You would be surprised how many organisations still rely on Excel spreadsheets to manage their Planned Preventative Maintenance programme and asset data. Often dispersed in numerous files and understood by just a small select group of people, this data will be found locked in a desk drawer. For sure, it is a cheap and simple solution that has ‘ticked the box’ for years, but nowadays there is so much more we can do to make this data work for us.
FAQ - How to get the basics in place for effective maintenance management
This document describes five questions to ask yourself to get the basics for effective maintenance in place, starting with a structured asset repository.
Three primary maintenance areas
Providing scenario planning and analysis will help us to work more proactively, efficiently and cost effectively than has ever been possible before. With these steps, organisations can take their Planned Preventative Maintenance to the next level. In my opinion, they should focus plans on three primary areas of maintenance:
- There are statutory maintenance obligations that all organisations must meet in order to occupy and operate their buildings. These obligations must be auditable and as such will take first priority when costing a maintenance scenario plan.
- Each organisation has maintenance requirements that are essential for day-to-day commercial operation. Breakdowns can be costly and can directly affect operating costs and efficiency, so preventative maintenance is business-critical work.
- Some lower priority or cosmetic maintenance tasks can be delayed or even cancelled to save on costs or resources. It is vital, however, that these are readily identified during the planning stage or in operation, as resource may need to be re-assigned at short notice.
Taking the next step, the right step
Now imagine multiple scenario planning, historical performance analysis and predictive maintenance scheduling, and try doing all this on a spreadsheet. It will not be possible. To state it in stronger words: the spreadsheet culture is outdated and is no longer fit for purpose. So maintenance managers and facility managers, please wake up!
Today, organisations need planning tools at their fingertips using a logical and intuitive web browser. When they have planned, costed and agreed the programme of work, these tools can generate work orders as clustered activities, and then send these to a mobile workforce, wherever that may be.
It is time to leave basic maintenance management behind and take the next step. The right step. Dare to let go of the spreadsheet culture. The future success of your Planned Preventative Maintenance is not waiting in your desk drawer.
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