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The building maintenance is a crucial work and responsibility into the equipment and building to provide the services and maintenance. According David Allen the effective maintenance management should include many skills, such as business management techniques, property and contract law and an appreciation of sociology and the quality and efficiency of a building maintenance management operation depends, to some extent, on how information on the condition of the building, the needs of the users and the works carried out, is collected and used. (Allen, 1993).
On this study is identifying the best approach that can be used as to ensuring the efficiency in the building maintenance is at the initial stage as known as designing stage. Other than that, it is determined by the new strategic thinking into organization such the regulation to control the quality. This study also identifies the method of supported by the computerized maintenance management systems (CMMS) to ensure the efficiency and effective in building maintenance.
Nowadays, in the modern and technology era the development has rapidly emerging with the great and intelligent building. Apart from that, as the property manager has an important role and responsible in management and maintenance that property. In order to achieve the best possible property manager, they must face to challenge with other people of practice to convince the end user or owner of the building in term the selection such more toward refer on the experience of practice in the scope the ability to provide and ensuring the efficiency in the building maintenance.
Efficiency can be defined as aÂÂ level of routine that designates a processÂÂ that uses the minimum volume of inputs to create the maximum volume of outputs. Efficiency recounts to the use of all inputs in generating any given output, including time and energy (Investopedia, 2012). In other word the efficiency can be known as the measuring performance to running the business those involved the outputs such as cost, time, and energy to get effective and systematic results.
However, a building is a structure that is permanently close to the land, has a roof, is partly or completely enclosed by walls, and is not intended to be transportable or moveable (University system of Georgia).
Maintenance is defined as the required processes and services undertaken to preserve, protect, enhance and care for the fabrics and services after completion (Olanrewaju Abdul Lateef, 2010)While according The Urban Homesteading Assistance Board (U-HAB) and Department of Housing Preservation and Development (HPD) of the City of New York is generally defined as the work that is done on a regular basis to keep your building in good working condition: extensive the halls, safety and good services.
Therefore the committee on building maintenance recommended the following addition: "improve any facility, such as each part of a building, its services and surroundings to a presently suitable standard and to sustain the utility and value of the facility" (David Allen, 1993).
3.0 Design and construction stages
The design process is the essential preliminary activity for all building. It is an importance stage to determine the future cost, time, energy on the future maintenance. When we speak of ease of maintainability, we mean the condition of an item surface that permits its repair, adjustment and cleaning. Apart from that, in the building design stage as the property manager has taken part in discussion on the professional team meeting in term the advice how the way types of maintenance will be involved before to the next stages.
In activities during construction, if at all possible, the maintenance manager should be on the payroll during the latter stages of construction of the facility, if it is other than the simplest sort of building, such as a prefabricated metal warehouse. The personnel should make regular inspections of the facilities during construction so that they will be aware of the materials involved, the location of items that will later be hidden from view and the easiest means of access. At this time they should also take photographs and prepare diagrams and plans to supplement those which would ordinarily be provided (Feldman, 1975).
4.0 New management thinking
Nowadays, the people most prefer on the priority and satisfaction to looking for the convenience. Apart from that, as the property manager should provide the good services and maintenance to the tenant and owners of the building. So that business process re-engineering has to taking in consideration to ensuring the efficiency in building maintenance to avoid from obstruction and barrier to the tenant and owner to carry out their work. There are a few types of new management thinking such as business process re-engineering, strategic management plan and soon.
Business process re-engineering is defined as the means by which an organization can achieve radial change in performance which can be measured by cost, cycle time, service and quality (Singh, 1996). The change is effected by the application of a variety of tools and techniques that focus on the business as a set of the related customer oriented core business processes rather than a set of organization functions. Just in the time (JIT) and Total Quality management (TQM) are improvement concepts seeking to create the ââ‚¬Å“doing it right the first timeââ‚¬Â atmosphere. Business Process Reengineering on the others seeks a radical rather than merely continuous improvement. BPR concentrate on core business processes and uses the specific technique within the JIT and TQM approaches as enablers and broadens the process vision. Reengineering of core business processes take place when operational technical and business knowledge are used in a unified way in order to achieve sustainable competitive advantages (Singh, 1996).
Other than that, strategic management is very important in each organization to make sure the objective will be achieve for example it as a guide and control the activities to become efficiency and effectively. The strategic management is including policy making, objectives, policy interpretation, programme formulation, programme implementation, programme activation, outcomes, monitoring and feedback such in figure 1 below.
Sources: (Gurjit Singh, 1996)
5.0 Computerized maintenance management system (CMMS)
The Maintenance management systems is a computerized database aimed to enhance the management of delayed maintenance and capital enhancement activities through the service by using uniform procedures to document and list field facility and equipment needs and to report accomplishments. It is a management tools for planning and budgeting delayed of maintenance, capital improvement, equipment repair and replacement, and construction projects (U.S. fish and wildlife service department of the interior, 2002).
In the information technology era the computerized maintenance management systems has a few functions. These including (Fahriye Uysal, 2012):
Equipment management and control;
Plant management and control (purchasing cost, amortization plan, etc.);
predictive maintenance procedures (interventions, planning, schedule);
Drawing and document management and control;
Planned and unplanned maintenance management;
Work orders management;
Resource management (technical, staff);
Historical data analysis;
Cost and budgeting control;
Inventory management; and
Purchasing orders management.
In addition, CMMS transform maintenance records with data into proper information for decision making in maintenance. In order to do so, they need to have a suitable technical database structure, and an efficient work orders management system for data input, update and control. The database must have the information which is required to execute different nature of maintenance actions (Marquez and Herguedas,2004).
In a modern maintenance management must begin an effective quality control programme. This quality control plan aims at efficient and economical procedures which include enhancement in equipment consistency, improvement in maintenance productivity, and reduction in quality costs. Quality information on these three different performance aspects is obtained from user feedback and maintenance feedback. A quality-controlled procedure needs to be developed which should aim at finding rework of maintenance jobs and the workers responsible for such reworks. This improves maintenance productivity (Fahriye Uysal, 2012). Therefore, CMMS is systematic software to running the business especially in building maintenance to ensuring the efficiency in term of service and maintenance.
As a conclusion, building maintenance is a crucial work to retain the services and maintenance to provide the economic life to make sure in the good condition to the tenant and owner of building. Besides that, to ensuring the efficiency in the building maintenance we need a few points such involved in design stage, new strategic thinking, computerized maintenance management systems and soon.
Apart from that, to consider the design of building, it wills influent the amount of cost, time, energy and other in future maintenance after the building has complete. So, property manager has to advice on the project in term of the ability the business of building to survive. Other than that, the organization structure must have the guideline such as objective, vision, mission and so on to control the quality of work. Finally, computerize maintenance management system as a system to facilitate the management of building maintenance.