How to Develop a Facility Maintenance Program

Developing a facility maintenance program involves determining the various types of maintenance tasks required to be completed in order to ensure that the facility is operating efficiently and effectively. A facility maintenance program or a preventive maintenance plan consists of establishing a list of tasks and a maintenance schedule, outlining how long it takes to complete the task and who is responsible for ensuring maintenance and task completion.

Develop a Preventive maintenance plans are used to prevent deterioration or damage to the facility or the facilities' equipment. Review preventive maintenance information, as well as templates and sample policies on websites (see Resources). These websites will help you to obtain a better understanding of the value of preventive maintenance and when it is needed, as well as provide a preventive maintenance plan or policy template for schools. A preventive maintenance plan or policy identifies the need or purpose of the policy, provides an overall general method for developing a maintenance schedule, contains inventory listing and who is responsible for ensuring inventory and maintenance are regularly performed. It also provides information as to who is responsible for the general oversight of the plan and policy. Usually the facility manager, supervisor or property manager is the responsible person. Find an example of this policy in Resources.

Put together a maintenance schedule and determine which maintenance projects are seasonal or cyclical and whether or not a contractor is needed to perform the task. Find a template of a maintenance schedule for grounds care at the website for Grounds Care Schedule (see Resources). A good example of a preventive maintenance program schedule can be found on the Texas State website (see Resources). An organization can determine whether a contractor is needed based on whether or not his maintenance staff are certified and trained to do work such as plumbing, electrical, or heating and cooling.

Develop a work order system, procedure and schedule. Most organizations purchase a professional maintenance software which provides guidance on incorporating work order system, procedures or schedules. The maintenance software system will help maintenance staff to develop, track and close work orders. Some organizations hire internal staff persons, such as a facility supervisor or a contractual maintenance professional to provide expertise on the development of a work order system, procedure, and schedule. Work order schedules and procedures are prioritized by the use of a standard operating procedure (SOP) which will define whether or not work orders are routine, emergency, or preventive maintenance tasks. Emergency tasks or work orders should be completed within 24 hours.

Employ a record keeping process and determine a place to store history of equipment and facility, repairs made to equipment or facility, and inventory procedures and processes. Create a file system (it could be computerized or a hard copy file system) for filing work orders and inspections.

Hire and train maintenance staff on all preventive maintenance plans and policies, and work order schedules, procedures and processes.


  • Make sure you develop a procurement system for procuring services, repairs and equipment. Determine the benefits of outsourcing maintenance staff or hiring in-house maintenance workers.


  • Don't forget to make sure that all staff working on equipment or providing maintenance service are properly trained and licensed to do so. All staff should have training certificates and licenses to operate equipment on file.