Planned Preventative Maintenance | Special Educational Episode | Emily Gray

In this episode of Beyond Four Walls, Jodie Fraser is joined by Emily Gray to explore the importance of planned preventative maintenance, how it supports the long-term management of residential buildings and what managing agents need to consider when major works are required.

So much of good property management comes down to planning ahead.

A Planned Preventative Maintenance report, or PPM, can help managing agents, clients and leaseholders understand what work is likely to be needed in the years ahead, when it may be required and, importantly, what the potential financial impact could be.

But having a PPM in place is only part of the picture.

Jodie and Emily discuss how good forward planning can help reduce reactive maintenance, support more realistic service charge and reserve fund budgeting and give leaseholders greater visibility over what may be coming down the line.

They also look at what happens when planned works become major works, including the importance of appointing the right professionals, managing health and safety responsibilities, understanding CDM Regulations and keeping residents properly informed throughout the project.

The conversation covers:

• What a Planned Preventative Maintenance report is and why it matters
• What should be included within a good PPM
• How frequently a PPM should be reviewed and updated
• How forward planning can help reduce unexpected and reactive maintenance
• The relationship between PPMs, service charge budgeting and reserve funds
• Why planning ahead can help leaseholders prepare for future expenditure
• The role of surveyors and other professionals in planning major works
• What managing agents should consider before starting a major works project
• The importance of appointing competent contractors and consultants
• Managing health and safety throughout a project
• How the Construction (Design and Management) Regulations 2015 can apply to works in residential developments
• Understanding responsibilities under CDM and why managing agents need to know where their own responsibilities begin and end
• The importance of compliance, documentation and good record keeping
• Keeping leaseholders informed before, during and after major works
• Managing expectations around costs, disruption and timescales
• What to do when unforeseen issues arise during a project
• How communication can help reduce complaints and disputes
• Why post-project reviews can help improve future works programmes
• The importance of taking a long-term approach to maintaining residential buildings

For leaseholders, major works can understandably create concern, particularly when significant expenditure is involved. Good communication and proper forward planning can make a real difference, giving people more time to understand why works are needed, how they will be managed and what they may be expected to contribute.

For managing agents, PPMs provide an opportunity to move away from constantly reacting to problems and towards a more strategic approach to looking after the buildings entrusted to them.

Whether you're a managing agent, RMC or RTM director, landlord or leaseholder, this episode provides practical insight into why planned maintenance is about far more than simply producing a report. It is about protecting the building, managing risk, planning expenditure and communicating properly with the people who call that building home.

Beyond Four Walls is proudly sponsored by Tetra Consulting.

Disclaimer: This episode is intended to educate and inform and does not constitute legal, health and safety or professional advice specific to any individual building or project. Requirements can vary depending on the circumstances and professional advice should be sought where appropriate.

Thank you so much for listening to Beyond Four Walls. If you’ve been inspired by today’s conversation and you’d like to share your own story, I’d love to hear from you. You can reach me directly at jodie@jodiefraser.com if you’d like to be a guest on the podcast.

I’d also like to say a special thank you to my podcast producer, Shirley Ludford, at Swindon 105.5 – Swindon’s award-winning community radio station. It’s run by an incredible team of volunteers who are passionate about giving a voice to the local community. You can find out more about the station at www.swindon1055.co.uk

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