Episode Description:
PM programs aren't just about checking boxes—they’re the backbone of operational efficiency, cost control, and asset longevity.
In this latest episode, we explore the essential steps to building a preventative maintenance schedule that works. Whether you're starting from scratch or refining what you already have, this is your roadmap to reducing downtime and maximizing system performance.
Topics Covered
Start building your PM strategy today—it’s never too early to drive long-term results.
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Podcast Video
Preventative maintenance (PM) is more than a routine—it’s a strategy that directly impacts operational efficiency, energy use, and system longevity. A solid PM program reduces downtime, lowers costs, and helps teams stay ahead of potential failures. But building an effective PM schedule requires more than a calendar and a checklist.
Here’s how facility managers and building automation professionals can create a maintenance schedule that delivers real value.
Start by mapping out everything. Identify every piece of equipment and system in your building—air handlers, VAV boxes, VRV systems, controls, and even integrated systems like fire alarms. Prioritize critical systems based on the function of the space. For example, surgical suites in hospitals demand more frequent attention than administrative areas.
Gather all available OEM documentation to understand recommended tasks and intervals, and review any existing PM records to identify gaps or inefficiencies.
Every task on your PM schedule should serve a specific purpose. Align tasks with OEM recommendations, but don’t stop there. Include visual inspections, corrective actions, compliance requirements, and safety considerations. Customize tasks based on your building type—what’s appropriate in a school might not be sufficient in a lab or healthcare facility.
Choose the right frequency for each task: daily, monthly, quarterly, annually. Avoid front-loading your schedule. Balance the workload throughout the year to maintain consistent coverage. Group similar tasks—like servicing all VAV boxes—to streamline labor. Assign clear responsibilities so everyone knows their role and nothing gets missed.
Use a CMMS or other digital tool to assign, track, and verify tasks. Train your team thoroughly—not just on what to do, but how to do it. Require detailed documentation for every task. This provides a record for future reference and builds accountability. A well-documented PM program creates transparency across the team and helps identify patterns before they become problems.
PM schedules aren’t static. Avoid over-scheduling tasks that create busywork, and don’t blindly follow OEM manuals if they’re too generic. Adjust your program based on team feedback, equipment performance, and real-world outcomes. Most importantly, invest in ongoing training. A confident, informed team performs higher quality work and spots issues faster.
If your facility doesn’t have a PM schedule, now is the time to start. Build your asset inventory, leverage digital tools, and involve your team early in the process. Getting them invested from the beginning helps them take ownership and execute the program more effectively.
Preventative maintenance isn’t a one-time setup. It’s a continuous improvement loop that keeps your building systems reliable, efficient, and safe.
For a deeper discussion and insights from the field, listen to this episode on the Smart Buildings Academy podcast.