The 5 Golden Rules of Building Maintenance

Building maintenance is a vital part of any property manager’s job. Just as a tree will slowly die if its roots wither, so too a business will gradually crumble if its physical properties are allowed to fall into disrepair.

Fortunately, a good building maintenance program can have the opposite effect, and enable a business to thrive. But what does it take to make this happen? Let’s talk about 5 “golden rules” that can help you work it out.


1. Perform Regular Maintenance Checks


There is no substitute for regular, hands-on maintenance checks. The person that came up with the saying: “An ounce of prevention is worth a pound of cure” probably had maintenance checks in mind.

For example: an inspection that turns up a faulty wire may prevent a dangerous electrical fire. Regular plumbing checks may uncover hidden leakage, and avert serious water damage. A basic safety check that leads to the removal of loose boards may prevent an injury from occurring in the future.

Put simply: a maintenance check every few days keeps the repairmen away. And that’s what you want.


2. Use Preventative Planning


You have all the best intentions to perform regular maintenance checks. Guess what – your good intentions are not enough. The road to busted pipes and leaking roofs is paved with good intentions. In order to turn your intentions into reality, you need to plan ahead.

The best way to plan ahead is by setting up a preventative maintenance program. In other words, you have a schedule of daily, weekly, monthly and yearly maintenance tasks to perform – and you have the personnel and equipment lined up to accomplish those tasks. Maybe you use a digitized platform to keep everything organized.

Whatever the case is, when you plan ahead, your building and business both come out as winners.


3. Track Warranties and Contracts


Warranties are beautiful things. Something breaks, and you don’t have to pay to fix it. So it shouldn’t come as a surprise that keeping track of your warranties is an important financial piece of the building maintenance puzzle. The same goes with contracts – you want to know exactly which company to contact for each issue that arises, without wasting valuable time hunting down the right people.

When your warranties and contracts are neatly in order, building maintenance becomes that much easier.


4. Ensure Data Security


You wouldn’t think of the property management sector as a magnet for crime. Still, employee fraud and security breaches happen even in this field. For that reason, you want to ensure that all of the sensitive documents and files in your building maintenance program are secure – whether in physical or digital form. If you’re using a Cloud-based platform to keep track of your records, make sure it’s secure, and follow best practices around security.

You can never be too careful nowadays – and that goes for building maintenance too!


5. Make it Easy


The age of rummaging through a file cabinet to find that document you need is over. Building maintenance is challenging enough without the hassle of sifting through a large pile of paperwork to get to the information you need. If you want to make it easy on yourself and your staff, digitize! Use available technology to consolidate and organize your important files in one location so that it’s easy to retrieve them.

It’s like they say: “Work smarter, not harder.” Once you make the transition to digital, you’ll never want to go back.


Follow these 5 golden rules of building maintenance. You’ll quickly find that your work is simpler, easier, and more efficient than ever before. Your business will thrive, and you won’t have to endure as many “unwelcome surprises” from your facilities – and that’s a good thing!