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Benchmarking and Tracking Preventive Maintenance

Planning for preventive maintenance is a function of past maintenance activities and the outcomes we desire as facility managers (extended equipment longevity). It is difficult to know when the cost of ongoing maintenance outweighs the cost of replacement. Close this gap by avoiding these 3 common facility management mistakes.



1. Not Tracking Preventive Maintenance Activities

Tracking maintenance activities is critical for accurate planning and budgeting. Knowing what was done to equipment, when parts were replaced and labor utilization allows us to anticipate future facility problems rather than react to them as they come up.

Facility managers know the value of this information, but find it challenging to get their team to track maintenance. Tracking ongoing maintenance adds time to their daily routine but saves time in the end.

To simplify the process, focus on limiting the amount of documentation required. Limit documentation to five categories that your maintenance team interacts with on a daily basis:

  • Open tasks or incomplete work orders

  • Building asset data (make, model, O&M and emergency shutdown procedures)

  • Location of the asset (building, room number)

  • Asset history (past maintenance, installation date)

  • Record actions (technician notes, labor, work order completion)

2. Repetitive Maintenance Tasks and Workflows Without Automation

Paper workflows are simple, but wildly inefficient. Duplicate data entry is inevitable and unmanageable stacks of paper and binders quickly take up residence in plan rooms.

At the same time, software programs can be exciting, but often are complicated and overwhelming. Simplicity in a software is key, facilitating team adoption and coherence. 

Look at software programs that will make your maintenance team more productive. These programs should include the five information categories specified earlier and require minimal on-boarding. When you have a good system in place, all of your maintenance activities will be tracked and simplify benchmarking. 

3. Lack of Key Performance Indicators

Establishing a baseline will allow you to benchmark your ongoing facility maintenance and plan for future capital improvement projects.   

Here are some facility management KPIs to consider:

  • Percentage of reactive tasks completed versus preventive tasks completed

  • Average time to complete work order

  • Average cost of a work order

  • Frequency of reactive maintenance by asset

  • Premature asset failure

  • Total cost of maintenance by asset

Developing a preventative maintenance program has a proven ROI and can be one of the most profitable decisions your organization makes.

Stay on top of your building's maintenance with this Ultimate Facility's Manager Preventative Maintenance Checklist

Download - The Ultimate Preventative Maintenance Checklist

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