For commercial buildings, managed blocks, or multi-use properties, ongoing maintenance is not just a good idea, it’s essential. From keeping systems running efficiently to meeting health and safety requirements, facility maintenance plays a key role in protecting the value of a property. But one of the most common questions that arises is: how often should you schedule it?
Finding the Right Schedule for Facilities Maintenance
There’s no one-size-fits-all answer when it comes to maintenance schedules, but a consistent and well-thought-out plan can save time, money, and hassle in the long run. The right frequency depends on the size, usage, and type of property, as well as the complexity of the systems in place.
Weekly and Monthly Checks
Some tasks need regular attention to keep the building running smoothly. Weekly or monthly walk-throughs of common areas can help flag small issues before they become expensive problems. This might include checking lighting, fire alarms, access control systems, plumbing fixtures, and lifts.
Monthly checks often cover:
- Emergency lighting and alarm tests
- Air filter replacements for HVAC systems
- Common area cleanliness and repairs
- Grounds maintenance and litter clearance
- Drain and gutter visual inspections
These quick, frequent inspections help ensure day-to-day reliability and safety across the site.
Quarterly Preventative Maintenance
Every three months, a more detailed inspection of major systems is recommended. Preventative maintenance might include servicing HVAC units, inspecting roofing for seasonal damage, or reviewing water pressure and drainage performance. For commercial property managers, quarterly visits also offer a chance to review compliance documentation, health and safety logs, and contractor performance.
This level of planning is crucial in environments with high tenant turnover or demanding building services, such as mixed-use developments or business parks.
Annual and Long-Term Scheduling
Larger works such as roof maintenance, fire system servicing, deep cleaning, painting, and mechanical servicing are usually scheduled annually. In managed blocks or across portfolios, these works often fall under block management or property management services and are planned well in advance to avoid disruption.
It’s also worth maintaining a 3- to 5-year rolling plan for major upgrades such as refurbishments, re-roofing, or system replacements. This keeps budgets in check and helps avoid reactive, emergency spending.
Tailoring to the Building Type
A retail unit with daily footfall will need more frequent touchpoints than an unoccupied office space. Older buildings typically require more attention than newer, energy-efficient constructions. Property maintenance in Crawley, Horsham, and other local areas also needs to account for seasonal wear, especially with the UK’s unpredictable weather.
If your site includes housing components, house refurbishments and communal area upkeep must also be factored into the overall schedule. This is where integrated facilities management can simplify things—coordinating tasks across contractors and disciplines.
Need support managing your property in Crawley, Horsham, or the surrounding areas?
At HITS FM, we help you set a clear maintenance schedule that’s tailored to your site, budget, and compliance needs. Whether it’s reactive repairs, scheduled maintenance, or full block management, we’ve got it covered. Call us today or fill out our contact form to speak with our facilities team.
