Building Maintenance; Comprehensive Guide 2024

Exclusive Neuroject Article: All the tasks necessary to maintain a building’s functionality and liveability shall be referred to as Building Maintenance. In areas such as electricity, plumbing, and air conditioning, one building is required to have an expert team of more than one person with different specialties for its maintenance.

The knowledge of building maintenance principles and procedures can allow us to proactively protect the physical well-being and function of spaces in which we’re living, limiting any possible problems before they arise. Maintaining buildings is as if you’re giving your own house a little tender care to keep it in shape. In the same way that we have to check our bodies regularly to keep them healthy, buildings also need periodic repairs so they remain functional and safe. These buildings are used with great passion day in and day out, regardless of whether they are commercial complexes, school buildings, or hospitals. That’s why they suffer from wear and tear every day.

But it’s much more than that when it comes to the maintenance of buildings. The main thing is to act early and make sure that any possible problems are identified before they turn out to be headaches. In addition, it is also important to create a safe and pleasant environment for visitors and the inhabitants, whilst at the same time reducing operational costs. Taking into account, that if you consider this to be a one-time occurrence, then it is an ongoing process of continuous monitoring and improvement.

Table of Contents

What is Building Maintenance?

Building maintenance refers to a set of activities that are aimed at restoring and maintaining the security and functions of buildings for both corporate and residential use. It’s not one or two, but rather a series of tasks such as planting, cleaning, electrical system maintenance, and so on. To ensure a comfortable, secure, and habitable environment, coordination of many maintenance activities that aim at maintaining buildings or improving them is essential.

The special guidelines on the maintenance and preservation of buildings are set out in each State. This includes local, state, and federal regulations such as the ones imposed by the Occupational Safety and Health Administration (OSHA), International Code Council (ICC), and National Fire Protection Association (NFPA). To minimize the security risks and liability that occupants or guests may face while using your premises, you must carefully comply with these regulations and codes.

Building maintenance should entail a variety of tasks, which contribute to building occupants being able to work or live safely and comfortably. Routine maintenance services are carried out to maintain structures in good shape, from everything within the house, including cleaning bathrooms and keeping up with electric systems, to anything outside of a building, like lawn care or landscaping. All the tasks to be undertaken shall make a space habitable, and ensure that essential systems such as plumbing, electricity, heating, air conditioning, or fire protection are working properly.

As a rule, maintenance teams are set up according to the specific maintenance services. Most of the time this structure is as follows:

Maintenance Supervisor: Responsible for the timetable and assigning of tasks that are necessary to carry out overall building maintenance.
Management of the Staff: including hiring and evaluation shall also be the responsibility of maintenance supervisors.
Janitorial Duties: Cleaning the building, sweeping floors, emptying trash, and cleaning bathrooms are common daily tasks. A maintenance technician shall be responsible for regular maintenance and repair of building systems, including air conditioning, electrical, or plumbing.

What Benefits Make Building Maintenance Important?

Buildings must be maintained to ensure safety and comfort for both residents and workers. In the long term, it will also save property owners money and increase their properties’ value which is an excellent business strategy.

No matter if it is a residential building, an industrial complex, or a business premises, the implementation of the Building Maintenance Scheme can deliver enormous benefits to any facility. The extended life of buildings and systems is one of the major benefits to be gained from planning a building maintenance program. Improved security is another important benefit of commercial building maintenance programs.

Safe Exterior Storage in Industrial Buildings

Exterior storage issues are very common when it comes to industrial properties. The exterior parts of the buildings often contain toxic substances that are stored in an unexpected manner, such as cleaning solvents, acids, alkalis, gasoline, and other harmful substances. Such storage poses a serious health hazard and is in breach of federal, state, or local law. You will be able to optimize storage more efficiently by carrying out planned preventive maintenance.

Saves Money

The fact that preventive measures are more efficient in terms of costs compared with treatments is another reason why building maintenance services are essential. The costs of emergency repairs or replacement of a major system will be more costly compared with the continuation of preventative maintenance. In addition, it is also easier to set a budget based on the yearly maintenance of building systems in comparison with unforeseen repairs or replacements.

The maintenance service team can not only contribute to saving money in the long term but also play an important role in overall property value. There’s more value in a well-maintained, up-to-code building, which could mean more income potential from selling, renting, or leasing space.

Reduced Energy Costs

In numerous ways, energy costs can be reduced by systematically preserving buildings. It shields your building against debris, reduces air infiltration, and increases the insulation value of exterior walls. Preventive maintenance is of paramount importance, as it guarantees the correct operation of all appliances and equipment. This results in a reduction of the energy required to operate them, together with annual equipment maintenance costs.

Extended Building Lifespan

Your building’s life span can be extended if it is properly maintained. If minor problems turn out to be major and costly difficulties, periodic inspections of the entire premises may prevent them. The maintenance workers are dealing with issues such as leaks, machine wear, rot, and mold. When everyone is in and they’re looking at their best, the planned facility maintenance program makes your building safe.

Lower Costs of Repairing

The cost of total repairs and maintenance can also be reduced, in addition to further operational costs such as asset insurance premiums, public service charges, or extra emergency repair costs, through the implementation of an integrated maintenance program.

Increases in Safety Level

The maintenance of buildings is a vital element in promoting security. You may reduce the risk of accidents, slips and falls, fires, electrical shocks, etc. when you have identified any damage during a careful inspection and rectifying it. It’s a fantastic way of mitigating potential safety risks, to have experienced cleaning and maintenance personnel by your side.

Higher tenant retention

The issue of tenant turnover is a serious problem in buildings, and the majority of this happens due to hazardous, messy, or poorly maintained buildings. You can improve the client satisfaction of your commercial premises or apartments by performing inspections, cleanings, and repairs promptly. The decision to renew the lease has an impact on their choice and leads to a drop in property vacancies.

Timely building maintenance prevents upfront costs for unexpected failures, improves property working conditions, and prevents costly repairs or replacements. Strategic maintenance enhances safety and functionality, while preventive maintenance prevents breakdowns. All these different benefits highlight the importance of building maintenance, so now Let’s take a look at all the different types of building maintenance.

Different Types of Building Maintenance

It’s helpful to carry out maintenance operations from time to time, so everything runs smoothly. No one likes to be repaired and corrected often. You’re just asking for a building that doesn’t need time or money lost when it starts to get old. In addition, to extend the life of building components over time, account should be taken of a variety of types of construction maintenance:

1. Additions and Alterations

The type of maintenance works carried out on buildings that involve changes, improvements, and enlargements to an existing building shall be additions and alterations. Construction of new structures, an extension of wings, equipment, windows, floors, or other surfaces shall be referred to as the addition work. However, modification is a process of making needed adaptations to the present building component or system. They may also include upgrading of plumbing systems, renovations in rooms, or installation of new fittings.

2. Preventive Maintenance

As far as preventive maintenance plans are concerned, it is important to periodically carry out them so that problems can be dealt with promptly. This involves activities that prevent damage to the exterior and interior structure of buildings using treatment, inspection, or part replacement. The planned and scheduled preventive maintenance of the buildings shall be based on appropriate usage intervals or date intervals.

Preventable maintenance plans are based on preserving the operational status of every component in a given piece of equipment between major overhauls. Some operations may need to be performed on the operational equipment, and others will require a temporary pause. In addition, for their better working lives, it is recommended to lubricate the machinery at regular intervals.

3. Routine Maintenance

Routine maintenance activities are scheduled preventive building maintenance tasks performed to secure a building from internal and external decay. Regular maintenance of the building is all about preserving its function. You may schedule these tasks as described in that name, every day, week, or month. Included in the schedule are deep cleaning, lubricating hinges, garbage removal, weed cutting, paintwork, and examination of utility systems.

4. Special Repairs

Special repairs are those that focus on specific deficiencies in building systems or components. Before being removed from normal maintenance, these repairs serve as a means to rectify defects, malfunctions, or damage. For buildings that have been subjected to damage for many years, particular repairs include the repair or replacement of structural components such as walls, roofs, foundations, and any engineering or mechanical systems.

In addition to these repairs may be necessary to detect undetected problems such as water leakages, structure deficiencies, and corrosion which adversely affect the performance of buildings. For the building to be in a secure and operational state, you must ensure that all special repairs are properly documented.

5. Corrective Maintenance

In case damage becomes evident, corrective maintenance activities are aimed at restoring the building to its best condition. The type of buildings and the needs of their inhabitants shall determine how you will carry out these tasks. Corrective maintenance attempts to resolve the problem through requests for repairs, as opposed to planned preventive maintenance. In the event of a machine failure or outage, this type of building maintenance program shall apply.

In the event of equipment failure or disruption, this type of building maintenance program shall apply. It is a kind of prevention measure, correcting situations that are not adequately addressed by precautionary maintenance regimes. Some of the corrective maintenance activities included are as follows: lowering imbalances to satisfactory levels, changing suspected bearings, aligning machines that do not align with one another, cleaning floors, and many others.

6. Predictive Maintenance

The data that have been obtained after monitoring historical trends are used to predict the maintenance of buildings, which allows accurate forecasts of their failure. While other technologies such as leakage detection in the air system or steam by acoustic emission analysis are also applied, vibration analysis is a prerequisite for predicting when to replace revolving and rotation equipment.

Essential Soft Skills

Prospective maintenance technicians are indeed trained to learn the industry, but in addition, they must have a certain set of practical skills required for their work. These types of skills are usually picked up through schooling, from as early as elementary to post-high school.

The following skills are included in this list:

Attention to Detail
Customer Service
Dexterity
Problem-Solving
Team Player
Communication

Further development of the technical knowledge needed will be facilitated through professional certificates and ongoing training, in addition to having the essential soft skills necessary for a career as maintenance staff.

How to Use These Skills as a Maintenance Technician?

To become a maintenance technician, the combination of developing essential soft skills, acquiring technical knowledge through training as well and improving one’s professional qualifications is required. When you continue your education and training, it may be helpful for you to decide which of the various categories of maintenance areas you wish to focus on.

The Process for the Creation of a Building Maintenance Program

Several key measures are needed to create a step-by-step program for the maintenance of buildings, so that it can work efficiently, comprehensively, and effectively. In terms of location, special needs, and climate, these programs vary from one type of building to another.

The programming needs to be tailored in such a way as to ensure that it meets the specific requirements of the building. For your program to be effective in the long run, it must be periodically reviewed and updated on a schedule reflecting changes in maintenance needs.

The successful implementation of your professional planned preventive maintenance program can be ensured by consulting with qualified local property maintenance professionals and implementing best practices in the field: An overview of how the normal process works to set up a construction maintenance program is given below:

Assess The Building Needs

Create a comprehensive assessment of the existing condition and maintenance needs of the establishment. It includes but is not limited to carrying out inspections, consulting with facility managers, and reviewing maintenance records.

Set Maintenance Objectives

Taking into account the results of the assessment, set clear maintenance objectives. These goals encircle the safety of the building systems, ensure the longevity of the assets, and work on energy efficiency. To comply with the regulations and enhance the appearance of the building.

Develop The Maintenance Plan

Develop an extensive maintenance plan, laying down the essential maintenance schedules, tasks, and responsibilities. Consideration shall be given to the regular construction interior maintenance duties, corrective and reactive tasks, frequency of repair activities as well as an adequate level of effectiveness for each task.

Allocate Resources

Make sure you have all the necessary resources to carry out your maintenance plan, like personnel, tools, budget, and equipment. Give resources according to the schedule and budget so that they can complete their tasks promptly.

Implement The Maintenance Program

The time is now to begin carrying out the maintenance plan. In this connection, you are required to assign responsibility, start regular inspections, prepare safety guidelines, and establish quality protocols. To monitor the program’s progress and performance, as well as implement necessary modifications based on results and feedback.

Document and Evaluate

Please provide, a complete record of maintenance activities such as tasks completed, results achieved, and costs. By examining records, analyzing data, and providing advice from residents and personnel of the buildings, continuous evaluation of the feasibility of maintenance programs is carried out.

Building Maintenance Certificates You Need to Pay Close Attention

A wide range of community colleges, training institutions, and employers offer apprenticeships to be able to obtain the necessary skills for a maintenance technician. These programs typically involve a combination of classroom instruction and on-the-job training. Instead of taking up apprenticeships to take on general maintenance tasks, you will be able to acquire certification for the areas in which you are interested.

To demonstrate that the building has been periodically inspected, maintained, and repaired, it is necessary to have a set of authorized maintenance certificates. Such certificates shall consist of several official documents provided by authorized professionals or bodies by established regulations and standards.

These modern building maintenance certificates are of major importance because they serve as solid evidence to demonstrate compliance with the legislation, design codes, and industry best practices. These documents may be decisive for disputes relating to the law, real estate transactions, or insurance claims. For anyone who wishes to enter the maintenance services business, here are several certificates that can be obtained:

HVACR Certification: This certification focuses specifically on heating, ventilation, air conditioning, and radiation (HVACR) systems. It will also include the identification of alternative green alternatives, as well as the establishment of water treatment initiatives. This is managed by the Home Building Institute and National Association of Builders, as well as covering both system installation and repair.
Building Operators Certification (BOC): This is a multidisciplinary certificate, which consists of tests designed for staff members and maintenance techs in all fields. The importance of being a well-rounded technician, with competence in different systems, is part of BOC’s core principles.
Certified Maintenance and Reliability Technician: is a level 1 certification ideal for entry into the maintenance technician field. The CMRP assessment tests are both proactive preventative maintenance, which suggests problems before they come to pass, and preventive maintenance, which solves them immediately following their occurrence.
Building Systems Maintenance Certification: This certification is awarded by the International Building Owners and Managers Institute (BOMI). With a focus on environmentally friendly practices and efficient energy management, it covers the maintenance of both plumbing and heating, ventilation, and air conditioning systems.

Industries That Practice Building Maintenance and Examples

For every business, no matter its size, there is a need for maintenance services. In most cases, maintenance services are outsourced by small firms to outside service providers while larger companies have an in-house maintenance department that is responsible for the oversight and control of maintenance tasks. The importance of regular maintenance, which ensures the longevity and functional efficiency of a building, cannot be underestimated if it is carried out on an outside basis or in-house.

A dedicated team of building maintenance personnel responsible for the inspection, repair, and management of all indoor and outdoor maintenance requirements for the whole complex shall be employed in apartment or residential buildings.

You will see how building maintenance is used by businesses, apartment buildings, and state agencies to maintain their properties in good shape:

Commercial Building Maintenance: It’s necessary to maintain every office building in the company. The maintenance activities may differ according to your facility’s maintenance strategy and seasonal needs. For instance, it may be a good time to service the heating system during the fall season, but in winter you might need snow removal services. Then there are routine maintenance activities such as air filter replacement, fire alarm testing, leak controls, service of suppression systems, and so on.

Residential Complex Maintenance: Maintenance staff are frequently hired in residential buildings, such as apartments or condominiums, for continuous indoor and outdoor inspections and repairs. The building maintenance checklist is being used by these teams to ensure that the assets are repaired or replaced. The checklist shall include exterior construction, lights, doors and windows, fire safety equipment, air conditioning, and electrical and interior hazards.

Government Building Maintenance: The maintenance of a wide range of public buildings, including but not limited to libraries, city offices, and post offices, shall also be financed by the State and local authorities. This maintenance work includes the replacement and restoration of power equipment, asphalt, pipes, valves, fittings, glass, or floors. To prevent breakdowns, safety hazards, and inconveniences, it is necessary to keep buildings running smoothly regardless of the type of building they are owned or managed.

Online Building Maintenance Training

A good maintenance worker knows, but an excellent one always seeks to improve that knowledge. Technicians need to keep up with the latest training in building maintenance, while at the same time continually keeping their skills fresh as technology is constantly evolving. Ongoing training and other knowledge give you an excellent position for advancement within the hierarchy of command, given that maintenance and repair work is anticipated to increase in demand over the next ten years.

Interplay Learning offers online training in the maintenance of buildings, HVAC, Plumbing, and many other areas, whether you are looking to advance your skills or want a property maintenance team that will be well-trained.

Interplay Learning is a single point of contact for effective professional training in the field of trades. Technicians of all levels are capable of learning everything from basic heating, ventilation, and air conditioning skills to the correct handling of special plumbing problems through a wide variety of online courses focused on facility maintenance. The fact that Interplay Learning also offers virtual reality and 3D simulation training, which can not only improve overall performance but also provide a much more enjoyable and comprehensive learning experience, is what makes Interplay Learning unique.

To ensure that the buildings, post offices, and libraries are properly maintained and operated to meet public needs, building maintenance teams shall be employed by municipalities.

How to Better Improve Building Maintenance

The use of building maintenance software is the best way to improve its effectiveness. But, as we’ve already mentioned, you can get more than that out of software if you select a smart maintenance platform.

Expediting Fault Reporting helps to make it easy for caretakers and maintenance staff to report faults using the software. Technicians are better able to resolve the problem this way.
Use a Checklist for each service You can quickly replicate work orders and guarantee a coherent process by creating checklists for each service.
Create a Database where you can create a database to record maintenance plans, assign tasks, and keep track of inventory. From the technicians’ point of view, a work organized in such a way makes it easier to consult documents. These qualities are also taken to another level by the Intelligent Maintenance Management Platform. Intelligent software enables you to schedule your tasks, get alerts when time limits are approaching, and assign tasks via an automatic task assignment system which will simplify operations during the day.
Keep an Eye on Operations in Real time In smart software, you can monitor operations in real-time to determine which parts of the building are working properly and which are out of bounds. These updates will allow customers to adjust their customer service or redirect users toward other areas of the building.

Using CMMS software to Improve Building Maintenance

Building maintenance systems help you manage equipment, schedule maintenance, create work orders, and track and record inventory in your workspace. Facilio helps you discover real-time problems in building maintenance data, making it one of the best tools available to maintain buildings.

Integrated workflows that inform your team when maintenance issues arise or are triggered by automatic solutions have also been added to the system. The inbuilt report offers you a full picture of the savings opportunities, current problems, and all necessary information to maintain your building’s efficiency. The time has come for the simplification of building maintenance Data are the power behind the world’s smartest buildings.

The Challenges in Building Maintenance

Outsourcing is the usual practice when it comes to facility management. According to McKinsey, outsourcing has become the dominant part of the global FM market and is set to be followed by a trend for businesses to transfer all their FMs to one single partner. In the meantime, however, a majority of them still deal with several providers. For example, one cleaning company for every day, another for cleaning, another for security systems, another for escalator maintenance, etc.

As internal managers have difficulty controlling all the activities of each provider, they will become fee-payers. That’s exactly where the lack of control comes into play as a major problem in building maintenance. What are the reasons for this lack of control? What are its implications for the sector?

Facility management departments often lack personnel, as machinery maintenance is prioritized over other aspects, making it difficult for companies to focus on facility management and data collection. Additionally, there is a lack of systems, as providers often lack centralized information systems, making it difficult for managers to track and access up-to-date information. Processes also fail, as there may not be well-defined processes in place, leading to unreliable information.

Facility management lags behind other sectors, such as equipment maintenance, in digital maturity and technology penetration. Despite the availability of options, digital skills are not a priority for management, who focus on cost reduction. Smart platforms, which can integrate with various tools, can help regain control of daily operations by bringing all information together. However, there are two major challenges in building maintenance: lack of time and lack of appreciation, which can be significantly improved with the help of technology. By addressing these factors, facility management can improve its overall efficiency and effectiveness in building maintenance.

Conclusion

Several benefits can be reaped when you entrust building maintenance to Sterling Cleaning. You will expect your facility to remain well maintained, which ensures its longevity and function, thanks to our expertise in apartment management and complicated maintenance.

The maintenance of buildings, which includes such activities as power system repair, cleaning, and landscaping, is essential for the revitalization of a property’s operational capacity, creating an appropriate environment for tenants. In a post-pandemic world, the use of computerized facility management tools or integrated workspace management systems is essential for companies to manage their maintenance effectively. The maintenance may consist of corrective, preventive, or regular building maintenance to address the faults and detect defects.

Qualified professionals in the field of building maintenance can spot problems promptly, enabling you to avoid costly repairs and replacements in the future, when performing routine inspections, repairs, or building maintenance. In addition, it is possible to create a secure environment for your guests and visitors using building maintenance commitment to safety measures. You will see a rise in productivity and tenant retention due to improvements in comfort and satisfaction. Moreover, saving energy costs, reducing emergency repairs, and increasing the overall value of a house can be made easier by building maintenance with an up-to-date approach.