Why Is a Preventative Maintenance Program Important for Hotels?
Table of Contents:
Intro • Reactive vs. Preventive • Benefits • Key Components • Implementation • Summary
What Is Preventive Maintenance and Why Is It Important for Hotels?
A preventive maintenance program not only lowers costs but also enhances the guest experience. Hotels can significantly reduce capital expenditures by implementing a preventive maintenance (PM) program to keep equipment and facilities in top shape. For instance, a hotel preventive maintenance program will help:
- Extend the lives of your assets
- Anticipate upcoming servicing needs
- Define all preventive maintenance steps
- Building rounds
- Schedule activities necessary to minimize surprise breakdowns
- Ensure your facility is in peak condition for your guests
Hotel managers often hesitate to adopt a proper preventive maintenance program and worry about the costs and investment. Yet, many studies have shown that preventive maintenance can save money over time which often covers the initial investment.
A U.S. Department of Energy study shows that preventive maintenance programs can reduce costs by 12% to 18% compared to reactive ones. “There is little doubt,” the study goes on to say, “that many facilities purely reliant on reactive maintenance could save much more than 18% by instituting a proper preventive maintenance program.” These savings come in the form of longer asset lives and improved energy efficiency, among other, perhaps, less obvious sources.
To illustrate the savings from a solid preventive maintenance program, let’s look at one piece of equipment: the chiller. A study performed by Jones Lang LaSalle estimates that a centrifugal chiller, which costs more than $300,000, would last 23 years with proper preventive maintenance but only 15 years without it. That’s more than a 50% increase in the chiller’s estimated life. And that’s just one piece of equipment! Now, multiply those savings across several chillers and properties, and you’ll start to get an idea of the savings this program can generate for your hotel portfolio. By streamlining your hotel’s preventive care, your assets will have a longer lifespan, saving you a ton of money in the long run.
A well-designed hotel preventive maintenance program is crucial for maintaining your property. Let’s take a look at why it is essential and how to build an effective strategy that maximizes efficiency and saves money.
Reactive vs. Preventive Maintenance
Reactive maintenance means waiting for something to break. This can end up being costly, especially when critical equipment fails. And this, of course, typically happens at the worst possible time. For example, the cost of a total HVAC failure in a hotel ballroom or meeting room would be huge. We are talking upwards of tens of thousands of dollars in rebates, which could also mean potentially losing future business. Oftentimes, the staff on the property lack the skills to fix the equipment. As a result, outside technicians are needed, leading to extra costs.
Relying on reactive maintenance is a gamble – not only with your hotel’s budget but also with your reputation. Hotels without a preventive maintenance program pay a high price. They face shorter asset lives, higher energy bills, and unhappy guests. And let’s face it, no one likes a huge surprise expense falling in their lap when they least expect it.
5 Benefits of a Hotel Preventive Maintenance Program
1. No Surprise Repairs
Nothing derails a busy day faster than an unexpected breakdown. Whether it’s a leaky pipe or an HVAC system on the fritz, sudden issues can throw your entire operation off track. A solid preventive maintenance program helps you catch problems early; saving time, money, and a lot of stress.
2. Make Your Investments Last
Your hotel’s systems—like elevators, plumbing, and HVAC—aren’t just important; they’re essential! Regular care keeps them running smoothly, ensuring you get the most from your investment. Why replace costly equipment so soon when regular maintenance can keep it in shape for years?
3. Wow Your Guests (Every Time!)
No one wants to stay in a room with a malfunctioning shower or flickering light—that’s creepy. Keeping everything in tip-top condition ensures your guests experience the best your property has to offer. Happy guests leave great reviews—and hopefully, come back for another stay.
4. Maintain Efficiency Like a Pro
An efficient hotel is a profitable hotel. Routine maintenance not only prevents downtime but also ensures your systems use energy efficiently. Lower utility bills and smooth operations? It’s a win-win for your team and your bottom line.
5. Good Ol’ Regulatory Compliance
From fire safety to elevator inspections, there’s no shortage of regulations in the hospitality world. A preventive maintenance program keeps compliance simple. You won’t have to rush to meet deadlines or stress about unexpected fines. Plus, it’s peace of mind knowing your property is safe for both guests and staff.
5 Key Components of a Successful Hotel Preventive Maintenance Program
1. Comprehensive Asset Inventory
Start by creating an inventory of all assets and equipment that require maintenance. This includes HVAC systems, kitchen appliances, plumbing, electrical systems, elevators, and recreational facilities.
2. Scheduled Inspections and Maintenance
Develop a maintenance and inspection schedule based on manufacturer recommendations, usage patterns, and industry standards. This should include daily, weekly, monthly, and annual tasks.
3. Software Documentation and Tracking
Use a computerized maintenance management system (CMMS) or similar tool to help you track completed tasks, upcoming maintenance, and asset history. Documentation ensures accountability and provides insights for future planning.
4. Staff Training and Communication
Train your team on the importance of preventive maintenance and how to identify potential issues early. Encourage open communication between maintenance staff and other departments for a proactive approach that prevents small problems from becoming costly repairs.
5. Emergency Preparedness
Even with a robust preventive maintenance program, emergencies can occur. Develop contingency plans and ensure your team is prepared to handle unexpected situations efficiently.
Implementing Your Hotel Preventive Maintenance Program
For a successful preventive maintenance program, you must first assess your property’s specific needs. This includes identifying critical systems, equipment, and areas that require regular upkeep to maintain functionality and guest satisfaction. Work with skilled maintenance experts to design a plan for your hotel. This plan will fit your hotel’s size, services, and goals.
Invest in tools and technologies, such as property management software and automated tracking systems, to help you streamline scheduling, manage tasks, and improve reporting. These tools can provide real-time insights to ensure nothing slips through the cracks. To further enhance operational efficiency and protect your investments, Actabl offers world-class hospitality software focused on asset management, preventative maintenance, and CapEx planning, all through Transcendent.
Summary
A hotel preventive maintenance program is an investment in your property’s longevity, guest satisfaction, and operational success. By proactively addressing equipment and facility upkeep, you can reduce costs, enhance the guest experience, and ensure your hotel operates at its best.
Creating a solid hotel preventive maintenance program takes time and effort. You need to set up preventive maintenance checklists, task lists, and schedules that fit your organization. It’s also important to allocate enough labor for monthly, quarterly, semi-annual, and annual maintenance tasks. However, the benefits of all this effort significantly outweigh the costs. If your hotel still relies on a purely reactive maintenance program, it’s time for a change.
Start building your program today! Check out our Guide to Creating a Hotel Preventive Maintenance Checklist to set your property up for long-term success.
