5 Signs Your Preventive Maintenance Operations Could Use Improvement

Because your client’s business relies heavily on assets that need maintenance, efficiency in servicing such assets is crucial.

Providing a well-planned maintenance schedule for your clients reduces downtime, keeps costs low, and increases their return on investment. Equipment that needs replacement can be identified well in advance. And then your customers can allocate funds for the new equipment purchase in their budget.

Despite the numerous benefits of a well-planned preventive maintenance program, some organizations still do not get it right. In some cases, previously high standards can begin to slack due to a shift in organizational culture.

Here are five signs that your preventive maintenance operations need reevaluation.


1. Too Much Unplanned Work for Maintenance Team

A proper maintenance schedule is meant to reduce surprises by arresting problems before they happen. If you are a manager who finds themselves always putting out fires related to maintenance, you need to relook your preventative maintenance program.

Unplanned work can stretch your human resources to the extent that business growth slows down. Take a broadband provider, for instance. If the business is always rushing to solve existing customers’ connectivity issues, it could slow down the speed of bringing new customers on board.

Unplanned work leads to backlogs that ultimately hurt customer satisfaction. Staff may need to work overtime leading to budget overruns.


2. Too Many Breakdowns in Already Serviced Machines

Preventive maintenance helps reduce the frequency and severity of equipment breakdowns. However, if your clients are experiencing recurring breakdowns during the most important hours, that is a red flag. Perhaps some of their equipment has performed beyond its useful life and needs replacing.

If your organization is taking long to find replacement parts when breakdowns happen, it means that your supply chain operations need improvement, too.


3. Maintenance Budget Deficits

Whenever actual spending exceeds the budgeted amounts, it is down to either poor planning or an unforeseen contingency. However, if your field operations department is always requesting more funds to carry out maintenance, it may be time to examine their planning.

It will require the manager to analyze their spending to pinpoint the issue. Is the organization paying too much in overtime? Is a particular item being replaced too often?

Such information is easily available if your organization invests in field service management software.


4. Poor Safety Scores

No organization wants to put workers at risk. Therefore, scheduled maintenance is necessary for any machinery-based work.

However, there may be cases when such maintenance needs to happen more often than usual. This is especially true as assets near the end of their useful life.

If your organization is suddenly experiencing instances of small accidents, you need to reorganize your preventive maintenance operations before a major incident happens.


5. Dip in Staff Morale

For the maintenance team, having to always work in emergencies will hurt their morale. Attending emergencies robs staff of the ability to plan out their schedule. That’s why it can be quite hard to carry out job evaluation on a team that is fixing emergencies constantly.

There are many other indicators you can look out for. For instance, the organization should not be rewarding people for coming in on weekends or working overtime to get systems back up. Preventive maintenance should be in place so that staff can have their time off without worrying about their phone ringing.


Ways to Improve Preventive Maintenance Operations

How can your organization streamline a poor preventive maintenance schedule so that there are little to no breakdowns or budget overruns? How can you keep standards high?


Review Preventive Maintenance Operations Often

How often do you review the schedule to maintain your clients’ most important assets? Do you engage your staff members to get their views on the program?

Often, standards depend on the overall organizational culture. Set the right tone by finding ways to tweak and improve the program, however marginal they may be. Invest enough resources in training your maintenance staff so they can identify issues before they arise. Ensure that your organization has a sufficient budget so that no maintenance operation gets skipped in a bid to scale down costs.

The costs of downtime and accidents will always outweigh those of scheduled maintenance.


Employ Field Service Management Software

If your organization does not use one, it is important to invest in field service management software. It helps to manage and optimize your preventive maintenance operations, from scheduling to labor tracking to invoicing.

You can easily keep track of maintenance schedules, with reminders being sent to technicians as need be. Each work order is tracked so that nothing is skipped.

Field service management software enables the use of analytics to reveal areas of weakness in the organization. Perhaps a change in parts suppliers is warranted due to quality issues. Leveraging analytics can also help predict when breakdowns are likely to happen.

Such software allows your organization to have a virtual warehouse where it can keep track of the parts needed for routine preventive maintenance operations. The possibilities for efficiency are limitless.


Conclusion: Streamline your preventive maintenance operations with MSI’s Service Pro

MSI Data is constantly improving solutions for the automation of field service management. Their preventive maintenance solutions are built to maximize uptime.

Service Pro collects data related to machine health. More importantly, it turns that data into actionable points for maintenance teams. Service Pro can send service alerts, reminders, and invoices to relevant staff members. It can serve as a platform for service-level agreements between your organization and clients to whom you provide maintenance services.

Request a demo now.