Facilities Maintenance and Repair

• A significant portion of the property operation and maintenance (POM) budget is

consumed by maintenance and repair demands

• Maintenance activities are those done to keep something in an existing state or to

preserve something from failure or decline

• Repair activities are those that restore something by replacing a part or putting together what
is torn or broken

• There is value in functioning in a maintenance mode rather than a repair mode; an appropriate
mix of maintenance methods and capital expenditures is a sound approach to keeping repair
to a minimum

Types of Maintenance

 Routine
• Routine maintenance pertains to the general upkeep of the property

• Routine maintenance recurs on a regular basis and requires relatively minimal skill or training

• Activities such as grass cutting, leaf raking, snow shoveling, carpet/floor cleaning, and so on
are considered routine maintenance

 Preventive
• Preventive maintenance is characterized by inspections, lubrication, minor repairs or
adjustments, and work order initiation
• Preventive maintenance on equipment is generally performed using manufacturers’
information
• This type of maintenance may be performed to comply with code requirements, corporate
requirements, and insurance standards, as well as in response to the usage of the equipment
and the impacts of the equipment’s operating environment
 Guestroom
• Guestroom maintenance is a form of preventive maintenance
• This maintenance involves the inspection of a number of items in the guestroom, filter
changes in air conditioning units, minor lubrication of doors and other equipment, repair of
obvious small problems, and the initiation of a work order for more substantial problems or
needs

 Scheduled
• Scheduled maintenance is the type of maintenance that requires advance planning, a
significant amount of time to perform, specialized tools and equipment, and high levels of
coordination between departments
• Scheduled maintenance includes preparing equipment for seasonal changes and performing
other activities that are periodically required to keep equipment operating efficiently

 Predictive Maintenance
• Predictive is similar to preventive maintenance, but typically relies on and uses more
sophisticated technological methods to increase operational life and target preemptive
corrective actions
• Predictive maintenance replaces older rule-of-thumb or fixed-time-interval-based
maintenance planning with diagnostic-based planning
• Examples of predictive maintenance include infrared and ultrasonic testing of electrical
equipment, vibration analysis of operating machinery, fluid/metal analysis, etc.

 Reactive (emergency/breakdown)
• Reactive or emergency/breakdown maintenance is potentially the most costly and disruptive
form of maintenance
• This type of maintenance is typically in response to problems that have an immediate
negative revenue effect (e.g., a guestroom is knocked out of service) or will have a negative
revenue effect if allowed to continue (e.g., a leaking pipe in a guestroom)
• Reactive maintenance:
• Usually involves premium (overtime) pay
• Often bypasses the usual parts/supplies purchasing system, leading to higher costs
• Often escalates as other related problems are found (e.g., a leaking pipe may also have
damaged walls/ceilings)

 Contract
• Contract maintenance involves outside contractors
• Contract maintenance is undertaken for a variety of reasons:
• A desire to minimize the use of in-house staff
• A recognition that special tools or licenses are required
• A temporary staffing shortage
• A need to deal with emergencies
• A recognition that the task is too complex for in-house staff
• Elevator maintenance, trash haulage, window cleaning, kitchen duct cleaning, landscaping
work, and HVAC control calibration are common contract maintenance services

Maintenance Management Systems

• To effective manage all of a property’s maintenance task, managers must have a maintenance
management system

• The goals of a maintenance management system are to:

– Handle the maintenance needs of the property effectively

– Record essential information concerning the property’s equipment and systems

– Establish performance standards for maintenance workers

– Provide feedback so that upper management can assess the performance of the
facilities department

Capital Expenditure (CapEx) Management

• The management of capital expenditures (CapEx) is a significant task
• At small properties, the owner or general manager may be extensively involved in the
planning decision and implementation of capital expenditures; at large properties, the owner
and general manager are also heavily involved, but the facilities manager may play a more
significant role
• Two major managerial functions related to capital expenditures must be addressed: (1)
planning and budgeting, and (2) execution
• Planning and budgeting for CapEx requires knowledge of the expected lifetime of various
elements of the facility and the cost of their replacement