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Landlord’s Guide To Planned Preventative Maintenance (PPM)

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Landlord’s Guide To Planned Preventative Maintenance (PPM)
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Ryan Windsor

Published by Ryan Windsor
on 09/26/2024

Constantly reacting to maintenance issues in your property can quickly have you in a break-fix cycle and leave you always one step behind. But there’s a smarter way to maintain your property and investment in healthy conditions—shifting from reactive to proactive maintenance. Planned Preventative Maintenance (PPM) can be your ticket to smoother operations, fewer costly surprises, and a more profitable property portfolio. Ready to turn your HMO into a well-maintained, high-performing asset that stands out?

WHAT IS PLANNED PREVENTATIVE MAINTENANCE (PPM)

Imagine a strategy that not only saves money and keeps your property in peak condition but also provides you with peace of mind by preventing problems before they even start. That’s what Planned Preventative Maintenance (PPM) is all about. It’s a proactive approach to maintenance, ensuring you’re not just waiting for something to go wrong and dealing with the fallout.

By setting up a well-planned schedule, landlords and property owners can maintain the property’s value, extend the life of its components, and ensure every system runs efficiently. In highly regulated markets like the HMO model, reliable systems are non-negotiable, essential to meeting compliance standards and protecting tenants. You can think of PPM as taking care of your investment today to avoid costly surprises tomorrow.

BENEFITS OF PREVENTATIVE MAINTENANCE FOR HMOS

A well-maintained HMO (House in Multiple Occupation) not only attracts and keeps tenants longer but also helps keep expenses in check, enabling a more consistent rental income. It’s common knowledge that managing HMOs comes with challenges—more so than other rental properties. HMOs are often more demanding, requiring more time on management and dealing with higher wear and tear. But here’s where a PPM can make all the difference. You can reduce emergency repairs, cut costs, and minimise tenant complaints by scheduling regular maintenance.

So, is a PPM worth it? Absolutely—if you’re interested in smoother property management and greater returns. Here’s how planned maintenance can boost your HMO’s returns:

  • Reduced Emergencies: Scheduled checks and timely fixes help you spot and solve minor issues before they escalate into costly problems. By staying ahead of potential faults, you can keep unexpected expenses at bay.
  • Cost Savings: A proactive maintenance plan is a smart financial move. Preventative maintenance is much cheaper than emergency callouts and major repairs, making it a cost-effective approach to managing your HMO.
  • Enhanced Property Value: Keeping your property in prime condition can extend its lifespan and enhance its market value. A well-maintained property commands a higher price and draws more interest from potential investors.
  • Tenant Retention: Tenants prefer to stay in properties where things are well cared for, and landlords aim to reduce the hassle and cost of turnover. PPM does both; landlords can reduce vacancy rates and increase tenant satisfaction and comfort by keeping the property in the best condition. After all, nobody wants to live in a place plagued by constant heating or plumbing issues.
  • Stable Rental Income: HMOs that are well-kept and offer a great living environment attract tenants faster. Higher demand and fewer vacancies can lead to steady rental income. Plus, properties with modern, well-kept communal areas and amenities often attract tenants willing to pay a premium for quality.

Investing in planned maintenance for your HMO means regularly giving every part of your property the care it needs. Think in terms of monthly safety checks, yearly servicing of appliances, biannual pest control, and regular aesthetic touch-ups. While it takes effort to establish and stick to a PPM schedule, this proactive approach pays off. It extends the lifespan of your property’s components, minimises unexpected repairs, and strengthens relationships with your tenants—all crucial to maintaining a profitable HMO.

ESSENTIALS OF A PREVENTATIVE MAINTENANCE PLAN FOR HMOS

To be effective, a maintenance plan must be carefully structured and tailored to suit your property and rental model. Such a thorough plan can help you keep your building in top condition and ensure compliance with HMO regulations, including tenant safety and housing standards. So, what are the main elements of an effective HMO maintenance plan?

  1. Regular inspections: Carry out inspections at intervals that suit the needs of your HMO (such as monthly, quarterly, or annually) to catch potential issues early. This includes checking for structural integrity, inspecting areas prone to water damage, assessing roof conditions, and looking out for signs of pests. It’s the consistency that prevents minor issues from turning into costly repairs.
  2. A maintenance schedule: Develop a clear schedule that outlines when each maintenance activity should be carried out, aligning with manufacturer recommendations and prioritising legal requirements. This schedule should cover all critical systems, including heating, plumbing, electrical, ventilation, and security. Make sure to assign responsibilities—whether to a team member or an external contractor—to ensure accountability and keep the plan on track.
  3. Emergency protocols: Establish procedures for handling emergencies like gas leaks or electrical faults. Keep an up-to-date list of contacts for emergency services, utility providers, and repair contractors. Ensure tenants understand their role in emergencies and have a direct line of communication to report urgent issues—while dealing with emergencies is the landlord’s responsibility, they’re also part of the tenant’s obligations.
  4. Fire safety maintenance: All fire safety equipment must be checked and serviced regularly for compliance. PPM for safety includes testing and maintaining fire safety equipment and emergency lighting, smoke alarms, fire extinguishers, and sprinkler systems to keep tenants safe and meet regulatory standards.
  5. Boiler and HVAC: Schedule seasonal servicing and regular performance checks for your boiler and heating, ventilation and air conditioning systems to prevent breakdowns and extend their lifespan. Plan boiler and heating system services before winter and, if applicable, air-conditioning checks before summer to ensure optimal performance.
  6. Electrical system audits: Conduct regular electrical inspections by certified electricians to ensure all wiring and installations meet safety standards. As part of your PPM strategy, consider future-proofing your property by upgrading to more energy-efficient systems, which can help reduce energy costs, improve safety, and even your property’s EPC rating.

Implementing effective maintenance practices shows a commitment to high standards and tenant safety, which can significantly boost your reputation as a landlord.

HOW TO IMPLEMENT PLANNED MAINTENANCE

To create a successful preventative maintenance plan, start by assessing the unique needs of your property. Identify the critical systems and components that require regular attention and develop a routine that thoroughly attends to each element, including facades, internal parts, external areas, and services. Tailor your plan to your HMO, considering factors like the property’s age, size, layout, materials, and how tenants use the space.

Use detailed checklists to guide your routine maintenance—these lists should be thorough and cover every aspect of the property. Whether your focus is on a single HMO or a portfolio, a well-structured checklist helps you maintain high standards, promoting consistency so that nothing gets overlooked.

PPM CHECKLIST FOR HMOS

To implement thorough planned maintenance for HMOs, pay attention to the various systems and building aspects critical to safety, functionality, compliance, and the recommended maintenance frequency. Always keep an eye on updates to regulations and standards and adapt your PPM strategy as needed—we have included a non-exhaustive list of rules and resources in the table below. Here’s what a scheduled maintenance checklist for HMOs should consider:

System
Building Aspect

Recommended Frequency

(or as required by law/maker)

Notes
 (Regulations & Resources)

Fire Safety Equipment

Monthly (on-site firefighting equipment)

Quarterly (fire doors for common areas)

Yearly (fire doors for individual tenant units)

Regulatory Reform (Fire Safety) Order 2005; Fire Safety (England) Regulation 2022; Building Regulations Approved Document B

Gas Safety Checks

Annually

Gas Safety (Installation and Use) Regulations 1998

Electrical Safety Inspections

Every 5 years (at least)

Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020

Emergency Lighting

Annually

BS 5266-1:2016, Building Regulations; Regulatory Reform (Fire Safety) Order 2005; safety standards

Emergency Lighting for HMOs

Smoke and CO Alarms

Annually (test monthly)

Building Regulations; Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022

Plumbing and Heating Systems

Annually

Housing Health and Safety (England) Regulations 2005; Homes (Fitness for Human Habitation) Act 2018

Heating Standards for HMOs

Boiler Servicing

Annually

Gas Appliances, including Safety (Installation and Use), Maintenance and Safety Checks

Ventilation

Every 2 years

Management of Houses in Multiple Occupation (England) Regulations 2006

Kitchen Requirements for HMOs

Structural Integrity

Every 5 years

Building Regulations Approved Document A

Roof Inspections

Every 5 years

Landlords’ repair obligations

Window and Door Checks

Every 2-3 years

Management of Houses in Multiple Occupation (England) Regulations 2006

Building Regulations Approved Document Q

Pest Control Inspections

Annually

The Housing Act 2004: Health and Safety Rating System (HHSRS) Guidance

Drainage Systems

Every 2 years

The Housing Act 2004: Health and Safety Rating System (HHSRS) Guidance

Key points to remember:

  • Fire Safety Equipment: Smoke detectors, fire extinguishers, fire blankets, and any associated firefighting equipment must always be operational.
  • Gas and Electrical Safety Checks: Performed by certified (approved) professionals to guarantee all installations meet current safety standards.
  • Plumbing and Heating Systems: This includes checking for leaks and verifying all plumbing fixtures and heating units are in working order.
  • Structural Integrity: Focuses on the foundational structure of the building to ensure there are no critical damages or risks that could affect the building’s safety.
  • Security Systems: Includes checking locks, alarm systems, and other security features to keep a safe space for tenants.

Your maintenance plan must also follow the specific criteria and regulations of the location where your HMO is situated, as council requirements can vary.

ADVANCED PLANNED MAINTENANCE STRATEGIES

PPM planned preventative maintenance strategy

TOTAL PREVENTATIVE MAINTENANCE (TPM)

If you’ve been exploring PPM, you likely came across another maintenance strategy: Total [Preventative] Maintenance. This is an all-encompassing approach typically applied in the context of companies’ equipment and manufacturing processes, such as total productive maintenance (TPM). In this context, TPM goes beyond the physical upkeep of buildings and focuses on achieving zero defects, zero breakdowns and zero accidents.

You can see how this strategy, developed in the 1950s, can enhance property management. TPM’s broader approach is particularly beneficial in environments where downtime or failures can lead to significant disruptions, making it ideal for high-stakes or large-scale rental schemes—for example, PPM for apartment blocks or Sui Generis HMOs classified as commercial due to their tenant capacity.

CONFIGURATION MANAGEMENT IN PPM

You may have also encountered another borrowed concept in your search, Configuration Management (CM)— a discipline used primarily in software development and IT services to keep things running smoothly, predictably, and efficiently. Configuration management involves keeping detailed records of all systems and configurations, as they can be invaluable during troubleshooting and when making upgrades or replacements.

As part of your maintenance strategy, applying CM principles means keeping detailed records and updates of all systems in your HMO, including installation date, manufacturer, last service date, and expected lifespan. This gives you superior control over what keeps your property functioning, from HVAC to plumbing and electrical frameworks.

Configuration management can help you keep all systems compliant with local building codes, safety standards, and regulatory requirements— an effective strategy for an HMO or a whole property portfolio.

WANT TO MAKE PREVENTATIVE MAINTENANCE EASIER?

HMO investment can offer great returns, but it also demands a considerable management effort on an ongoing basis. For instance, your planned maintenance strategy needs to evolve as your property ages and new standards emerge. Fortunately, you don’t have to handle it all by yourself.

Modern technology offers tools to simplify property management, including software, such as Fixflo’s PPM tool, specifically designed for preventative maintenance. These solutions help landlords track maintenance tasks, schedule necessary repairs, and maintain a complete record of all maintenance activities.

The right Planned Preventative Maintenance software can significantly boost efficiency by automating scheduling, sending reminders, and generating reports, allowing you to focus more on growing your portfolio rather than the day-to-day management.

KEY TAKEAWAYS OF IMPLEMENTING PPM FOR LANDLORDS

  • Regular planned maintenance extends the functional life of the property.
  • Addressing issues early through routine checks can drastically reduce the need for urgent and costly repairs, shifting from a reactive to a proactive management style.
  • Consistent upkeep can increase market value, making a property more attractive for future buyers or investors.
  • Tenants value well-maintained living spaces. Effective PPM leads to higher satisfaction, lower tenant turnover and reduced void periods.
  • Well-maintained properties minimise downtime due to repairs and are more likely to keep occupancy high and stable rental income.

GET STARTED WITH YOUR PROPERTY PROJECT

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Ryan Windsor

Published by Ryan Windsor
on 09/26/2024

Ryan Windsor, Development Director and co-founder of HMO Architect, brings over 15 years of specialised experience in HMO development to the table. Having consulted on nearly 2,200 projects, Ryan is a highly seasoned HMO landlord with a vast and influential property network. He began his real estate journey at just 17, rapidly amassing a wealth of experience that sets him apart in the industry. Beyond his professional successes, Ryan is passionately dedicated to giving back, leading numerous charitable initiatives that make a meaningful impact on local communities.