition of the equipment: Older equipment may require more frequent maintenance to ensure that it is in good working order.
• The importance of the equipment: Critical equipment, such as boilers or elevators, should be a top priority for maintenance, as a failure of this equipment could have serious consequences.
• The cost of repairs: Equipment that is prone to costly repairs should be a priority for preventive maintenance, as regular maintenance can help prevent expensive repairs.

You should have a checklist of each of the items that need regular maintenance so that you can have all of the necessary information in one central place.

Once you have that, you'll want to add something else to it:

Step 2: Identify the preventive maintenance tasks that need to be completed for each of those items

Once you have identified the equipment, facilities, and systems that need to be maintained, the next step is to identify the preventive maintenance tasks that need to be completed for each item.

These tasks will vary depending on the type of equipment and the specific needs of your rental units.

Some common preventive maintenance tasks include:

• Heater: Replace filters and individual parts for wear
• Air conditioning: Replace filters here as well, in addition to clearing the drain line and checking for leaks
• Electrical: Test outlets, breakers, look for wire damage, etc

It's important to create a list of all the preventive maintenance tasks that need to be completed for each of the areas that need regular maintenance that we talked about above, along with any special instructions or notes.

This list will serve as a master guide for your maintenance team and help ensure that all tasks are completed on a regular basis.

Step 3: Create a preventive maintenance schedule that specifies how often each task should be completed

Once you've identified the preventive maintenance tasks that need to be completed, the next step is to create a preventive maintenance schedule.

This schedule should specify how often each task should be completed and along with the contractor that typically handles the task.

This can be done using software like a CMMS or a spreadsheet.

To create a preventive maintenance schedule, consider the following factors:

• The age and condition of the equipment: Older equipment may require more frequent maintenance to ensure that it is in good working order.
• The importance of the equipment: Critical equipment, such as boilers or elevators and HVAC, should be a top priority for maintenance and therefore scheduled for maintenance more frequently than non-critical equipment.
• The manufacturer's recommendations: Many manufacturers provide guidelines for the frequency of maintenance tasks, but they're easy to overlook and forget about. It's important to follow these recommendations to make sure that you're maintaining your equipment in accordance with the manufacturer's guidelines. If you're not sure what that number is, you can typically call the manufacturer to get the information.

Step 4: Implement a system for tracking and recording preventive maintenance activities

The final step in creating a preventive maintenance program is to implement a system for tracking and recording preventive maintenance jobs.

There are a few different options for doing this, including:

1. Using software like a CMMS

Software like a. CMMS can help you:

• Create a preventive maintenance schedule
• Assign tasks to maintenance technicians
• Set up reminders, and
• Track the completion of maintenance activities

Overall, it's invaluable for semi-automating much of the process of preventative maintenance. However, there are other options.

2. Using a spreadsheet

A spreadsheet can be a simple and effective way to track and record preventive maintenance activities.

You can create a spreadsheet that includes the areas to maintain, the name of the tasks under each area, the frequency at which each should be completed, and any notes or special instructions.

3. Using a paper-based system

If you prefer a more traditional approach, you can use a paper-based system to track and record your maintenance activities.

This would mirror a spreadsheet only in physical form, other than that (and the incredible amount of manual input) it's the same.

Preventive Maintenance Schedule Implementation: Software vs. Spreadsheets

A preventive maintenance schedule can help you stay organized and ensure that all tasks are completed on time, minimizing the need to respond to surprise repair jobs.

This not only allows you to take control of your time but save money by avoiding costly repair jobs.

But you need to do it right, otherwise, it could become a lot of extra work.

We touched on it above, but let's go into more detail on the two main ways to keep a preventative maintenance schedule:

• A classic spreadsheet, or
• Software like a CMMS

Let's look at each in more detail to get a better understanding of why you might want to use one method vs. another to track your maintenance:

Spreadsheets: Pros and Cons

Spreadsheets are old but a dependable small-scale solution that is great if you're just starting out.

Here are the pros and cons of using a spreadsheet for managing a preventative maintenance schedule:

Pro: Simple and Affordable Option

Spreadsheets are a simple and affordable option for tracking preventative maintenance tasks.

There are spreadsheet options within every operating system out there as well, so no matter what device you use there's something for you.

Pro: Customizable to Fit Specific Needs

Spreadsheets can be easily created and customized to fit your specific needs, even if they are a bit more time-intensive.

Pro: Accessible from Any Device

Spreadsheets can be accessed from any device with a spreadsheet software program, though they're not exactly the most pleasing visual experience.

Con: Time-Consuming to Manage

However, spreadsheets can be time-consuming to manage, especially if you have a large number of rental units or a complex maintenance program.

Con: Difficult to Keep Track of Multiple Spreadsheets

It can be really difficult to keep track of multiple spreadsheets.

Plus, the larger those spreadsheets grow, the harder it is to manage it all.

Con: Challenging to Generate Reports or Track Maintenance Activities Over Time

Similarly, it can also be challenging to generate reports or track maintenance activities over time.

In fact, pretty much everything with spreadsheets is harder to do over time as those spreadsheets grow and house more information.

Software: Pros and Cons

A CMMS software is an advanced solution that is just as easy to use (if not easier) once you get the hang of a typically short learning curve.

It allows you to do more, in less time, and is typically much easier on the eyes.

Here are the pros and cons of using a CMMS software for your preventative maintenance schedule:

Pro: Designed to Help Track and Manage Preventative Maintenance Tasks

CMMS software is specifically designed to help property managers and landlords track and manage preventative maintenance tasks.

Pro: Offers a Range of Features

They also typically offer a range of features, including asset tracking, work order management, and actual scheduling tools that can make it far easier to manage a preventive maintenance program.

Pro: Can Help Generate Reports and Track Maintenance Activities Over Time

CMMS software can also help you generate reports and track maintenance activities over time, which can be useful for budgeting and planning purposes.

Con: Can be More Expensive

CMMS software can be more expensive than using a spreadsheet, though the cost is typically negligible for the benefit it provides (and the time + money it saves you in the long run).

Con: May Require a Learning Curve

As I mentioned earlier, it typically requires a learning curve to get started with any type of CMMS or property management software tool.

With that said, there is a learning curve to using spreadsheets as well, you just don't notice it because you've likely used spreadsheets many times before already.

In that way, it's important to now write off using software just because it has a learning curve, as the time it takes to learn how to use it is often minimal compared to the benefit it can provide.

Spreadsheet vs. Software: Which Is Best for You?

First, consider your specific needs and resources.

If you have a small number of rental units, a spreadsheet may be sufficient. However, even then keep in mind you will miss out on certain features that are useful no matter the size of your portfolio such as reminders.

If you have a large number of units and a more complex maintenance program, a software tool may be a better option.

Regardless of the method you choose, it's important to be consistent and follow your preventive maintenance schedule to ensure that all tasks are completed on time.

Prevent the unexpected

Implementing a preventive maintenance program is key for any landlord who doesn't want to keep getting those surprise 12AM repair calls.

By proactively maintaining your rental units, you can reduce costly repairs and take back control of your schedule. Instead of reacting, you become proactive and handle issues before they even arise.

Fortunately, there are a lot of tools available to help you create and manage a successful preventive maintenance program.

Whatever you decide to use, the important part is that you've implemented a plan of action that allows you to stay on top of maintenance for your entire property.

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