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planned preventive maintenance

1. Planning and Scheduling

Identify all properties and units requiring maintenance.

Create a maintenance calendar with specific dates for inspections and tasks.

Assign responsibilities to maintenance staff or contractors.

Review past maintenance records to identify recurring issues.

Communicate the maintenance schedule to all relevant stakeholders.

2. Inspections

Conduct regular inspections of building exteriors (roofs, siding, foundations).

Inspect common areas (lobbies, hallways, stairwells) for safety and cleanliness.

Check HVAC systems for functionality and efficiency.

Evaluate plumbing systems for leaks, corrosion, and proper function.

Assess electrical systems, including outlets, switches, and lighting.

3. Routine Maintenance Tasks

Change air filters in HVAC systems according to schedule.

Clean gutters and downspouts to prevent water damage.

Test smoke and carbon monoxide detectors monthly.

Lubricate door hinges, locks, and other moving parts.

Service appliances (e.g., refrigerators, washers, dryers) as needed.

4. Seasonal Maintenance

Prepare heating systems for winter by scheduling service checks.

Inspect and service cooling systems in spring before use.

Winterize outdoor plumbing and irrigation systems.

Check insulation and seal windows and doors before cold weather.

Inspect and maintain landscaping and outdoor areas.

5. Documentation and Reporting

Maintain a log of all maintenance activities and inspections.

Document any repairs performed and follow-up actions taken.

Create reports on maintenance issues and resolutions for management review.

Track costs associated with preventive maintenance for budgeting purposes.

Review and update the checklist annually based on findings and changes.

6. Training and Safety

Provide training for maintenance staff on equipment and safety procedures.

Ensure compliance with local building codes and regulations.

Review safety protocols for hazardous materials and emergency procedures.

Encourage staff to report potential maintenance issues promptly.

Conduct regular safety drills and reviews to maintain preparedness.

7. Feedback and Improvement

Collect feedback from residents and staff regarding maintenance effectiveness.

Analyze maintenance data to identify trends and areas for improvement.

Update preventive maintenance plans based on feedback and inspection findings.

Set goals for reducing maintenance response times and costs.

Review and adjust the checklist as needed to enhance efficiency and effectiveness.

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