Reactive maintenance — fixing things only after they break — is the most expensive way to run a property. A guest finds the problem, you comp the room, and the repair costs more because it failed at the worst possible time. Preventive maintenance flips that: you service equipment on a schedule so it fails far less often, and almost never in front of a guest.
Here's how to build a plan that actually sticks.
Step 1: Inventory your assets
You can't maintain what you haven't listed. Walk the property and record the things that fail and matter: HVAC units, water heaters, elevators, kitchen equipment, pool systems, laundry machines, and life-safety equipment. For each, note the location, model, and age.
Step 2: Set intervals
Every asset has a sensible service cadence — some monthly, some quarterly, some seasonal. A few hospitality staples:
- HVAC filters — monthly to quarterly depending on occupancy.
- Smoke/CO detectors — test quarterly, batteries twice a year.
- Water heaters — flush annually.
- Kitchen hoods & grease traps — on a code-driven schedule.
Start with manufacturer recommendations, then adjust based on what actually fails.
Step 3: Assign and schedule
A plan nobody owns is a plan that slips. Each recurring task needs an owner and a due date that shows up before it's overdue — not a note in someone's head. This is exactly where software beats a binder: recurring work orders generate themselves and land on the right person's list.
Step 4: Close the loop with the people who see problems
Your housekeepers walk every room, every day. They are your best early-warning system. When it's easy for them to flag a worn outlet or a slow drain — and that flag becomes a tracked work order automatically — you catch dozens of small issues before they escalate.
Step 5: Measure and adjust
Track how often each asset needs reactive repair. If a unit keeps breaking despite being "on schedule," service it more often or replace it. Your plan should get smarter every quarter.
Making it stick with Roomward
Roomward turns this plan into something your team lives in, not a document they forget. Recurring maintenance becomes scheduled work orders, every asset carries its full service history, and housekeeping can flag issues from any room in a tap — so they become work orders instantly.
Start a free 14-day trial and build your property's plan in an afternoon.