What planned preventive maintenance means in practice
Planned preventive maintenance (PPM) is the systematic inspection, testing, and servicing of building systems on a scheduled basis. The aim is to identify and address issues before they cause failures, ensure compliance with relevant regulations and standards, and maintain a documented record of the condition and upkeep of your electrical and mechanical installations.
What a compliant PPM programme covers
A well-structured PPM programme addresses all the electrical and fire safety systems in your building. The specific scope depends on the building type, use, and regulatory requirements, but a typical programme includes:
- Fixed wiring inspection and testing (EICR) on a rolling cycle
- Emergency lighting monthly functional tests and annual full-duration tests
- Fire alarm weekly tests, quarterly inspections, and annual service
- Portable appliance testing (PAT) at intervals appropriate to the environment
- Lightning protection system inspection and testing
- Distribution board thermal imaging surveys
- RCD and protective device functional testing
Structuring your maintenance schedule
A PPM schedule should map every system and asset against the required testing frequency, the relevant standard or regulation, and the next due date. Grouping tasks by frequency (weekly, monthly, quarterly, annual) and by location helps you plan access, coordinate with tenants, and spread costs across the year.
- Asset register listing every system, its location, and the responsible contractor
- Testing frequencies aligned with the relevant British Standard or regulation
- Calendar view showing when each task is due
- Named responsible person for each building or site
- Escalation process for overdue or failed inspections
Documentation and audit readiness
The value of a PPM programme depends on the quality of its records. Every inspection, test, and service visit should produce a dated record showing what was checked, the result, and any remedial actions required. These records must be stored securely and be available for inspection by auditors, insurers, or enforcement officers at short notice.
- Test certificates and reports for each inspection
- Remedial action logs with completion dates
- Defect tracking from identification through to resolution
- Contractor competency records (qualifications, accreditations)
- Summary compliance dashboard showing status across all sites
When to review your PPM programme
Your maintenance programme should be reviewed whenever there is a significant change to the building or its use. This includes refurbishment works, changes of tenant, additions to electrical installations, and updates to regulations or standards. An annual review of the entire programme ensures that nothing has been missed and that testing frequencies remain appropriate.
What happens next
Contact us to discuss your maintenance requirements. We can audit your current PPM programme, identify any compliance gaps, and set up a structured schedule that keeps your building safe, compliant, and audit-ready.