5 COMMON MISTAKES IN MAJOR MAINTENANCE PROJECTS

Major maintenance projects are one of the most significant responsibilities faced by strata communities—and often one of the most challenging.

Whether it’s repainting, waterproofing, remediation or other capital works, these projects require careful planning, clear decision-making and coordination between multiple stakeholders. Without the right approach, major strata maintenance projects can quickly become reactive, costly and difficult to manage.

Understanding where things commonly go wrong is the first step toward achieving better outcomes.

Major maintenance projects are one of the most significant responsibilities faced by strata communities—and often one of the most challenging.

Whether it’s repainting, waterproofing, remediation or other capital works, these projects require careful planning, clear decision-making and coordination between multiple stakeholders. Without the right approach, major strata maintenance projects can quickly become reactive, costly and difficult to manage.

Understanding where things commonly go wrong is the first step toward achieving better outcomes.

1. Waiting Too Long to Act

One of the most common mistakes is delaying action until issues become urgent.

Minor defects—such as water ingress, cracking or deterioration—can escalate quickly if not addressed early. When works are left too late, projects are often rushed, more expensive and more disruptive for residents.

Proactive monitoring of building condition and early investigation of issues can help strata communities plan ahead and avoid unnecessary pressure.

2. Inadequate Planning and Outdated Forecasts

Effective planning is critical to the success of major works.

When Sinking Fund Forecasts are not regularly reviewed or aligned with actual building condition, schemes may find themselves underprepared for upcoming works. This can lead to unexpected costs, funding challenges and difficult decisions under time constraints.

Major maintenance projects should be informed by up-to-date condition assessments and realistic timelines, allowing committees and owners to make informed, forward-looking decisions.

3. Poorly Defined Scope of Works

A clear and detailed scope of works is essential before going to tender.

Without it, contractors may be pricing different assumptions, resulting in inconsistent quotes that are difficult to compare. This increases the risk of variations, disputes and cost overruns once the project is underway.

Engaging the right expertise early in the process can help ensure that works are clearly defined and aligned with the needs of the building.

4. Focusing On Price Over Value

While cost is always an important consideration, selecting contractors based solely on the lowest price can lead to poor outcomes.

Low-cost quotes may not include all required works, may rely on assumptions, or may compromise on quality. This can result in additional costs later or works that do not fully resolve the issue.

A balanced approach—considering experience, methodology, risk and long-term value—is essential when evaluating tenders for major strata maintenance projects.

5. Lack Of Clear Roles and Oversight

Major projects involve multiple stakeholders, including committees, strata managers, contractors and consultants.

Without clearly defined roles and responsibilities, decision-making can become unclear, communication can break down and projects can lose direction.

Independent project management and professional guidance can help ensure that works are coordinated effectively, risks are managed and decisions are made with confidence.

Getting It Right

From a project management perspective, many of these challenges can be mitigated through early planning, clear scoping and structured delivery.

Successful major maintenance projects are rarely reactive. They are informed by a clear understanding of building condition, supported by appropriate expertise, and guided by well-defined processes from initial discovery through to project completion.

Taking the time to:

• Investigate issues thoroughly.
• Define the scope of works clearly.
• Engage the right professionals at the right stage.
• Establish transparent decision-making processes.

Can significantly improve outcomes and reduce risk for strata communities.

These are the types of considerations we’ll be exploring further as part of the upcoming Smart Strata Community Education Seminar Series, where industry professionals will share practical insights and real-world examples of how major strata maintenance projects can be approached more effectively.

Article Contributed by Chris Lethlean, Operations Manager at Buildcheck & Silveira Consultants.