Short answer: a planned preventive maintenance (PPM) calendar lists every asset in the building, what needs doing to it, how often, and in which week of the year. To build one, start with a complete asset register, set frequencies from OEM manuals and statutory requirements, spread the work evenly across 52 weeks, and track every task to completion. The goal is simple: fix things before they break.
Why a PPM calendar matters
Without a plan, maintenance happens when something fails. That means emergency call-outs, rushed repairs, tenant complaints, and equipment that wears out early. With a plan, most work is scheduled, parts are ready, and failures become rarer and cheaper.
Step 1: Build the asset register
You can’t plan maintenance for equipment you haven’t listed. For every asset, record:
- Asset name and a unique tag number
- Exact location (block, floor, room)
- Make, model, capacity and serial number
- Installation date and warranty expiry
- OEM manual and recommended service intervals
- AMC vendor, if any
Start with the critical assets: DG sets, transformers and panels, chillers and AHUs, pumps, lifts, fire systems and the STP. Then add the rest, down to light fittings and taps if you can.
Step 2: Set the frequency for each task
For each asset, list the tasks and how often they’re due. Use three sources:
- OEM recommendations, often based on time and running hours.
- Statutory and safety requirements, such as fire system testing and lift inspections.
- Your building’s conditions, like dust, usage and the age of the equipment.
Typical frequencies are daily, weekly, monthly, quarterly, half-yearly and annual. Our DG set maintenance checklist shows what this looks like for one asset.
Step 3: Spread the work across 52 weeks
Put every task into a specific week. Then balance the load:
- Don’t schedule every quarterly task in the same week.
- Plan shutdown work, like HT panel servicing or tank cleaning, for weekends or low-occupancy days.
- Schedule HVAC servicing before summer, and drainage and roof checks before the monsoon.
- Line up AMC vendor visits with your calendar, not the other way round.
Step 4: Turn tasks into work orders
Each scheduled task should become a work order, assigned to a named technician, with a checklist and space to record readings. On a digital maintenance platform, this happens automatically: the system raises the work order when it’s due and notifies the technician.
Step 5: Record, review and improve
When a task is done, the technician records readings, photos and anything found. Every month, review:
- PPM compliance: how many scheduled tasks were completed on time.
- Planned vs breakdown work: the share of work that was planned, not reactive.
- Repeat failures: assets that keep breaking need a different plan, or replacement.
Adjust frequencies as you learn. A pump that never fails may need less attention; one that fails every quarter needs more.
Common mistakes
- Starting the calendar before the asset register is complete.
- Copying a generic template without checking OEM manuals.
- Planning work but never recording whether it was done.
- Treating the calendar as fixed instead of reviewing it every month.
How Nanya Realty runs planned maintenance
Every building we manage runs on a 52-week planned maintenance schedule in our digital maintenance platform, with work orders raised automatically and every task logged. If you’d like help building a maintenance calendar for your building, call +91 98804 94957 or contact us. If you’re reviewing FM partners, start with our 12-point checklist.
Frequently asked questions
What is planned preventive maintenance (PPM)?
Scheduled maintenance carried out at set intervals to keep equipment working and prevent failures, rather than repairing it after it breaks.
What is the difference between preventive and reactive maintenance?
Preventive maintenance is planned in advance. Reactive maintenance happens after a failure. A good PPM programme shifts most work from reactive to planned.
How often should a PPM calendar be reviewed?
Review performance monthly and update the calendar at least once a year, or whenever equipment is added or replaced.
What software is used for PPM?
Computerised maintenance management systems (CMMS) or CAFM platforms. They hold the asset register, raise work orders on schedule and record completion.
