Planned preventative maintenance (PPM) – get it right on every visit

Are you looking to enhance a wider long-term asset management strategy? Increase the reliability of your grounds maintenance services? Perhaps you’re looking to provide a better annual gas safety inspection service? Whatever industry or sector you serve, a well designed and executed PPM programme, will save your organisation time and money.

This guide provides useful information on how to run a service operation with the scope, scale and skills to deliver a seamless customer experience, on time and in budget. Whether you manage a single site or a large multi-site property portfolio, the same principles can be applied to any sized business, enabling you to add value to your PPM operations.

What is a PPM programme?

Planned preventative maintenance (PPM) otherwise know as cyclical maintenance or periodic maintenance, is a predetermined work programme, scheduled and carried out on a regular basis.

For facilities management providers, such programmes help prolong the life of buildings, mitigate expensive repairs and costly breakdowns.

For maintenance sub-contactors responsible for statutory works, this means providing a reliable service that sustains consistent quality and compliance, whilst causing minimal disruption.

In order to execute the most competitive cyclical works programme, the following challenges need to be considered:

  • Ensuring appropriate skill, timescales and costs are accurately integrated into the planned scheduling programme
  • Compliance to health & safety regulations, client standards and workforce capabilities are all managed effectively
  • A reliable, fast and consistent service is delivered, on every visit
  • Missed appointments caused by site access restriction are mitigated through strong communication

The key to resolving the logistical challenges above is thorough:

Forethought

Understanding the purpose of the service you provide, is essential. In order to create the most streamlined, cost effective PPM programme you need to ensure the core needs of your clients are met. This helps ensure any wasted work practices are eliminated, as you tailor your service components to superiorly fulfil your client requirements.

The 3 common considerations that influence client expectation are:

  1. Convenience of scheduled appointment
  2. First time fix on every job
  3. High quality, lasting results

How can you tailor your cyclical programme to fulfil these requirements?

Process management & automation

Once you have formulated all your stakeholders’ requirements into a rationalised plan of action, the next step is to translate it into a set of co-ordinated operations.

Flexible workflow frameworks enable you to model various programmes of works repeated at regular time scales, into an optimised end-to-end work order. Such platforms empower your whole workforce to work more efficiently, by a setting robust process map, optimised for service excellence.

This advantage can be further enhanced through the power of automation. By identifying key touch points that will automatically trigger critical activities such as customer appointment notification and automated resource dispatch, you have the capability to manage and control routine appointments with much better precision.

Document control

Document management is critical in ensuring accountability, accuracy and efficiency. Having the means to capture accurate data through onsite surveys and disseminate the information back to the office for better informed planning and scheduling, is a huge advantage for many maintenance teams.

Further still, being able store, access and share critical documents such as SLAs across the whole of your business, ensures your programme sustains value and compliance across your service lifecycle.

Communication

Do you have the means to communicate quickly and clearly with all your stakeholders?
If not, you may find costly inefficiencies such as carded appointments and resource under utilisation begin to increase.

Mobility tools that support the flow of timely information between your employees, clients and other important stakeholders can enhance your ability to deliver an outstanding service.

This includes informing clients of work prior to visit, responding with speed to last minute cancellations and providing your mobile workforce with the right information to ensure they do an excellent job.

Oneserve enables maintenance teams, facility managers and all manner of other field service engineers, to elevate the standard of their service through providing the best tools for outstanding customer experience and profitability.

This includes real time visibility to see what needs doing, when it needs scheduling and who to dispatch the work out to. By consolidating every component of your PPM into a seamless works programme, our clients excel at delivering a well monitored and accountable service, delivered with speed and consistency.

Tell us your requirements and we’ll show you how our system will support the best cyclical maintenance programme for your business –  simply click here to request your free demonstration.