Breakdown maintenance in the building: Playbook for maintenance workers

We can divide it between several different buildings that serve various purposes. We know public buildings, industrial facilities, and, of course, particular homeowners’ places for living. What connects all those places is what installations they include—all that requires, most likely, maintenance.

90% of European buildings were constructed before 1990; this context underscores the need for effective multi-year maintenance programs to address aging infrastructure. This broad spectrum of maintenance requirements consumes tremendous work and money. Facility management companies are struggling each day to keep business up and running. However, some tactics allow the optimization of building upgrade measures to reduce building maintenance by up to 38% while meeting the specified budgets. Building defects only account for some 20 % of US maintenance costs. The proper consideration of defects in total maintenance management cannot be emphasized enough if meaningful efficiency is paramount.

In this article, we’ll discuss the QRmaint system, which allows for the full utilization of technicians’ maintenance capacity across Europe and beyond. So, let’s buckle down and get on the run with our playbook from a facility maintenance manager.

Building & property maintenance: Building defects

Considering that buildings represent over half of a nation’s gross fixed capital formation, their upkeep is economically significant. Developed countries allocate substantial resources to maintain their existing building stock, with investments often exceeding half of their total construction spending and approximately 10% of their GDP dedicated to facility maintenance.

The term “building defect” encompasses various issues, often described using words like deficiency, damage, default, deterioration, and decay. While the root causes of these defects are interconnected, this discussion focuses on defects arising from or exacerbated by maintenance practices. Design and construction flaws, while significant, constitute a separate area of specialized study. It’s worth noting that considerable research exists on mitigating building defects through effective briefing, design, and programming processes.

Below are several of the most common internal defects. These occur within the interior spaces of the building.

• Plumbing leaks: Damaged or poorly installed pipes causing water damage.
• Electrical faults: Wiring issues, faulty outlets, or inadequate electrical capacity posing safety hazards.
• Heating, Ventilation, and Air Conditioning (HVAC) defects: Malfunctioning systems, poor airflow, or inadequate temperature control.
• Floor defects: Uneven or damaged flooring.
• Wall and ceiling defects: Cracks, holes, or poor finishes.
• Fire safety defects: Inadequate fire separation, faulty fire alarms, or blocked escape routes.
• Roof leaks: Water penetration causing damage to ceilings, walls, and insulation.
• Wall cracks and water ingress Allow moisture to enter the building, leading to dampness, mold growth, and material deterioration.
• Window and door defects: Poor installation, damaged seals, or faulty materials leading to drafts, water leaks, and energy loss.
• Cladding failures: Loose, cracked, or damaged exterior finishes allowing water penetration or affecting aesthetics.
• Insulation defects: Insufficient or improperly installed insulation leads to energy inefficiency and temperature fluctuations.

Building & Maintenance: Water Tube Boilers

Nothing would be better if we did not start with live case examples of maintenance managers and their requirements. So, let’s have a look at what maintenance of powering high-pressure systems looks like based on water tube boilers that are actually installed in most buildings.

Water tube boilers are the standard for high-pressure and large-scale applications due to the superior pressure resistance of their small water-filled tubes connected to drums. Sizes vary widely (residential to utility), with pressures ranging from 15 to over 3,500 psi. Many facilities still use older, durable models alongside newer, high-efficiency condensing boilers (minimum 80% AFUE, compared to as low as 65% for older units).

Looking at the US market, this subject has grown exponentially. There are many organizations, such as ABSA (Alberta Boilers Safety Association), which is the pressure equipment safety authority for Alberta. ABSA administers Alberta’s pressure equipment safety programs and provides guidelines. This is one of the exceptions to the US market’s operating and structuring structure.

Here is what you need to do as essential maintenance practices:

• Regular Inspections: Frequent checks for leaks, corrosion, scale, and damage (daily/weekly visual, annual thorough). Document all findings, especially for any regulated boilers.
• Water Quality: Strict control via testing, chemical treatment, and blowdown to prevent scale and corrosion. Maintain detailed water chemistry logs.
• Tube Care: Periodic cleaning (chemical/mechanical) to remove deposits. Inspect for thinning and damage (potentially using NDT). Repair or replace as needed.
• Drum Checks: Inspect internally for corrosion and sediment. Examine welds. Perform regular blowdowns.
• Burner System: Clean and inspect components. Calibrate controls for optimal efficiency and safety. Monitor fuel use.
• Safety Valves: Test regularly to ensure proper function under overpressure. Keep test records.
• Instrumentation: Calibrate gauges and sensors. Verify control and alarm system functionality.

System for facility management

The Facility Management (FM) application can significantly help address building defects by providing tools for proactive identification. It serves as effective management and data-driven decision-making. Here’s how it addresses each of the listed defect categories.

FM apps solve building defect issues by:

• Early Detection involves scheduling inspections and using sensors to spot problems early (e.g., small cracks, leaks).
• Efficient Management: Centralizing defect reporting, streamlining work order creation and assignment, and tracking repair progress.
• Data-Driven Decisions: Analyzing defect trends to identify root causes, optimize maintenance, and improve budgeting.

Going deeper into one of the subjects of maintenance, we can outline that the FM system can support Asset Management by linking defects to specific building assets (e.g., a particular HVAC unit or a section of the roof). So, it’s clear that the FM application provides insights into the performance and lifespan of these assets, aiding in decisions about repair versus replacement.

On the other hand, an FM system is a communication and collaboration tool. FM applications often include communication features that allow seamless interaction between maintenance teams. This is a very useful tool for facility managers and even tenants regarding the status of defect repairs.

The top function of the FM system is Work Order Management. So, it is clear that once a defect is reported, the FM application can automatically generate and assign work orders. This is when the appropriate maintenance personnel or external contractors are needed. Moreover, it streamlines the repair process, tracks progress, and ensures timely resolution.

Conclusion

Effective building maintenance is critical since buildings represent a significant portion of the national capital. Given the aging of a substantial percentage of Europe’s building stock, proactive and well-managed maintenance programs are crucial. The costs associated with building defects are significant, underscoring the need for a comprehensive approach to defect management as part of overall maintenance strategies.

Solutions such as QRmaint offer the potential to optimize maintenance activities and technician productivity. This guide highlights common internal building faults and provides basic maintenance practices for critical systems.

Some tips and tricks for homeowners about maintenance:

Every homeowner needs a well-stocked DIY toolbox. Whether you live in a modern apartment in downtown Philadelphia, a historic home in Boston, or you’re looking for a rental home in Chicago, you will inevitably need to make home repairs – and you’ll need the tools to do it. We’ve put together this list of essential tools for DIY home projects and repairs. Read the full article here: DIY Tools You Need to Get the Job Done Right| Rent | ApartmentGuide