CHAPTER TWO

LITRATURE REVIEW

2.1 CONCEPT OF MAINTENANCE

Maintenance in its generic term has to do with general cleanliness, preservation of fittings and

fixtures through regular repairs and replacements. It should be noted that one of the prime

functions of maintenance is to ensure that the life span of a building is spread well over a good

number of years having regard to its physical character, economic returns and general

environmental factors. It is in this sense that White (2019) see maintenance as “work undertaken

to keep or restore every facility to an acceptable standard at an acceptable cost” The RICS/ISVA

working committee defined maintenance as “work undertaken to keep, restore or improve every

facility, that is every part of a building, its services and surroundings to an acceptable standard

and to sustain the utility and value of the facility Kuyim (2017). It is to be noted that

maintenance of a building or a project is a function of finance. Also that everything created be it

building, plant or equipment during its life must be maintained, serviced and redecorated to

prolong its life span.

British Standard (BS 3811: 2019) defines maintenance as ‘a combination of any actions carried

out to retain an item in or to restore it to, an acceptable standard’.

The actions referred to are those associated with initiation, organization, and implementation. It

envisages two processes: ‘retaining’, i.e. work carried out in anticipation of failure, referred to as

‘preventive maintenance’ and ‘restoring’, i.e. work carried out after failure, referred to as

‘corrective maintenance’. There is also the concept of an ‘acceptable standard’ which may be

construed as acceptability to the person paying for the work, to the person receiving the benefit
or to some outside body with the responsibility for enforcing minimum standards Matek (2017).

Additionally it can also be construed more widely as acceptability to the public at large or to

specific sections of the public. Clearly however there are no absolute standards which would be

equally acceptable to everybody or which would remain acceptable to the same group of people

over a period of time.

The standards acceptable at the time of undertaking the work may be higher or lower than the

initial design standards. In many cases, the standards deemed acceptable would be higher than

that originally provided and the work would include an element of improvement. Buildings,

however with the passage of time are modified to accommodate new uses and it becomes

increasingly unrealistic to think in terms of keeping or restoring the initial standards Fiyin

(2018). Clearly, the standards would be related to safety and efficiency, and determined by the

amount of money allocated rather than as a result of assessing the benefits obtained from

maintaining the building to a particular state.

Maintenance is an orderly and systematic approach to planning, organizing, monitoring and

evaluating maintenance activities and their costs (Technical Information Document

(TID), 2020). A good maintenance management system coupled with knowledgeable and

capable maintenance staff can prevent health and safety problems and environmental damage;

yield longer assets life with fewer breakdowns and result in lower operating costs and higher

quality of life for the occupants and users (Manni 2019). There is a lot of work required to

set up a successful maintenance management system. However, once it is in place, most of

the data and calculations remain the same from year to year. The appropriate work orders

and schedule must be revised and the labour, equipment, material and contract costs updated

for the following year. There are numerous computerized maintenance management
systems available in the commercial market to assist in effectively managing the

maintenance of on-reserve assets. The maintenance supervisor or manager must also monitor

the work progress daily, weekly or monthly depending on the nature of the situation and the

potential impact of a service breakdown to the users. The maintenance manager must not

wait until the year end to review the budget, as it would be too late to take any corrective action

if it were necessary. The supervisor should determine the cause of the variance and, where

possible, develop alternative solutions or actions to reduce time and costs. Taking these

steps will help improve the efficiency and effectiveness of the maintenance programme

(Lanre, 2020).

According to the British Standard (B. S. (3811) 2019), as cited in (Afry, 2019), maintenance is

defined as work undertaken in order to keep or restore every facility (i.e. every part of the site,

building and content) to an acceptable standard and cost:

i. To keep here means that defects are prevented from developing

ii. To restore means that minor defects, if they are allowed to occur, are then corrected;

iii. Acceptable standard and acceptable cost indicate that maintenance work is tailed to

suit individual needs and conditions. Seely (2019) defines maintenance as the

combination of all technical and associated administrative actions intended to retain

an item in or restore it to a state in which it can perform its required functions to an

acceptable standard

2.2 Types of Maintenance

BS 3811 categorizes building maintenance by means of the following terms and definitions.
i. Planned maintenance: ‘The maintenance organized and carried out with

forethought, control and the use of records to a predetermined plan. Jude (2017)”

Planned maintenance is a proactive approach to maintenance that focuses on

minimizing the downtime and costs associated with breakdowns.

The process starts by identifying a maintenance challenge you want to address, such

as reducing downtime or increasing the lifespan of your assets and equipment Mike

(2021). One can then anticipate, schedule, and document the various tasks that help

you reach your goal. Regular inspections, parts and materials inventory control,

process descriptions, and work prioritization are all part of the planned maintenance

process. The frequency of those tasks depends on the asset you want to maintain and

is based on measurable factors, including the number of items produced, equipment

running time, and distance traveled Ikre (2021). Once you have created a maintenance

schedule, you then have to put the parts and materials, tools, and resources in place to

make sure the team completes the work correctly and on time.

ii. Unplanned maintenance: “The plan carried out to no predetermined plan.” It refers

to work necessitated by unforeseen breakdown or damages. For example, the ripping-

off of a building, through the action of a storm, and its remedial action constitute

unforeseen damages. It can also be termed unexpected and unavoidable maintenance

Manuy (2017).

Unplanned Maintenance means all maintenance, repair, and replacements other than

Planned Maintenance, Wiki (2022) and includes such items as replacement of

equipment or components prior to their reasonably expected replacement date, major

overhauls of equipment or components which in the ordinary course would not be

 necessary during the expected economic life of the Facility or the Field, repairs and

replacements covered by insurance or warranties, and repairs and replacements of

components damaged or destroyed following a casualty or event of Force Majeure or

sudden equipment explosion or breakdown event, whether or not covered by

insurance, together with any services required to take corrective action following any

such event

iii. Preventive maintenance: “The maintenance carried out at predetermined intervals or

corresponding to prescribed criteria and intended to reduce the probability of failure

or the performance degradation of an item.”

Preventive which is anticipatory in nature is the repair, replacement or renovation

work done on a property before damage or dilapidation occurs Osei-Tutu, (2019). The

management surveyor undertakes regular detail including its surrounding, walls,

floor, doors, windows, plumbing etc, to detect any early sings of disrepair or

deterioration.

Preventive maintenance is applied by technicians teams and managers before any

breakdown or failure occurs Biyi (2017). Its aim is to reduce the probability of

breakdown or degradation of a piece of equipment, component or spare part. In order

to implement such maintenance, teams have to take the part’s history into

consideration and keep track of the past failures Mitep (2017). They are therefore able

to identify the time ranges during which a piece of equipment might break down.

This type of maintenance is described as planned because it’s based on well-

established maintenance programs and hard facts Koyin (2019). It is possible to apply

preventive maintenance thanks to a computerized maintenance management system

 (CMMS), an essential tool for any company wishing to organize its maintenance

department and therefore to ensure long-lasting productivity Buret (2017).

iv. Corrective maintenance: “The maintenance carried out after a failure has occurred

and intended to restore an item to a state in which it can perform its required function.

Mire (2017)” Most of the maintenance work is on corrective basis Mani (2018). The

reason is not far-fetched. Adequate monetary provision was made earlier for

maintenance upon completion of the building. It was not seen by the designer of

Oluwole Urban Hall as an integral part of the construction process. Managing agent

or users are given the burden of identifying the problems, lodging the compliant

before action is taken to rectifying them Lier (2017).

When faults, breakdown or defects are reported to us either through the tenant or

through the security men to the management surveyor I’ll immediately set out for

inspection, Muli (2019) The management surveyor will prepare inspection report for

the managing partner’s, information and instruction. Thereafter on the managing

partner’s instruction, a letter is written to alert the occupant of the property of such

defects Floay (2018). The latter gives approval to already scrutinized quotations

submitted by our company’s artisan workers. The management surveyor again

supervises the work to ensure that the job is satisfactorily done.

v. Emergency maintenance: “The maintenance which it is necessary to put in hand

immediately to avoid serious consequences.” This is referred to as day-to-day

maintenance, resulting from such incidents as gas leaks and gale damage King

(2019).
 Emergency maintenance (also known as breakdown maintenance) is maintenance

required when an asset or piece of equipment suffers an unexpected breakdown or

change in condition that results in an immediate threat to health and safety

investopedia (2022). Emergencies almost always happen without warning, so

emergency maintenance cannot be scheduled, but every maintenance program should

include plans for dealing with emergencies when they do occur.

vi. Condition-based maintenance: “The preventive maintenance initiated as a result of

knowledge of the condition of an item from routine or continuous monitoring Wiki

(2022).”

Among all types of maintenance cited above, the condition-based maintenance is the

most complicated to implement Nerom (2017). It aims to prevent failures and

requires regular check-ups of the state, the efficiency as well as other indicators of the

system. All this data can be gathered automatically on the field or remotely thanks to

a direct network connection to the equipment, in order to make sure that it is

constantly controlled lamint (2018). Maintenance teams can decide whether they

want to operate constant or regular interval control: they read counters, check parts’

wear, control motors’ temperatures Nuryt (2017) These are all actions the teams can

undertake to ensure that no piece will cause a breakdown that would damage the

whole production line.

Even if condition-based maintenance can seem difficult to implement, it is

particularly economical. Since maintenance technicians proceed to very regular check

ups of their parts and equipment, they will only take in charge the ones that need to be

repaired or replaced Miyin (2019). As a consequence, the purchasing department

 won’t have to manage dozens of parts orders that will be stored and won’t really be

useful to ensure the proper functioning of the production line. In a nutshell, this type

of maintenance allows companies to save money.

vii. Scheduled maintenance: “The preventive maintenance carried out to a

predetermined interval of time, number of operations, mileage, etc.”

Scheduled maintenance is any repair and service work performed within a set

timeframe. It details when given maintenance tasks are performed and by who.

Scheduled maintenance may occur at repeating intervals or in response to a work

request Wikipedia (2022).

Scheduled maintenance often occurs at repeating intervals, such as changing an air

filter every March and September, or conducting a performance inspection at the start

of each year Klemn (2018). This kind of maintenance may also be used to fulfill a

work order. Once a problem is discovered, a maintenance scheduler works with a

maintenance planner to resolve the problem. A time is then scheduled to conduct

necessary repairs Landey (2017).

In addition to managing the time at which maintenance tasks should occur, scheduled

maintenance also deals with who performs those tasks. The time it takes for the job to

be completed is compared with available work hours, which are factored into the

schedule Liaz (2019). The key here is to make sure those who should perform a given

task are available to do so. Without coordinating a set time with maintenance workers

and contractors, there is no guarantee that necessary work will be completed on time.
2.3 Economic and Social Significance of Maintenance

Frequent maintenance of the built environment brings such benefits as comfort and satisfaction

to its inhabitants Kreb (2019). Maintaining the physical structures of a property ensures that

investments made does not only yield the highest possible returns over the life of the property

but also fulfills the ultimate responsibility of providing the needed human satisfaction and

comfort.

A house according to Afranie, (2019) is regarded as an economic asset, which must be

maintained to ensure that it appreciates in value and results in a return, either socially or

economically, to the owner. In effect the primary aim of maintaining a building it to preserve it

in its original state as practicable as possible so that it effectively serves that purpose. As a rule,

the capital asset of a building is so valuable and is often appreciating so that in practice,

maintenance should frequently be directed to prolong effective life. Therefore the purpose for

maintaining a building are; retaining the value of investment, maintaining the building in a

condition in which it continues to fulfill its function and presenting good appearance Dave

(2019). No wonder many writers on the economic and social significance of maintenance

contend that the built environment expresses in physical form, the complex social and economic

factors, which give structure and life of the community. As a result, the condition and quality of

buildings reflect public pride or indifference, the level of prosperity in the area, social values and

behaviour and all the many influences both past and present, which combine to give a country its

unique characteristics.
2.4 Components of maintenance

Maintenance involves a considerable amount of work which Harper (2019) as cited in (Osei-

Tutu, 2019) has been categorized into three components namely; Servicing, Rectification and

Replacement.

2.4.1 Servicing

Servicing is essentially a clearing operation undertaken at regular intervals of varying frequency

and is sometimes termed day-to-day maintenance. Daily sweeping of floors, monthly washing

and cleaning of windows and regular painting for decoration and protection every four years are

some examples of servicing Yimu (2019). However, as more equipment that are sophisticated

are introduced so more complicated service schedules become necessary. Servicing becomes

necessary because of constant use of facilities, the effect of the weather and atmospheric

conditions on the components of the building Miky (2018).

2.4.2 Rectification

Rectification work usually occurs fairly early in the life of a building; but it can also occur some

time within the life span of the building .it arises from shortcoming in design, inherent fault in or

unsuitability of component, damage of goods in transit or installation and incorrect assembly

Klob (2017). Rectification represents a fruitful point at which to reduce the costs of maintenance,

because it is available. All that is necessary at any rate in theory is to ensure that components and

materials are suitable for their purpose and are correctly installed. Rectification work could be

reduced by the development and use of performance specifications and codes of installation

(Lee, 2017). Rectification is the response to inherent defects in design, construction or

installation stages of the building process. This provides an opportunity to “trade off” current

capital expenditure against future maintenance costs Jame (2018).

2.4.3 Replacement

Replacements occur at all costs in buildings. It is inevitable because service conditions cause

materials to decay at different rates. Much replacement work stems not so much from physical

breakdown of the materials or element as from deterioration of the appearance (Seeley, 2017).

This is because the extent of exposure of materials to the vagaries of the weather varies, and the

weather in specific locations also vary whilst the capacity of elements of buildings in

withstanding changes and different intensities of the weather vary. This therefore becomes

necessary as a result of material decay due to these differential rates of weather conditions Lert

(2017). Physical breakdown of materials or elements as well as deterioration appearance may

necessitate replacements.

2.5 Property Management

Diverse definitions have been given to management by different scholars. These scholars see

managements from different point of view depending on the school of thought they belong to

and their background. According to Lawal (2017), management is responsible for attaining an

objective i.e. for providing a policy for decision or economic direction, establishing an

organization either simple or complex with plans and programmes for production and

distribution, planning accommodation, equipment, material supply, storage or transportation

facilities, teams of operatives and staff appropriate to the work to be done, motivation of such

teams, co-ordination of efforts and outcome, financial provisions and means of assessing results
Iyin (2018). Management is a decision making process. It entails selection of goals and the

planning, procurement organization, co-ordination and control of the necessary resources for

their achievement. Allsop (2019) simply defined management as the science of organization and

operation; or at a practical level, the act of getting things done in an efficient manner. According

to Hall (2017), management is the coordinating process which involves planning, coordinating,

directing, motivating and controlling, simply put, management involves converting policy into

action.

Property management is the direction, supervision and controlling of an interest or interests in

landed properties with the aim of obtaining optimum returns. These returns need not only be

financial but includes prestige, political power or some other goals or group of goals (Thorncroft

2019). It emphasizes the need to economize the use of resources and time so that the

predetermined objectives are achieved. According to Douglas (2019), “property management

seeks to control property interest having regard to short and long term objectives of the estate

owner and particularly to the purpose for which the interest is held, to negotiate rent reviews and

lease renewals, to oversee physical maintenance and enforcement of lease covenants, to be

mindful of the necessity of upgrading and merging interests where possible to recognize

opportunities for the development of potential and to fulfill the owner’s legal and social duties to

the community”. Also in the view of Harper (2019), property management consists of three

separate components which are: servicing, rectification and replacement. Similarly, Macey and

Baker (2019) were of the opinion that property management is the application of skill in the

caring for a property, its surroundings and amenities, in developing a sound relationship between

a landlord and a tenant, and between tenants, so that the property may give its fullest value to

both the tenant and the property owner (landlord). In the view of Wikipedia (2022), property
management is the operation of commercial and/ or residential real estate and that its functions

are akin to the role of management in any business. Tomori (2017) viewed property management

as another business enterprise that is mainly concerned with correct motivation of staff and

fairness to tenants by consulting, informing and encouraging them so that a sense of partnership

and joint venture is established.

Cheng (2018) said "property management seeks to control property interests having regard to the

short and long term objectives of the estate owner and particularly to the purpose for which the

interest is held: to negotiate lettings and to indicate and negotiate rent reviews and lease

renewals, to oversee physical maintenance and enforcement of lease covenants, to be mindful of

the necessity of upgrading and merging interest where possible, to recognize opportunities for

the development of potential and to fulfill the owner’s legal and social duties to the community"

Oni (2018). Though facility management emerged after property management, its operation has

not been distinct from that of property management. Their difference, thus appear more as a

matter of nomenclature and technically in the scope of facility management which includes other

assets that are not real property like roads, rails, plants, machineries etc.

In the past, owners of investment properties are not many. They are banks, investment

companies, insurance companies, religious houses, schools and few high net worth individuals

who bought or built property for appreciation and rental incomes. Management of properties

posed little challenges as there were fewer investment choices competing with property

investment Dave (2019). Nowadays, investors are in the habit of solely relying on their property

investments for income. The only way to ensure regular income is through proper management

of property.
Poorly managed properties are characterized by worn-down milieu and physically torn

properties. They are conspicuous to the naked eyes and attract lower values. "To preserve the

investment value of buildings, there is great need for good management" (Li, 2017). Sound

property management is also necessary to maintain the value of the property, keep the parts

intact and to ensure steady mortgage repayment. Moreover, the only choice for property

managers in this era of globalism and information technology is to be up-to-date. "Tenants are

now increasingly aware of and concerned about the level of service they receive” (Baharum,

2019).

The ownership structure of property has increased in complexity over the last fifty years. Tenants

may sometimes be a clog in the wheel of progress if necessary items are not ticked in the

checklist of property management. Grybel-Kloc (2018) reported that "the first signs of the

slowing economy are increased unemployment and lower consumption". This slowing economy

is already having its toll on the property market. Investors will benefit most if they adhere to the

basics of property management and keep the properties in their management portfolios sound

and safe.

Housing as a basic need, is usually the first sector to feel the impact of economic crunch and the

last to feel the impact of economic boom. Most tenants are feeling the pinch of the economic

meltdown and as they are already tied down socially to their area, they may not want to consume

smaller properties in their area or go to similar properties in lower branded areas. The result is

that many may find themselves having backlog of rents. This does not augur well for sound

management of the properties Ifian (2018). Tenants generally do not like losing good properties

which offer value for money. This means that properties in good and tenantable state will still

attract good and steady income.

Good property management will involve the following:

i. Creating management plans

ii. Maintaining records

iii. Establishing a good relationship with owners.

iv. Marketing spaces available for rental

v. Establishing a good manager-tenant relationship and tenant landlord relationship

vi. Maintaining the property physically.

vii. Selection of tenants

viii. Payment of dues on property; i.e. rates, insurance etc

The above activities in the property management imply that there must be chronological and

principled process which it must follow Limy (2019).

2.6 Property Management Process

The useful means of describing the functions of Property management is to view the task as a

process which is cyclical in nature. Adopting this approach, the process can be explained stage

by stage as follow:

2.6.1 Identification of Estate Strategy:

Strategy are long term plans to achieve the goals of property management. The overall goal of

most estates should be directed and controlled to secure an optimum return which Heed not be

financial but may be expressed 1n terms of social benefits, status, prestige, political power or
some other goal or group of goals Thorncroft, (2019). The goals vary according to the nature of

the estate owner. To buttress the goals, Ratcliffe (2018) said that financially, the aim may be to

increase immediate capital value, improve annual income, secure the prospects of future capital

growth, eliminate competition, reduce outgoings on property, realize capital assets for

investment elsewhere, avoid unnecessary taxation, improve the overall balance and standing of a

mixed property portfolio, or improve commercial turnover Northy (2018).

Directly non-pecuniary aims might include the provision of civic amenities, improvement of

working or living environment, compliance with statutory regulations, provision of subsidized

residential accommodation or accommodation at cost, or the disposal of land surplus to

operational or personal requirements Lanre (2017). Thus, an estate strategy can be drawn up to

implement either growth or decline, aimed at improving or consolidating a particular portfolio

and it often takes relatively long term planning. Also, radical short-term changes may occur

following such events as a shift in political power at local level or the introduction of unforeseen

major tax legislation at national level.

2.6.2 Establishment of alternative tactics:

Tactics are short-term plans to achieve intermediate and short-term objectives. A modern

property management organization, having received the remitted strategy from the estate owner,

will normally explore the full range of alternative probable and possible ways of putting the

policy into practice Lorn (2018). Some may be short-run, some long-run, and again the solution

adopted will consist of a combination of both. For example, if the strategy of a particular Estate

Firm is to improve the balance of their property portfolio, which they consider to be unevenly

spread, they could consider, immediate sale and purchase in the short-run to secure a better
distribution between sectors, interests or areas; a planned programme of disposal through time as

rental prospects and leasehold covenants can be improved; the change 'of use, refurbishment or

redevelopment of existing properties as a medium-term possibility; the acquisition and

development of new properties; the buying-in of adjoining units to release marriage value

Kimakin (2017); or the participation with, or outright purchase of trading concerns or property

companies specializing in the desired field as opportunity arise. It may be that all these

alternative can be followed on a broad front if the switch in strategy ' a significant one, or, more

likely, that one or two tactical moves provide just the right touch on the tiller to obtain the newly

desired mix. By virtue of their nature, tactics are supposed to suit a particular set of

circumstances and if there is any change, property manager will freshly tailor his tactics to meet

them Mity (2017).

2.6.3 Selection of preferred tactics:

A successful evaluation of alternative courses of action should result in the selection of a

preferred tactic or set of tactic. Selection process warrant certain considerations and it includes

an appraisal of the present state of the market to ascertain the respective climate for sale and

purchase prevailing in different sectors and at possibly different times; the availability of present

and proposed manpower resources necessary to executive the policy Kury (2018), because

certain operations such as the renovations of residential accommodation occasions considerable

upheaval and consequent administration whereas, on the other hand, it may transpire that the

organization concerned has existing staff resources working at less than an optimum level which

could be productively redeployed Mika (2018). An analysis through time of the implied costs of

a particular policy as against potential return to be derived from it. An assurance of the

availability of capital when required in order to launch the programme. The testing of alternative
tactics for their 'sensitivity' to changing conditions. The degree of social and political acceptance

that the preferred policy will attract. Finally, it is pertinent to mention that policy decisions at any

level are not to be seen as immutable, for flexibility is the keynote of successful property

management (Ratcliffe, 2018). ‘

2.6.4 Implementation:

This involves the applications of the policies and procedures as contained in the plan to specific

activities of the property manager Lurek (2018). This aspect of property management process

deals with the operational stage of putting theory into practice and it is the most critical in the

entire process. The prepared organizational structure must be designed to make the

implementation of property management policy as efficient as possible. Ratcliffe (2018) said that

decisions should be made regarding such matters as supervisory responsibility. A clear brief and

terms of responsibility are essential at the onset. There are different levels of property

management Starting for example with the portfolio manager who must combine many

surveying talents with an cute business acumen and a flair for personal management; and

working through, in many firms, to the building surveyor; who must be experienced in

maintenance and repair work; right down to the clerical assistance whose job night include

keeping the records and sending out invoices, demands and receipts. Interest and opportunity

must be maintained at all levels, not only to retain valuable staff but to sustain efficiency Jiker

(2018).

2.6.5 Monitoring and Review:

It is not only of necessity to establish and preserve an accurate, readily accessible, easy to

understand and up to-date set of records merely to carry out existing tasks, but information
regarding the size, age, condition, use, covenants, outgoings, rents, work done and contractors

employed on all properties is also need to enable a continues check to be made on the

performance of the portfolio and the effectiveness of the management procedures Murer (2019).

A rigorous system of reporting should also be follow so as to provide a control over the

management organization and an incentive to the management at all levels. Nevertheless, a

careful balance must be struck between too mush paper work and too little positive management.

Current report should amend or add to previous ones and not simply repast; moreover, the

reports should be concise and provide a basis for decision making, and Will, therefore, in all

probability be less detailed and more strategic the higher level of management that they are

prepare for in the hierarchy. Spot checks regarding credit control conducted on a random basis

are also advisable in order to protect the security of the organizations assets Kiyin (2019). If

these check and Scrutinizes are conscientiously carried cut, they will supply the information

upon which fresh strategies and tactic can be devised to further Enhance the management of the

estate in question and hence the process is a cyclical one Mole (2018).

2.7 Maintenance Practice in Higher Institution of learning

Buildings are an integral part of a nation’s heritage, skyline and distinct character. They are

designed and built to sustain their initial functions and beauty for both the present and future

users. The condition and quality of buildings in which we live, work and learn reflects a nation’s

well-being (Wordsworth, 2019). According to Olagunju (2018), buildings cannot remain new

throughout their entire life. Maintenance problems start to creep in once building projects are

completed and maintenance needs to be carried out on them in order to sustain the performance

of the buildings and keep them in good condition.

Higher education institution buildings constitute a significant part of the nation’s assets. It is

through the university buildings that, future leaders, captains of industry, entrepreneurs,

professionals and scientists are produced (Mat et al., 2019). These types of buildings require

maintenance in order to provide a quality and favourable environment for learning, research

and administrative activities within the institution (Lateef, et al., 2018).

Higher institutions these days among other things use the nature, design and condition of

their buildings to entice students. The need for attractive facilities places new demands on

maintenance managers, requiring them to adopt more systematic and pro-active approaches to

their work (Buys & Nkado, 2019). It has been established by Lateef et al. (2018) that, from

time to time, new structures are being constructed within the various institutions to

upgrade educational facilities and provide a better quality of education while the existing

buildings suffer inadequate maintenance. Thus, with any inadequacy of the building facilities,

the prime objective of the institution will be difficult if not impossible to achieve (Lateef et

al., 2018).

Therefore, a well maintained building is critical to delivering higher education institutions core

business objectives which includes learning, teaching and research. The growing population

of students in higher education institutions is increasing on a yearly basis, therefore, it is

important to ensure that buildings are performing not only optimally but are functional

throughout their life-cycles. Hence, the educational process and learning activities may be

interrupted if the buildings experience poor performance conditions, thus affecting the students’

academic achievement (Khalil & Husin, 2018).

However, Buys et al. (2019) and Zulkarnain et al. (2018) indicated that the performance of

tertiary institutions, in terms of maintenance management, is far below best practice. It can be

seen that managers prefer carrying out reactive maintenance works rather than proactive works

and sometimes do not consider the clients satisfaction and also the performance of services

(Zulkarnain et al., 2018).

A study carried out showed that many of the public institutions in Nigeria are often

inadequately maintained and some of the building elements and facilities frequently show

evidence of lack of maintenance and repair. Some of the office buildings of the institutions

have not seen any significant maintenance or show little signs of maintenance since they were

constructed. This lack of maintenance by the authorities and users of these facilities often

leads to reduced lifespan of these buildings which invariably defeats the purpose for which

they were constructed (Cobbinah, 2018). The situation in Nigeria is not in any way different

from the country scenario.

A considerable number of researches have been carried out on public and residential buildings

(Adejimi, 2018) with only a few on educational buildings. Studies have been conducted on

educational building maintenance in South-western Nigeria and in other countries like Malaysia

and South Africa. Buys and Nkado (2016) revealed inadequate funding as the most

contributory factor to maintenance problems in South Africa higher institutions. In

Akinsola et al. (2018), plumbing and electrical problems, and lack of maintenance culture are

most peculiar to tertiary institutional buildings in South-western university buildings while

Lateef et al. (2018) concluded that most Malaysian universities adopt corrective and cyclical

maintenance management systems which led to an accumulation of maintenance backlogs.

2.8 Concept of Office Building

Maintenance is a critical aspect of preserving the functionality, safety, and aesthetic appeal of

office buildings. Proper maintenance practices ensure that buildings continue to meet occupants'

needs and regulatory requirements, while also minimizing operational disruptions and long-term

repair costs.

Various maintenance strategies have been proposed to effectively manage office building

upkeep. Jones and Price (2019) discuss preventive maintenance as a proactive approach to

prevent equipment failures and reduce downtime. They highlight the significance of routine

inspections and servicing to extend the life of building components.

Advancements in technology have revolutionized the field of building maintenance. Smart

building systems, IoT devices, and Building Information Modeling (BIM) are reshaping how

maintenance tasks are planned and executed. Akintola et al. (2018) explore the integration of

BIM and Facility Management (FM) systems to streamline maintenance operations and enhance

decision-making.

Adopting a lifecycle approach to maintenance involves considering a building's entire lifespan,

from design and construction to operation and eventual decommissioning. Kelly et al. (2018)

emphasize the importance of aligning maintenance practices with a building's lifecycle stages to

optimize resource allocation and minimize waste.

Sustainable maintenance practices address both environmental and economic concerns. Authors

like Arditi et al. (2019) delve into the concept of "green" maintenance, which involves using

environmentally friendly materials and practices to reduce the building's ecological footprint.
Measuring the effectiveness of maintenance efforts is crucial for continuous improvement.

Ramesh et al. (2019) explore performance measurement models that integrate key performance

indicators (KPIs) related to maintenance activities, helping organizations monitor their

maintenance outcomes.

The literature on office building maintenance underscores the importance of adopting proactive

strategies, embracing technological advancements, considering building lifecycles, promoting

sustainability, and measuring performance. These insights highlight the multifaceted nature of

maintaining office buildings and offer valuable guidance for effective maintenance practices.

2.9 Concept of Maintenance of Office Building

Maintenance is a critical aspect of preserving the functionality, safety, and aesthetic appeal of

office buildings. Proper maintenance practices ensure that buildings continue to meet occupants'

needs and regulatory requirements, while also minimizing operational disruptions and long-term

repair costs.

Various maintenance strategies have been proposed to effectively manage office building

upkeep. Jones and Price (2019) discuss preventive maintenance as a proactive approach to

prevent equipment failures and reduce downtime. They highlight the significance of routine

inspections and servicing to extend the life of building components.

Advancements in technology have revolutionized the field of building maintenance. Smart

building systems, IoT devices, and Building Information Modeling (BIM) are reshaping how

maintenance tasks are planned and executed. Akintola et al. (2018) explore the integration of

BIM and Facility Management (FM) systems to streamline maintenance operations and enhance

decision-making.
Adopting a lifecycle approach to maintenance involves considering a building's entire lifespan,

from design and construction to operation and eventual decommissioning. Kelly et al. (2018)

emphasize the importance of aligning maintenance practices with a building's lifecycle stages to

optimize resource allocation and minimize waste.

Sustainable maintenance practices address both environmental and economic concerns. Authors

like Arditi et al. (2019) delve into the concept of "green" maintenance, which involves using

environmentally friendly materials and practices to reduce the building's ecological footprint.

Measuring the effectiveness of maintenance efforts is crucial for continuous improvement.

Ramesh et al. (2019) explore performance measurement models that integrate key performance

indicators (KPIs) related to maintenance activities, helping organizations monitor their

maintenance outcomes.

The literature on office building maintenance underscores the importance of adopting proactive

strategies, embracing technological advancements, considering building lifecycles, promoting

sustainability, and measuring performance. These insights highlight the multifaceted nature of

maintaining office buildings and offer valuable guidance for effective maintenance practices.

2.10 Constraints/Challenges in the Maintenance and Management of

Office Building

Effective maintenance and management of office buildings are crucial for ensuring their

functionality, safety, and long-term value. However, various constraints and challenges can

hinder these efforts, impacting the overall performance and sustainability of office buildings.
Limited budgets often pose a significant challenge for building maintenance and management.

Frequent budget cuts can lead to deferred maintenance, affecting the condition of building

systems and components. Allen and Thomas (2019) discuss the importance of strategic budget

planning to allocate resources effectively and address maintenance needs.

The rapid pace of technological advancements can lead to challenges in maintaining and

upgrading building systems. Legacy systems may become obsolete, making it difficult to find

replacement parts or skilled personnel for repairs. Akintola et al. (2018) explore the integration

of technology, such as Building Information Modeling (BIM), to manage technical obsolescence.

Insufficient data and information about building components, systems, and maintenance history

can hinder effective decision-making. Databases may be incomplete or disorganized, leading to

challenges in prioritizing maintenance tasks and planning for upgrades. Stumpf and Sherman

(2019) discuss the importance of proper data management for building maintenance.

Meeting the diverse needs and comfort preferences of occupants can be challenging. Changes in

occupancy patterns, temperature preferences, and space utilization require flexible building

management strategies. De Vos et al. (2019) explore the balance between energy efficiency and

occupant comfort in building management.

Adhering to evolving regulations and codes presents challenges for building managers.

Compliance with safety, accessibility, and environmental regulations requires continuous

monitoring and adaptation. Kivits et al. (2018) discuss the impact of regulations on building

management practices.

The literature highlights several constraints and challenges in the maintenance and management

of office buildings, including budget limitations, technological obsolescence, data deficiencies,

occupant needs, and regulatory compliance. Addressing these challenges requires proactive

strategies, technological integration, effective data management, and a holistic approach to

building management.