In the high-stakes world of multifamily property management, one philosophy separates the industry leaders from those constantly fighting fires: preventative maintenance. It's a deceptively simple concept with profound implications for your bottom line, resident satisfaction, and team morale.
As someone who's spent years consulting with property management companies across the country, I've witnessed firsthand the dramatic difference between properties that embrace preventative maintenance and those stuck in reactive cycles. The contrast couldn't be more stark.
"Fix it before it breaks. Pay a dollar now so you don't have to pay five or ten later," says Adrian Danila, founder of Multifamily X Consulting Group and former maintenance operations leader for portfolios spanning 32,000 apartment homes across industry giants, including Greystar, Cortland, and PMG.
This golden rule of property maintenance encapsulates why preventive maintenance isn't just a good idea—it's a financial imperative. For every dollar invested in preventive measures, properties save an estimated $5-10 in emergency repairs, property damage, and operational disruption.
Think about it: which would you prefer? A scheduled $85 maintenance check of an HVAC system or a $1,500 emergency replacement when it fails during a heatwave? A routine $25 inspection that catches a minor leak or a $5,000 remediation for the water damage and mold that developed because no one noticed it?
The math isn't complicated. It's overwhelming.
Most properties operate in a perpetual state of reaction—responding to leaks after water is pouring through ceilings, addressing HVAC failures when temperatures are extreme, and fixing appliances only after residents are already frustrated.
"It's the difference between being proactive and reactive," explains Adrian Danila, who has trained countless maintenance professionals as part of the National Apartment Association's CAMT curriculum. "Most properties operate reactively—responding to leaks and floods after they happen. Preventative maintenance helps catch small issues before they turn into big problems. Reducing emergency calls by 20-30% is possible with good PM."
The numbers back this up. Properties with robust preventative maintenance programs report:
When you consider that emergency calls can cost 3-4 times more than scheduled maintenance, these numbers translate to significant savings—both financial and reputational.
Many maintenance professionals initially view preventive maintenance as just another task on their overflowing plate. One candid expert reflects: "When I started, I didn't see its value—it wasn't explained well, and it felt like a chore. We were expected to do 500 units in a week on top of daily work."
This sentiment resonates with many property teams struggling to balance immediate needs with long-term planning. The key is implementation: "If it had been spaced out more reasonably, I would've seen it differently," our expert continues. "Now I understand the long-term value and importance."
The lesson? Preventative maintenance isn't about doing everything at once—it's about consistent, manageable efforts that compound over time.
Not all systems are created equal when it comes to preventative needs. Industry consensus points to several critical areas that should never be neglected:
HVAC systems represent some of your most significant capital investments and are among the most common sources of resident complaints. Regular maintenance—filter changes, coil cleaning, system checks—can extend equipment life by 30-40% while reducing energy consumption by up to 15%.
"As an EPA Proctor, I can tell you that HVAC systems are number one—they last longer and require fewer service calls when maintained," notes Adrian Danila, who has managed extensive capital projects and renovations throughout his career. "A well-maintained system can operate efficiently for 15-20 years, while neglected units often fail within 7-10 years."
Water damage is among the costliest and most disruptive issues in multifamily properties. Regular inspections of all water sources—checking for slow leaks, testing water pressure, examining seals—can prevent catastrophic failures.
"We'd find leaks during inspections that, left unchecked, could have turned into mold or floods," shares David Thompson, Maintenance Director at Evergreen Properties. "Every full-property PM run reveals several issues that, if not caught early, would cost tens of thousands to fix."
Few things frustrate residents more than malfunctioning appliances. Simple preventative tasks like cleaning refrigerator coils and checking dryer vents not only extend appliance life but prevent fire hazards and energy waste.
"Refrigerators are next—keeping coils clean matters more than most people realize," explains Adrian Danila on his Multifamily Chronicles podcast. "A dirty coil forces the compressor to work harder, shortens its lifespan, and drives up energy costs. Five minutes of cleaning can add years to an appliance."
Modern property management requires modern solutions. "Maintenance apps are key—especially those that notify you automatically when it's time for preventative inspections or service," notes a technology-focused maintenance supervisor.
Today's property management platforms offer automated scheduling, digital checklists, photo documentation, and trend analysis that transforms preventative maintenance from an administrative burden into a streamlined process.
This is where smart access control systems like Gatewise become invaluable. By integrating with your maintenance management system, cloud-based access control eliminates the logistical headaches of unit entry, key management, and scheduling coordination that often derail even the best-intentioned preventative maintenance programs.
Even with clear benefits, implementing preventative maintenance across hundreds of units can feel daunting. Success requires a strategic approach:
"How do you fit 200–500 inspections into existing work? Break it down: one building a week, ten apartments a week. Like eating an elephant—one bite at a time," advises Danila, drawing on his experience overseeing maintenance operations for portfolios with up to 32,000 apartment homes. "The teams that succeed are the ones that make preventative maintenance a habit, not an event."
This incremental approach prevents team burnout while ensuring steady progress. Properties that attempt to complete all preventative maintenance in concentrated bursts typically fail to sustain their programs.
Frontline maintenance teams need more than directives—they need resources. "Give them the tools—and budget," emphasizes Rebecca Torres, Regional Manager for Summit Housing Group. "Managers often say there's no budget for PM, which puts maintenance staff in a tough spot."
Forward-thinking companies allocate specific budgets for preventative maintenance rather than forcing teams to pull from emergency repair funds. Some even create dedicated roving preventative maintenance teams that support multiple properties.
The most effective way to secure buy-in from skeptical team members? Results.
"Learn from those who've done it. Network. Find early adopters and use them as champions to drive buy-in and execution across the team," recommends Danila, who's successfully implemented preventative programs across 30+ properties.
Nothing convinces like success. Document early wins, share specific examples of crises averted, and quantify the reduction in emergency calls.
How do you know if your preventative maintenance program is working? Patience and consistent tracking are key.
"Do it consistently through a full resident cycle—about 18 months—and compare your maintenance expenses before and after," suggests Danila. "If done right, the numbers will show the value."
Several Computerized Maintenance Management System (CMMS) software solutions can help track preventive maintenance. Some popular options include Limble, UpKeep, Maintenance Connection, eMaint, Fiix, and Safety Culture. These systems offer features like work order management, preventive maintenance scheduling, and asset tracking.
Key metrics to track include:
This last metric is often overlooked but critically important. As Adrian Danila puts it: "Don't look the other way—pay a dollar now to avoid paying ten later. Good PM also supports employee retention. Think about all the 2AM leak or AC calls you can avoid. That makes life easier for your teams—and keeps them around longer."
In an industry plagued by staffing challenges, preventative maintenance's contribution to employee retention can be as valuable as its financial benefits.
As we look ahead, several trends are reshaping preventative maintenance:
Smart sensors that detect water leaks before visible damage occurs. IoT devices that monitor equipment performance and predict failures. Keyless entry systems that streamline maintenance access and enhance security.
"On the tech side: automation, keyless locks, remote access, and sensors detecting leaks or fire risks," predicts Adrian Danila, who leverages his unique perspective as both a maintenance expert and entrepreneur to spot emerging industry trends. "The properties that embrace these technologies today will have a significant competitive advantage within the next five years."
"On the people side: staffing shortages will worsen. Third-party management firms are growing but often don't prioritize maintenance, leading to high turnover and lower service quality," warns Danila. With skilled maintenance professionals increasingly difficult to hire and retain, preventative strategies that reduce emergency workloads become even more critical.
As the complexity and technical requirements of building systems increase, more properties are turning to specialized preventitive maintenance providers rather than relying solely on in-house teams.
If the prospect of overhauling your maintenance approach seems overwhelming, remember this advice from Adrian Danila: "The most common mistake property teams make when it comes to preventative maintenance? Not doing it at all. Just doing it already puts you ahead of the game."
Even implementing basic preventive checks on your most critical systems will yield benefits. Perfect execution isn't required—consistent effort is.
Every property faces the same choice: invest in prevention today or pay significantly more for repairs tomorrow. The evidence overwhelmingly supports prevention.
"The light at the end of the tunnel? Turnkey service companies and tech are starting to fill the gap," notes Adrian Danila, whose law degree from Romanian American University brings a unique analytical perspective to his multifamily expertise. "This simple principle, applied consistently across your property operations, transforms more than your maintenance budget—it elevates your entire property management approach."
Ready to transform your maintenance operations from reactive to proactive? Gatewise's cloud-based access control system integrates seamlessly with your preventative maintenance program, eliminating the logistical barriers that often derail even the best maintenance intentions.
With Gatewise, your maintenance teams can:
Don't let outdated access systems be the weak link in your preventative maintenance program. Contact Gatewise today for a demonstration of how modern access control solutions can enhance your preventative maintenance efforts and protect your property investments for years to come.
Gatewise offers a simple and modern gate entry system that provides residents with a mobile app and managers with a cloud-based management portal.
