There are sometimes reservations regarding implementing a Planned Maintenance Programme (PMP), a document comprising all major repairs and replacements that a building may need, which most importantly allows for sufficient budgeting for works.

Often property managers and landlords will question whether it is essential and complain that it consists of absolutely everything, including the kitchen sink. A common criticism is that PMPs are chucked in a drawer and never looked at again, or even that the report will be disclosed to a prospective purchaser on disposal, devaluing the property.

However, the reality is that the absence of a PMP frequently leads to reactive expenditure, which is often inefficient, costly and wasteful. Ultimately this strategy will not maintain the asset in a state that is ready for sale and is likely to lead to significant price reductions.

So, faced with an unenthusiastic landlord, what is the best way for a building surveyor to implement a successful PMP?

While the simple answer is to engage with the client by asking for a brief from the outset, it is often easier said than done.

To prepare a comprehensive report for a building it takes a number of specialists from building surveyors to services engineers and it is only once each individual schedule is collated into a master document that you are able to see the bigger picture.

This can then be viewed through the context of expenditure, both present and historic, along with lease events, recoverability and also the landlord’s intentions for the future of the building.

Any attempt to manage the timing of expenditure before all of this information has been assembled can make it incredibly easy to lose sight of an asset’s true condition, a problem which is then compounded if further iterations of the report are required later down the line.

The report should therefore be presented in two stages. First, the ‘technical view’: an objective assessment on the asset’s condition based on the opinion of professionals, then the ‘service charge or budget view’ illustrating the adjusted expenditure profile. This, in turn, will help to set the service charge.

Even high-end trophy buildings are not immune to maintenance expenditure exceeding that of the competition, which could prompt occupiers to look elsewhere. It is therefore critical for landlords to manage this closely if they are to retain the value of their assets.

Ultimately, a PMP should result in a report that encapsulates a client's maintenance strategy. Clarity, illustrations and cyclical updates are all crucial to ensure it doesn’t end up at the bottom of a filing cabinet. It may well be everything, including the kitchen sink, but at least when that sink gets blocked you’ll be able to fix it quickly, efficiently and without wasted expenditure.

Further information

Read more: Planned Preventative Maintenance & Life Cycle Costings