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Build a planned maintenance calendar for every building

A year-round maintenance plan for each property in a spreadsheet, with reminders in your calendar so checks and services never slip.

Property managerIntermediate45 minAI assistantGoogle SheetsGoogle Calendar

When to use it

Once a year, then follow the reminders

List what each building has
Note the main systems and features for each property: boilers, lifts, fire alarms, emergency lighting, gutters, roofs, gardens, communal areas.
Ask for a draft plan
Paste the list with this prompt.
Prompt to copyI manage [number] properties. For each, here are the main systems and features: [paste]. Create a planned maintenance schedule as a table: Property | Item | Task | How often | Suggested month | Who usually does it (contractor type) | Notes. Spread the work across the year so no month is overloaded. Mark tasks that are often legal or insurance requirements with [CHECK REQUIREMENT] so I confirm the rules that apply where I am ([country or state]).
Confirm the legal checks
Check the [CHECK REQUIREMENT] items against official guidance, your insurer and any compliance adviser, and adjust how often they happen.
Put it in a sheet and calendar
Paste the table into Google Sheets with a 'last done' column. Then add each task to Google Calendar as a recurring event with a two-week reminder.

Add a 'last done' date and a link to each certificate so you can show evidence quickly if asked.
Review the plan each year and after any major repair.