Planned Preventative Maintenance Explained by Hybrid

Hybrid take great pleasure in working closely with the UKAA and all of it’s members to provide comprehensive support with their facilities. We have a wide range of knowledge across different industries, which have allowed us to develop robust systems to manage facilities to prevent any down time on site and give the best possible customer experience.

Hybrid understand that every building is different which is why our wide asset knowledge allows us to tailor our maintenance plans for every building we work with. Hybrid understand the challenges GM’s, AGM’s, RSA’s face on a daily basis so we work hard to provide solutions that allow the management team to concentrate on doing their job as best they can.

With our years of experience in the BtR sector, we also understand the pain points for each site varies, that’s why we always build up strong transparent relationships with all of the team members enabling us to become an extension of the team. Company culture is as important to us as it is to the on businesses we work with and the communities we work in.

Our work across other highly technical industries allows us to be at the forefront of technological advancements which allows us to bring in new technologies to the BtR sector, whether that be EV charging advancements, Free Air Cooling technologies or advanced reporting systems.

Through PPM plans we have been able to not only keep buildings running smoothly, but also identify potential issues before they can create problems on site for the staff and residents.

Through building fantastic relationships with the on site teams, we have also been trusted with solving other problems on site, from dock wall monitoring, vegetation removal, and drone surveys. We encourage our team members to work closely with the on site teams to assess all issues, and potential issues in site and do our best to resolve them.

We firmly believe that the best way to manage a facility, is to have a comprehensive Planned Preventative Maintenance (PPM) strategy with detailed reporting to allow the on site team to have full visibility of the assets they manage. We have run through some of the FAQs on PPM below.

What is PPM?

Planned Preventative Maintenance (PPM) is a proven way to maintain your buildings by scheduling maintenance tasks ahead of time, taking place on a regular basis. These tasks are scheduled in line with the relevant legal standards and Operations and Maintenance documentation for a buildings assets, cleaning regimes and can involve daily, weekly, monthly, quarterly, bi annual, annual, two, three, four and five yearly activities to ensure the assets are being maintained to the manufacturers standards as well as any relevant system regulations. PPM schedules are carried our pro actively ahead of time regardless if the assets condition. This way of maintaining assets  significantly reduces the chances of an unexpected breakdown.

What are the risks of not having a PPM strategy?

A building without a scheduled PPM strategy will typically be maintaining the building on a reactive basis only. This essentially means running all assets until failure, where they will then be either repaired or replaced.

This strategy, can potentially save on some initial financial commitments however the short term saving is often outweighed by increased operational and often unbudgeted costs due to system failures, breakdowns and downtime. Waiting for assets to fail before replacing them will almost always end up costing more than maintaining them in the first place. A PPM scheduled program creates savings against reactive repairs, for example by carrying out regular maintenance on a surface water pump, following the regular PPM checks can highlight any potential performance issues and investigate the reasons why this has been caused. By identifying this issue in a controlled environment and more importantly while the pump is still working the issue can be rectified through repair or component replacement. In the instance where there is no PPM program in place the pump could run until cataphoric failure which could cause a shut down, downtime and almost certainly would need full replacement. The cost of that replacement would be significantly higher than the cost of the Planned Preventative Maintenance program.

The impact of unscheduled works not only can affect cost but also User experience. Whether that be residents, employees or the general public. Waiting for an asset to fail could mean that there are intrusive, emergency works that are forced to go ahead that ultimately disappoint or cause an inconvenience for the Users which can affect the buildings reputation and potential renewals of rental contracts.

What are the benefits of a detailed PPM schedule?

There are two main benefits in having a PPM program; one of which is budget certainty – Ahead of time management knows what the annual cost of running the building is by having a well forecasted budget. Unfortunately, there are always times when reactive works will have to take place, parts can fail, there can be elements that need to be repaired that are identified from the PPM works. While these are an “additional” cost to the PPM they will often be cheaper Vs leaving the asset to fail rather than repairing it as the issues are identified.

The other benefit comes in the form of peace of mind. Having a PPM schedule that properly manages the building means that the staff and residents know the building is being maintained correctly.

A successful PPM schedule has a positive impact on a building; it ensures that the building has a standard that it will maintain which can improve financial performance, staff wellbeing, Resident satisfaction and ultimately reputation.

How get the most out of the PPM schedule?

The best PPM schedule is a comprehensive one, that covers all elements of the building management. When partnering with Hybrid we know the importance of having a clear understanding of what assets need to be managed, this should be a two way conversation where we use our experience to recommend what needs maintaining (and how often) and the input from the on site staff who can guide Hybrid through the site letting them know any problem areas, as well as giving them an idea of the site as a whole.

The communication between Hybrid and the on site staff is key to making the PPM schedule work as smoothly as possible, there will be times where Hybrid are trusted on site alone to complete works, raise issues and liaise with residents on site. We work hard to build strong and transparent relationships between us and the on site teams with strong lines of communication. It’s this communication and forward planning that is key to a successful maintenance program. While our aim is to reduce the risk of asset failure we also understand that sometimes emergency works are required which is why our reactive team of engineers are always able to attend site and diagnose issues and carry out emergency repairs.

Hybrid are growing year on year within the BTR market and now manage the maintenance across 2300 homes. Hybrid adopt a Service 1st Approach and are committed to helping our customers give the best possible experience to their residents.

For more information visit our website