Preventive Maintenance (PPM) is supposed to reduce breakdowns, extend asset life, and keep operations smooth.
But in reality, most FM companies in the UAE and Saudi Arabia struggle to implement it effectively.
If you speak to any Facility Manager, the story is the same:
“Our PPM is planned, but it never happens on time.”
Why does this happen?
Below are the most common reasons — and how the right FM ERP can fix them.
1. PPM Schedules Are Built Once and Never Updated
Many companies build a yearly PPM plan in Excel or a basic system and assume it will remain accurate.
But over the year:
- Assets are replaced
- New equipment is added
- Sites expand
- Tenants change
- Contract scope evolves
As a result, the PPM calendar becomes outdated and technicians start skipping tasks.
How to fix this
Use an ERP that auto-updates PPM whenever assets, sites, or contracts change.
PurpleFM, for example, rebuilds the PPM calendar dynamically and keeps supervisors informed.
2. Technicians Don’t Get Clear, Timely Reminders
Most PPM tasks fail simply because:
- Technicians don’t see the schedule
- Supervisors forget to assign
- There’s no real tracking
- Notifications arrive late or not at all
How to fix this
Use a mobile app that:
- Pushes PPM tasks directly to technicians
- Shows priority, instructions, checklists, and previous history
- Sends alerts for upcoming and overdue tasks
A technician who gets a clear push notification rarely misses a job.
3. Lack of Asset History Leads to Wrong Decisions
PPM only works when you know:
- Past breakdowns
- Replacement history
- Warranty status
- Spare parts used
- Vendor service records
Most companies don’t have this history organized.
How to fix this
Maintain a digital asset register with:
- QR codes
- Maintenance logs
- Warranty records
- Life-cycle data
With this, supervisors make decisions based on data, not guesswork.
4. PPM Is Skipped When Emergency Calls Increase
FM teams in UAE & KSA often face:
- Sudden breakdowns
- Tenant complaints
- Overloaded technicians
- Seasonal peak periods (e.g., summer HVAC demand)
Emergency calls push preventive work to the background.
How to fix this
Use workload balancing:
- Automatic distribution of work orders
- Technician utilization dashboards
- SLA-based prioritization
This ensures PPM doesn't stop when reactive jobs spike.
5. No Real Visibility for Management
Most managers only know PPM is delayed after clients complain.
Why?
- No daily dashboard
- No PPM status reports
- No SLA tracking
- No automated escalations
How to fix this
Use real-time dashboards showing:
- PPM completion %
- Overdue tasks
- Technician performance
- Upcoming load
Management can intervene before the client escalates.
6. PPM Documentation Is Poor or Missing
Many companies still rely on:
- WhatsApp images
- Paper checklists
- Manual signatures
- Scattered Excel files
This leads to disputes, rework, and compliance issues.
How to fix this
Use digital checklists that capture:
- Photos
- Notes
- Measurements
- Customer signatures
Everything stays stored under the asset’s profile.
The Real Reason PPM Fails
It’s not because FM teams don’t want to do it.
It’s because the tools are outdated.
When PPM relies on Excel, WhatsApp, or paper forms —
even the best facility managers cannot execute properly.
How an FM ERP Solves the Entire Problem
A modern FM ERP like PurpleFM helps you:
- Automate annual PPM planning
- Send reminders to technicians
- Track real-time task completion
- Maintain asset life cycles
- Manage SLAs and escalations
- Generate PPM performance reports
- Provide a full mobile app for site teams
This turns PPM from a “hope it happens” process
into a controlled, predictable, and measurable system.
Conclusion
FM companies in UAE and Saudi Arabia can dramatically reduce breakdowns if they fix the core reasons PPM fails — outdated tools, lack of reminders, no asset history, and no real visibility.
By moving to a smart FM ERP, preventive maintenance becomes:
- On time
- Trackable
- Efficient
- Client-friendly
- Technician-friendly