Potential Risks in Building Maintenance Planning: A Comprehensive Checklist

Creating a well-structured annual maintenance plan is crucial for maintaining building quality, ensuring smooth operations, and guaranteeing safety. However, potential risks can still affect maintenance outcomes. Drawing from Savills experience in Viet Nam and our international property management and real estate consultancy expertise, our experts highlight important considerations for developers to keep in mind when maintaining their properties.

It is challenging for developers or management agents with limited operational experience to create maintenance plans. Below are some risks and solutions our experts have explored in building maintenance.

Building Maintenance Plan Checklist

1. Personnel Expertise and Training: Technical teams require regular training to enhance their skills in handling emerging issues. Depending on the complexity of technical systems, maintenance can be handled in-house or outsourced for optimal efficiency and cost-effectiveness. There must be clearly defined planners, approving authorities, and responsible individuals.

2. List of Technical Systems for Maintenance: This includes physical infrastructure (foundation, pillars, walls, roof) and M&E systems (electrical, HVAC, plumbing, wastewater treatment, firefighting). Evaluate the condition of long-lasting infrastructure, especially for projects over five years old. Maintain a comprehensive catalogue of equipment for effective cost allocation.

3. Timeframe and Implementation: Schedule maintenance times based on specific system requirements. A well-structured schedule saves time, costs, and prevents disruptions for building occupants.

4. Financial Planning and Estimated Budget: Developers and property managers must understand the government regulations regarding maintenance costs. For example, all large residential developments must comply with Article 34 in Decree 02/2016/TT-BXD, which stipulates building operating costs for common areas. Developers should be able to follow the legal guidelines to create comprehensive maintenance lists and estimate their budgets accordingly.

5. Building Maintenance Documentation: Maintain records for tracking, managing, and evaluating maintenance progress. This should include maintenance plans, approved documentation, financial records, inspection results, quality assessments, and safety evaluations.

Risks During Building Maintenance:

1. Underqualified Technical Teams: Lack of expertise in M&E systems and general maintenance procedures can lead to errors, accidents, and low-quality maintenance. Stay updated with modern technology trends and provide training to enhance technical skills.

2. Improper Cost Allocation: Without a clear understanding of technical systems, improper cost allocation may occur. Cutting costs without considering long-term impacts can lead to high replacement costs.

3. Deficient Maintenance Plans According to Regulations: Delaying maintenance until issues arise can negatively impact the project's lifespan, operational performance, and tenant satisfaction. Regularly review and adjust maintenance plans to suit the property's age and needs.

4. Unclear Division of Common and Private Areas: Ensure transparency in documentation dividing common and private areas during construction to prevent conflicts in maintenance plans.

Contact Savills Property Management for tailored advice on operational solutions.

Considerations for Developing Maintenance Plans

1. Building's Current Conditions: Accurately reflect the building's conditions by seeking input from experienced operational experts or engaging third-party inspections for independent advice.

2. Regular Technical Checkup: Ensure the technical team has a thorough understanding of the building's systems and equipment conditions for effective maintenance solutions.

For projects in the pre-operational phase, early guidance on optimising technical systems can save on investment costs and prevent future issues. Our experts at Savills offer continuous support throughout the project lifecycle, tailored to your specific needs.

For bespoke technical solutions, contact Savills Property Management.