Today when it comes to maintaining facilities, machinery, and other equipment, preventive maintenance is the way to go. It saves a ton of resources and prevents unplanned downtime. However, with such diverse upkeep obligations, it’s difficult to nail down an ideal PM plan. This is why it’s always best to have a list of preventive maintenance best practices to abide by.
Prevention is always better than a cure, especially in the case of expensive machines.
Having said that, the definition of ‘good’ preventive maintenance has changed over the last several years. Traditional best practices
In case you’re looking to develop an effective preventive maintenance plan, read on. In this article, I’ll list the ideal preventive maintenance best practices to help build a maintenance strategy that works.
Let’s dive right in.
Preventive Maintenance Best Practices in 2020 [An Overview]
Preventative maintenance consists of maintenance tasks that are regularly done to prevent equipment failure, bring down overall maintenance costs, and basically retain asset health for longer.
Generally, most companies perform four basic forms of maintenance.
Out of these, preventive maintenance is considered the most cost-effective and beneficial to the lifecycle of critical assets.
It’s a form of reliability centered maintenance that saves on resources such as spare parts and tools and reduces the chances of costly repairs.
In short, it’s the backbone of a company’s asset management plan.
However, regardless of the benefits of preventive maintenance, there’s still the issue of which PM practices are actually useful and which are redundant in the digital age.
7 Top Preventive Maintenance Best Practices
As mentioned, PM best practices have shifted in terms of importance, with new ones emerging as technology progresses.
They also vary in importance with regard to a company’s size and scope.
However, if you’re looking for a set of best practices that will prove beneficial no matter the size of your company, look no further.
1) Run a CMMS System
A Computerized Maintenance Management System provides companies with a virtual maintenance framework on which they can base their preventive maintenance plans.
With CMMS software, you can set up timely maintenance tasks, schedule regular inspections, assign work orders, and collaborate seamlessly with all the maintenance team members.
This kind of software usually comes with a lot of customizability. Companies can set up their systems according to the number of employees, types of equipment, number of incoming work orders, among other things.
Here are some of the benefits of running maintenance software at your company:
Create, delegate, and monitor maintenance schedules remotely
Automated maintenance checklists with custom entries and layouts
Real-time performance monitoring and inventory management
Ongoing training has proven benefits not just for maintenance managers and related staff, but for all company employees, and even the leadership.
However, maintenance technicians, engineers, mechanics, and assistants can benefit even more from regular bi-monthly or quarterly training sessions.
Furthermore, a few highly-skilled technicians with a growing knowledge base will be better for any company as compared to hiring new staff.
Continuous training of the maintenance staff will result in:
Diversely talented maintenance personnel
More streamlined maintenance work
More efficient PM program implementation as training progresses
Each team member capable of performing a wider range of tasks
A steadily improving bottom line with no additional hires
Overall, maintenance staff training and development creates more valuable team members and steadily improves the bottom line.
3) Install Performance Monitoring Devices
Performance monitoring modules are third-party devices that are installed on running machinery to collect valuable performance data.
Depending on the machinery and the modules themselves, it could provide data in real-time, or in scheduled intervals.
These devices can also be linked to a centralized maintenance management software, allowing managers to see all the relevant data in one place for better management.
Installing these devices on machines has several benefits, including:
Detailed data collection programs for more precise maintenance
Remote monitoring for off-site machinery
Enable data-backed proactive maintenance
Reduce mean time to completion for complicated maintenance tasks
Plugins for existing preventive maintenance software
An IoT-based performance monitoring device can also allow companies to effectively centralize their maintenance activities.
4) Get Expert Engineers to Develop PM Plans
The maintenance managers and crew work with the machinery and equipment on a regular basis and know those assets better than anyone at the company.
Getting them to help create a PM plan will enable companies to customize those plans to their unique maintenance needs.
Additionally, senior engineers will be able to lend their expert insights about the inner workings of machines. This may help technicians create PM procedures with much less required input.
Developing expert-backed PM plans have several benefits, including:
High-level insight going into regular tasks
More cost-effective preventive maintenance programs
Fewer pieces of equipment needed for preventive maintenance tasks
Low-redundancy plans that efficiently allocate PM resources
Greater customizability as compared to PM stock plans
In case companies don’t have highly experienced maintenance engineers and managers to develop PM plans, they can bring in external experts for the same purpose. Despite the added immediate cost, it’ll be more affordable in the long run.
5) Analyze Long-Term Progress
Companies procure more and better equipment as their operations grow, and it’s necessary to keep an eye on both maintenance needs and efficiency alongside the growth.
More equipment means more maintenance requirements and more personnel. In light of this, the ideal PM plan should factor in company growth to actively predict requirements down the line, and develop more streamlined procedures.
Analyzing long-term progress offers several benefits to the PM framework.
The ideal basis for a predictive maintenance strategy
Fewer extra resources needed for specific jobs
Pre-procurement knowledge of the maintenance needs of several machines
More efficient maintenance procedures with minimal downtime
Quicker maintenance response times (in case of emergency breakdowns)
Developing a preventative maintenance plan based on historic maintenance requirements and delivery will improve a company’s chances of eliminating resource wastage completely.
6) Prioritize Tasks Categorically
Maintenance tasks vary in terms of resource consumption and complexity. A progressive approach is to categorize them according to priority and perform them accordingly.
Most PM plans usually approach equipment irrespective of their individual maintenance needs. This leaves out some of the more valuable and complicated machinery that may break down if not maintained regularly.
Prioritizing and performing those tasks first will gradually reduce equipment downtime since only specific machines will have to be stopped for maintenance, at a time.
Here are some of the advantages of categorical maintenance:
Increases the life of high-value machinery
Companies can assign maintenance tasks to staff based on their skill level
Prevents resource allocation to otherwise run-to-failure machinery
Saves time on individual service sessions
Allows for a smoother maintenance framework for newer companies
Overall, assessing potential maintenance opportunities and knowing which ones should be prioritized will enable companies to assign some resources to business growth, even during company-wide maintenance runs.
7) Implement Machine Learning Protocols
The ability to know when equipment needs maintenance (based on previous maintenance intervals) is a major advantage for companies with limited resources.
While senior managers can track these times by looking at historical data, they are prone to human error. Machine learning systems are the only solution for a foolproof maintenance prediction framework.
A drop in overall parts costs for commercial end-users
More predictability for major and minor malfunctions
Resource procurement decisions based on extensive data and predictive insight
More cost savings throughout the maintenance cycle
Reduction of irregular mechanical behavior through accurate preventive alerts
Machine learning basically eliminates guesswork on the part of decision-makers and provides a clear picture of when and how to proceed with maintenance efforts.
Recognizing Preventive Maintenance Best Practices
There are tons of tried and trusted practices for all types of practical and virtual maintenance.
Any company looking to create a preventive maintenance strategy can find various tips on how to maintain more (cost)effectively.
However, the issue is finding the right practices for the equipment at your specific company.
Here are some pointers on finding the ideal maintenance best practices for your company equipment:
Look at Historical Data: Observe and track all maintenance procedures and intervals and record the data. Use that data to determine which practices will help streamline maintenance during the next run.
Compare Cost Trends: See how much each maintenance session costs the company and decide which cost-saving measures are needed.
Diagnose Digital Transformation Needs: Find out how many processes are currently aided by software, measure the potential benefits of added digital input, and implement CMMS and ML systems accordingly.
Determine Personnel-Specific Requirements: Check to see if the best practices you’re aiming for, go well with the number of personnel you have on hand and whether they’re qualified to perform what those practices require.
Furthermore, make sure your PM optimization efforts are in line with your company and business goals for the immediate and distant future.
If there’s one thing 2020 has taught companies, it is to introduce as much tech as possible into legacy systems and procedures.
Preventive maintenance is no different.
CMMS systems have been found to be the most valuable investment you can make towards more stable and productive maintenance.
In conclusion, it’s going to pay dividends to always look toward the digital future, and introduce more tech-forward best practices in any maintenance framework.
"Limble has all the features essential to maintenance management. It is very easy to use. Limble can connect with wireless sensors for Condition Based Maintenance. We are in Thailand, and Limble also supports the Thai language. Importantly, their customer support is fantastic almost 24/7. They reply within 10 minutes anytime. I am sure that Limble will really help your operations."
— Natee Singhaputtangkul
I spent a long time evaluating systems I'm so glad I chose Limble
"Limble is super easy to use. For technicians receiving work orders, it requires almost no training. The app makes it quick and easy to create work orders (with pictures) from your phone. PM's are also very easy to set up. Limble is also the least expensive."
— Matt Olson FMP
It takes me about 10 seconds.
"Limble made my job easier pretty much right off the bat. Now I create Work Orders on the fly. It takes me about 10 seconds."
— Fraser Cockell
Very easy to use, functionality is great
"I can track my inventory and it sends me emails when I'm running low on an item. Also that I can track how much time I'm spending on certain jobs over an extended period of time."
— Cody Jensen
A must for any maintenance department
"The thing that I loved the most right from the start was the ease of use of the Limble software. The customization options available when setting up PM's are great. I love the flexibility it gives to tailor the PM to exactly what your needs are."
— Richard Dunaway
A very simple and elegant CMMS system
"If you've had prior experience with CMMS systems, Limble is very intuitive. The ability to view and use the software on multiple platforms is very advantageous. I was able to become proficient and launched the system after only 2 weeks. Support from Limble is fantastic - very prompt and they work well with you to truly understand your questions."