5 COMMON OFFICE MAINTENANCE ISSUES IN THE CITY OF LONDON

Executive Snapshot

Use the table below to see, at a glance, the real-world cost of each maintenance pitfall – and the single “quick win” that prevents it.

1) HVAC Failure & Indoor-Air Quality

Why it matters: Once CO₂ creeps above 1 000 ppm, Harvard research shows cognitive scores drop by 15 %. London’s sealed-window towers are especially vulnerable.

Smart PPM Fix

• Change filters & clean coils every three months.
• Install low-cost IAQ sensors: alert Facilities at 1 000 ppm.
• Run a spring cooling check & autumn heating tune-up.

KPI: Zero unplanned HVAC outages; CO₂ maintained < 1 000 ppm.

2) Lighting & Emergency-Lighting Compliance

Under the Fire Safety Order 2005, every escape route must be illuminated when mains power fails. Audits still show half of properties miss their monthly test.

Smart PPM Fix

• Monthly 5-minute “flick-test”, plus one annual 3-hour duration test.
• Replace failed bulbs/LED drivers within 48 hours.
• Clean PIR / lux sensors quarterly so LEDs hit design output.

KPI: 100 % tests on schedule; 0 lighting failures during real incidents.

3) Plumbing Leaks & Legionella Risk

A £10 washer can fail on Friday and flood an entire floor by Monday. Worse, stagnant pipework breeds Legionella bacteria—deadly and prosecutable under ACOP L8.

Smart PPM Fix

• Annual Legionella risk assessment and written control scheme.
• Weekly flush of seldom-used outlets; record hot ≥ 50 °C, cold ≤ 20 °C.
• Install leak sensors beneath sinks and condensate pans.

KPI: Zero positive Legionella samples; any leak fixed < 24 h.

4) Power / UPS Outages & Server-Room Cooling

Uptime Institute data shows 43 % of outages start with a UPS fault. In the Square Mile, even a 10-minute outage can cost a trading desk tens of thousands.

Smart PPM Fix

• EICR every five years and annual thermal-imaging of DB boards.
• UPS runtime tests twice a year; replace batteries at year 4.
• 24/7 environmental monitoring in the comms room with redundant AC.

KPI: 99.99 % system uptime; temperature never exceeds 27 °C.

5) Fabric & Finishes Deterioration

First impressions matter. Frayed carpet tiles and water-stained ceilings whisper “we cut corners here.” They’re also a genuine safety hazard: slips/trips cost UK employers over £512 million a year.

Smart PPM Fix

• Monthly walk-through audit, with same-day repair of trip hazards.
• Annual deep-clean of carpets; repaint high-traffic walls every two years.
• Replace any stained ceiling tile within 48 hours—and fix the leak that caused it.

KPI: Zero slip claims; rising employee “workspace satisfaction” scores.