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52 week planned preventive maintenance

1. Initial Assessment

Conduct a walk-through of the property to identify maintenance needs.

Inspect all common areas and amenities.
Check exterior elements such as roofing and landscaping.
Assess building systems, including HVAC and plumbing.
Look for signs of wear, damage, or safety hazards.
Document findings with notes and photos.

Review past maintenance records for recurring issues.

Gather records from the last 12-24 months.
Identify frequently reported problems or repairs.
Note any trends in maintenance requests.
Evaluate the effectiveness of previous solutions.
Highlight areas needing proactive attention.

Meet with property staff to discuss concerns and priorities.

Schedule a meeting with key staff members.
Encourage open discussion about maintenance challenges.
Prioritize issues based on safety and urgency.
Collect feedback on tenant concerns.
Establish a collaborative approach to maintenance planning.

Here are some additional steps you may consider including in the "1. Initial Assessment" section of your planned preventive maintenance checklist

Evaluate the age and condition of key building systems (HVAC, plumbing, electrical)

Inspect safety equipment (fire extinguishers, alarms, emergency lighting) to ensure compliance

Assess outdoor areas for potential hazards (potholes, uneven surfaces, overgrown vegetation)

Analyze energy consumption data to identify areas for efficiency improvements

Conduct a survey of tenants or occupants for feedback on maintenance issues

Review vendor contracts and service agreements for equipment maintenance

Check for any compliance with local building codes and regulations

Identify seasonal maintenance needs based on the time of year

Document any immediate safety hazards that require urgent attention

Create a prioritized list of maintenance tasks based on urgency and impact

2. Establish Maintenance Schedule

Create a calendar outlining specific tasks for each week.

Assign responsibilities to maintenance staff or contractors.

Ensure that the schedule considers seasonal changes and demands.

3. Safety Inspections

Inspect fire alarms and smoke detectors.

Check emergency exit signage and lighting.

Review and update safety data sheets for hazardous materials.

4. HVAC Maintenance

Schedule bi-annual inspection and servicing of heating systems.

Schedule bi-annual inspection and servicing of cooling systems.

Clean or replace air filters every three months.

5. Plumbing Maintenance

Inspect all plumbing fixtures for leaks and corrosion.

Flush water heaters annually to remove sediment buildup.

Check and test sump pumps and drainage systems regularly.

6. Electrical Systems Check

Inspect all electrical panels, breakers, and wiring.

Test GFCI outlets and circuit breakers.

Ensure all exterior lighting is functional and replace bulbs as needed.

7. Roof and Exterior Maintenance

Inspect the roof for damage or wear every six months.

Clean gutters and downspouts quarterly.

Check for signs of pest infestations around the exterior.

8. Landscaping and Grounds Maintenance

Schedule routine lawn care and landscaping services.

Inspect walkways, driveways, and parking lots for cracks and damage.

Ensure proper drainage in landscaping areas to prevent flooding.

9. Interior Maintenance

Check for signs of mold or water damage in common areas.

Inspect doors, windows, and locks for proper function.

Schedule periodic deep cleaning of carpets and upholstery.

10. Documentation and Review

Maintain records of all completed maintenance tasks.

Review and update the preventive maintenance plan annually.

Gather feedback from tenants and staff to improve the maintenance process.

11. Budgeting for Maintenance

Allocate budget for routine maintenance and unexpected repairs.

Track expenses related to preventive maintenance efforts.

Adjust the maintenance budget based on past spending and future needs.

12. Staff Training and Development

Provide ongoing training for maintenance staff on best practices.

Ensure staff are familiar with safety protocols and emergency procedures.

Encourage staff to share knowledge and solutions for common maintenance issues.

This structured approach ensures that all aspects of property maintenance are covered comprehensively and systematically throughout the year.

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