Maintenance Checklist

Preventative Maintenance Checklist

Learn how to create a preventative maintenance schedule template that you can use to help plan your PPM tasks and schedule.
Preventative Maintenance Checklist

A preventative maintenance template is a structured document or form that serves as a framework for planning and implementing routine maintenance tasks to prevent equipment or system failures. It typically includes a list of maintenance activities, their frequency, and any specific instructions or guidelines for carrying them out.

A preventative maintenance template helps establish a proactive approach to maintenance by outlining scheduled tasks, ensuring consistency, and providing a record of completed maintenance activities.

A typical preventative maintenance template may include the following elements:

1. Equipment/System Identification: Clearly identify the equipment or system that requires maintenance, including relevant details such as model number, location, and specific components.

2. Maintenance Tasks: List the maintenance tasks to be performed, such as inspections, cleaning, lubrication, calibration, testing, or replacement of parts.

3. Frequency: Specify how often each maintenance task should be performed (e.g., daily, weekly, monthly, quarterly, annually) based on manufacturer recommendations, industry standards, or historical data.

4. Task Description: Provide a detailed description of each maintenance task, including step-by-step instructions, safety precautions, and any necessary tools or materials.

5. Responsible Personnel: Assign responsibility to specific individuals or teams who will be performing the maintenance tasks.

6. Due Date: Set deadlines or due dates for completing each maintenance task based on the specified frequency.

7. Completion Tracking: Leave space for recording the date when each task was completed, allowing for easy tracking and verification of maintenance activities.

8. Notes/Comments: Provide a section for additional notes, observations, or comments related to the maintenance tasks, including any issues discovered or recommendations for improvements.

Using a preventative maintenance template streamlines the maintenance process, ensures consistency in task execution, and helps keep an organised record of maintenance activities. It can be adapted to various equipment or systems, such as HVAC systems, machinery, vehicles, or facility infrastructure, to effectively manage and prolong their lifespan.

8 Common Preventative Maintenance Checklists

The specific preventative maintenance tasks for commercial buildings can vary depending on the type of facility and the equipment/systems present. However, here are some of the most common preventative maintenance tasks performed in commercial settings:

1. HVAC System Maintenance

HVAC system maintenance involves regular filter replacement, cleaning coils, lubricating moving parts, testing thermostats and controls, and inspecting ductwork. Proper maintenance ensures efficient operation, improves indoor air quality, and helps prevent breakdowns or costly repairs.

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HVAC Maintenance Checks

Example maintenance tasks include:
  - Regular filter replacement or cleaning.
  - Inspection and cleaning of coils and fans.
  - Lubrication of moving parts.
  - Calibration and testing of thermostats and controls.
  - Inspection of ductwork for leaks or damage.

2. Plumbing System Maintenance:

Plumbing system maintenance includes inspecting for leaks, clearing clogged drains, checking water pressure, testing water heaters, and replacing worn-out components. Regular maintenance ensures proper functioning, prevents water damage, and promotes efficient water usage in commercial buildings.

Example maintenance tasks include:
  - Inspection for leaks in pipes, faucets, and toilets.
  - Clearing clogged drains and pipes.
  - Checking water pressure and adjusting as needed.
  - Testing and maintaining water heaters.
  - Checking and replacing worn-out washers, gaskets, or seals.

3. Electrical System Maintenance:

Electrical system maintenance involves inspecting panels, wiring, and connections for damage or overheating, testing and replacing faulty components, ensuring proper grounding, and complying with electrical codes. Regular maintenance ensures safety, minimises electrical failures, and promotes reliable operation in commercial buildings.

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Electrical testing equipment in use

Example maintenance tasks include:
  - Inspection of electrical panels, breakers, and wiring for signs of damage or overheating.
  - Testing and replacing faulty or outdated electrical components.
  - Checking and tightening connections.
  - Verifying proper grounding and surge protection.
  - Ensuring compliance with electrical codes and regulations.

4. Lighting System Maintenance:

Lighting system maintenance includes regular cleaning and replacement of bulbs or fixtures, inspection and repair of lighting controls, and upgrading to energy-efficient solutions. Proper maintenance ensures optimal lighting conditions, reduces energy consumption, and enhances safety and comfort in commercial buildings.

Example maintenance tasks include:
  - Regular cleaning and replacement of bulbs or fixtures.
  - Inspection and repair of lighting controls, sensors, or timers.
  - Checking and replacing ballasts or drivers as necessary.
  - Upgrading to energy-efficient lighting solutions.

5. Fire Safety System Maintenance:

Fire safety maintenance involves regular inspection and testing of fire alarms, smoke detectors, and fire sprinkler systems. It includes replacing batteries, maintaining fire extinguishers, and ensuring compliance with safety regulations. Proper maintenance helps protect life and property, detects fires early, and ensures the readiness of fire safety systems in commercial buildings.

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Fire safety checks are required by law.

Example maintenance tasks include:
  - Regular inspection and testing of fire alarms, smoke detectors, and fire sprinkler systems.
  - Replacing batteries in smoke detectors and testing their functionality.
  - Inspection and maintenance of fire extinguishers.
  - Ensuring compliance with fire safety regulations.

6. Building Envelope Maintenance:

Building envelope maintenance includes inspecting the exterior for cracks, gaps, or signs of water intrusion, regular cleaning of windows and façade, and repairing or replacing damaged roofing materials. Proper maintenance enhances energy efficiency, prevents water damage, and preserves the structural integrity of commercial buildings.

Example maintenance tasks include:
  - Inspecting the exterior for cracks, gaps, or signs of water intrusion.
  - Regular cleaning of windows, façade, and gutters.
  - Repairing or replacing damaged roofing materials.
  - Sealing gaps around windows and doors to improve energy efficiency.

7. Elevator and Escalator Maintenance

Elevator and escalator maintenance involves scheduled inspections, lubrication of moving parts, testing safety features, and addressing malfunctions promptly. Regular maintenance ensures safe and reliable operation, extends equipment lifespan, and complies with safety regulations in commercial buildings.

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A broken escalator can be a big problem.

Example maintenance tasks include:
  - Scheduled maintenance and inspections as per manufacturer guidelines.
  - Lubrication of moving parts.
  - Testing and certification of safety features.
  - Monitoring and addressing any abnormal sounds or malfunctions.

8. Security System Maintenance

Security system maintenance includes testing and maintaining access control systems, inspecting and repairing surveillance cameras, and upgrading system software. Regular maintenance ensures the proper functioning of security measures, enhances safety and protection, and safeguards commercial buildings against potential risks.

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A security access control system.

Example maintenance tasks include:
  - Testing and maintenance of access control systems.
  - Inspecting and repairing surveillance cameras, alarms, or motion sensors.
  - Upgrading system software and firmware as needed.
  - Verifying connectivity and functionality of remote monitoring systems.

Remember, this list is not exhaustive, and specific maintenance tasks may vary based on the unique needs and equipment in your commercial facility. It's essential to consult equipment manuals, manufacturer recommendations, and industry best practices when creating a preventative maintenance plan for your specific building. You can use a maintenance management system like FaultFixers to create and save preventative maintenance templates for your whole maintenance team to use.

What makes a great maintenance checklist?

A great maintenance checklist is characterised by its comprehensive nature, clarity, and adaptability. It should encompass all critical maintenance tasks specific to the equipment, systems, or areas being addressed. Each task should be accompanied by clear and concise instructions, enabling anyone following the checklist to carry out the maintenance activities accurately and safely.

The checklist should provide guidance on the recommended frequency of each task, considering factors such as manufacturer guidelines, industry standards, and equipment usage patterns. By prioritising tasks and organising them in a logical order, maintenance personnel can address critical issues first and allocate resources efficiently.

Digital Forms

To ensure accuracy, the checklist should specify the equipment, systems, or areas to be addressed for each task. This level of specificity helps prevent ambiguity and ensures that no important maintenance activities are overlooked.

Documentation is a vital aspect of a maintenance checklist. It should include space for recording the date, person responsible, and any notes or observations for each completed task. This record serves as a valuable reference for future inspections, aids in tracking trends or recurring issues, and helps maintain a history of maintenance activities.

Flexibility is crucial, allowing the checklist to accommodate unforeseen circumstances, variations in equipment, or evolving maintenance requirements. By periodically reviewing and updating the checklist, incorporating changes in equipment, industry best practices, or lessons learned from previous maintenance activities, it remains relevant and up-to-date.

In summary, a well-crafted maintenance checklist provides structure, consistency, and efficiency to maintenance operations. It serves as a comprehensive guide, ensuring that all necessary tasks are addressed. By following such a checklist, organisations can improve equipment performance, reduce downtime, and increase longevity, ultimately enhancing their overall maintenance effectiveness.

Why use maintenance software instead of spreadsheets

maintenance software dashboard

Maintenance software offers several advantages over spreadsheets when it comes to creating checklists. With maintenance software, you can customise pre-built templates or create your own checklists tailored to your specific equipment and facility needs. The centralised database in maintenance software allows for easy access and collaboration, eliminating version control issues. Automation features help schedule and send reminders for recurring tasks, ensuring timely completion.

Real-time updates enable instant visibility into task progress, while integration with other systems streamlines data flow. Mobile accessibility empowers field technicians to update checklists on the go. Analytics and reporting capabilities provide insights to optimize maintenance operations. Overall, maintenance software provides a comprehensive and efficient solution, improving the effectiveness and productivity of your maintenance processes.

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Learn how to create a preventative maintenance schedule template that you can use to help plan your PPM tasks and schedule.
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