Equipment Maintenance Calendars & Scheduling Preventive Maintenance

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Scheduling equipment maintenance can be challenging!

scheduling preventive maintenance jobsIt is good to get an idea of maintenance due for the coming months. You want to see if too much work is scheduled in some weeks while not much is scheduled during other weeks. Low periods could also be good for maintenance staff to take time off or go for additional training. When you have several hundred equipment, it can be hard to get an idea of preventive maintenance that is due for the different equipment.

This is where reports from your CMMS/ maintenance software can be quite helpful. You may find a report called Equipment Maintenance Calendar or Maintenance Calendar. Use it to get an idea of preventative maintenance due in the coming months week by week.

Equipment Maintenance Scheduling Tips

1. Plan for unplanned maintenance!

Equipment breakdowns or other issues will need unplanned/ corrective maintenance. You should have maintenance staff available with required skills even during weeks that not much maintenance is being planned. Having a look at prior year breakdown work orders can give you an idea of the possible work load. But remember that it probably is not accurate since equipment breakdown is quite unpredictable!

2. Maintenance calendars adjustments

You will plan to retire some equipment later during the year. Or you will install new equipment. This will impact the maintenance calendar. Some maintenance may be dropped after some date while new maintenance tasks may need to be done after other dates.

3. Watch out for work overload

Check carefully and make sure that planned workloads are not unreasonable and you have the staff to do them. If you are overloaded in some weeks change your maintenance task schedules. A work overload will also impact your ability to handle equipment breakdowns during those weeks.

4. Review plans with other departments

Discuss with operations staff if it is acceptable to remove some equipment from service at certain times. You may find it is a busy period and the worst time to do any planned maintenance! Tweak settings on maintenance task schedules to ensure that planned maintenance dates are adjusted to accommodate such needs.

5. Check demand for spare parts and maintenance supplies

It is also be a good time to get an idea of expected maintenance spare parts demands over the coming months. This will help you order items early from suppliers. In addition having an idea of quantities needed may enable you to negotiate quantity discounts. CMMS software reports on work orders for future periods may have an option to calculate parts usage and availability. This can come in useful to get an idea of spares you need and when you will need them. You can see “6 Ways CMMS/ Maintenance Software Can Improve Vendor Management” and “3 Ways To Improve Maintenance Spare Parts Management” for some additional spare parts management tips.

Additional information

Have a look at a related article  “CMMS Software Tip: Why You Need An Equipment Maintenance Calendar” for more information.

Looking for CMMS software?

Do not have a maintenance software package or are dissatisfied with your current maintenance program? Get a 30-day trial of FastMaint CMMS Maintenance Management software and see how it works for you. Use the import feature to load in your equipment and maintenance tasks. You can then try the Maintenance Calendar Report to get an idea of the preventive maintenance due in the coming months.

Free FastMaint CMMS Trial


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