There is an old saying that if you don't schedule time for maintenance, the maintenance tasks will schedule themselves for you. This is true regarding computers and personal health, but it's especially the case for buildings. Deferring maintenance may save money in the short term, but it will inevitably lead to more urgent, expensive work down the line. In this post, we'll explain why deferred maintenance is so common and what you can do to implement good preventative maintenance contracts instead.
The most common causes of deferred maintenance
The phrase "deferred maintenance" refers to any task a property owner has postponed. There are many reasons (both internal and external) for companies to defer maintenance tasks, but doing so always comes at the risk of needing more thorough repairs later. These reasons include:
Cost inaccessibility
The primary reason for companies to defer maintenance tasks is the cost. This can be particularly common in institutions like schools that have a limited budget. However, the situation will nearly always deteriorate with time, so administrators should consider the financial consequences of this deterioration and not just the initial cost of repairs.
Find out more about root cause analysis so you can uncover the reason things are happening.
Company policies
Some companies implement a "run to failure" maintenance policy, where they will only perform repairs and maintenance when circumstances force their hands. While this may seem like a good way to get the maximum use out of the resources you have, it can actually reduce the useful life of many building elements. It's nearly always more cost-effective to get regular maintenance contracts rather than waiting for systems to fail completely.
Wrong priorities
Some companies have a set list of maintenance priorities and refuse to deviate from that list for any reason. While it's always good to be aware of what you want to focus on, it's equally important to maintain flexibility as circumstances change.
Insufficient information
The person in charge of a facility's day-to-day maintenance tasks is probably not an expert in every field they work with. For example, an internal worker may know more about roofing than HVAC systems and won't necessarily recognise the signs that your air conditioner isn't running at peak efficiency.
Lack of human resources
One of the main causes of deferred maintenance is the limited number of people who are available to work on a given task. In the summer, building owners often struggle to find companies that can repair their air conditioners quickly. Also, some tasks require specialised knowledge that only a few people in the area have.
Insufficient parts
Likewise, parts shortages can wreak havoc on a facility's operation. These may include the materials needed for a project or the specialised tools used to complete it. It doesn't matter how many workers are qualified to do a job if the only suitable machinery is booked for the next six months. While it isn't cost-effective to have duplicates of everything on hand, taking care of maintenance tasks on a set schedule can help you plan for these shortages.
What are the risks involved with deferred maintenance?
One of the most obvious risks of deferring maintenance is the financial burden. Emergency repairs will always be more expensive than planned maintenance, especially when you need them done quickly. However, there are a few more hidden problems with deferring maintenance tasks.
If you are aware of a safety hazard on your property and you do nothing about it, this opens you up to legal liability in some situations. If the hazard ends up injuring someone or taking you out of compliance with building regulations, the cost of solving these problems is much higher than the cost of performing preventative maintenance.
Strategies to avoid deferred maintenance
Sometimes, deferred maintenance is unavoidable. But in general, you should plan ahead whenever possible so you don't have to wait. First, audit your current processes and projects. Figure out where your real priorities lie, and remember that these priorities may change with time. Larger organisations, in particular, may benefit from maintenance and asset-tracking software to avoid surprises.
Finally, you don't have to do any of this alone. Working with a skilled general contractor to perform regular maintenance can be well worth the investment. Having an expert on your side means you'll have a better idea of what to expect, and you'll have a go-to team to address any issues that arise.
Choose First Response Maintenance Solutions to be proactive with your maintenance needs
Serving the Sunshine Coast, Gold Coast and Brisbane, First Response Maintenance Solutions is proud to help enterprises of all scales stay on top of their maintenance tasks. As Queensland's top provider of commercial building repairs, we perform many of the tasks other companies won't. If you'd like to get a free price quote or learn more about the services we offer, contact us today.