When a maintenance budget stays flat year after year, executive teams often view it as good cost control. In reality, a fixed budget usually masks a growing backlog of failing equipment.
“One of the clearest indicators is when maintenance budgets stay relatively stable year after year even as the assets keep ageing,” says Rohit Singh, Head of Operations at MDFM. “The backlog was building underneath a number that never moved, and it went unnoticed because everyone was watching the total rather than the mix.”
When leadership tracks total spend instead of where work orders actually go, reactive repairs eat up available funding. Small, repeated call-outs on a single piece of equipment – like a hot water unit or a lift – seem harmless individually. Add them up over twelve months, however, and they show an asset heading for major failure.
The reality of 24/7 operations
Rohit leads a diverse team of experts spanning facilities management, asset management, data analytics, and project management. With a strong foundation in data analysis, data science, and machine learning, he combines technical expertise with strategic leadership to drive operational excellence and innovation.
In his experience, equipment lasts far less time in aged care than manufacturer estimates suggest. Standard lifespan figures assume regular commercial or domestic use. Aged care sites run non-stop, putting heavy, constant strain on heating, cooling, lifts, and hot water systems.
“A chiller or hot water system in a family home might cycle a handful of times a day,” Singh notes. “In an aged care setting it can run almost continuously.”
He speaks to an example of an air conditioning system checked at a coastal facility. Rated to last twenty years, it failed after twelve. Running constantly alongside salty air meant it wore out much faster than expected. Nothing was done wrong operationally; the initial plan simply relied on ideal conditions that don’t exist in 24/7 care homes.
Old data leads to bad decisions
A passionate coder at heart, Rohit believes technology is most impactful when it empowers people and improves decision-making. His leadership philosophy centres on collaboration, continuous improvement, and transforming data into actionable business value.
For Rohit, the biggest financial risk isn’t the machine everyone knows is broken: it’s the equipment that looks fine on paper – but is about to fail. Major funding decisions are frequently made using asset registers built on old records or site memory rather than current physical checks.
In one case, a provider planned to delay replacing major equipment based on an outdated spreadsheet. A physical assessment showed several major items had already been replaced or were close to breaking down.
“That’s the situation that worries me,” says Singh. “Good people making sound decisions on data that’s simply out of date.”
Accurate data can also save money.
Another provider expected to spend large capital replacing a hot water system. An inspection showed it had been well maintained and had years of life left, allowing management to shift that funding to urgent roof and electrical repairs.
Moving from constant repairs to strategic planning
Switching from emergency fixes to planned maintenance doesn’t mean replacing everything at once. Providers make real progress by starting with their most essential equipment.
“Start with your most critical assets, the ones that would disrupt residents most if they failed,” Singh suggests. “Capture proper condition data on those, and build a rolling assessment program out from there.”
By getting accurate condition data on key equipment, providers can move from reacting to breakdowns to planning replacements one or two years ahead.
What delayed maintenance means for staff and residents
Holding off on capital upgrades might help balance a budget today, but the real impact lands on residents and care teams.
“When systems are unreliable, it’s the residents and staff who feel it first,” Singh says. “A lift out of service for weeks because parts were no longer supported, hot water that couldn’t keep up at peak times… None of it was a single dramatic failure. It was the accumulation.”
Putting off repairs often feels reasonable in the moment. Over five to ten years, though, those small delays add up to frequent breakdowns, higher costs, and poorer resident care. To protect their operations, leaders must look beyond total budget numbers and base their plans on the real condition of their buildings.
Stay on top of your asset register with expert guidance from MDFM
If there’s a gap between how you’re assets are performing and what you’ve got on paper. MDFM can help you close it. Working behind the scenes, they can audit, plan, and maintain aged care assets so your facility stays complaint, safe and efficient. To learn more, visit https://mdfm.com.au/
