Feb 16

5 Reasons to switch to Planned Preventative Maintenance and take back control

Planning is everything. We spend our whole lives planning. We plan our education, our careers, our families and the budget to cover it all. When planning our lives, we favour the direct debit approach. That way we can maintain our lifestyles without the worry of the bills going unpaid. We are fond of this tactic so we schedule as much as we can to ease the stress of it all. We also have a contingency plan, but what about commercial properties, what’s theirs?

In 2018, we face more rules and regulations that make it very easy to lose control of the estate. Property Managers and Facility Managers (FM’s) are tasked with more responsibilities and Health & safety checks that make it nigh on impossible to keep on top of it. Resulting, in a higher number of reactive call outs. We understand the need for that one-time call out for that exclusive VIP visit. But, what about the other visits, could they have been better planned?

  1. Less administrationNot the most obvious reason, but admin plays a large role in inefficiency. Raising a work order is not as simple as 1, 2, 3. By breaking the tasks down, we identify how long-winded this process is. For example, if you’re a retailer, it begins with the Store Manager, filtering information to their FM company, who sends that on to the Service Provider. Logged onto their system which sends an alert to an Engineer to attend and solve the problem.If a commercial property is on a reactive contract, the invoicing runs individually, creating more processing tasks for the Admin Team. Scheduled visits run on a consolidated invoice meaning more attention can be targeted elsewhere.
  2. Good condition all year roundMany studies link the relationship between store lighting and consumer purchasing habits. Similar studies show employee satisfaction and well-being can depend on office lighting and facilities provided.  Keeping the work flowing is crucial for all commercial properties as they are there to generate revenue. Lighting downtime is decreased due to the frequency of visits, as it reduces the number of major repairs. Equipment lasts longer when well-cared for, so lights stay on longer with planned maintenance.
  3. Regain control of your diaryPlanned maintenance is at the core of good business practice. Managers reap the benefits as they can allocate employees to other tasks while the maintenance takes place. Arriving on site, Engineers get a full list of failures and notes from the property manager. Ensuring works are efficiently carried out and cause minimal disruption. The most common problem reactive calls face is when the Engineer attends, the team are unsure who placed the call out or where the faults are located.
  4. Clear budgetAn important discipline of financial planning is making sure the business can pay suppliers. If the suppliers are demanding different amounts each month or costs are increasing, how can you forecast that spend? Proactively planning maintenance allows for scheduled payments creating an even keel across the Profit and Loss account.
    Reactive visits are inevitable, but to minimise disruption to the budget, scheduling visits and payments ends in less uncertainty. Uncontrolled maintenance is a common issue as budgets are based on past events. Reflecting on previous budgets is a waste of time, as the lighting ages further upkeep is required.
  5. Consistent brandingBrand is everything. If there are poorly lit areas of a retail store, it will deter customers from entering. The wrong colour lamp can change the whole perception of an outfit which may impact sales. Embedded in our culture are first impressions, so making sure the brand is well represented is crucial to the succession of the business.
    Preventative maintenance enables the engineer to identify future faults and rectify before becoming an issue. This Engineer also knows the colour, size, age and condition of lighting so can suggest a phased approach to smarter lighting.

Communication is vital between the site and contractors Helpdesk. As the Engineer is made aware of what issues there are, they can bring the correct materials to complete works. Meaning the brand can flourish and continue to provide quality service to both employees and customers.

We show below how one retailer is spending £2.4 million per year on self-delivery of Lighting Maintenance.

Taking this into consideration, they ensured their lights were on all the time and followed a routine. But could they have utilised their staff better by hiring lighting professionals at a fraction of the cost?

Planned Preventative Maintenance leads to more productivity with higher potential profits for the company.

At PLM we strive to provide solutions that generate measurable cost savings, with our 50 years’ experience, we can advise you on how to choose the right way to save.

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