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

Do you fulfil long-term asset management services for your clients or perhaps you’re looking to provide them with a better annual gas safety inspection service? 

A well designed and executed PPM programme, will save your business time and money whilst ensuring you keep on track of compliance obligations.

This guide provides useful information on how to run a planned preventative maintenance program with the scope, scale and skills to deliver a seamless customer experience, on time and on budget. 

PPM Maintenance Meaning

Planned preventative maintenance (PPM) otherwise known as cyclical maintenance or periodic maintenance, is a predetermined work programme, scheduled and carried out on a regular basis. Such programmes help prolong the life of buildings, mitigate expensive repairs and costly breakdowns.

For maintenance contractors responsible for statutory works, planned preventative maintenance 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

  • Regulations such as compliance and health & safety; client standards and workforce capabilities, are all accounted for and effectively managed

  • A reliable, fast and consistent service is delivered on every visit

  • Missed appointments caused by site access restriction are mitigated through strong communication

What Is PPM Maintenance?

Understanding your current challenges and the purpose of the service you provide is essential. In order to create the most streamlined, cost-effective planned preventative maintenance programme you need to ensure the core needs of your clients are met. This helps ensure that any inefficient work practices are eliminated, as you tailor your service processes to superiorly fulfil your clients’ requirements.

The 3 common considerations that influence the end-customer’s expectation are:

  1. Convenience of scheduled appointment

  2. First-time-fix on every job

  3. High quality, lasting results

So, how can you tailor your cyclical programme to fulfil these requirements?

PPM Schedule – 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 coordinated 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 setting a robust process map, optimised for service excellence.

This advantage can be further enhanced through the power of automation. By identifying key touchpoints 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 digital surveys completed on site via a mobile app and automatically disseminating the information gathered back to the office for better-informed planning and scheduling, is a huge advantage for many maintenance teams.

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


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 underutilisation 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 end-customers of work prior to visit, responding with speed to last-minute cancellations and providing your mobile workforce with the right information to ensure they can do an excellent job every time.

Oneserve enables maintenance teams and other field service operatives 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 PPM into seamless works programmes, 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 organisation – simply click here to speak to one of our experienced team today or you can browse our features to find out more about how Oneserve’s Job Management Software works.

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