Smart maintenance for the municipal premises of the future

Challenge

Planning maintenance for schools and ski facilities

Huddinge Samhällsfastigheter is a municipally owned property company with a broad portfolio that includes schools, preschools, sports facilities, and senior living facilities. Yes, even ski slopes. The question they have asked themselves is how best to work with maintenance for long-term, sustainable property management of the municipality’s portfolio.

Christian Östermark, maintenance strategist, and his colleague Johan Jägerström, business developer, explain that the organization used to be mainly reactive when it came to maintenance. Much of the knowledge about the facilities also sat in the heads of individual employees, which led to a fragmented picture of the needs and made it hard to create a unified strategy for preventing problems.

“It’s been hard to work with. We have a property system where we have all the spaces entered with floors, walls, and ceilings, but that adds up to a huge number of entries for one facility or building, which makes it hard to see the big picture.”

Solution

From mapping to annual planning wheel with Planima

Huddinge Samhällsfastigheter has been a Planima customer since 2022 and uses the services to give strategic direction to its facility maintenance. Much of the initial work was about taking inventory, mapping, and getting all the facilities into the tools. After that, annual planning wheels were created showing when different maintenance activities should be carried out, and they introduced regular maintenance councils to ensure good dialogue within the organization.

“We know what to do, when to do it, and who should do what,” says Christian. “It’s not just Christian who should drive this maintenance work, but the whole property management organization that should be involved and provide support,” adds Johan.

And it’s no small organization. In total, 135 people work in the operations, but the organization also has to check in with politicians on what needs to be done. Here, too, Planima serves as a pillar of support thanks to the ability to create clean, clear reports with great flexibility.

“What are we going to talk about, or what are we going to look at? We can filter and zoom in on different parts of our maintenance. Because we’re not always talking about the whole picture; it might be specific parts we need to look at depending on what’s on the agenda right now. Then there’s the overview of costs for the years ahead and the different cost views that show what things look like in a good way. You don’t have to be a maintenance strategist to understand them.”

Results

A shared view of maintenance and more time for what matters

Since Planima was introduced, Huddinge Samhällsfastigheter has gained a clear and structured maintenance strategy. It has not only led to them achieving their goal of becoming more proactive, but also to a shared picture within the organization of how the work should be done.“The greatest value is that we get a shared view of how we should manage our maintenance. We get a tool that helps us show what maintenance we have ahead of us, what needs we have, and what resources are needed for us to manage this,” says Johan.By making it easier to plan and carry out maintenance measures, employees also get the opportunity to focus on value-creating activities.

“I feel that it frees up time for me to be out where I do more good.”
Johan Jägerström, business developer, Huddinge Samhällsfastigheter

Going forward, Huddinge Samhällsfastigheter will also use more of Planima’s modules.

“The project module is going to be great for us. Bringing our maintenance projects together, bundling maintenance measures into a package. We’ve done that before in Planima with tags, but now it becomes clearer in the project module. And the PDF exports look really good!”

With a shared maintenance strategy that runs through the whole organization and clear processes and routines, Huddinge Samhällsfastigheter has created the conditions for sustainable, long-term management of its facilities, and that is of great value to both today’s and tomorrow’s residents.“We need to have our premises meet the municipality’s needs, and schools and preschools will be needed for a very long time. So it’s about taking care of our things,” says Johan.