When managing a commercial property, maintenance is not a matter of ‘if’, but ‘when’ and ‘how’. Every building, no matter how well-constructed, will require attention to keep it safe, efficient, and valuable. The crucial decision for any building owner or facilities manager lies in the approach: do you wait for things to break, or do you act proactively to prevent failures before they happen? This is the core difference between reactive and planned maintenance.
While a purely reactive strategy can seem cost-effective in the short term, it often leads to greater expenses, disruption, and risk down the line. Conversely, a purely planned approach might not account for the unexpected. The true key to effective building management lies in striking the perfect balance between the two. At Elite Managed Services, we specialise in creating a maintenance strategy that optimises this ratio, safeguarding your asset for the long term. You can be confident that with our expert guidance, your building will remain in optimum condition.
Understanding the two sides of maintenance
To strike the right balance, it is essential to first understand what planned and reactive maintenance entail and the distinct roles they play.
What is reactive maintenance?
Reactive maintenance, often called ‘run-to-failure’ or ‘breakdown’ maintenance, is the practice of repairing assets only after they have failed. In this model, no action is taken until a piece of equipment stops working, a leak appears, or a system goes down. A call is then made to an engineer to fix the specific problem.
While it is impossible to eliminate all unexpected failures, relying solely on a reactive approach is a high-risk strategy. It can lead to emergency call-outs, unplanned downtime, and considerable disruption to tenants and business operations. These emergency repairs are almost always more expensive than scheduled work and can result in secondary damage if the initial failure is not addressed quickly.
What is planned preventative maintenance (PPM)?
Planned preventative maintenance (PPM) is the opposite. It is a proactive strategy focused on preventing failures before they occur. PPM involves a scheduled programme of regular inspections, servicing, and upkeep of a building’s assets and systems. This can include everything from servicing HVAC units and testing fire alarms to inspecting the roof and electrical systems.
The goal of PPM is to identify and resolve potential issues early, improve asset longevity, and ensure the building remains compliant with all legal requirements. This approach transforms building maintenance from a series of unpredictable crises into a manageable and budgeted process.
The benefits of a proactive, planned approach
Adopting a strategy that leans heavily towards planned maintenance delivers significant and measurable benefits. You are not just fixing problems; you are investing in the future health and value of your property.
1. Improved asset longevity and efficiency
Regular servicing keeps your building’s assets running at peak operational efficiency. Well-maintained equipment uses less energy, performs better, and lasts longer. A scheduled PPM programme, including condition surveys and energy audits, allows us to identify inefficiencies and make adjustments that reduce running costs and extend the operational life of your critical systems, protecting your initial investment.
2. Enhanced safety and compliance
For commercial buildings, compliance is not optional. You have a legal duty to ensure the property is safe for all occupants. A robust PPM schedule ensures that all safety systems, such as fire alarms, emergency lighting, and water systems, are regularly tested and certified. This mitigates risk, ensures you meet the latest legislative requirements, and gives you the peace of mind that your building is without reproach.
3. Reduced costs and budgetary control
While PPM requires an upfront investment, it consistently proves more cost-effective over the long term. Planned work can be scheduled during regular hours, materials can be sourced competitively, and potential issues can be fixed before they cause catastrophic damage. This predictability allows for accurate budgeting, turning unpredictable emergency costs into a stable, manageable operating expense.
Finding the optimum planned-to-reactive ratio
No building can run on a 100% planned maintenance schedule. Unexpected events are inevitable. The goal is not to eliminate reactive work entirely but to achieve an optimum ratio where the vast majority of maintenance is planned, and reactive call-outs are rare.
At Elite Managed Services, our entire approach is designed to achieve this balance. We aim for an optimal planned-to-reactive works ratio, ensuring we are prepared for those events that can happen unexpectedly while keeping them to an absolute minimum. Our deep, clear understanding of the systems we maintain means that when issues do arise, they are resolved expediently with minimal occupant disruption.
This is how we deliver a truly managed service:
- 24/7, 365 UK-based service desk: Emergencies don’t keep office hours. Our service desk is staffed around the clock by competent, experienced engineers, not call centre operators. They can handle urgent calls, diagnose issues, and assign multi-skilled engineers who are already familiar with your site protocols through our planned maintenance work.
- Smart technology for efficient deployment: Our teams are equipped with smart technology that enables us to deploy resources to your site efficiently. If specialist service partners or additional materials are required, we can coordinate and dispatch them quickly, reducing downtime and resolving the issue on the first visit wherever possible.
- Experienced, multi-skilled engineers: The engineers attending your site are not just fixing a one-off problem. Because they are part of your PPM schedule, they know your building, understand its unique systems, and can work more effectively. This familiarity is invaluable in both planned and reactive situations.
Safeguard your asset with Elite Managed Services
Your commercial building is a significant asset that deserves a strategic, intelligent maintenance plan. By moving away from a costly reactive cycle and embracing a proactive approach, you protect its value, ensure its efficiency, and create a safer environment for everyone inside. Striking the right balance is the foundation of successful, long-term building management.
Let us help you achieve the optimal maintenance ratio for your property. We have years of experience in successfully maintaining buildings, working in partnership with you to safeguard your asset for years to come.
Contact Elite Managed Services today to learn more about our planned preventative maintenance programmes and 24/7 reactive support.