James Robertson, Director – Earl Kendrick
Reactive Maintenance and Major Works, though they sit on opposite ends of the maintenance spectrum, they are both vital to keeping our buildings, infrastructure, and public spaces safe, functional, and future-proof.
Reactive maintenance is responding to an issue after it occurs. Whether it’s a burst pipe, a faulty lift, or a leaking roof, reactive maintenance tackles immediate problems as they arise.
What Are Major Works?
Major works refer to planned, large-scale projects that are often capital in nature. These can include roof replacements, external decorations, window replacements, lift upgrades, or major structural repairs. Major works are governed by Section 20 of the Landlord and tenant Act 1985 requiring leaseholders to be formally notified and consulted if the works exceed a certain cost threshold.
Major works are where foresight comes into play. Major works are not just about fixing what’s broken, they’re about preventing future failures and preserving the long-term integrity of a building or estate. The advantage of major works is that they can improve asset value and energy efficiency and are better value for money, the disadvantages are there is an expensive upfront cost, they require long planning and consultation and can cause short term inconvenience to the tenants.
The importance of planning major works
Major works are not just necessary for maintaining safety, and property value, they are a reflection of responsible ownership and long-term thinking. However, the success of such projects is down to adequate planning.
Adequate planning is essential to minimise disruption to residents. Poorly planned works can quickly turn daily life into a nightmare. Noise, dust, blocked access, and interruptions to water or electricity are all common side effects of construction. With proper planning, timelines can be optimised, phases can be staggered, and clear communication can help residents prepare and adapt.
Rushed or reactive decisions often lead to cost overruns. A well thought out plan allows for competitive bidding, accurate budgeting, and early detection of potential issues.
In shared ownership, decisions are made collectively. A detailed plan helps unit owners understand the scope, rationale, costs, and timeline of the work, leading to more informed discussions and buy in during meetings.
A solid plan for major works should include:
- A thorough evaluation of the building’s current state, by qualified professionals.
- Clear description of what needs to be done, including priorities and non-urgent items.
- Transparent cost estimates and clear plans for how the work will be funded
- A realistic schedule that accounts for seasonal factors, contractor availability, and resident needs.
- Regular updates and accessible channels for residents to ask questions or raise concerns.
- Allowances for unexpected issues, such as discovering hidden water damage or outdated wiring.
Why PPM surveys play an important part in forecasting life cycle costs
In the world of asset management and facilities maintenance, few tools are as underappreciated, yet essential, as the Planned Preventive Maintenance survey. Often seen as a routine checkbox item, a well-executed PPM survey is far more than just a compliance requirement, it’s a strategic asset that helps organisations forecast, plan, and control the true cost of ownership and life cycle cost.
A PPM survey is a structured inspection and evaluation process conducted at scheduled intervals to assess the condition of an asset be it a building, a piece of equipment, or infrastructure. The survey’s goal is to identify necessary maintenance tasks before faults occur, ensuring continuity, safety, and operational efficiency.
But beyond simply spotting worn belts or rusting pipes, a PPM survey provides detailed data on the current state and projected life span of assets. This insight is foundational to accurately calculating life cycle costs and the total cost of owning, operating, maintaining, and eventually disposing of an asset.
Why Life Cycle Costing Matters
Life cycle costing allows organisations to make informed financial decisions not just based on upfront capital costs, but on the cumulative cost over time. For instance, a cheaper HVAC unit might cost less initially but require more frequent repairs and earlier replacement, making it more expensive in the long run compared to a higher-quality system.
PPM surveys feed directly into this analysis by:
- Identifying immediate and long-term maintenance needs
- Predicting replacement timelines
- Highlighting energy inefficiencies and performance degradation
- Documenting historical asset performance trends
Without this data, cost forecasting becomes guesswork. Facility managers can develop accurate, long-range budgets and procurement strategies that reduce total expenditure over the asset’s life.
PPM surveys are also vital for strategic budgeting. They allow organisations to plan capital investments years in advance, smoothing out the financial impact of major repairs or replacements. This proactive approach prevents the sudden budget shocks that reactive maintenance can bring.
Furthermore, risk is inherently tied to asset failure whether that risk is operational downtime, health and safety issues, or regulatory non-compliance. By incorporating PPM survey data into life cycle analysis, organisations can prioritise high-risk or mission critical assets for intervention, reducing the potential for catastrophic failures.
Sustainability goals and regulatory standards are increasingly important in asset management. Regular PPM surveys help ensure systems remain compliant with safety and environmental regulations, and they enable organisations to phase out inefficient or polluting assets in a timely and cost-effective manner. From a life cycle perspective, this not only reduces environmental impact but can also result in long-term savings through improved efficiency and lower operating costs.
Conclusion
In conclusion, leveraging the expertise of a Earl Kendrick to plan and deliver PPM surveys and manage major works provides significant advantages in terms of efficiency, compliance, and long-term asset performance. By integrating robust planning processes, technical knowledge, and project management capabilities, Earl Kendrick ensure maintenance schedules are optimised, risks are minimised, and resources are effectively allocated. The ability to coordinate and oversee major works, from initial scoping through to completion, adds strategic value by reducing downtime, improving cost control, and ensuring quality outcomes. Ultimately, partnering with Earl Kendrick can supports a proactive, data driven approach to building management, ensuring assets remain safe, functional, and compliant for the future.
