From static Excel documents to four hours saved per maintenance plan

Challenge

Static Excel documents that quickly lost their value

In addition to maintenance plans, Sustend also carries out inspections and manages maintenance and renovation projects for all types of property owners. Before Planima, they produced the maintenance plans in Excel and delivered them to clients as static documents.

“Back then, we delivered the maintenance plan to the client as a static document, which made it difficult to keep the plan up to date.”
‍Andreas Engberg, regional manager Gothenburg, Sustend

A maintenance plan that the property owner can’t continue working with on their own quickly loses its value. Sustend therefore had to visit its clients repeatedly to update the plans manually – a cumbersome and awkward process that became increasingly hard to manage as the client base grew.

“Existing systems were so complex. There was a great need for a program that was easy to work with. One that even people without extensive knowledge of facilities or experience with systems could use.”

Solution

A complete package where clients can own their maintenance plan

With Planima, Sustend could start delivering a complete package to its clients: a maintenance plan as the foundation, and a service where clients can continue working with the plan themselves and keep it up to date.

“With Planima, we can deliver a complete package. A maintenance plan as the foundation and a service where clients can use the plan themselves and keep it up to date. It’s a much more valuable offering for our clients, and they really appreciate Planima.”

The work process itself has also changed. During inspections, Sustend’s consultants gather information about everything that needs to be done at the facility and enter the raw data directly into Planima, where the maintenance plan is then completed in the app. The user-friendly interface provides an overview and makes it easier to structure the measures, while features for searching, filtering, and prioritizing measures raise the quality of the end product.

“There are almost endless possibilities for property owners to work with their maintenance plans in Planima. For example, adjusting the structure and level of detail, attaching files such as ventilation inspection (OVK) reports or bids, or having several people with the right permissions collaborate means that everything related to facility maintenance is gathered in one place.”

The coordination feature in Planima adds further value, especially for larger property owners, who can find similar projects across several facilities and carry them out at the same time to lower the project cost.

Since Sustend is also a Planima reseller, through Planima Grow, it’s clear to clients how to continue – they can get their own licenses and own their data, which provides security and the flexibility to work with different consultants and property managers going forward.

Results

Four hours saved and a better end product

The shift from Excel to Planima has given Sustend both faster processes and a better end result for its clients.

“We also save a lot of time by using Planima. At a rough estimate, I’d say Planima saves us an average of four hours for every maintenance plan we produce compared to Excel. And at the same time, the end product is much better for the client.”

Most of Sustend’s clients now work in Planima themselves and update their maintenance plans continuously, while Sustend can focus on inspections and revisions when it’s time for a new review of the facility.

“It’s very easy to update maintenance plans in Planima. And the client has full visibility into their maintenance plan with their own user accounts. They can follow what changes have been made and access the new information directly in the app.”

“With Planima, producing maintenance plans is simple and easy to get an overview of. And it’s much more fun for the person doing the work.”