Many property owners continue not to adopt the best preventive maintenance practice because they are unaware of its long-term cost benefits. Property owners who have adopted preventative maintenance have achieved significant savings by keeping their real estate and equipment assets in good condition, thus reducing the chances of breakdowns and their costly consequences.

In general, preventive maintenance keeps real estate and equipment assets running smoothly. Recurring scheduled preventative maintenance is the key to avoid major issues with many of the facilities’ critical assets like lifts, HVAC, plumbing, fire protection, and other expensive systems. The cost of critical assets failure could be quite expensive since emergency services cost more than regularly scheduled maintenance. Still, the price of disruption and hardship caused to the tenants and users of those facilities could be very high. Also, the cost of bad publicity, legal liabilities, and reputation distortion that the property owner will encounter could far exceed the incurred maintenance cost.

In our last article, “Managing, Tracking, Monitoring, Evaluating and Reporting Status of Work Orders for Real Estate and Equipment Assets”, we have detailed how project management information systems (PMIS) like PMWeb helps in managing work orders for reactive maintenance to fix reported problems. In addition, we have briefly detailed the usage of checklists to ensure that performed work orders are complete and cover all items that need to be performed. Further, we have explained how to set recurring scheduled work orders to enforce preventive maintenance.

For the proper adoption of preventive maintenance, the property owner needs to create preventative maintenance checklists that will apply to the different categories and types of real estate and equipment assets that the property owner has. For some equipment assets like HVAC, there might be other checklists for the preventive maintenance to be done in Spring/Summer and the one to be done in Fall/Winter. The checklist will include the tasks that need to be performed, task type, resource skills needed to complete the task, notes, and whether if this task must be carried out or optional. Those checklists represent the property owner knowledge and previous experience in maintaining such real estate and equipment assets.

PMWeb 7 Portfolio Lists Define Checklists Details

Assuming that the property owner wants to implement preventive maintenance for the HVAC assets. Using the PMWeb work order module, two work orders will be created for each HVAC asset that the property owner has across all locations for which they need to be maintained. The first work order will be Spring/Summer, while the second work order will be for Fall/Winter. Each work order will be linked to the relevant HVAC asset, which has been captured in the real estate and equipment assets directory.

PMWeb 7 Asset Managment Work Orders Work Orders Details

This will be followed by adding the relevant preventive checklists to the work order. The Spring/Summer preventive checklist will be added to the HVAC Spring/Summer Preventive Maintenance work order. In contrast, the Fall/Winter preventive checklist will be added to the HVAC Fall/Winter Preventive Maintenance work order. Having those checklists as part of the preventive maintenance work order is also of great importance when the property owner is outsourcing the assets management process as the checklist will be completed by the maintenance company to confirm that those tasks had been completed and on which date each was completed.

PMWeb 7 Asset Managment Work Orders Work Orders Checklists

The last step will be to create the recurring scheduled preventive maintenance work orders. Using the preventive tab, the user needs to select the preventative work order frequency, which could be once, daily, weekly, monthly, or at selected intervals. This will be followed by the time when the work order to be performed, which could be the day of the week and until when this will end. When all those values are given, the user will select the generate work orders command to have all these preventive work orders automatically generated and listed as Linked Work Orders. This will enable the property owner to execute those work orders on their planned dates. 

PMWeb 7 Asset Managment Work Orders Work Orders Preventive

Should there be a requirement to have a hard copy of each preventive maintenance work order to fulfill the requirements for formal communication for completed works, a PMWeb report writer can be used to create the output form in the desired layout or take advantage of the ready to use the work order form. Of course, a register report can also be created to capture the details of all work orders, including preventive maintenance.

PMWeb 7 Work Order Form


The world’s top organizations are selecting PMWeb because of its comprehensive features, functionality, and ease of use. Since 2007, PMWeb has been used by tens of thousands of users to manage their Plan | Build | Operate lifecycles.