Implementing Preventive Maintenance Strategy

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Now that the team is in place, the right software is selected, and the implementation goals are defined, it’s time to bring the plan a step closer to realization.


Implementation usually happens in phases to provide time for actual performance of duties and assessments at each step.


Decide which assets to maintain
The first step towards an effective preventive maintenance plan is to identify which assets need to be on the preventive maintenance list as not all assets have to have a preventive maintenance plan.


Some assets are critical to the daily function of the business, others only cause minor productivity delays.


The best candidates are:


  • equipment that is expensive to repair or replace
  • assets that serve a critical function
  • older equipment you don’t plan to replace in the near future (as you need to regularly maintain it to prolong its lifespan)
Equipment with frequent maintenance needs should be first in line with a preventive maintenance plan.


You can start by creating an inventory of a couple of assets that will be placed on the preventive maintenance plan (the rest can be added later).


To complete this step, you need to record (at a minimum) the following information into your maintenance software:


Recording asset information for PM plan


Keep in mind that the complete list of the necessary information may vary from business to business, depending on your needs and workflow.


This data will help to track and manage costs for parts replacement and provide valuable insight into each equipment maintenance needs. It’s also a great idea to assign priority levels to the equipment from highest priority (assets that must operate at all times) to non-essential (assets that if it goes down would not make a huge impact on operations) for the purpose of tracking and responding to equipment failures.


Create a list of maintenance tasks
The second step is creating a list of maintenance tasks your team will perform at regular intervals.


Using the manufacturer’s manual and the insight you get from your technicians, you can create a list of tasks for every piece of equipment that will be on the PM plan and write down their specific maintenance needs.


 Creating a list that outlines all the areas that should be inspected will help maintenance personnel sign off that the necessary components were looked at, as well as if they passed or failed. They can record their findings and leave notes through your chosen maintenance software.


Maintenance tasks can be broken down depending on their frequency.


Types of mantainance tasks by priority


Create a preventive maintenance schedule
 Now that you know which assets need which maintenance tasks, the next step is creating the schedules.


You can start with one or two pieces of equipment (possibly the ones that have the highest repair cost) to test the CMMS and ensure that all the data entered into the system is correct and that the data is being utilized by the system properly. This is your opportunity to work out kinks and make any corrections to data or system functions.


As we already mentioned, you can use the manufacturer’s guidelines and the insight from your technicians to create customized maintenance schedules, tailored to the needs of every piece of equipment.



To speed up the creation of your PM schedules for all the assets on your preventive maintenance list, Limble allows you to copy schedules between assets and do batch PM updates.

Another reason why CMMS is an integral piece of your preventive maintenance strategy is that it can schedule and generate work orders for future maintenance tasks, as well as send notifications for open work that needs attention. You only need to assign work orders to specific team members and track the progress of open work orders. Fast, intuitive, and efficient.

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