Operations is a big word in property management – not only does it encompass the multitude of responsibilities at each property, it’s also one of the single most important measures of performance and efficiency as a company.
When a property management team cultivates their operations style, it’s common to use one of the four maintenance models as a baseline. However, as a property portfolio grows and a management team develops new systems for managing and tracking operations, it’s not uncommon to see a team blend aspects of these four models together to optimize efficiency.
Each model – reactive, preventive, predictive and proactive – have pros and cons, but a management team’s ability to utilize the strengths of each model to achieve optimal results is what will set them apart as managers.
Reactive Model
The primary goal of the reactive maintenance model is to cut recurring costs, instead opting to address issues as they arise.
PROS
- Saves on up-front costs
CONS
- Misses opportunities to perform maintenance before the need becomes urgent
- Doesn’t allow for recurring maintenance, so vendors will often charge more for one-time services
- Potential risk for longer downtime if parts need to be ordered or equipment needs full replacement
Preventive Model
The preventive maintenance model relies on time-based intervals for property upkeep and maintenance.
PROS
- Consistent presence at the property
- Regular equipment check-ins
- Catches maintenance needs before they become urgent
- Optimizes the lifespan of equipment by keeping it operational for longer
CONS
- Redundant maintenance and/or vendor fees from checking equipment more frequently than necessary
- Potential risk for replacing equipment too early
Predictive Model
The predictive maintenance model utilizes what is commonly referred to as “lifespan maintenance,” which is maintenance performed as equipment is approaching the end of its lifespan, but before it becomes non-functional.
PROS
- Cost effective
- Catches maintenance needs before they become urgent
- Allows parts and/or equipment to be ordered early to avoid substantial downtime
CONS
- Doesn’t account for unforeseen circumstances
- Can often land property managers in a reactive maintenance cycle
- Not an effective approach for non-equipment related maintenance
Proactive Model
The proactive maintenance model focuses on the root cause(s) of equipment failure and addressing those causes proactively.
PROS
- Consistent presence at the property
- Regular equipment check-ins
- Catches maintenance needs before they become urgent
- Optimizes the lifespan of equipment
- Balances cost-effectiveness with preventative action
CONS
- Typically requires recurring expenses
