Proper upkeep is key to preserving the longevity of an association’s assets. Adopting the right maintenance strategy can determine whether or not the community remains well-maintained for a long period. Which is the better strategy: preventive maintenance vs reactive maintenance? Let’s find out.
Preventive Maintenance vs Reactive Maintenance: What’s the Difference?
Before we determine which is better, it’s important to differentiate preventive maintenance vs reactive maintenance. How does preventive maintenance differ from reactive maintenance?
Preventive Maintenance
Preventive maintenance, also called proactive maintenance, can be defined as maintenance tasks performed to mitigate potential problems. It is performed while the asset is still functioning normally. The goal is to extend the asset’s life, improve efficiency, and reduce repair costs. Preventive maintenance also reduces the associated cost of downtime due to breakdowns.
In addition, preventive maintenance upholds the safety and regulatory standards of each asset. For instance, cleaning and maintaining the community’s drainage systems prevents water from pooling on the road. This prevents water damage and keeps pests (like mosquitoes) at bay. A functioning drainage system also prevents flooding, keeping residents and their property safe.
Reactive Maintenance
Reactive maintenance is the complete opposite of preventive maintenance. It involves the repairs and maintenance performed after a problem has occurred. Often, these breakdowns result from existing issues in the asset or unit. From the previous example, leaving drainage unmaintained for an extended period may result in excess water pooling, eventually forming potholes on the road. In reactive maintenance, the HOA will only take action once the potholes have been spotted.
Crucially, reactive maintenance is almost impossible to eliminate. No matter how religiously you care for an asset, you will eventually need to make repairs. Everything is subject to wear and tear—preventive maintenance can only delay the inevitable or reduce its impact.
Which is Better: Preventive or Reactive Maintenance?
Both preventive maintenance and reactive maintenance have pros and cons. For many HOAs, the former seems costly because it entails upfront costs. Many associations may also think it’s unnecessary if an asset seems to be working just fine. Why fix a problem that isn’t there?
However, preventive maintenance is generally the better option. Why is preventive maintenance better than reactive maintenance? Here are a few reasons.
1. Lower Maintenance Costs
It’s a common misconception that preventive maintenance is more expensive than reactive maintenance. The cost of repairs is usually much higher than preventive maintenance, especially if there is significant damage to the asset. You might even need to replace the item if the damage is big enough.
Additionally, sometimes problems only become apparent after significant damage. For example, you might find a leak in the clubhouse basement. Fixing a leak is usually not that hard, but a leak there may signify water damage elsewhere — in the plumbing system, walls, or even foundation. All of these could have been avoided with regular preventive maintenance.
2. Early Problem Detection
Preventive maintenance protocols may require regular inspections, allowing HOAs to detect potential problems before they get out of hand. It is a more cost-effective way of maintaining the common elements, as minor maintenance tasks usually cost less than major repairs.
3. Less Downtime
Early problem detection reduces the downtime you might have to face if an asset malfunctions. For example, HOAs may only need a few days to seal minor cracks in a well-maintained road. On the other hand, a neglected road might have more potholes that may even require entire road closures. This can be inconvenient for the community members, as they have to use alternate paths to get to their homes.
In addition, preventive maintenance can be scheduled during more convenient hours to reduce downtime. They are less urgent than reactive maintenance. Residents can use the amenities and common areas as usual during the day while being fixed at night.
4. Asset Longevity
Every homeowner association asset, whether a road, building, or equipment, has a life expectancy. Nothing lasts forever, and everything will eventually need repair or replacement. However, homeowners associations can prolong the life span of an asset with proper care.
5. Fulfills the Board’s Fiduciary Duty
The HOA board has a fiduciary duty to the community. They are responsible for keeping the common areas clean and in proper working condition. Nobody wants to live in a neighborhood with dilapidated buildings or leaky water pipes. Thus, they must ensure that all shared spaces are always in good shape—even if it means higher upfront costs and more frequent maintenance activities.
6. Preserves Property Values
HOAs exist for one primary reason: to preserve and enhance property values. Communities must be in good shape to attract potential buyers and raise home prices. While the board can choose to only address issues as they arise, proactive maintenance is preferable as it ensures the cleanliness and attractiveness of all common areas.
What Is Predictive Maintenance?
Predictive and preventive maintenance are similar in that they prevent significant issues from arising. However, the key difference is in the use of information. Preventive maintenance activities are often performed according to a routine regardless of signs of an asset’s breakdown.
In contrast, predictive maintenance uses technology or in-depth studies to anticipate when an asset will fail. The HOA can then implement a maintenance plan that precisely targets the issue. They can perform maintenance tasks to address or mitigate the expected failure.
For example, preventive maintenance protocol may require the HOA to replace parts of its HVAC system every few months — even if they are still in good condition. The HOA will use HVAC system sensors to monitor performance and predict breakdowns in predictive maintenance. The HOA can then conduct preventive maintenance before the failure happens.
Ideally, homeowners associations should adopt a mix of predictive and preventive maintenance activities to maintain their community.
Choose Preventive Maintenance
Which is better, preventive maintenance or reactive maintenance? While the latter is unavoidable in the long term, regular preventive maintenance can significantly extend the lifespan of community assets. It helps the board create a more relaxing environment and keeps residents satisfied.
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