We all know the feeling of dealing with a broken system. Sometimes, things just break down. But wouldn’t it be better to prevent those breakdowns from happening in the first place? That’s where planned maintenance comes in.

There are 2 main types of maintenance: reactive and preventive. Reactive maintenance means fixing things after they break. Preventive maintenance, on the other hand, is about taking steps to prevent breakdowns from happening in the first place.

Within preventive maintenance, there are different approaches. This blog post will focus on planned maintenance. We’ll discuss what it is, some examples, the difference between planned and unplanned maintenance, and the benefits it offers.

Planned maintenance, also known as scheduled maintenance, is a proactive approach to keeping equipment and systems functioning smoothly. It involves planning, documenting, and scheduling maintenance activities in advance. This approach aims to minimize downtime by ensuring all necessary resources, like labor and parts, are readily available when maintenance is needed.

The workflow forms the foundation of a successful planned maintenance strategy. It ensures tasks are completed systematically to prevent problems before they arise. Here’s a breakdown of the important steps:

1. Identify Assets and Failure Modes: Create an inventory of the equipment or systems requiring maintenance. This includes gathering information about their typical ways of malfunctioning, also known as failure modes.
2. Inspections and Risk Assessment: Inspections become important once we know our assets and their potential weaknesses. These inspections help us catch early signs of wear and tear, allowing us to schedule maintenance before critical failures occur. We can also conduct risk assessments to prioritize maintenance needs based on how badly a failure could impact operations.
3. Planning and Scheduling: With the information gathered from inspections and risk assessments, we can start planning and scheduling maintenance tasks. This involves creating work orders that detail the specific tasks needed, the parts and tools required, and the estimated time for completion. Scheduling these tasks ensures they’re done at the best intervals to prevent breakdowns and minimize disruptions.
4. Execution and Documentation: The planned maintenance work orders are then put into action by qualified technicians. Proper documentation is essential during this stage, recording findings, completed tasks, and any replacement parts used. This documentation becomes a valuable historical record for future maintenance activities.
5. Continuous Improvement: The planned maintenance workflow is an ongoing process. By analyzing maintenance data and monitoring equipment performance, you can continuously refine the workflow. This might involve adjusting maintenance schedules, updating work orders, or implementing new technologies to improve efficiency and effectiveness.

Let’s take a look at some common examples of planned maintenance:

Machinery:

• Testing and replacing backup power supplies (like batteries) ensures they function when needed.
• Inspecting belts, chains, and other moving parts for wear and tear helps prevent breakdowns.

Office Equipment:

• Regularly checking and cleaning printers, copiers, and computers removes dust and debris, improving performance.
• Checking and organizing office cables prevents tangling and tripping hazards.

Vehicles:

• Frequent engine oil and filter changes ensure proper lubrication and prevent engine damage.
• Cleaning and replacing air filters maintains airflow and vehicle performance.

Preventive Maintenance (PM)

Preventive maintenance focuses on preventing equipment failures before they happen. It involves scheduling regular maintenance tasks based on manufacturer recommendations or equipment usage patterns. This helps to identify and address potential issues before they cause breakdowns or costly repairs.

Think of it like changing the oil in your car at recommended intervals. It might seem unnecessary at the time, but it keeps your car running smoothly and avoids problems down the road. The same goes for other equipment – regular maintenance can significantly extend its lifespan and prevent unexpected downtime.

Here are some types of assets that benefit most from preventive maintenance:

• Equipment critical for daily operations
• Assets with high financial value
• Equipment with known failure points
• Items with a higher risk of breaking down
• Assets with legal or regulatory maintenance requirements

Planned Unscheduled Maintenance

This approach involves performing maintenance tasks after a failure has already happened. However, unlike reactive maintenance, there’s a plan in place to handle these situations. The main goal is still to get the equipment back up and running quickly, while prioritizing safety. This method helps control maintenance costs by avoiding urgent orders for replacement parts. Think of it like having a spare phone charger on hand in case yours breaks.

Here’s why planned maintenance is important: By having well-defined workflows, you can reduce the need for reactive repairs and unplanned downtime, ultimately improving your KPIs (key performance indicators). Reactive maintenance, on the other hand, is triggered by a breakdown, leading to lost productivity. Planned maintenance helps extend the life of your equipment.

Here are some situations where planned unscheduled maintenance is a good fit:

• Redundant Assets: These have backups that can take over if they fail.
• Non-critical Machinery: Equipment that doesn’t cause major problems if it stops working temporarily.
• Short-lived Assets: Items expected to be replaced frequently anyway.
• Low-cost Assets: Replacing them might be more economical than repairs.
• Unlikely Failures: Equipment with a very low chance of breaking down.
• Unrepairable Assets: Where fixing them isn’t an option.
• Disposable Items: Single-use parts or tools that won’t be reused.
• Unpredictable Failures: Equipment with random breakdowns that are hard to anticipate.
• Non-regulated Assets: Equipment not subject to mandatory maintenance checks.

1. Reduces Downtime: By proactively addressing potential issues through planned maintenance, teams can prevent equipment failures before they happen. Even if a breakdown occurs, having a plan in place allows technicians to diagnose and fix problems faster, minimizing downtime.
2. Extends Asset Lifespan: Regularly scheduled maintenance helps equipment function optimally for a longer period. This translates to fewer replacements needed and a longer lifespan for your valuable assets.
3. Lower Maintenance Costs: Planned maintenance allows you to address minor issues before they become major problems. This proactive approach is often more cost-effective than dealing with unexpected breakdowns that require expensive repairs or replacements. Additionally, a CMMS that integrates with vendors can provide real-time information on parts availability, helping you avoid costly delays due to waiting for replacements.
4. Improves Workplace Safety: Equipment that’s properly maintained operates under optimal conditions, minimizing safety risks for employees working nearby. Planned maintenance helps prevent accidents and potential disasters.
5. Boosts Employee Morale: Frequent, unexpected equipment failures can disrupt workflows, cause stress, and lead to employee dissatisfaction. Facilities that prioritize planned maintenance and minimize downtime create a more positive and productive work environment for everyone.

Step 1: Utilize Planned Maintenance Software

The first step involves using a planned maintenance software, often referred to as a CMMS. These programs streamline the planning process by allowing you to organize resources like labor and parts. CMMS software also simplifies scheduling, inventory management, work order creation, and reporting. This ensures proper maintenance triggers are set, technicians can respond efficiently, and necessary parts are readily available, minimizing disruption during maintenance activities.

Step 2: Organize and Analyze Your Assets

Next, you’ll need to organize your assets. This means creating a comprehensive list and categorizing them based on suitable planned maintenance approaches. There are two main categories: preventive maintenance, performed on a scheduled basis, and unscheduled maintenance for unforeseen issues. Conducting a criticality analysis can be helpful here. This process helps identify which assets require the most attention and are best suited for a preventive maintenance strategy.

Step 3: Train and Execute

Successful planned maintenance relies on everyone’s participation. Training your team on new technology, processes, and procedures ensures everyone understands their role and the resources available. This clarity leads to smoother and more effective implementation. If this is a new approach for your team, consider a trial run to help them adjust comfortably.

Step 4: Build and Monitor

Once your planned maintenance strategy is up and running, monitor its effectiveness. Create checklists to track key performance indicators (KPIs) related to maintenance. These checklists will help you identify areas where the plan is working well and areas for improvement. Utilize data collection and reporting tools to gain actionable insights. Don’t forget to involve all stakeholders when refining your strategy. Technicians, operators, and others can provide valuable feedback to optimize your planned maintenance program.

Planned maintenance is a great way for businesses to keep costs in check, improve profitability, and prioritize safety. NEXGEN’s user-friendly CMMS platform can help you put a planned maintenance program into action by combining the steps you’ve already learned.

Want to try NEXGEN’s CMMS today? Schedule a demo with us!

1. What is planned unscheduled maintenance?

   Planned unscheduled maintenance, also known as run-to-failure maintenance, is a planned approach to letting equipment operate until it breaks down before fixing it. This is typically used for low-cost, low-impact equipment where a scheduled maintenance plan wouldn’t be cost-effective.

2. What’s the role of planned maintenance?

   Planned maintenance ensures your equipment is serviced proactively to prevent unexpected breakdowns. It outlines the specific tasks needed to keep things running smoothly, maximizing equipment lifespan and preventing costly downtime.

3. What tasks are typically included in a planned maintenance program?

   Planned maintenance programs can include a variety of tasks, depending on the equipment. Common examples include routine inspections, lubrication, cleaning, adjustments, calibrations, parts replacements, and software updates.

4. How often should planned maintenance be performed?

   The frequency of planned maintenance varies depending on several factors. These include the type of equipment, how often it’s used, manufacturer recommendations, and the surrounding environment. Maintenance schedules can range from daily or weekly to quarterly or even annually.

5. What’s the difference between planned and scheduled maintenance?

   Planned maintenance defines the “what” and “how” of maintenance tasks, outlining what needs to be done and the proper procedures. Scheduled maintenance, on the other hand, focuses on the “when” and “who” aspects, specifying the timeframe for the tasks and assigning them to technicians.