id you know that more than half (55 percent) of U.S. companies exclusively practice reactive maintenance? That startling statistic, originally reported in the Schneider Electric report “Predictive Maintenance Strategy for Building Operations: A Better Approach,” has been cited by numerous maintenance resources and aligns with the outdated idea that “If it’s not broken, don’t fix it.”
But is that a maxim that maintenance personnel should live by? Would those companies change their approach to maintenance if they knew that regular preventative maintenance can save a business 12 percent to 18 percent in total maintenance costs (according to American Machinist)? Would they follow the 80/20 rule (80 percent of the maintenance budget is allotted to preventative maintenance and 20 percent is reserved for reactive repairs), like many maintenance departments do, to keep staff focused on facility upkeep?
“Operational costs and competition have increased significantly since the recent boom cycle,” Pandl says, which has made extending the life of existing assets and infrastructure more important than ever. “Self-storage operators are increasingly looking for opportunities to reduce unnecessary spend and be more efficient with the resources they have.”
Regardless of the rationale, preventative maintenance is a worthy expense. Keep this incisive idiom in mind anytime you find yourself questioning an upkeep cost: “An ounce of prevention is worth a pound of cure.” There are plenty of possible scenarios that prove its truthfulness.
As an example, let’s say a wine storage facility offers temperature control and humidity control for its customers’ expensive (and sometimes irreplaceable) collections, but the backup generator hasn’t been serviced in years. When a hurricane hits the area and that generator doesn’t switch on during the power outage, all the customers’ wine collections spoil. Because the facility claimed their collections would be safely stored at a specific temperature and humidity level—even during power outages—several customers decide to file lawsuits for their losses. The facility has collectibles insurance, but failure to have the generator serviced resulted in hefty lawsuits, a substantial increase to its monthly insurance premium, a loss of tenants, and a sullied reputation—all of which could have been avoided with routine maintenance. Similar situations could occur when other unmaintained equipment malfunctions, such as HVAC systems, sprinkler systems, security systems, roof systems, elevators, or even roll-up doors.
“It offers peace of mind,” Pandl says about preventative maintenance, “knowing the intricacies and what’s needed to keep things operating and running at optimal efficiency.”
Alternatively, what about the owner-operator who follows the “better safe than sorry” motto and has the maintenance crew servicing equipment more frequently than necessary because the facility manager wasn’t keeping track of the dates or details? They could end up spending too much money on air filters, for instance, if they are being changed prior to the manufacturer’s recommendation. Pandl says asset tracking enables owner-operators to “be more effective with their time and capital.”
“Be diligent about having a clear, standard process to cover the details,” he says, noting that it can be difficult to remember when specific maintenance tasks need to be completed and/or when assets were last serviced, especially when you’re using a hub-and-spoke model and/or managing multiple facilities.
Pandl recommends setting up reminders and recurring schedules so that no routine maintenance is missed and utilizing various checklists (daily, weekly, monthly, yearly) that managers must complete as a record of maintenance to help keep the facility running in tip-top shape. Self-storage associations and management companies may offer templates and/or sample checklists if you’re unsure where to start or you’re worried that items may be inadvertently ignored.
“Don’t let perfection be an enemy of progress,” says Pandl, who believes that facility hygiene is important and shouldn’t be overlooked. “It’s important to keep the 80/20 rule in mind. Start with a plan that’s relatively easy to implement and covers high-value items, such as standard facility audits and fire extinguisher inspections.”
For those who have a plan but are seeking an alternative to paper checklists and/or spreadsheets, a FOS like nodaFi can further streamline maintenance tasks. Additionally, if your growing portfolio needs to be better organized and/or you’re looking to switch to a different FOS, he advises owner-operators to select one that communicates with the other software systems and works well within the self-storage tools currently in use at the site(s).
Many facility operations systems can be accessed through tablets and/or smartphones, enabling personnel to take photos and quickly add details while “in the field” or walking the property. They may include task management features or digital to-do lists that keep track of maintenance duties and eliminate the need for spreadsheets and paper checklists. Some also permit users to create work orders on the spot and simplify lock checks by generating discrepancy reports, thus saving managers valuable time and energy. This means that issues can be resolved in a timelier manner too, which helps better the business.
Facility operations systems can impact employee performance as well. Pandl mentions that QR codes can be utilized at facilities to improve time management. “It keeps employees honest,” he says, adding that the QR codes can show who is doing the work, when they are doing it, and how long it took them to complete the task. “And most importantly, it helps them use their time more effectively.”
Even call center staff can utilize a FOS. “The entire team can work together,” says Pandl. “They can be on the same page with consistent communication.”
About implementing a FOS at a self-storage facility, Pandl says, “The ROI is substantial. Preventative maintenance is a great trend that results in less unexpected expenses. A better maintained facility means less depreciation, which is better for valuation. It also leads to better customer reviews.”
With property and consumer appraisals at the forefront, facility operation systems could be the solution to meeting customers’ ever-increasing expectations while reducing reactive maintenance costs. “In a couple years, having a robust facility operations system in place will be seen as essential for a well-functioning operation, much like a property management system is considered indispensable today.”