What to Include in a Facilities Maintenance Plan for Your Business Premises
A robust facilities maintenance plan is more than a checklist—it's a safeguard against breakdowns, safety breaches, and compliance failures. For commercial property managers, ensuring your building runs smoothly means proactively caring for every system and structure. Here’s what to include to stay compliant, reduce costs, and extend the life of your assets.
1. Inventory All Critical Systems and Assets
Start by listing HVAC units, electrical infrastructure, plumbing, fire systems, lifts, and any specialist equipment. Each item should have service intervals based on manufacturer recommendations and legal compliance standards like SFG20.
2. Create a Preventive Maintenance Calendar
Use a monthly schedule to plan:
- Weekly fire alarm tests
- Monthly first aid kit checks
- Quarterly HVAC servicing
- Annual PAT testing and gas safety certifications
- Preventive action reduces unexpected failures and keeps your business compliant.
3. Prioritise by Risk and Importance
Use a risk-based approach. Systems like fire alarms or critical machinery should be serviced more frequently than low-priority items like lighting.
4. Know What to Outsource
Certified professionals must handle certain tasks (e.g. gas inspections, electrical reports). Maintain a list of approved vendors and schedule their visits in advance.
5. Keep Detailed Records
Document all inspections, repairs, and service reports. These records demonstrate compliance, support insurance claims, and help with audits.
6. Emergency Response Planning
Account for unexpected issues: know who to call, what to shut down, and where key systems are located. Label shut-off valves clearly and consider a 24/7 emergency contract.
7. Align with UK Standards
Follow BS 8210:2020 and HSE guidance for compliance. Consider certification under ISO 41001 or using CAFM software for automated scheduling.
Conclusion:
Facilities maintenance isn’t just a back-office task—it’s strategic. A well-managed plan reduces risk, saves money, and keeps your building safe and operational. Force8 offers flexible planned maintenance solutions tailored to commercial needs.
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