Top 5 commercial maintenance mistakes that could be costing you thousands

Effective commercial building maintenance isn’t just about fixing problems—it’s about safeguarding your property investment, ensuring full compliance, and creating a productive, safe environment for employees. At COEL, we’ve spent decades supporting offices, laboratories, and industrial spaces across the UK, and we know where businesses often go wrong. These avoidable mistakes can lead to unnecessary expense, operational downtime, and even regulatory risk.

Our specialist Commercial Maintenance Team has compiled the most common pitfalls and practical solutions to help you protect your assets and optimise performance.

1. Ignoring Preventative Maintenance

The Mistake:
Skipping routine inspections to save money often results in expensive emergency repairs. Reactive maintenance can cost up to three times more than planned maintenance.

The Fix:

• Implement a Planned Preventative Maintenance (PPM) schedule for HVAC, electrical, plumbing, and fire safety systems.
• Use a CMMS (Computerised Maintenance Management System) to automate tasks and reminders.
• Schedule seasonal checks to avoid peak-season failures and ensure uninterrupted operations.

2. Overlooking Roof and Exterior Inspections

The Mistake:
Roof leaks and façade deterioration can lead to water ingress, mould, and structural damage – issues that cost thousands to fix and disrupt business continuity.

The Fix:

• Conduct bi-annual roof inspections and clear gutters regularly.
• Seal cracks and check drainage systems to maintain building integrity and prevent long-term damage.

3. Neglecting HVAC Health

The Mistake:
Dirty filters and skipped servicing shorten equipment lifespan and increase energy bills. HVAC failures account for 34% of equipment breakdowns in commercial buildings.

The Fix:

• Replace filters and clean ductwork regularly.
• Schedule professional servicing twice a year to maintain efficiency.
• Monitor performance trends to catch issues early and avoid costly downtime.

4. Poor Documentation and Compliance Oversight

The Mistake:
Failing to keep accurate maintenance records and compliance certificates can result in fines and legal exposure, and reputational damage.

The Fix:

• Maintain a digital asset register and compliance calendar for full visibility.
• Ensure timely inspections for fire safety, water hygiene, and electrical systems.
• Store reports centrally for easy audit access and peace of mind.

5. Skipping Minor Repairs

The Mistake:
Ignoring small issues like leaks or flickering lights often leads to major failures and higher costs.

The Fix:

• Train staff to report minor faults promptly.
• Use real-time reporting tools for quick issue logging.
• Address small repairs during routine inspections to prevent escalation.

Why Planned Preventative Maintenance (PPM) Services Matter

Investing in PPM services for commercial buildings can reduce costs by up to 30%, extend asset life, and improve tenant satisfaction. A proactive approach ensures compliance with UK regulations and avoids costly downtime.

At COEL, our maintenance solutions are tailored to your building’s unique needs—whether you manage an office, laboratory, or industrial facility. We combine technical expertise, advanced systems, and decades of experience to keep your workspace safe, compliant, and operational.

Ready to protect your investment?
Discover our Planned Preventative Maintenance services or enquire about our reactive maintenance support

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