Why PPM is Important in Facility Management

What is PPM Maintenance

Planned preventative maintenance (PPM) is a type of maintenance strategy that is regularly scheduled in order to reduce the chance of unexpected breakdowns and to extend the life of a piece of equipment or system. PPM typically includes tasks such as inspections, lubrications, adjustments, cleaning, replacement of parts, and calibrations. This type of maintenance is used to increase the reliability, safety, and performance of equipment by detecting and correcting potential problems before they become serious and also it helps to ensure that all machines are running at their optimal levels of performance and efficiency.

Fundamental Benefits

1. Improved Equipment Reliability: Properly planned and implemented preventative maintenance programs help to ensure that equipment is running optimally and reliably. This can significantly reduce the need for expensive repairs or replacements.

2. Increased Cost Savings: With the improved reliability of equipment, companies are able to save costs associated with emergency repairs or replacements.

3. Improved Productivity: When equipment is running reliably, companies can count on it to deliver the output they need. This can help to ensure that production is running smoothly and efficiently.

4. Improved Safety: When equipment is running properly, it is less likely to cause accidents or injuries. This can help to keep workers safe and increase the overall safety of the workplace.

5. Reduced Downtime: Planned preventative maintenance can help to reduce the amount of time that equipment is down for repairs or replacements. This can help to keep production running and reduce the costs associated with downtime.

Effective Planned Preventative Maintenance Strategy

An effective planned preventative maintenance (PPM) strategy should be comprehensive and tailored to the specific needs of the organization. It should include activities such as:

1. Regular scheduled maintenance: Scheduling regular maintenance checks can help identify small problems before they become larger ones, saving time, money and potential disruption to operations.

2. Monitoring and tracking of assets: Regularly tracking and monitoring of assets can help identify potential problems, allowing organizations to have time to plan and implement solutions.

3. Regular inspections and testing: Regular inspections and testing of equipment can help reduce the risk of failure and improve safety and performance.

4. Proactive maintenance: Implementing proactive maintenance practices, such as predictive maintenance and condition-based maintenance, can reduce downtime and increase the life of the equipment.

5. Reporting and analysis: Collecting and analyzing data from maintenance activities can help identify trends and suggest areas for improvement.

6. Training and education: Ensuring maintenance staff are properly trained and educated can help improve safety and efficiency.

7. Emergency and corrective maintenance: Having a plan in place for emergency and corrective maintenance can help reduce downtime and improve performance.

Achieving PPM Strategies

1. Create a Project Portfolio Management (PPM) plan: Develop a comprehensive PPM plan that outlines the objectives, processes, and tools needed to manage and monitor the project portfolio.

2. Establish a governance structure: Establish a governance structure that provides oversight, approval, and decision-making authority for projects in the portfolio.

3. Define process and criteria: Define the criteria and processes used to evaluate, prioritize, and select projects for inclusion in the portfolio.

4. Assign resources: Assign the necessary resources to each project, including personnel and financial resources.

5. Monitor progress: Monitor progress on projects regularly, and ensure that the project is meeting its goals and objectives.

6. Analyze performance: Analyze the performance of individual projects, as well as the portfolio as a whole, to identify areas for improvement.

7. Evaluate and report results: Evaluate and report on the results achieved by the projects in the portfolio, and use the results to inform decision-making.

8. Adjust strategy: Adjust the PPM strategy as needed to ensure that the portfolio is meeting organizational goals.


Overall, PPM maintenance is essential to the successful operation of any business. It helps to ensure that all assets are managed properly and efficiently and that any unforeseen issues can be quickly rectified.

The implementation of a PPM system can help reduce downtime, improve performance and increase overall efficiency. Additionally, regular maintenance can help to ensure that all assets are kept in good working order, and that the business is able to remain competitive in the market. By investing in a comprehensive PPM system and ensuring regular maintenance, businesses can guarantee a successful and profitable future.