A Guide to Maintenance Inspections

What Is a Maintenance Inspection?

A maintenance inspection, also known as a maintenance check, is a systematic process of examining equipment, systems, and facilities to ensure they are operating correctly and safely. Maintenance inspections are part of preventive maintenance practices because they involve checking for signs of wear and tear, identifying potential issues, and taking preventive actions to avoid unexpected breakdowns.

Maintenance inspections can be categorized based on their frequency and purpose:

• Routine inspections:Regularly scheduled checks to monitor the general condition of equipment.
• Detailed inspections:In-depth examinations carried out less frequently but with more comprehensive scrutiny.
• Compliance inspections:Inspections conducted to ensure adherence to regulatory standards and safety protocols.

The goal of a maintenance inspection is to detect problems early, perform necessary maintenance tasks, and extend the lifespan of equipment. These inspections are practiced regularly in various industries, including manufacturing, healthcare, transportation, and utilities, where operational efficiency and safety are paramount.

14 Types of Maintenance Inspections (With Examples)

Preventive maintenance inspections can vary widely depending on the industry and the specific equipment or systems involved. Here are some common types and examples:

1. Visual Inspections

Conduct a visual examination of equipment and systems to identify obvious signs of damage, wear, or malfunction. Checking for leaks, corrosion, or visible damage on machinery would all be examples of this type of examination.

2. Operational Inspections

Assess equipment performance to ensure an asset is functioning correctly. For example, a technician may run a conveyor belt to check for smooth operation and listen for unusual noises.

3. Safety Inspections

Ensure that all safety equipment and systems are in place and functioning as intended. Inspecting fire extinguishers, emergency exits, and guards on machinery may all be part of this process.

4. Compliance Inspections

Internal teams or third parties ensure compliance with industry regulations and standards. Inspecting equipment to meet OSHA standards or environmental regulations would be an example of a compliance inspection.

5. Lubrication Inspections

Ensure that all moving parts are properly lubricated to reduce friction and wear. This may involve checking oil levels and applying lubricants to bearings and gears.

6. Electrical Inspections

Check electrical systems and components for proper and safe operation. For example, a technician would inspect wiring, circuit breakers, exhaust systems, and control panels for signs of deterioration or damage.

7. Thermal Inspections

Use thermal imaging to detect heat patterns that may indicate potential issues. This would involve identifying hot spots in electrical systems that could signify overloading or poor connections.

8. Pressure Inspections

Check pressure systems, such as boilers and hydraulic systems, to ensure they are operating within safe limits. Pressure gauges and relief valves would be examined to verify they are functioning correctly.

9. HVAC Inspections

Inspect and clean heating and cooling systems, including air intake, motors, filters, and ductwork. Maintenance technicians would also ensure that drainage is working properly, secure any loose components, and check thermostats, controls, and safety equipment.

10. Plumbing Inspections

Check for noises, leaks, and damage. Lubricate pumps, fans, boosters, and chillers. Flush tanks and heaters, then fire up boilers and heaters to ensure proper functionality. Additionally, inspect and replace sewage and sump pumps as needed.

11. Fire Protection System Inspections

Test and inspect fire alarms, smoke detectors, extinguishers, sprinklers, fire pumps, and emergency lights. Repair or replace components as needed, or according to manufacturer guidelines.

12. Security System Inspections

Inspect and test security alarms, motion detectors, cameras, access controls, and other intrusion detection tools. Repair or replace damaged parts to keep facilities safe and secure.

13. Building Interior Inspections

Examine paint, walls, floors, interior doors, stairwells, and rooms. Ensure that everything is safe, pest-free, and up to code, including restrooms, kitchens, air heating and cooling systems, and alarms.

14. Building Exterior Inspections

Detect any major or minor issues with exterior lights, paint, walls, windows, doors, staircases, railings, roofing, gutters, and drains. Teams would also inspect sidewalks, fencing, driveways, and the rest of the grounds for any damage or debris. Flag any potential hazards, such as trees or unsafe structures.

Each type of inspection plays a crucial role in maintaining the overall health and safety of equipment and facilities. By regularly conducting thorough inspections, organizations can prevent unexpected failures and ensure smooth operations.

When using manual methods or disparate software tools, it can be difficult to schedule and complete all essential maintenance checks. But robust software tools, including a computerized maintenance management system (CMMS) like eMaint, can help maintenance teams manage everything without becoming overwhelmed.

Why Are Maintenance Inspections Important?

Maintenance inspections are a fundamental aspect of any effective preventive maintenance program. They offer numerous benefits that contribute to efficient, safe operations. Here’s why they’re essential:

Early Problem Detection

Inspections help identify potential issues before they escalate into major problems. When teams catch and fix issues early, they prevent costly breakdowns and extend the lifespan of equipment.

Improved Safety

Regular inspections ensure that facilities and assets are functioning correctly. As a result, this reduces the risk of accidents and ensures a safe working environment for employees.

Enhanced Reliability

Inspections ensure that equipment is operating as intended, reducing the likelihood of unexpected failures. This improves the overall reliability and efficiency of operations.

Compliance With Regulations

Inspections help ensure that equipment and systems meet regulatory standards. When everything is up to code, organizations avoid fines and legal issues and maintain a good reputation with regulatory bodies.

Cost Savings

Preventive maintenance through regular inspections reduces the need for expensive emergency repairs, especially with equipment that is critical to production. In the long run, companies can save money by addressing issues early.

Data Collection

Inspections generate valuable data about the condition and performance of equipment. This approach supports data-driven decision making and helps optimize maintenance strategies.

Increased Equipment Lifespan

Regular inspections and timely maintenance extend the useful life of equipment. In turn, organizations can get maximum return on investment in equipment and infrastructure.

By integrating maintenance inspections into routine operations, organizations can achieve a proactive maintenance approach that enhances performance, safety, and cost-efficiency.

7 Steps to Build an Effective Maintenance Checklist Process

Here’s how to create a comprehensive set of maintenance checklists that will meet your current and future needs.

1. Identify all equipment and assets throughout your facility or group of facilities.
2. List all required maintenance tasks for each asset, including manufacturer service recommendations and regulatory requirements.
3. Determine the required frequency of each task.
4. Create individual maintenance checklists for each asset, separated by frequency of inspection tasks.
5. Assign appropriate resources to each maintenance checklist.
6. Implement checklists and ask employees for feedback.
7. Review feedback, assess maintenance checklists, and make necessary updates with a continuous improvement approach.

With an emphasis on regular feedback and updates to your preventive maintenance checklists, you can keep facilities running smoothly. Smoother operations can lead to happier technicians and lower costs.

Sample Preventive Maintenance Inspection Checklist

A well-structured maintenance inspection checklist helps teams ensure that all critical aspects of an inspection are covered. Here’s a sample maintenance checklist for a manufacturing plant’s machinery inspection:

General Information

• Inspector name:
• Date of inspection:
• Machine ID:
• Location:

Visual Inspection

• Check for visible signs of wear, damage, or corrosion.
• Inspect for leaks (oil, water, air).
• Ensure all safety guards are in place and intact.
• Verify that warning labels and safety signs are visible and legible.

Operational Inspection

• Run the machine and listen for unusual noises.
• Check for vibrations or unusual movements.
• Verify that all control buttons and switches are functioning correctly.
• Ensure the machine operates smoothly at all speeds.

Lubrication Inspection

• Check oil levels and top up if necessary.
• Inspect grease points and apply grease where needed.
• Ensure that lubricants are clean and free from contaminants.

Electrical Inspection

• Inspect wiring and electrical connections for signs of wear or damage.
• Check circuit breakers and fuses for proper operation.
• Verify that emergency stop buttons are functioning.
• Ensure that control panels are clean and free from dust and debris.

Safety Inspection

• Check that fire extinguishers are in place and charged.
• Ensure that emergency exits are unobstructed.
• Inspect personal protective equipment (PPE) availability and condition.
• Verify that first aid kits are stocked and accessible.

Thermal Inspection

• Use a thermal camera to check for hot spots in electrical components.
• Inspect bearings and motors for abnormal heat levels.

Pressure Inspection

• Check pressure gauges and ensure they are within safe operating limits.
• Inspect pressure relief valves for proper function.

Documentation

• Record any issues found and actions taken.
• Sign and date the inspection report.
• Schedule any follow-up maintenance required.

Though every operation has different maintenance needs and problem areas, this checklist is a starting place to ensure that all critical aspects of machinery are checked regularly. When building a maintenance checklist for your organization, make sure to consider the needs of all machinery and equipment in order to conduct a thorough and effective inspection.

How Often Should I Perform Regular Inspections?

The frequency of your preventive maintenance service will vary by industry, equipment, and inspection type. Specifically, factors such as manufacturer’s recommendations, industry guidelines, and compliance requirements will help you determine depth and frequency.

You’ll likely have a variety of daily, weekly, monthly, quarterly, and annual service checklists across all of your facilities and assets. That’s why it’s important to keep all your preventive maintenance tasks and checklists organized. Modern software solutions like eMaint can help you automate inspection and repair scheduling, work orders, assignments, and more.

Beyond regular planning, maintenance teams must account for contingencies, including weather, availability of third-party inspectors, and emergency service repairs. Each of these factors can impact your preventive maintenance plans and increase costs.

While there’s no all-encompassing rule for how often you should perform maintenance inspections, it’s still critical to determine the frequency. Remember: regular preventive maintenance helps you prevent breakdowns and costly repairs. So, when you regularly audit and assess your maintenance checklists, you can flag any inconsistencies and update the timing of certain tasks.

Optimizing Maintenance Inspections With a CMMS

A computerized maintenance management system (CMMS) is a software solution that can significantly improve efficiency and effectiveness during preventive maintenance inspections. Here’s how a CMMS can optimize the inspection process:

• Centralized data management:A CMMS centralizes all maintenance-related data, including inspection records, equipment history, and maintenance schedules. It ensures that all information is easily accessible and organized, supporting efficient inspection planning and execution.
• Automated work orders:The software automatically generates work orders for scheduled inspections based on predefined criteria. With automation, you can be sure that inspections are conducted on time and without critical tasks being overlooked.
• Real-time data and monitoring:A CMMS seamlessly integrates with Internet of Things (IoT) sensors and monitoring systems to provide real-time data on equipment conditions. This allows for more accurate and timely inspections, as well as proactive maintenance actions.
• Mobile access:Most CMMS software offers a mobile app, enabling maintenance personnel to access checklists, record inspection findings, and update work orders on the go. This increases flexibility and efficiency, allowing inspections to be conducted more effectively in the field.
• Comprehensive reporting and analytics:You can generate detailed reports and view analytics on inspection activities with a CMMS, including compliance rates, issue trends, and equipment performance. Insights like these encourage continuous improvement and help teams make data-driven decisions.
• Scheduling and planning:A CMMS facilitates the scheduling and planning of inspections, ensuring they are coordinated with other maintenance activities and operational needs. As a result, this reduces downtime and enhances overall maintenance efficiency.
• Inventory management:The software tracks inventory levels of parts and materials needed for inspections and maintenance tasks. This ensures that necessary resources are available, preventing delays in addressing identified issues.

By leveraging a CMMS, organizations can streamline their preventive maintenance inspection processes, improve accuracy, and ensure timely and effective maintenance actions. This technology supports a proactive approach to maintenance, enhancing the reliability and performance of equipment and systems.

Want to see what a CMMS can do for your team? Try a free demo of eMaint.