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Keep your machinery running with an equipment maintenance checklist

Regular and comprehensive equipment maintenance is an essential part of keeping workers safe and making sure their jobs can be performed smoothly

Equipment maintenance is a vital part of your daily workload. It’s important to always know which machinery and tools are working properly and which may need repairing. Failing to properly maintain your equipment can be a serious workplace safety risk, as machinery like wood chippers or heavy vehicles can injure people easily.


Equipment maintenance log template



Table of contents

1. What is included on an equipment maintenance checklist?

2. What are the benefits of equipment maintenance checklists?

2.1. Implements standards

2.2. Lowers costs

2.3. Ensures compliance

3. Which industries benefit most from equipment maintenance checklists?

4. A digital solution for equipment maintenance checklists


What is included on an equipment maintenance checklist?


Your equipment maintenance checklist should reflect the machinery and tools you actually use in your business. Being as thorough as possible when inspecting your equipment ensure that your workers stay safe and that you’ll be able to spot any needed repairs in good time, before they slow down your business.


Before you start, there are a few things to make sure you’ve prepared in order to conduct the best maintenance inspections possible:


  • Assess your facility: Understand exactly what you’re inspecting. Establish benchmarks for normal performance so that you know what measures you’re using to evaluate the state of your equipment.
  • Locate documentation: Most equipment you use will have a manufacturer’s manual associated with it. This is a great resource for conducting inspections.
  • Create your own documentation: In addition to a preventive equipment maintenance checklist, document all maintenance processes and make the records easily accessible to your employees.


Once you’ve done these things, inspections of your specific equipment can begin. Again, manufacturer or owner’s manuals are great sources for asserting normal operating conditions. Generally speaking, however, when inspecting machinery, make sure:


  • There is no debris clogging the machine. Check it before and after each use
  • You wipe down the outside of machinery so that surfaces are clear of dirt, debris, or lubricant
  • All machine blades are adequately sharp
  • Check for signs of wear on pieces of equipment. If you see any, report it immediately and replace the equipment if possible.
  • Check the fluid levels and air filters on all machinery. Replenish or replace these if necessary.
  • Calibrate all machinery as needed during every startup


When inspecting material handling equipment, make sure:


  • You regularly (at least once a day) check machine belts for damage
  • You inspect motors and power sources at least twice a year
  • To review the programming of these machines


What are the benefits of equipment maintenance checklists?


Beyond the obvious benefits of having working equipment, using an equipment maintenance checklist improves your business in a few ways.


Implements standards


Having an equipment maintenance checklist to follow introduces clear standards for all your tools and machinery. That improves consistency across your organization, no matter who performs equipment inspections.


Lowers costs


Waiting until a small defect turns into a full shutdown means spending a lot of money repairing the problem. With an equipment maintenance checklist, you’ll be aware of necessary equipment repairs earlier; and smaller repairs cost less money.


Big repairs carry more than a financial cost. The resulting downtime means your operations will either slow down or stop completely, depending what breaks.


Ensures compliance


A checklist with predefined standards helps your business stay compliant with industry standards, safety regulations, and manufacturer recommendations. Noncompliance can lead to heavy fines and other penalties.


A Black man in a yellow vest and hard hat adjusting machinery

Which industries benefit most from equipment maintenance checklists?


Equipment maintenance is never a bad thing. That said, they are logically most useful in industries that rely a lot on technical machinery. Such industries include:


  • Construction
  • Manufacturing
  • Oil and Gas


In the construction industry, job sites are almost always populated with heavy equipment like forklifts, cranes, and excavation equipment. It’s vital that you regularly ensure these machines are in working order, otherwise their operation could lead to an incident


Manufacturing is similar. In addition to the safety concerns raised when equipment doesn’t work properly, the manufacturing industry generally depends on each step in a manufacturing process being completed before a new one can begin. So major equipment repairs can delay operations significantly.


The oil and gas industry, as well as the energy sector as a whole, uses plenty of complex machinery in day-to-day operations. Mining, drilling, and transportation of natural resources all take place with the aid of equipment that needs maintaining.


A digital solution for equipment maintenance checklists


The best way to get as much as possible out of your equipment maintenance checklists is to digitize them. Ditching pen-and-paper means saving tons of time writing out new checklists each inspection and finding storage space for them.


With Lumiform’s digital checklist software and mobile app, you can simply use a single template over and over for hassle-free inspections. Once completed, these checklist templates are stored in the cloud, so you’ll always have access to the results.


Use one of 12,000 ready-made templates or create your own using the flexible checklist builder. Custom checklists help you specify exactly what employees in your business need to pay attention to.


The results of your inspections, in addition to being securely stored in the cloud, are automatically converted into weekly and/or monthly reports that visualize the data. Use these reports to draw conclusions about your inspection processes, identify common problems, and design solutions.


Businesses who switch to Lumiform have been able to complete inspections up to 4x faster thanks to the mobile app, which your employees can use to carry out equipment maintenance even when they’re offline. They can also include pictures and additional context to make their findings clearer.


Man in a blue uniform searching for the right tools to perform repairs

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