Maintaining facilities effectively requires a strategic approach that priorities preventative measures and ensures legal compliance. A successful maintenance plan focuses on a proactive rather than reactive strategy, which involves planning and scheduling routine inspections, repairs, and cleaning.
Core components of a maintenance plan
- Preventative maintenance: Regularly inspecting, servicing, and replacing worn-out parts helps avoid costly breakdowns and downtime. Maintenance tasks should be scheduled for critical assets like HVAC units, plumbing, and electrical systems.
- Reactive maintenance: While preventative maintenance is the goal, a system for responding to urgent repairs and emergencies is necessary. Urgent faults that threaten health and safety should be identified and addressed immediately.
- Routine cleaning and hygiene: A schedule must be established for regular cleaning and sanitation of the premises and welfare facilities, such as toilets, washbasins, and eating areas. This must include an adequate supply of soap, toilet paper, and other essentials.
- Effective fault reporting: A clear and easy-to-use system should be in place for employees to report faults and problems. This ensures that issues are logged, prioritised, and addressed in a timely manner.
- Specialist contractors: For high-risk or complex equipment, maintenance work should be outsourced to qualified and competent specialist contractors. The employer remains legally responsible for the safety of employees, even when work is delegated.
Key maintenance areas for facilities
Welfare facilities
- Sanitary and washing facilities:
- Toilets and washbasins: Keep facilities clean, adequately lit, and ventilated. Ensure hot and cold running water, soap, and a way to dry hands are always available.
- Mobile units: For temporary or remote sites, portable toilets and washing facilities must be serviced regularly, with waste emptied and supplies restocked.
- Drinking water and rest areas:
- Drinking water: Ensure a constant supply of wholesome drinking water. If not from a tap, regularly replace bottled water and provide cups.
- Rest areas: Ensure eating areas are kept clean, and any appliances like microwaves and kettles are maintained and cleaned regularly.
- Changing rooms and lockers:
- Cleanliness and security: Keep changing rooms and lockers clean and secure.
- Drying facilities: Ensure any wet-weather gear drying facilities are functional and properly ventilated.
Building and equipment
- Premises and equipment: The entire building, its equipment, and grounds must be kept in good repair and safe working order.
- Walkways and floors: Keep floors and traffic routes clear of obstructions and hazards, such as trailing cables and uneven surfaces.
- Roofs: Inspect roofs and gutters twice a year and after any severe weather to check for damage and remove debris.
- Windows and doors: Check windows for proper function, and ensure they can be cleaned safely. Inspect all doors, including emergency exits, for proper operation and security.
- Fire equipment: Regularly inspect all fire safety equipment and alarms to ensure they are fully operational. The Fire Safety (England) Regulations 2022 place specific requirements on certain buildings.
- Lifts and escalators: Critical equipment like lifts and escalators must be maintained regularly, with monthly inspections recommended for some parts.
Record-keeping and legal compliance
- Records and logbooks: Maintain detailed records of all maintenance activities, repairs, and inspections. This documentation is crucial for validating maintenance programs and demonstrating compliance.
- Safe systems of work: All maintenance activities must be carefully planned and carried out using a safe system of work. This includes isolating power supplies and using appropriate equipment.
- Risk assessment: Conduct regular risk assessments for the premises and equipment. The findings should be acted upon promptly.
- Asbestos management: For older buildings, follow the Control of Asbestos Regulations 2012. Maintain an asbestos register and implement safety measures for any work that could disturb asbestos-containing materials.
- Training: Ensure maintenance staff are competent and receive appropriate training for their tasks, including safety procedures