There will be times overseeing church maintenance when you simply don’t have enough resources to get everything done. Maybe you need more manpower. Maybe you need a larger budget so you can hire contractors. Whatever the case, you’re going to face seasons when the workload feels bigger than the resources available. When that happens, it’s important to know how to move forward instead of getting stuck in frustration.
Start by Learning to Prioritize
You can’t do everything, and that’s okay. When that happens, the key is remembering to “keep the main things the main thing.”
This process starts with knowing what facility assets you have in your building. You can begin by gathering information on each one, including the make, model, manufacture/installation date, and current condition. With this information, you can begin to build a lifecycle replacement plan. This plan helps you see what’s expected to need replacement at what time.
When you have that plan, you can better budget for upcoming expenses and stop being blindsided by emergency repairs and replacements. It’s not about doing everything at once. It’s about organizing what you can control so you can make informed decisions when new needs arise.
Build a Preventive Maintenance Plan
Once you know your facility assets, the next step is developing a preventive maintenance plan. Even when your resources are limited, you can start small and build from there.
As your manpower (paid employees, contractors, or facility volunteers) grows, you can begin scheduling regular inspections and maintenance that will help you catch issues early. Over time, you’ll be able to perform more preventive maintenance and reduce the number of surprise breakdowns or repairs.
If you’re a one-person team, start by focusing on what you can manage. For example, you might handle most repairs yourself right now, but bring in a contractor for routine HVAC maintenance each year. That’s progress. Over time, those consistent small steps will add up to a healthier facility and fewer building emergencies.
Work with the Data You Have
It’s easy to get caught up in what you don’t have, like more people to help, a bigger facility budget, or more tools. But you can start by working with what you have. Use the data you already have to guide your decisions.
As mentioned before, know what assets you have, how old they are, and what condition they’re in. From there, go step-by-step. Focus on safety concerns in the building first. This includes anything that could cause injury or pose a risk to people in your building.
Next, take care of high-priority assets that impact other systems in your building. For example, a leaking roof isn’t just a roof problem; it can lead to damage throughout the facility. That’s a higher priority than replacing old carpet or repainting a classroom.
Low-priority projects, like aesthetic updates, may need to wait until you can catch up on the other building issues. It’s not that those projects don’t matter, but they need to fall in line behind the issues that could cause more serious damage or safety risks.
Take a Fresh Look at Your Facility
Take a walk through your facility like it’s the first time you’ve ever been in the building. Bring someone with you if you can, like another facility manager, a trusted volunteer, or a member of your team. A fresh set of eyes can help you see things you’ve overlooked.
During that walkthrough, be honest about what you see. Make a list of the issues that stand out, whether it’s five items or twenty five, and then prioritize them.
Address the safety issues right away. Handle high-priority items next. Then, as resources allow, work your way down the list. This process helps you see the big picture and what needs attention now, what can wait, and what you’ll plan for in future budget cycles.
Stop Getting Frustrated and Start Getting Organized
The truth is that every facility manager wishes they had more resources. But the ones who succeed at properly maintaining the building are those who take what they have and make the most of it.
Start by knowing your facility. Know your facility assets, their condition, and expected lifecycle. Create a simple plan to maintain what you can, and build from there. As you gather more information, you’ll be able to make smarter decisions about where to spend your time and budget.
So, stop getting frustrated and start getting organized. You’ll be amazed at how much smoother things begin to run once you have clarity and a plan.
If you want help and a fresh set of eyes on your building, consider getting a Facility Condition Assessment. The report will provide you with all the information you need about your building and assets to help with budget planning and preventive maintenance. Schedule a call today to learn more about the options for your church.
