Top 5 Tips To Reduce Your Building Maintenance Costs

Top 5 Tips To Reduce Your Building Maintenance Costs

Any business owner or facility manager understands the importance of regular maintenance. Not just for the building itself – for all of the assets it contains, too.

Regular maintenance helps you realise the originally intended lifespan of equipment and machinery, reduces and prevents costly downtime and boosts efficiency and productivity within the workplace.

In fact, the cost of specialist machines and equipment can become a significant expense for your business, therefore maintenance costs are something every organisation has to budget for.

How to Reduce Building Maintenance Costs

1. Develop a Balanced Maintenance Regime

Building maintenance requires a strategic approach that needs to be balanced between reactive, planned preventative, condition based and predictive maintenance.

Reactive maintenance isn’t necessarily ideal, but depending on the assets in your building, it could be more efficient to leave non-critical assets out of your wider maintenance plan until they pose a problem. Businesses that rely on reactive maintenance, meaning fixing problems they occur, risk extended downtime, more substantial repairs and the higher costs that go with it. Additionally, preventative maintenance helps to realise the full intended lifespan of equipment, which means you won’t be repairing or replacing as often.

Planned preventative maintenance can boost the reliability of your assets, but it can be time consuming and may require equipment being turned off for a while, and this can cause issues of its own. For that reason, PPM isn’t a one-size-fits-all solution either.

Individually, none of these approaches work for entire buildings, but when blended together, they can provide the optimal maintenance strategy that is focused on the risks associated with the equipment in your building and combine them with your legal duties and manufacturer guidelines.

SFG20 maintenance schedules help to optimise efficiency across the board in terms of work productivity, budgets, reporting and more. Meanwhile, the schedule library helps determine your obligations under law and manufacturer recommendations.

2. Preventative Maintenance Scheduling

One of the first and most crucial tactics we suggest when asked how to reduce building maintenance costs is introducing preventative maintenance into your maintenance strategy.

Preventative maintenance is crucial for keeping your equipment and assets in optimal condition. Instead of waiting until an asset has broken or is at the end of its lifespan, carrying out routine maintenance improves equipment quality and reliability. Poor maintenance can have severe repercussions for modern businesses.

SFG20 maintenance schedules provide invaluable benefits, such as creating compliant maintenance plans, optimising resources, easily identifying maintainable assets, and much more.

3. Increase Site Efficiency with Facility Management Software

Facility management software provides you with a wealth of information relating to the maintenance needs of your building, assets, equipment and much more. All of which can be accessed through a user-friendly interface that provides a wealth of information.

Using facility management software, you can build maintenance plans that identify statutory tasks that must be carried out to keep your business compliant with legislation, maintain an accurate, up-to-date awareness of your business’ maintenance needs and produce indicative costs to inform your budgeting process.

This ability to better plan your resources means you’re able to group together tasks that could be carried out together, therefore reducing site visits and streamlining your staff’s schedules. You can also identify the number of interventions a specific piece of equipment requires and how much it costs, giving you an idea as to whether it needs replacing or upgrading if it’s eating into your budget.

Having this information available in an organised and digestible format is hugely beneficial for identifying essential maintenance tasks that will keep you compliant and ensuring your maintenance plan is perfectly tailored for your specific requirements.

4. Streamline Processes by Reporting to Stakeholders Directly

In the world of facilities management, there’s an enormous list of tasks that need to be managed to ensure the smooth running of a business and building. Facilities management software allows you to achieve this in a more organised, efficient and time-effective manner, therefore saving money and freeing up man-hours to invest back into your business.

Facilities management software significantly reduces the time it takes to build a plan, and communicate with stakeholders, employees and third parties. It also offers insight for informed decision making.

You can quickly and easily look at data relating to how many hours of maintenance you need to schedule per month, so you can easily communicate to the powers that be if you need to hire more team members. You can readily access data to support your point of view, therefore minimising the back and forth that is often associated with getting approval for taking action on maintenance-related tasks.

With fewer man hours involved and an accurate record of where money and time is being spent, you can eventually look at reducing unnecessary costs once you have enough data.

5. Cut Energy Costs

We mentioned earlier that preventative maintenance ensures equipment and machinery work correctly and offer optimal performance. Incorrectly or under-maintained assets consume significantly more resources and energy which increases expenditure.

When you consider the abundance of assets the average workplace contains, that’s a lot of wasted money due to inefficiencies and malfunctions. These can be reduced or completely prevented by adopting a more effective preventative maintenance plan.

Preventing breakdowns, extending the lifespan of assets, and reducing associated carbon outputs as a consequence will enhance your building’s green credentials.

Being environmentally conscious and eco-friendly is excellent for your brand image and means you will be positively contributing to society. For businesses, it also helps to reduce energy costs. The ways in which facilities management can aid this endeavour are vast, as it can be something as simple as installing energy-efficient devices, equipment or more complex strategies focused on being green.

In addition, businesses that demonstrate a strong stance on energy efficiency and invest in systems that contribute to this goal may be entitled to tax cuts or other incentives.

It’s not uncommon for businesses to fall behind when it comes to remaining compliant (or knowing whether they are compliant or not in the first place!), and there are serious risks and financial consequences of doing so. Fortunately, SFG20 preventative maintenance software is continually updated to align with current legislation and, by following its guidance, ensures users are compliant at all times.

1 Chartered Institute of Public Finance and Accountancy (CIPFA)


Top 5 Tips To Reduce Your Building Maintenance Costs