Planned Preventative Maintenance in London

Planned preventative maintenance, or PPM, is the upkeep of a commercial building's equipment on a fixed schedule, before anything fails. It begins with an asset register listing each item in the building, where it sits and what it needs. Every asset then gets set tasks and a frequency, from monthly checks to annual servicing. Some tasks are required by law, insurers or the lease, such as fire alarm tests and fixed wiring inspections. Others keep doors, locks, lighting and taps working. The aim for a London office or shop is fewer breakdowns and no missed statutory check.

Frequency is set asset by asset. Fire alarm and emergency lighting tests are typically weekly or monthly, while servicing and inspections are often annual, and a few items only need attention every few years. The interval for each asset comes from the manufacturer's guidance, the law and the lease or insurance. Bayleaf puts every task on one calendar for the year, so a facilities manager can see what falls due each month in the building and nothing statutory slips because nobody owned it.

Planned maintenance is scheduled work that stops faults developing: tests, servicing and inspections set out in advance. Reactive maintenance is the repair after a fault has happened, such as a leak, a failed light or a jammed door. Facilities managers in London buildings need both. A leaking tap cannot wait for the next scheduled visit, and an alarm test should never be left to chance. The stronger the planned programme, the fewer reactive call-outs follow. Bayleaf manages both under one service, so a repair is logged against the same asset as its routine checks.

Specialist trades carry out the work and Bayleaf manages them, so a facilities manager in a London building deals with one company instead of a list of contractors. A dedicated account manager runs the whole programme, with the contract and site managers closely involved. Bayleaf schedules the visits, checks the work has been done, keeps the records and follows up anything that needs fixing. Because Bayleaf cleans the site, the same contact covers both services.

Yes. Every planned visit and every reactive job is recorded against the asset it relates to, with the date, what was done and what was found. Certificates and reports are held together, so an office manager can show the full history to an insurer, a landlord or an auditor without searching through emails. A fault that keeps coming back shows up in the record and gets fixed properly instead of patched again.

For clients with a Bayleaf cleaning contract, a maintenance quote starts with a site survey. Bayleaf lists the assets, sets the tasks and frequencies each one needs and prices the planned programme. Reactive work is priced separately, per job or at agreed rates, so a facilities manager can see the cost of the schedule and the cost of repairs side by side and budget for each. Rates are set for each building rather than published.

No. Planned and reactive maintenance is available only to clients who hold a core cleaning contract with Bayleaf. It is not sold as a separate service, and it is not offered to clients who only book occasional cleans. If your building does not yet have a Bayleaf cleaning contract, the starting point is a quote for the cleaning itself. When that contract is running, maintenance can be added to it and run alongside the cleaning, so one person answers for both.