Ensuring the safety and functionality of mechanical and electrical (M&E) systems is not just a regulatory requirement for block managers—it’s a cornerstone of landlord and leaseholder satisfaction.
Remedial actions identified during Fire Risk Assessments (FRAs) and Planned Preventative Maintenance (PPM) services can lead to delays. With complex schedules, contractor attendances, and an overwhelming volume of documentation, managing these service events can be a logistical minefield.
Understanding the challenges
A lack of centralised visibility across multiple properties and service events can create real challenges when managing remedial actions. Teams often struggle with disparate systems—spreadsheets, email threads, Whatsapps, and paper records—that make understanding what’s going on in a building difficult, and delay decision-making.
When FRA or PPM actions are raised, ownership, accountability, and completion timelines might not be totally clear. This confusion can be exacerbated when multiple contractors are involved or when handovers between teams aren’t clearly defined.
The high costs of delay
Delayed or mismanaged remedial actions can create huge problems from a compliance perspective. Unresolved issues can lead to serious safety risks and regulatory breaches, particularly in areas like fire safety where legislation is increasingly stringent. From a leaseholder’s perspective, problems with heating, lighting or access control can severely impact their quality of life, leading to a breakdown of trust their managing agent.
Building better processes for maintenance management
Residential block managers must adopt robust strategies to mitigate these challenges. This begins with clearly defining roles and responsibilities for all stakeholders involved in FRA and PPM workflows. A centralised and transparent process allows property managers to assign tasks, track progress, and escalate issues before they affect residents or breach compliance standards.
Technology plays a pivotal role in streamlining these workflows. Maintenance management software like Fixflo offers a digital infrastructure that simplifies the entire lifecycle of a service event—from issue identification to resolution. With automated task assignment, reminders, and audit trails, such platforms help ensure that nothing falls through the cracks.
Best practices in proactivity, not reactivity
Best practices in residential block management increasingly revolve around planned maintenance strategies. Proactive planning reduces emergency repairs, extends the lifespan of assets, and improves overall safety and compliance.
Document repositories ensure that all certificates, reports, and action logs are readily accessible during audits or regulatory reviews. With robust planned maintenance tools, managing agents can gain insights into recurring issues, giving them the ability to better predict when things may go wrong and plan maintenance before that happens.
Training and support also play a key role in success. Fixflo, for example, not only provides powerful tools but also equips property managers with the knowledge to use them effectively. Through webinars, guides, and hands-on support, property professionals can build the digital skills needed to stay ahead in a rapidly evolving regulatory landscape.
Final thoughts
Ultimately, effective management of remedial actions in mechanical and electrical systems is not just about ticking boxes—it’s about creating safer, more efficient, and more liveable homes for your residents. With the right strategies, supported by the right technology, property managers can transform a historically cumbersome process into a streamlined, compliant, and resident-friendly operation.
Discover how Fixflo makes planning and executing remedial tasks easy.
