A preventive maintenance (PM) checklist, also known as a PM task list or PM task group, is a set of detailed tasks that are to be executed during planned maintenance checks in your facility. Building a robust preventive maintenance checklist template is a key part of a comprehensive plan to detect and prevent problems that could be dangerous or costly to your operations.
In other words, a robust preventative maintenance checklist outlines the precise steps and pieces of information that are needed to effectively and completely conduct routine maintenance.
A Computerized Maintenance Management System, or CMMS, is a powerful tool for standardizing your preventative checklist and automating preventative maintenance task where appropriate. Whether in analog form or automated in a CMMS, a preventative maintenance checklist is key to ensuring all tasks are done correctly and in the right order, no matter who is completing each task.
The Different Types of Preventive Maintenance Checklists for Machines and Any Kind of Asset
There are two main types of PM Checklists. These are detailed as follows:
Pass-or-Fail PM Checklist
As the name indicates, a pass/fail checklist simply indicates whether a machine’s condition is ideal, or if there is an issue. This type of checklist is ideal for measuring machine conditions that have a clear binary of good or bad.
For example, either the operating temperature of a compressor is in an acceptable range (pass), or the temperature falls outside of that range (fail). Pass-or-fail checklists will ask the technician to simply measure the machine or component condition, compare to the normal baseline, and finally indicate whether the component has passed or failed the test.
Pass-or-Fail PM checklists are essential for identifying problems during routine maintenance checks so preventative maintenance can be scheduled promptly, preventing further damage or unplanned downtime.
Step-by-Step Checklist
Exactly as it sounds, this is a set of instructions that details every step required to complete a maintenance activity. It is a comprehensive checklist that is based on the asset’s usage. For example, parts that must be changed every 1,000 hours of runtime will require a step-by-step checklist to explain how to change out that part with a replacement.
Step-by-step checklists are essential for any multistep repairs, from the simple to the very complex. A checklist ensures that each and every repair is done to specifications and in exactly the correct way, regardless of who is working on the machine.
Integrating into Your CMMS
Both the pass-or-fail and step-by-step checklists can be integrated with a CMMS. From there, the outcome of each checklist item can alert the system to create a work request that will become a work order. These automated triggers will help to keep your maintenance operations running smoothly.
What Makes a Good Preventive Maintenance Checklist?
A robust preventative maintenance checklist is complete, comprehensive, and specific. Tasks must be detailed clearly and in the proper sequence. There needs to be a heightened focus on safety standards and measures. It is key to include the right experts to provide the necessary details.
Your checklist should include all of the needed tools and parts required, as well as any lockout/tagout (LOTO) procedures and personal protective equipment (PPE) to ensure that you cover all the bases in the area of safety. Furthermore, it is critical to specify the amount of time required per task.
When you carry out all of the above, your maintenance team is bound to cite improved efficiencies and cost savings.
Five Benefits of Building a Preventive Maintenance Checklist Template
There are real benefits to the creation of a preventive maintenance checklist template in excel, pdf, or another format. The following are the top five:
1. Accessible Maintenance Information
Assets are wide-ranging, from piece parts to heavy equipment. A heavy equipment preventive maintenance checklist can make all the difference in the world to a large company. You can even make it mobile with a CMMS app, so critical information is available at your technicians fingertips, no matter where they are.
2. Reduce the Risk of Error
When tasks are standardized, the risk of human error is significantly reduced. Automating preventative maintenance tasks that can be automated via a CMMS further enhances this benefit, increasing quality, reducing unexpected downtime, and ensuring overall smooth operations.
3. Train New Workers Quickly
As skilled labor shortages persist, having your maintenance documentation in order is key to maintaining business continuity, minimizing downtime for training, and protecting the safety of all individuals throughout your facility.
4. Easier Troubleshooting
The consistency of a checklist brings with it uniformity that is much needed. This is opportune to pinpoint the root cause of an issue.
5. Level Up Your Preventative Maintenance Program
When all of the above benefits are realized, you can level up your preventative maintenance program across all areas, including improved training, enhanced safety, and cost savings.
By partnering with a CMMS solution provider, you can quickly reap the benefits and bolster your ROI.