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Common mistakes in building maintenance and how to avoid them
Many buildings and facilities face recurring problems that are not only caused by poor design or age, but also by common mistakes in maintenance and management. These mistakes, although seemingly minor at first, can turn into major malfunctions, high costs, and a clear decline in the building's readiness and safety over time. Understanding these mistakes is the first step to avoiding them and building an effective maintenance system that will preserve the facility for many years to come.
In this article, we review the most common mistakes in building maintenance, explain their negative effects, and, most importantly, how to avoid them in a practical and professional manner.
Neglecting preventive maintenance and relying on repair after failure
This is one of the most common mistakes. Many owners or facility managers only take action when a malfunction occurs, ignoring preventive maintenance that aims to prevent problems before they happen.
The direct result of this approach is sudden breakdowns, downtime, and higher repair costs. In contrast, preventive maintenance allows faults to be detected at an early stage and repaired at lower cost and with less effort.
Avoiding this mistake starts with establishing a regular maintenance schedule that covers all basic systems and sticking to it even when there are no apparent problems.
Use of unqualified technicians
Another common mistake is relying on unqualified technicians or those who are not specialized in the type of maintenance required, in order to reduce costs. This option often leads to temporary solutions or incorrect implementation, which further complicates the problem.
For example, unprofessional handling of an electrical problem could pose a safety hazard or damage other components in the system.
This mistake can be avoided by hiring specialized technicians for each field, or by hiring a maintenance and operation company that has qualified staff and clear practical experience.
Ignore maintenance documentation
Lack of documentation is one of those mistakes that doesn't show its effects immediately, but creates operational chaos in the long run. Not recording what has been repaired, when, and with what materials or parts makes it difficult to track the condition of the building or plan for future maintenance.
Documentation helps identify recurring failures, evaluate the effectiveness of previous solutions, and make better decisions about replacement or upgrades.
The solution is simple: create a clear maintenance log that includes all work performed, even if it is minor.
Postponement of minor repairs
Many malfunctions begin with small signs such as unusual noises, minor leaks, or poor performance. Ignoring these signs or postponing repairs on the grounds that they are insignificant is a common mistake.
These minor malfunctions often worsen over time and turn into major problems that require costly intervention and may even shut down part of the building.
Avoiding this mistake depends on responding quickly to any observation, no matter how minor it may seem, and addressing it in a timely manner.
Failure to comply with safety standards during maintenance
Performing maintenance work without adhering to safety procedures is a serious mistake, both for technicians and building users. Neglecting to disconnect the power supply or using inappropriate tools can lead to serious accidents.
Safety is not an optional extra, but an essential part of any successful maintenance operation. Ignoring it could expose the facility to legal liabilities and human and material losses.
The solution is to implement clear safety protocols and ensure that all employees are trained to follow them.
Use of low-quality materials or spare parts
The desire to reduce costs sometimes leads to the use of inferior materials or spare parts. This decision may result in temporary savings, but it leads to frequent breakdowns and shortens the life of the systems.
Low-quality materials cannot withstand operating conditions for long periods of time, which increases the frequency of maintenance and affects the stability of the building.
Avoid this mistake by choosing certified materials that are suitable for the intended use, even if they are relatively more expensive.
Lack of a clear maintenance plan
Random maintenance work without a specific plan is a common management mistake. The absence of a plan leads to overlapping tasks, neglect of some systems, and unjustified focus on others.
A clear maintenance plan helps organize efforts, better allocate the budget, and ensure comprehensive maintenance for all parts of the building.
Developing an annual or semi-annual maintenance plan, reviewing and updating it regularly, contributes to significantly increasing operational efficiency.
Neglecting air conditioning and ventilation systems
Air conditioning systems are among the most neglected systems, even though they directly affect user comfort and energy efficiency. Failure to clean filters or delaying regular maintenance leads to poor performance and high electricity consumption.
Neglect can also cause sudden breakdowns during peak times, adding to stress and cost.
The solution lies in regular maintenance of air conditioning systems, including cleaning, inspection, and performance adjustment.
Lack of coordination between maintenance and operations
In some facilities, maintenance is performed without coordination with daily operations, resulting in work disruptions or user inconvenience. This mistake creates a negative impression and reduces the effectiveness of the maintenance itself.
Advance coordination ensures that maintenance is performed at appropriate times and minimizes its impact on workflow.
Ignore cosmetic maintenance and finishing touches
Focusing solely on technical systems and neglecting cosmetic aspects and finishes is a common mistake, especially in commercial buildings. Cracks, damaged paintwork, or damaged floors affect the overall appearance and value of the building.
Comprehensive maintenance must include both functional and aesthetic aspects to maintain a professional image and high quality standards.
How do you build a successful maintenance system?
Avoiding past mistakes requires changing the perception of maintenance from a reactive to a proactive process. Building a successful maintenance system begins with a comprehensive assessment of the building's condition, developing a clear plan, engaging specialists, and committing to implementation and follow-up.
When maintenance becomes part of the operating strategy, downtime decreases, uptime increases, and the user experience improves significantly.
Summary
Maintenance errors are not always the result of deliberate negligence, but are often caused by a lack of awareness or planning. Recognizing and addressing these errors early on can save facilities a lot of money and future problems.
Smart maintenance does not mean frequent intervention, but rather intervention at the right time and in the right way, which makes a real difference to the lifespan and operational efficiency of buildings.