7 Items to Consider for a Well Thought-Out Preventive Maintenance Strategy
Few things are more debilitating to an organization than broken or unusable printers, ineffective software, or hot environments because of A/C issues. The workforce is put on hold, clients become annoyed with delayed deadlines, and the reputation of the company may be called into question; all because a vital piece of the chain has broken. Of course, service requests can be sent and problems rectified, but a real solution should help you stay in front of such problems and make small adjustments, instead of system overhauls. The solution is Preventive Maintenance, but how do you get started and how do you make sure you’re not being charged for services you don’t need? Below, we will discuss some specifics about how to get the most out of this vital service.
“By first defining what PM is, and then educating and training people in the current state of their actual PM performance, the groundwork for improvement is laid.” -Torbjörn Idhammar
Where is Maintenance Needed Most?
Preventative Maintenance should, ideally, work for all aspects of a company, as regular checks can be of assistance for any hardware, equipment, software, etc. Nevertheless, some systems and equipment may be used more regularly or at a higher volume than the rest and, therefore, should be focal points for your PM service. Also, make sure the PM technicians are familiar with the equipment and systems they are performing maintenance on. This should be one of the initial conversations when setting up a PM service.
Create a PM Schedule
Once the areas for maintenance have been identified, create a regular schedule for when the PM will occur and stick to the schedule. Avoid the pitfall of postponing service for the sake of savings because a system or machine isn’t currently having problems. The goal of PM is to assess potential problems before they arise and minimizing the effects of system breakdowns through regular check-ups. Replacing or overhauling a system will cost much more in the long run.
Develop a Checklist
Once a schedule of maintenance has been created, develop a checklist for what services will be provided within the PM process. This is beneficial for both the technicians performing the PM and the organization itself, as the technician can work step-by-step to avoid overlooking any areas and the organization knows which areas are regularly serviced. Additional areas or equipment requiring PM can also be added to the existing list as needed, without worrying about prior maintenance focal points being lost in the shuffle.
Consider the Tools
By now, everyone has heard the term “there’s an app for that.” In today’s world, there’s a mobile application and/or software to complement just about all of your business needs. When it comes to planned maintenance scheduling, there are even some free options available, such as Outlook Calendar; but they come with their own set of issues. While you might be tempted to invest in a tool specifically geared towards PM, doing so often means buying in to redundancy.
A more viable and efficient approach is to choose a SaaS option that handles all of your maintenance needs. Facility Maintenance Software (FMS) is a more robust tool that allows you to schedule both PM and regular service requests, communicate with technicians, and provide details regarding the service request. And since all of the other software modules tie in with your FMS, data is stored and updated in real-time across the entire platform.
Workforce and Techs Work Together
One of the most valuable assets in the company are the workers who use the systems and equipment on a daily basis. Tap into their knowledge and observations about the health and well being of the systems and equipment. They can, in turn, pass this information along to the technicians so problems are identified quicker and solved with little, if any, downtime.
Refer to the Technicians for Upgrades and Replacements
Although preventative maintenance is designed to keep everything running, there are times when replacements or upgrades must be made. The regularly scheduled PM process can be used to determine the remaining life of company assets and often techs are able to make the best recommendations for what should be replaced, especially since they have a very clear understanding of what your needs are, based on the scheduled PM services. This is also beneficial in choosing systems or software which could be effective add-ons to make your operations that much more efficient.
Appeal to the Bottom Line Savings for the C-Suite
Any CEO or CFO is going to consider the company’s budget and the pros and cons of the expenditures. Especially when paying for a service in which the work seems minimal, the C-suite may be hesitant to jump on board. This is where a comprehensive cost analysis of regular PM service versus equipment replacements, and the downtime associated, can be illustrated. Once the bosses are able to rationalize the money saved through a preventative maintenance plan, they are more likely to understand why it is such a necessary service/tool.
Preventative Maintenance software is a tool that is rapidly gaining traction in most industries. The initial costs of implementation are dwarfed by the potential costs of replacement or upgrade. Furthermore, this process gives a regular snapshot of the system and equipment health, which keeps FMs, the workforce, and C-suite abreast of their organization’s equipment standards. The benefits of PM are numerous and should be explored by all progressive businesses and organizations.