How to create a digital preventative maintenance schedule

In this article we will give you a quick step-by-step guide on creating a preventative maintenance schedule using a preventative maintenance system like FaultFixers.
How to create a digital preventative maintenance schedule
Written by
Darren Stewart
Published on
April 12, 2023

In this article we will give you a quick step-by-step guide on creating a preventative maintenance schedule using a preventative maintenance system like FaultFixers.

Step 1: Input Your Facility & Property Information

  • Utilize your preventive maintenance software to input all the facilities and areas that require maintenance within your organisation.
  • Enter essential details such as location, size, usage, and criticality directly into the software.
Create and manage your properties within the maintenance software.

Step 2: Define Your Maintenance Tasks

  • Within the preventive maintenance software, identify and input the facility maintenance tasks required for each area.
  • Specify the frequency of tasks (daily, weekly, monthly) and whether they're time-based or usage-based.
You can create and define your preventative maintenance tasks.

Step 3: Prioritise Tasks and Critical Areas

  • Use the software to assign priorities to facility maintenance tasks based on their impact on operations and occupant safety.
  • Define critical areas to ensure that maintenance efforts are focused on high-priority zones.
Assign the correct priority to the tasks within the system.

Step 4: Configure Automated Notifications

  • Leverage the automated notification and alert features of the software to keep maintenance teams informed about upcoming tasks, deadlines, and changes in the schedule.
  • Automatically designate recipients for notifications, such as facility managers, maintenance staff, or department heads.
Use smart automation rules to assign tasks to your maintenance team.

Step 5: Plan Task Sequencing

  • Organise facility maintenance tasks logically within the software to minimise disruptions and optimise resource utilisation.
  • Consider dependencies between tasks and choose a sequence that aligns with the flow of operations.
Schedule and sequence your tasks using a preventative maintenance system

Step 6: Populate the Preventative Maintenance Schedule

  • Populate the preventive maintenance schedule within the software, detailing tasks, frequencies, priorities, and due dates for each facility area.
  • Use the software's features to balance the workload and avoid overwhelming maintenance teams.

Step 7: Monitor and Fine-Tune

  • Regularly monitor task execution through the software's dashboard and reporting tools.
  • Analyse data on task completion, facility conditions, and maintenance costs to identify areas for improvement.
Once tasks have been uploaded you can monitor the performance in the system.

Step 8: Document and review Maintenance History

  • Maintain a comprehensive record of completed facility maintenance tasks directly within the software.
  • Utilize the software's archival features to store maintenance history, notes, observations, and issues for each facility area.
FaultFixers provides a comprehensive history of maintenance tasks.

By following these steps and leveraging your preventive maintenance software solution, you can establish an effective and streamlined facility maintenance schedule that ensures the upkeep of your facilities, minimises downtime, and contributes to a safe and comfortable environment for occupants.

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