Charles Garth

Protect your education, commercial, residential and healthcare buildings with planned, risk-led maintenance

A Planned Preventive Maintenance (PPM) programme sets out what maintenance is needed, when it should happen, and how it will be delivered to keep a building safe, efficient and in good working order. Our RICS-chartered building surveyors and cost consultants support estates teams, FM leads, building owners and property managers across education, residential, healthcare, commercial and leisure estates. We provide practical, data-driven plans thaåt reduce failures, control spend and improve long-term asset planning.

Planned Preventative Maintenance by sector

Education estates: We support estates teams and school leaders to plan and manage safe, compliant learning environments. PPMs align with Department for Education estate standards and the academic year, covering M&E servicing, roofs, fabric renewals, accessibility actions and HVAC. Outputs support capital planning, funding bids and safer learning spaces.
Residential blocks and PRS schemes: We work with managing agents, landlords and housing associations to maintain building safety, reliability and resident confidence. PPMs cover lifts, fire systems, communal M&E, external envelopes and common parts. Clear schedules support safety compliance, planned maintenance work and fewer reactive repairs.
Healthcare and care facilities: We support NHS and care-sector estates teams in live clinical settings. PPMs reference HTM/HBN guidance where applicable, addressing infection control, air quality, business continuity and access limits. Risk-led calendars schedule statutory checks and maintenance tasks on assets to maintain efficiency and patient safety.
Commercial and mixed-use: We help owners and occupiers plan routine and statutory maintenance that protects uptime and value. Programmes integrate structure, fabric and plant with regular inspections, maintenance routines and 5–10-year cost forecasts, giving clear visibility of whole-life maintenance costs and investment needs.
Retail and leisure: We work with operators to protect trading continuity and presentation standards. Planned maintenance for HVAC, lighting, fire safety equipment and finishes is coordinated around trading hours to limit disruption and avoid unplanned downtime.

Why a planned preventative maintenance programme matters

Reduce failures and cost – Find and fix issues early to avoid call-outs, unplanned downtime and avoidable maintenance costs.
Protect asset value – Regular maintenance and routine servicing extend asset life and support lifecycle planning.
Support statutory duties – A PPM schedules required inspections and servicing (fire equipment, fire risk assessments, electrical testing, lifts, gas, water hygiene). It supports compliance; the duty holder remains responsible.
Give budget certainty – Forecast costs and phasing help secure approvals for preventive works.
Minimise disruption – Works arranged around operations, tenants and critical periods improve efficiency.

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What your planned preventative maintenance programme includes

Detailed property assessment – our surveyors carry out a full site inspection, identifying areas of concern and establishing the current condition of structure, fabric, M&E, HVAC systems and external areas.
Information gathering – we review available technical drawings, maintenance records and any specialist assessments to build an accurate picture of the building and its operational context.
Customised maintenance schedule – we develop a tailored plan outlining required works, timelines, priorities and estimated cost.
Collaborative development – we work closely with estates and FM teams to align the PPM with operational goals, budget cycles and risk appetite.
Statutory and compliance schedule – actions from fire risk assessments (FRA), EICR, emergency lighting, LOLER, F-Gas, water hygiene and relevant regulations.
Risk-prioritised tasks – set across immediate, short-, medium- and long-term timeframes to support informed decision-making.
Lifecycle and forecasts – capital and revenue expenditure projections with phasing options that balance planned and unexpected maintenance.
Planned servicing calendar – servicing and inspection schedules for FM teams and contractors, aligned to manufacturer guidelines.
Implementation and support – if required, we help you deliver the plan: procuring contractors, managing works and maintaining the schedule through review periods.

Planned preventative maintenance (ppm) for better strategy and performance

A strong PPM uses a proactive approach and clear maintenance strategies to control total maintenance costs. We define the right mix of scheduled maintenance, routine maintenance and targeted maintenance activities to reduce equipment failures and unavoidable reactive maintenance. Your plan will:

Map critical assets and set regular scheduled inspections for higher-risk items.
List practical maintenance tasks for plant, fabric and HVAC systems to protect air quality and energy efficiency.
Provide a phased PPM schedule that is cost effective, improves asset performance and supports operational efficiency.
Embed regular maintenance and routine servicing to maintain safety compliance under relevant building regulations.

This balance of planned maintenance and measured reaction keeps reactive maintenance costs down, extends asset lifespan, and gives building owners and property managers clear control of risks and spend.

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Key milestones for Planned Preventive Maintenance (PPM)

A maintained PPM schedule ensures your estate stays safe, compliant and cost effective. It helps estates teams spot potential problems earlier, reduce risk across assets and avoid the penalties of non-compliance. Regular updates keep the plan aligned to operations and budgets.

Annually
Complete a rolling review to record maintenance tasks, update asset data and capture new risks or failures. This keeps the plan aligned to real-world asset performance and current prices.
Every 3–5 years
Undertake a full reassessment with site re-inspection. We validate forecasts, adjust for condition and regulatory change, and re-prioritise works. A refreshed PPM protects compliance, extends asset life and reduces reactive maintenance costs.
After major change
Update the plan after refurbishment, extension, change of use/occupancy or new systems. Keeping the plan current protects efficiency and prevents gaps in servicing schedules.

Failure to review on time risks impact on productivity, higher reactive spend and more downtime. Structured reviews deliver clear benefits: fewer failures, better asset management and stronger long-term budgeting.

Charles Garth

Planned Preventative Maintenance Programmes (PPMP)

Protect your education, commercial, residential and healthcare buildings with planned, risk-led maintenance

Planned Preventative Maintenance by sector

Why a planned preventative maintenance programme matters

What your planned preventative maintenance programme includes

Planned preventative maintenance (ppm) for better strategy and performance

Key milestones for Planned Preventive Maintenance (PPM)

Is your PPM Strategy Up to Date?

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