Avoiding the Most Common Mistakes in Maintenance Planning

Brief Summary

A well-executed maintenance plan is crucial for the long-term stability of a condominium association. Common mistakes include not updating the plan regularly, which leads to changes in the property or finances being overlooked. Outdated technology and methods can make it difficult to keep information current, and underestimating future maintenance costs can cause financial problems. Failing to involve members leads to dissatisfaction, and postponing actions to save money may result in more expensive repairs in the future. To avoid these mistakes, the association should regularly update the plan, use digital tools, make realistic cost estimates, involve members, and adhere to the maintenance schedule. By avoiding these pitfalls, the association can ensure both the property’s value and a sound economy in the long term.

Common Mistakes in Maintenance Planning

A well-executed maintenance plan is essential for ensuring both the property’s value and the association’s long-term stability. Unfortunately, it’s easy to make certain mistakes when planning maintenance, and these can have serious consequences for both the economy and the property’s condition. Here are the five most common mistakes made by condominium associations (BRFs), and how to avoid them.

Mistake 1: Not Updating the Maintenance Plan Regularly

 

The Problem:

A maintenance plan is not a one-time task. If the association relies on an old plan without updating it regularly, important changes in the property or the association's finances may be overlooked. This can result in certain needs being ignored, leading to more expensive measures later on.

The Solution:

It’s crucial to establish a routine for regularly updating the plan – at least every three to five years, or more frequently in case of major changes such as renovations or changes in legislation. By keeping the plan current, the association ensures it reflects the current needs and avoids unwanted surprises.

Mistake 2: Relying on Outdated Technology and Methods

 

The Problem:

Many associations continue to use traditional, paper-based methods or static documents to manage their maintenance plans. These can be inefficient and time-consuming. Additionally, there’s a risk that important updates are missed when there isn’t an effective system to keep all the information organized.

The Solution:

To streamline maintenance planning, it’s important to switch to digital solutions that offer real-time updates and collaboration features. This makes it easier for the board to track all maintenance tasks and follow up on the implementation of the plan. Digital tools also provide reminders for upcoming tasks, reducing the risk of forgetting anything.

Mistake 3: Underestimating Future Maintenance Costs

 

The Problem:

A common pitfall is underestimating future maintenance costs. Many BRFs assume that costs will remain similar to current levels without considering inflation, rising material prices, or changes in construction standards and technology. This often results in the association not having sufficient financial resources when large projects arise.

The Solution:

To avoid this mistake, it’s important to hire experts to create realistic cost estimates and include a financial buffer for unforeseen expenses. By conducting a thorough and updated financial analysis of the property’s needs and future maintenance costs, the association can avoid running into financial problems. It’s also important to account for potential price increases in materials and labor to ensure the budget remains intact.

Mistake 4: Not Involving Members in the Process

 

The Problem:

Oftentimes, the maintenance plan is seen as something that only the board needs to handle, which results in members not being involved in the process. This can create dissatisfaction and confusion when major maintenance actions are carried out, and members don’t understand why or how these decisions were made.

The Solution:

To create transparency and understanding, it’s important to keep members informed about the maintenance plan. By presenting and discussing the plan at the annual meeting or information sessions, greater engagement and trust in the board’s decisions are fostered. Involving members and communicating the long-term benefits of the plan ensures everyone understands why certain actions are necessary to preserve the property’s value and functionality.

Mistake 5: Postponing Important Actions

 

The Problem:

Another pitfall is postponing planned maintenance actions to save money in the short term. This can include delaying tasks like painting, replacing ventilation, or other small but important measures. While this may seem like an economic solution in the short term, it often leads to serious and more expensive problems in the long run when small damages develop into larger, costlier repairs.

The Solution:

To avoid this mistake, the association should stick to the maintenance plan and prioritize completing actions according to schedule. If the association faces a difficult financial decision, it may be more effective to spread out the tasks over a longer period or find alternative ways to finance the costs. Delaying maintenance is a short-term solution that often leads to larger expenses later.

Summary:

To ensure that the maintenance plan truly contributes to the property’s long-term health and the association’s finances, it’s important to avoid common mistakes that can impact both costs and implementation. By keeping the plan updated, using modern technology, making realistic cost estimates, involving members, and not postponing important tasks, your condominium association can prevent serious problems and be better prepared for the future.