100 maintenance plans in 30 days – how KBAB got an immediate overview of its portfolio

Challenge

Poor overview and scattered data

Karlstads Bostads AB is one of the largest housing companies in Värmland, with 110 facilities in its portfolio – everything from apartment buildings built in the 1940s to new construction from 2025 – with almost 8,000 apartments as well as commercial premises, preschools, supported housing, and more.

In short: a broad portfolio that requires an overview, structure, and a clear strategy to be maintained and developed.

Andreas Sälgvik, who stepped into the role of technical property manager in connection with a reorganization at KBAB in early 2025, explains that the company had a lot of data about its facilities, but that it was scattered, inconsistent, and hard to get a grip on. It needed to be consolidated to be usable for planning and for making well-founded decisions.

“We had the classic setup that I think many in the industry are still wrestling with. An Excel file with requests, needs, and urgent issues here, information in some SharePoint there. Divided responsibilities that created gray areas and a lack of clarity. I suppose we had a rough idea of what things looked like out there. But it’s very hard to show anything with just an Excel file or standalone statistics from another system.”
Andreas Sälgvik, KBAB

Solution

User-friendly maintenance platform with clear visualization

Quite simply, KBAB needed a platform where they could gather all the data and boil it down to actionable maintenance plans, as well as visualize the facilities’ needs in both the short and the long term. They needed Planima.

No sooner said than done: in January 2026, Andreas had his first kickoff meeting with Linda Örtegren, Senior Customer Success Manager at Planima. And the rest, as they say, is history. Andreas and his colleagues got up and running in Planima in record time.

“I remember that we had our kickoff meeting in mid-January, where I went through how Planima works. And we set the goal that they would have done three maintenance plans before what we usually call a ‘practical follow-up’, which we booked a week later. But by that meeting, Andreas had already done 30!”
Linda Örtegren, Planima

A fast start – with the right strategy

And the efficiency didn’t stop after 30 plans. In fact, it took Andreas and his colleagues only one month to create maintenance plans for 100 of the company’s facilities, which quickly gave them a much better grasp of their portfolio.

The secret? Andreas jokes that it’s just a matter of locking yourself in the basement, putting on headphones with good music, and grinding away until you’re done, but then expands on his reasoning.

“I guess it comes down to the same thing as maintenance work in general: being structured, focused, and thinking long-term. We started with the cost drivers, had a clear structure, and made sure to celebrate small wins along the way so we could think ‘great, we’ve come this far’ instead of ‘oh, there are 90 facilities left’.”
Andreas Sälgvik, KBAB

Celebrated progress along the way

A colleague came up with a simple but smart tip: they set up a list of all facilities and component categories in a separate document. Every time they filled in data for a facility, it was marked green, so the team could see with their own eyes that they were making progress.

It sounds like a small thing. But anyone who has sat in front of a screen for hours entering numbers knows that every green cell or row makes a difference.

Results

A clear overview – after just a couple of weeks

After just a few weeks, KBAB began to see the effects of getting its data into Planima. The visual overview – per facility, with bar charts and figures – carried a completely different weight compared with the old Excel file.

The team is already using the data in its budget work and has started using it to visualize the facilities’ needs internally. The next step is to refine the data and gradually broaden the plans with more component categories, but that’s a job that can be done gradually. Property management is ongoing work, and KBAB already has good conditions to know, plan, and act on its data.

“We already knew roughly where we stood. But now we got figures and bar charts that showed it in black and white. Above all per facility – that’s very convenient and makes our planning and prioritization easier now that we’re working on next year’s budget.”
Andreas Sälgvik, KBAB

From gut feeling to control

KBAB’s journey shows that going from scattered data and gut feeling to a structured maintenance plan that the whole organization can access doesn’t have to take forever. With the right strategy, good priorities, and focused time, it can go faster than you think.

Andreas Sälgvik has jokingly been given the nickname “The Machine” at Planima’s office – and it’s not hard to see why. But the most important thing about this story isn’t necessarily that it went fast. The most important thing is that it shows it can actually be done.

In 30 days, 100 facilities went from reactive to Framåtriktad fastighetsförvaltning, and Andreas and his colleagues will be able to keep creating great value for the portfolio for a long time to come.