Key Considerations during design phase for Effective Maintenance Planning

In the world of facilities management (FM), maintenance is often an afterthought, overshadowed by the focus on design and construction. However, overlooking maintenance during these early stages can lead to significant operational challenges later on. The consequences of this can be seen in increased downtime, higher operational costs, and reduced system reliability. To avoid such pitfalls, maintenance strategies must be integrated from the beginning—right from the client’s briefing phase where the building’s operational needs are defined.

Here are several critical considerations for implementing an effective maintenance strategy that ensures long-term efficiency and sustainability.

Plant Room Positioning and Access The location and accessibility of plant rooms play a pivotal role in ensuring smooth maintenance operations. Human, vehicular, and material traffic should be considered, alongside the ease of access for maintenance, refurbishment, and even disposal of obsolete equipment. Storage needs for maintenance tools and materials must also be factored into the design, avoiding costly adjustments later.

Asset Reliability and Redundancy The reliability of systems and components, as well as redundancy planning, are crucial to minimize disruptions. Facility managers need to ensure that the assets are designed with user availability in mind, balancing system reliability with cost efficiency. Oversized systems may seem like a safe option but can lead to higher operational costs and inefficiency. In contrast, well-planned redundancy can ensure operational continuity even when repairs or diagnostics are necessary.

Specialist Knowledge for Maintenance Many facilities house a mix of specialist and non-specialist equipment, requiring varying levels of expertise. It's essential to consider the availability and cost of specialized labor, tools, and training when planning for maintenance. As technology evolves, ensuring that your team is equipped with the knowledge and skills to handle both basic and advanced systems is critical to preventing unnecessary downtime.

Spares Availability The availability of critical spares can make or break a facility's maintenance plan. Local availability, delivery times, and costs must be carefully evaluated. Additionally, obsolescence risks should be considered, as sourcing outdated parts can be both time-consuming and expensive, potentially leaving systems inoperable for extended periods.

After-Sales Support The proximity and reliability of suppliers should not be overlooked. Technical support availability and the financial stability of suppliers can have a long-lasting impact on how quickly issues are resolved. Choosing suppliers who can provide strong after-sales service ensures continued operational support when issues arise.

Standardization Incorporating standardization into the design process can significantly reduce downtime and streamline spare parts inventory. By minimizing the variety of equipment used, you can also reduce training requirements, making it easier for maintenance staff to manage systems efficiently. Standardization enhances operational resilience by simplifying repair and maintenance tasks.

Monitoring and Feedback Systems The use of Building Management Systems (BMS), Computer-Aided Facilities Management (CAFM) tools, and condition monitoring technologies can transform how maintenance is approached. Real-time data from smart buildings can allow for predictive maintenance, reducing unexpected breakdowns and optimizing system performance. These tools not only enable remote monitoring but also provide valuable feedback to fine-tune maintenance strategies.

Designing-Out Maintenance Reducing the need for maintenance through smart design choices is an increasingly important approach. By selecting components that require less maintenance and distributing operational risks, facilities can increase their mean time between failures. This shift from reactive to proactive maintenance can drastically reduce costs over the building’s lifecycle.

Ease of Maintenance Accessibility should be a prime consideration during design. Systems should be easy to maintain, with clear isolation points for shutdowns and user-friendly access to critical components. Familiarity with existing technologies versus adopting new ones must be balanced to ensure that both design innovation and practical maintenance needs are met.

Project Information and Documentation Accurate and thorough project documentation is essential. Incorporating Building Information Modeling (BIM), maintenance strategies, and health and safety documentation into the project handover ensures that facility managers have all the necessary information to manage the building effectively. This documentation forms the backbone of efficient and safe maintenance practices.

Health and Safety Safety must be a top priority in maintenance planning. Safe access for maintenance tasks, alongside the potential impact of asset failure on safety, needs to be a core part of any maintenance strategy. Ensuring that teams can work in a safe environment minimizes risks and protects both personnel and the facility.

Environmental Impact Finally, maintenance strategies should align with broader environmental goals. From energy-efficient design to minimizing embodied carbon, every aspect of building operations must consider the environment. As the world moves toward net zero targets, integrating sustainable maintenance practices such as the circular economy and responsible waste disposal becomes increasingly important.

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By addressing these considerations early in the design phase, organizations can avoid costly maintenance surprises down the road and create more reliable, efficient, and sustainable facilities. Facilities management is no longer just about reacting to issues—it’s about planning for the long term and ensuring that maintenance is an integral part of the building’s lifecycle from the start.

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