The Condominium's Planned Maintenance Programme

A planned maintenance programme is the tool through which a condominium moves from the logic of breakdown to that of prevention. Instead of intervening only when something breaks, the common parts are surveyed, the deadlines of recurring checks and works are set, and the related budget is provided for. The result is more economical, safe and transparent management that reduces emergencies and spreads costs over time, avoiding concentrated extraordinary outlays.

Breakdown maintenance versus planned maintenance

In breakdown maintenance, repairs happen when a system or structure stops working. It is the most common model but also the most expensive: breakdowns arrive at the worst moments, require urgent work at higher prices and can cause knock-on damage. Planned maintenance, by contrast, anticipates decay with scheduled checks and replacements, extending components' life and making spending predictable.

Not everything is planned in the same way: for systems subject to mandatory checks the deadlines are imposed by law, while for other common parts the plan is based on the expected life of materials and on management experience.

Surveying the common parts

The plan starts from an orderly inventory of the common parts listed in Article 1117 of the Italian Civil Code and of the systems serving the building. For each element, its condition, age, technical data and available documentation are noted. A useful support is the condominium register provided for by Article 1130, number 6, of the Italian Civil Code, which gathers data on the safety conditions of the common parts.

The typical areas to map in a maintenance plan are:

• Central thermal system and domestic hot water production
• Lifts and lifting systems
• Roofs, flat roofs, facades and balconies
• Water, sewage and rainwater collection systems
• Common electrical system, lighting and earthing
• Fire-fighting systems, automatic gates and video door entry
• Green areas, courtyards and external paving

Setting deadlines and priorities

For each surveyed element, the frequency of checks and works is established. Some intervals derive from regulations, such as the checks on systems subject to periodic control; others rest on manufacturers' instructions and sector technical standards. Priorities are assigned by cross-referencing the probability of failure with the consequences: an element that, when failing, endangers safety comes before one causing only aesthetic inconvenience.

Distinguishing ordinary from extraordinary maintenance is also essential for powers: the former falls among the acts of preservation the manager may arrange, the latter, when significant, requires a resolution of the owners' meeting under Article 1135 of the Italian Civil Code.

The budget and the fund for works

A credible plan has an economic side. Recurring maintenance enters the annual budget, while larger extraordinary works can be addressed with a special fund, which by law must be set up when the meeting approves extraordinary maintenance and renovation works of a significant amount. Planning in advance makes it possible to set aside resources gradually and avoid sudden, burdensome requests to owners.

Cost allocation follows the rules of Articles 1123 and following of the Italian Civil Code, by thousandths (millesimi) or by use, depending on the nature of the work and the applicable tables.

Bringing the plan to the meeting

The maintenance plan should be shared with the owners' meeting, which discusses its priorities and approves the works and costs. Presenting a clear document, with the state of the common parts, the deadlines and the estimated costs, helps owners understand the reason for the requests and reduces conflict. A shared plan also makes it easier to obtain the majorities needed for extraordinary works.

The manager updates the plan after each intervention and after seasonal inspections, so that it always reflects the building's real state and becomes the basis for decisions in later years.

The benefits of planned management

A condominium that plans maintenance reduces overall costs, improves safety, preserves the property's value and strengthens trust between manager and owners. Planning turns maintenance from a source of unwelcome surprises into a predictable, documented process, valuable also in the event of disputes or of a handover between managers.

With AmministraPro the manager can build the maintenance plan, associate deadlines and documents with each common part, monitor works and link them to the budget and resolutions. The scheduling and reporting features are described on /funzioni, while the plans for every type of firm are on /prezzi.