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Our maintenance only happens when something breaks

The dripping tap has been on a note for days, the spa ventilation hasn't been serviced in ages, and the review mentions the broken shutter. Maintenance runs from one emergency to the next.

Typical for: properties with one person for all technical maintenance · seasonal operations with little time between seasons · older properties with many installations

Documented by Hospis

Updated: 25 September 2026

How you recognize it

  • List every installation and area that needs servicing: heating, ventilation, wellness, kitchen, lifts, rooms.
  • For each installation, decide how often it is serviced and who is responsible, internal or external.
  • Keep one central defect list that housekeeping, service and the front desk report into directly.
  • Schedule regular room inspections, for example every room once a month.
  • Bundle larger jobs for the off-season and book them with contractors weeks in advance.
  • Once a season, review which defects keep recurring and fix the cause.

Matching Hospi

JT

Javier Torrente

Operations · Processes · Team structure
Works with protel · Mews · Mews POS · Smart Host
AdviseImplement

Brings order to daily operations: a defect list everyone uses and an off-season that is planned before it starts.

Mapped to root cause
Defects get lostThe off-season is not planned
View profilePersonally vetted · independent match

Which path fits your situation?

01

Diagnosis

390 € fixed price

A vetted Hospi analyses your situation in a structured way, in conversation and with a written result. Every statement clearly labelled: FACT, BENCHMARK, HYPOTHESIS or CONCLUSION. You get a concrete path, not a sales meeting.

  • A legitimate outcome is also: no engagement needed.
  • If an engagement follows, the diagnosis fee is fully credited.
02

Urgent support

Acute situation? Your case is reviewed with priority, with a response within 48 hours.

Cause fields and how to tell them apart

Reactive maintenance looks cheaper at first, because planned servicing costs time and money before anything breaks. In the end the property pays anyway: with emergency call-outs, blocked rooms, poor reviews and a maintenance team that never gets to plan.

These fields are complete, and many properties get there on their own. That is what this page is for. The cost simply does not appear on an invoice: internal hours, a few attempts, and a season that keeps running in the meantime.

01

Defects get lost

How you spot it

Reports come shouted across the hall, on notes or by messenger. Nobody knows exactly what is done and what is still open.

The way out

One central defect list with room, description, priority and status, simple enough for every department. That can be a shared list or a small maintenance tool.

02

No maintenance plan

How you spot it

Installations get serviced when the technician happens to be on site or when they fail. Only the contractor knows the intervals.

The way out

Keep a servicing calendar for all installations, with intervals, contracts and responsibilities. Take out service contracts wherever a failure would hit operations.

03

Rooms are not inspected

How you spot it

Small damage is only noticed when a guest reports it or mentions it in a review.

The way out

Regular room inspections with a short checklist, spread across the week. That way damage gets fixed before a guest sees it.

04

The off-season is not planned

How you spot it

As soon as the season ends, the search for contractors begins. By then they are fully booked themselves.

The way out

Collect and prioritise off-season jobs during the running season, and book them early with contractors.

Frequently asked

Is a maintenance tool worth it?
From a certain size, yes, because reports, photos and status sit in one place. For smaller properties a well-kept shared list is often enough. What matters is that everyone uses it.
Who should be responsible?
Maintenance staff for the work itself, operations management for planning and budget. Without someone who goes through the list regularly, even a good plan turns reactive again.
How much budget should we plan for?
It depends on the age and equipment of the property. A fixed annual amount that isn't renegotiated every year is what makes planning possible in the first place.

Describe your situation

The problem context is automatically included, you do not need to repeat anything.

Problem
Our maintenance only happens when something breaks

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