Improve equipment performance and reduce operational cost by using an effective preventive maintenance checklist.
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A preventive maintenance checklist is a document used to carefully monitor and record every preventive maintenance done on a building component or equipment.
Preventive maintenance is a regularly scheduled maintenance or repair to prevent equipment breakdown and keep a building component or equipment at peak performance. The usual preventive maintenance procedures are lubrication, inspection, calibration, and parts replacement.
Preventive maintenance checklists are usually used by building engineers, managers, and owners. They use it to check their equipment such as HVAC system, plumbing system, electrical system, and roof. It is also used to pass audits and certifications for building safety and energy efficiency. Preventive maintenance is aspect to consider when designing a maintenance checklist for your business.
To create an effective preventive maintenance checklist, a manager or engineer needs to apply best practices. When considering the best practices below, carefully evaluate whether the method will apply to an establishment’s current condition to prevent unnecessary expenses and commitments. The information is referenced from Minnesota’s Office of the Legislative Auditor.
One of the key characteristics of an effective preventive maintenance plan is being very organized. This can be done by creating a complete inventory of all the equipment. It is then assigning each asset code or number. Doing so will ensure that all equipment is accounted for.
Then, the next step is to evaluate the condition of all the equipment and record all the observations down on the previously made inventory. If the assessment needed is too technical, it is recommended to get help from the equipment manufacturer or a specialist.
It is recommended to continuously update the conditions of all the equipment in the inventory on a regular schedule. To do so, plan and implement a regular schedule of inspections. If the inspection scope is too big, conducting an inspection methodically or delegating part of the work to authorized personnel can solve this problem.
perating any equipment requires a lot of resources, especially money. When improperly planned, expenses due to repairs can pile up unknowingly.
To properly create a preventive maintenance plan, it is recommended to undergo a ranking process to determine which equipment has more importance. When ranking, assess which equipment will compromise safety or will cause significant loss to operation. Also, consider if any legal requirements will be affected, such as building codes and government standards.
Another recommendation is to conduct a comparative study of the total costs over its expected lifespan. This study is called life-cycle costs and is very useful when assessing if it is more economical to repair a piece of equipment or if it is better to do a total replacement. It is also useful when seeking alternative brands or solutions to problematic or overly expensive equipment.
Planning strategically means creating long-term plans and short-term plans.
A long-term preventive maintenance plan usually affects the general direction of the maintenance budget and usually spans three to ten years in duration. Creating a long-term plan involves listing all the current issues and future issues. Then, creating a list of actions that will take place over the next few years to address every concern.
A short-term preventive maintenance plan usually spans a year and is made to align with the long-term goals. This involves creating an annual budget and work plan for all the repair, maintenance, and replacement needs for a whole year.
Planning a framework means creating an organized structure of preventive maintenance plans. Below are four key steps to achieve this:
When preparing a preventive maintenance checklist, it is best to consult the equipment manufacturer since no one knows better than them.
Although manufacturers provide user manuals and other materials, it is better to set a meeting and have a thorough talk on properly conducting preventive maintenance. Usually, manufacturers also offer preventive maintenance services. It is advisable to accept their maintenance services, especially if the equipment is newly installed and still under warranty.
To optimize and closely monitor a preventive maintenance plan, it is recommended to implement a work-order system.
A work-order system is a standard procedure that involves issuing work orders to every planned maintenance activity or an emergency problem. Work orders are recorded documents that contain essential information like the time, date, activity information, parts needed, list of personnel, cost, and work completion details.
These work orders are compiled systematically, either manually or through computer records. When work orders are collated, it can provide helpful information such as breakdown frequency, cost per type of repair, and even performance of certain equipment brands. Analysis of this information can be used to optimize any maintenance activities.
A practical preventive maintenance checklist not only reduces equipment breakdown but also brings benefits that might not be apparent at first. Below are some of them:
Preventive maintenance can be a complicated process, especially for companies with multiple buildings and equipment. It is essential to use a tool that simplifies the process by improving collaboration and using modern techniques.
Lumiform is a mobile inspection app that allows maintenance teams to document and schedule their maintenance work. It also provides the ability to share with all team members in real-time. Companies and their maintenance teams can use Lumiform to manage their preventative maintenance as follows: