10 Strategies to Improve your

Preventive Maintenance Plan

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1- Make a comprehensive list of all assets the
maintenance team is responsible for maintaining.

This list should include all the specifications and maintenance

instructions for every asset.

Many CMMS systems have an asset hierarchy capability, in which

you can link various parts to their assets, assets to their locations
and more.

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2- Assess all of your assets

This assessment should include the condition of equipment, repair

history, total hours of operation, downtime and estimated life
expectancy.

This assessment will help us to:

1️⃣ Determine our equipment needs as repair tools, spare parts,

manpower and all other resources.

2️⃣ Make accurate decision to continue our maintenance plan or

replace the equipment.

3️⃣ Understand our equipment's efficiency and its ability to meet

our operational goals.

4️⃣ Explore the safety level of our equipment and eliminate any
hazard immediately.

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3- Listen to your assets

As everything in the world changes rapidly and repeatedly, your

preventive maintenance plan shouldn't keep constant and should
be modified dependently on your asset's situation.

Once you hear abnormal noises from part of your asset or

observe leakage from pump or valve, you have to perform the
necessary repairs sooner rather than later, and adjust your
upcoming preventive maintenance schedule accordingly.

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4- Develop standards for measuring performance &
improving efficiency.

This can be accomplished through analyzing maintenance reports,

determining what benchmarks need to be set, and setting clear
expectations for your machine performance and your people.

You can use a number of asset management key performance

indicators to make decisions to improve upon your preventive
maintenance plan.

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5- Assess your maintenance team.

When trying to improve any type of process, you need to know

where everyone on your team stands.
Here are a handful of questions you can ask to determine what
changes you may need to make within your team to improve your
preventive maintenance plan:

1️⃣ Are all of your maintenance team members qualified to

perform your preventive maintenance tasks on all assets?

2️⃣ Will improving your preventive maintenance plan require any

help from third party services?

3️⃣ Do you have adequate resources to keep up with preventive

maintenance or do you need to hire additional team members?

4️⃣ Do you have backup resources in the event of an injury or

leave of absence, so that crucial preventive maintenance job
don't get missed or delayed?

5️⃣ Who is responsible for each assets?

6️⃣ How are staff members held accountable for ensuring

preventive maintenance deadlines are met?

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6- Create a checklist to use with every PM job.

These can be distributed to your team via printed documents,

email, or included in the attachments area of your CMMS.
Checklists can be as general or specific as you like.

Since every asset requires different PM, you can create a general
list with blank fields to fill out for each asset, or create a
customized list for each type of asset.

When expectations are clearly laid out, it makes it easier to stay

organized and ensure standards are met.

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7- Measure the percentage of preventive maintenance
tasks completed on time.

It is essential to track metrics and performance in order to

improve your preventive maintenance plan.

Doing so allows you to focus on setting goals like to achieve (if

you are not satisfied with the current level of PM compliance).

And leads to further analysis of data that would reveal what is

preventive tasks from being completed on time.

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8- Do not perform unnecessary preventive maintenance.

Focus on eliminating tasks that do not add value.

According to Reliable Plant, 30% of preventive maintenance tasks

organizations carry out do not add value to production.

Examples of these tasks include duplicate jobs, tasks done too

frequently, and jobs that should be conditioned based instead.

When you determine what those are for your team, you can take
them out of your maintenance schedule.

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9- Create maintenance kits to complete PM jobs more
efficiently.

Kits are tools and supplies that can be bundled together to carry
out a specific task.

For example, you might create a kit with the appropriate type and
amount of motor oil, rag, funnel, drip pan, and owner's manual to
perform an oil change.

Having these kits ready means that a maintenance technician can

grab and go, rather than searching the stockroom and gathering
all these supplies.

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10- Create and maintain a centralized database to
schedule and track preventive maintenance tasks.

This is much easier to do with a CMMS.

A CMMS stores all types of maintenance information, including

assets specifications, maintenance work order history, tasks lists,
attachments such as owner's manuals, vendor contact
information, inventory, and more.

it is essential to have the support of a software system to

facilitate the best preventive maintenance plan possible.

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