Creating a Comprehensive Planned Maintenance Schedule: Step-by-Step Guide
A well-structured planned maintenance schedule is the foundation of efficient property management. Whether managing a single site or a national estate, proactive maintenance helps extend the lifecycle of assets, ensure compliance, reduce costs, and limit the need for emergency repairs.
At Velway, our help-desk and operations teams work closely with clients to build tailored maintenance schedules that align with operational goals, asset types, and regulatory responsibilities. Here’s how to develop a robust planned maintenance strategy that works in the real world.
What Is Planned Preventive Maintenance (PPM)?
Planned Preventive Maintenance (PPM) refers to scheduled maintenance activities carried out at regular intervals to prevent asset breakdown and ensure ongoing compliance. It contrasts with reactive maintenance, which responds to issues after they occur.
A well-designed PPM strategy helps to:
- Minimise asset downtime
- Improve budget forecasting
- Support statutory compliance
- Prolong asset lifespan
- Reduce emergency call-out costs
Step-by-Step: Building an Effective Planned Maintenance Schedule
Step 1: Conduct an Asset Audit
Begin with a comprehensive asset register. Identify all maintainable equipment, systems and infrastructure, such as:
- HVAC systems
- Fire detection and alarm systems
- Electrical installations
- Water systems and tanks
- Lifts and access equipment
- Building fabric elements
Include make, model, condition, age, warranty status, and service history. Velway’s engineers can support this initial audit to ensure data accuracy and consistency.
Step 2: Define Maintenance Requirements
Review manufacturer recommendations, legal requirements, and industry standards for each asset. For example:
- Fire alarm systems: BS 5839 recommends weekly testing and six-monthly inspections
- Water systems: Legionella control per ACOP L8
- Electrical systems: EICR every 5 years (or more frequently for certain environments)
Align these requirements with relevant health and safety and compliance standards.
Step 3: Establish Maintenance Frequencies
Set frequencies based on risk, compliance needs and criticality. Common examples:
- Monthly: Emergency lighting functional tests
- Quarterly: HVAC filter changes
- Annually: Gas safety checks and PAT testing
Velway’s planned maintenance schedules are powered by our CAFM system, enabling precision tracking and real-time reporting via our dedicated helpdesk.
Step 4: Schedule Tasks and Allocate Resources
Coordinate maintenance visits around operational hours to reduce disruption. Assign tasks to in-house technicians or approved contractors, ensuring necessary accreditations (e.g., Gas Safe, NICEIC).
Our helpdesk works proactively to ensure all visits are logged, scheduled in advance, and confirmed with site contacts.
Discover our Planned Maintenance Services.
Step 5: Build in Compliance Checks
Ensure your schedule includes statutory inspections and testing to stay compliant with:
- The Health and Safety at Work etc. Act 1974
- The Fire Safety Order 2005
- The Control of Substances Hazardous to Health (COSHH)
- LOLER, PUWER and other workplace regulations
Velway integrates all compliance data into client portals for easy access to certificates, reports and scheduling updates.
Step 6: Monitor, Review and Optimise
Regularly review the schedule’s effectiveness. Are there frequent failures on specific assets? Is the cost of reactive works increasing? Use this data to adjust task frequencies or plan replacements.
Our clients benefit from detailed monthly reports, performance dashboards, and ongoing support from Velway’s operational leads to optimise long-term value.
Why Partner with Velway?
With offices in West Yorkshire and Tamworth, Velway delivers planned, reactive, and emergency maintenance services nationwide. Our clients range from housing associations to commercial portfolios and healthcare sites.
We provide:
- Dedicated helpdesk and CAFM support
- Fully managed planned maintenance programmes
- Proactive scheduling and compliance tracking
- Scalable solutions across single or multi-site portfolios
Speak to our team to discuss your maintenance needs or request a free initial asset review.
Final Thoughts
A proactive maintenance schedule is not just about ticking boxes; it's about creating a safer, more reliable, and cost-efficient environment for everyone. With the right strategy, and the right facilities management partner, you can reduce risk, stay compliant, and extend the lifespan of your assets.
Let Velway simplify the process - so you can focus on managing your estate with confidence.
