A guide to apartment preventive maintenance

What is apartment preventive maintenance?

Apartment preventive maintenance is the practice of performing regular inspections, repairs, and minor upgrades to help prevent equipment failures and keep units in good condition. Preventive maintenance typically includes scheduled checks of HVAC systems, plumbing, electrical components, roofing, and safety equipment. Regular evaluations of these systems can help identify potential problems early and minimize the likelihood of major service disruptions.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Property owners should consult their attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Types of apartment preventive maintenance

There are several categories of apartment preventive maintenance, each designed to target specific components. Understanding these can help you make more informed decisions about your property maintenance plans:

• Mechanical systems: Regular inspections of HVAC units are essential to maintain indoor air quality and consistent temperatures. Maintenance may include checking air filters, inspecting ductwork, and assessing heating and cooling performance.
   
• Plumbing systems: Routine checks for leaks, corrosion, and blockages can help prevent costly water damage. Drain cleaning and water heater inspections may also be part of an apartment preventive maintenance program.
   
• Electrical systems: Inspecting wiring, testing outlets, and maintaining lighting fixtures are critical components. Proactive inspections can help prevent power outages and minimize fire risks.
   
• Structural components: Roofs, gutters, foundations, and exterior walls require periodic inspection. Detecting issues like cracks or water intrusion early is a vital part of apartment preventive maintenance. Preventive roof inspections after severe weather can also reduce long-term repair needs.
   
• Safety features: Smoke detectors, carbon monoxide detectors, and fire extinguishers should be tested regularly. Proper documentation of these inspections can also help keep properties compliant with local regulations.
   
• Amenities and shared spaces: Pools, gyms, lobbies, and clubhouses can benefit from scheduled equipment checks and cosmetic maintenance like painting and pressure washing.

A professional property management partner can help you stay in tune with equipment and service needs by developing and executing a thorough preventive maintenance plan. This can help your building systems remain in good working condition, potentially saving you money by extending the life of useful components.
 

Benefits of preventive maintenance

Apartment preventive maintenance can offer many benefits for property owners in Tennessee, starting with preserving property value. Regular upkeep can help keep properties attractive to current and future residents, promoting more stable property values.

Preventive maintenance can also reduce long-term costs. Addressing small issues before they escalate into major repairs can save both time and money. Incorporating preventive maintenance into your financial management strategies may allow for better forecasting, more predictable budgets, and fewer unexpected expenses.

Another advantage is supporting compliance with Tennessee's various building codes and regulations. Timely maintenance on HVAC systems, plumbing, and fire safety equipment can help property owners stay ahead of mandated inspections, minimizing risk.

Finally, preventive maintenance programs often contribute to operational efficiency. Well-maintained equipment may perform better, reduce energy consumption, and experience fewer breakdowns, which can lower utility costs for owners and residents.

"The right management company will work with you to develop a preventive maintenance plan that meets your unique needs. To help maintain complex equipment and assets, property owners need the support, expertise, and resources only a professional management company can offer."

Danny Ellis, president at FirstService Residential

Apartment preventive maintenance: Step-by-step guide

Now that you’ve read about the critical components of a preventive maintenance plan, you may have decided to create one for your property. So, where should you start? We've put together a list of 5 tips to help you create a plan.

1. Inventory your equipment

   Start by creating an inventory of your property's systems and equipment. Visually inspect and document your property's equipment, systems, structural surfaces, and paving. Note when you last serviced your equipment and the name of the vendor who provided the maintenance, if you rely on one for repairs. Also, note the equipment's serial number and take a few photos. Visual aids will help your team identify each asset.
    

2. Document needed repairs

   The next step is to identify and document the necessary repairs. Repairing equipment before problems become too large can save you time and money in the long run. Do you know the equipment’s history? Keeping track of past repair records and maintenance invoices will help your property manager anticipate maintenance needs. Create a database of all the items that must be maintained to help you understand what work is needed and when.
    

3. Create your predictive maintenance schedule

   Predictive maintenance is designed to determine the condition of in-service equipment and estimate when maintenance should be performed. A preventive maintenance program should include a predictive maintenance schedule that will help to identify what equipment is performing at its optimum capacity, what equipment is on a path that will require attention at some point, and what equipment needs immediate attention. An experienced property management company will help you create a comprehensive predictive maintenance schedule using the latest tools and processes.
    

4. Develop maintenance standards for your team and vendors

   Clear maintenance standards can help in-house staff and third-party vendors understand what “good condition” looks like for your property. Establish written procedures for how often inspections should happen, what checklists to follow, and what quality benchmarks should be met for repairs and upkeep. Consistent standards can help make it easier for you to catch issues early and promote accountability across your team.
    

5. Find the right management partner

   Creating and executing a preventive maintenance program is a big job, but you don’t have to do it alone. Creating, implementing, and monitoring a comprehensive preventive maintenance schedule is much easier with the help of experienced professionals. A quality property management company will have access to engineers, maintenance staff, and third-party service technicians and vendors, helping you stay on schedule and following the manufacturer’s instructions.

For more information on how to put a preventive maintenance plan in place in your property, contact FirstService Residential, Tennessee’s leading property management company.