When it comes to building maintenance, most sites fall into one of two camps:
“We’ll deal with it when it breaks” or “Let’s stop it breaking in the first place”
You can probably guess which one sounds better on paper.
But in reality? Plenty of buildings still run reactively, not because it’s the best option, but because it’s the easiest one to fall into.
Something stops working.
Someone reports it.
An engineer gets called.
Problem solved…
Until the next one!
It feels efficient. It feels controlled. But it’s a bit like ignoring the warning light on your car dashboard, fine for a while… until it really isn’t.
What is Reactive Maintenance?
Reactive maintenance is the “fix it when it breaks” approach. To be fair, it has its place.
No building is perfect. Things fail. Systems wear out. When they do, you need a team that can respond quickly and get things back up and running.
That’s reactive maintenance doing exactly what it should.
The problem is when it becomes the only strategy.
Because then you’re not managing the building, you’re chasing it.
What is Planned Preventative Maintenance (PPM)?
Planned maintenance is where things start to feel a bit more… in control.
Instead of waiting for issues, you’re scheduling regular checks, servicing equipment, and picking up on problems before they become bigger (and more expensive) ones.
It’s not about doing more work for the sake of it.
It’s about doing the right work at the right time.
Think of it as the difference between…
Servicing your car once a year vs waiting for it to break down on the M25!
One is mildly inconvenient. The other ruins your entire day (and probably your budget).
The Real Cost Difference
On paper, reactive maintenance can look cheaper.
No ongoing contract.
No scheduled visits.
No upfront commitment.
But the reality tends to look more like:
Higher emergency call-out costs
Bigger, more expensive repairs
More disruption to tenants or residents
Shorter lifespan of equipment
Whereas planned maintenance:
Reduces unexpected failures
Spreads costs more evenly
Keeps systems running efficiently
Gives you visibility and control
It’s not about eliminating reactive works, that’s impossible.
It’s about reducing how often you need them.
Finding the Right Balance
The best approach is never 100% reactive or 100% planned.
It’s a balance.
A solid PPM strategy, backed by a responsive reactive service, gives you the best of both worlds, prevention where possible, and fast support when needed.
That’s where facilities management starts to feel less like firefighting… and more like proper management.
Final Thought
Most sites don’t choose to be reactive — they just end up there.
And once you’re in that cycle, it can be hard to step back and change it. But with the right approach (and the right partner), it’s entirely possible to move from constantly reacting… to being in control.
And trust us, it’s a much easier place to be.
