Maintenance plan: what is it, and how can one be created?

It is widely known that periodic maintenance prolongs the life cycle of equipment, keeping it in optimum condition. Find out how to optimize your maintenance plan!

However, a lack of regular maintenance often leads to equipment failure or, in the worst-case scenario, occupational accidents. This results in substantial costs to companies and increased operational downtime. How can we ultimately avoid this problem? This is exactly where a maintenance plan becomes essential.

What is a maintenance plan?

A maintenance plan is a technical document which lists scheduled maintenance work for each piece of equipment. It provides guidelines for all maintenance activities, with a description of each task, its defined frequency and the resources required to complete it.

Maintenance work ensures that equipment keeps operating with the best possible performance, within its capacities, and in a safe manner, without anomalies of any kind such as strange noises or overheating.

As such, an effective maintenance plan ensures that companies are successful in the long term, since it improves the safety, reliability and productivity of each piece of equipment.

What information should be included in a maintenance plan?

With regard to creating a maintenance plan, in order for it to be well-structured and have good results, we must bear in mind a certain information set which is indispensable to its fulfilment. Below is the information that should be included in every maintenance plan.

  • Work description: the maintenance plan should clearly describe what must be done in each work order, the priority areas and sequence of activities.
  • Instructions: maintenance work must comply with specific quality standards. In order to achieve them, it is essential for the plan to have exact instructions with regard to tasks.
  • Scheduling: the purpose of scheduling is to ensure that the work is done at the frequency needed to avoid downtime and equipment failure.
  • Workers: the plan should specify the technical skill set needed for each maintenance task, to help choose the most appropriate technician to do the work in question.

Three steps for creating an effective maintenance plan

Next, we will present the five steps to be followed to create an effective maintenance plan for your company.

  • Detail the maintenance work that will be needed for each piece of equipment. Keep descriptions clear so that they are easily understood by the technicians who will perform the tasks.
  • Schedule work on the calendar.
  • Add workers or suppliers to the tasks, with the anticipated duration of each one.

In summary, a maintenance plan determines which maintenance work must be done and how. It is based on the “why” of maintenance tasks and should be updated as data becomes more complete.

How technology transforms maintenance planning

Using an asset management platform (CMMS – Computerized Maintenance Management System) significantly changes how maintenance plans are planned and managed. Following are some of the benefits of using technology to create maintenance plans for your company:

Real-time task monitoring

With maintenance management software, you can monitor the status of scheduled maintenance tasks for the plan in real time and ensure that they are done properly and in a timely manner.

Establish maintenance plans based on time or readings

With maintenance management software, you can set periodic maintenance tasks based on the mileage of a truck, or on the number of operating hours of a machine, for example. Any plan can contain one or more tasks, provided that they have the same frequency (daily, weekly or biannual maintenance).

More organized maintenance scheduling

Organizing maintenance schedules is essential, especially when several maintenance strategies are used within the same company. CMMS software gives managers an overview of all maintenance activities – both corrective and preventive – in order to prove whether the tasks are being done in the desired manner.

Valuekeep, the CMMS solution used by leading companies

Are you familiar with Valuekeep? It is a cloud solution for managing maintenance operations for equipment and assets and is used by major Portuguese companies such as Luz Saúde, Casa da Música and Prozis.

Learn more about this user-friendly, flexible intelligent CMMS solution, and start prolonging the useful life of your equipment and assets, as well as cutting maintenance costs.

What is the Maintenance Backlog?

A Maintenance Backlog is an indicator of time that shows which maintenance jobs are needed and which have not yet been completed.

A Maintenance backlog is usually calculated in working days or weeks, and measures the time needed to perform outstanding maintenance operations. A maintenance backlog comprises both preventive and corrective maintenance tasks, as well as quality inspections or any other activity that is indispensable for the proper functioning of the assets.

The appropriate degree of this delay should be determined by the maintenance planning and control workflow.

Consequences of a maintenance backlog

While some level of maintenance backlog is acceptable, neglected tasks inevitably cause more breakdowns and downtime on assets. Consequently, breakdowns require immediate unplanned maintenance tasks which in turn disrupt scheduled activities. These interruptions in scheduling accumulate more backlogged tasks, which can turn into a vicious circle.

In other words, a maintenance backlog generates a list of tasks to be carried out during a given period and experiencing some delay is inevitable. If not, this may indicate overstaffing.

So the aim is not to eliminate the maintenance backlog completely, but to manage this process efficiently.

Delayed maintenance of high-risk assets

Delayed maintenance of higher risk assets is quite damaging; it can put the organisation in a risky situation. As a result, there may be various equipment failures/malfunctions and associated replacement costs, non-compliance with legal safety requirements and losses in company productivity.

Low-risk assets tolerate a longer maintenance backlog while in contrast, high-risk assets can only cope with a shorter backlog.

How to calculate a Maintenance Backlog?

As it is a time indicator, the result of a maintenance backlog must be established in hours, minutes, days, weeks or months. It is therefore calculated from the sum of the man-hours of all pending, planned, scheduled and completed tasks; divided by the total number of available man-hours.

However, only the productive time of each employee should be considered, since technicians are not performing tasks 100% of the time. Therefore, before calculating the backlog, you need to measure the productivity of the team.

Thus, the overall average standard is considered to be 2 weeks, taking into account work during working days. On the other hand, if companies work without weekly interruption, the standard is 3 to 4 weeks.

What are the advantages of this maintenance indicator?


Being able to calculate this maintenance indicator makes it possible to check the productivity of the team, as well as gauging the cause of delays in maintenance.


In addition, a maintenance backlog makes information clearer and more accessible to teams, so they can identify the points that need to be improved.

CMMS software: the support tool to calculate your company’s backlog

It is obviously difficult to calculate and control a backlog without the support of CMMS software like Valuekeep. This intelligent management system enables maintenance managers not only to keep track of the work that is outstanding, but also to check the deadline for completion.  In this way, a manager can obtain total visibility on delays and breakdowns in the company’s assets.

What is Predictive Maintenance?

What is Predictive Maintenance?

Thanks to IoT, maintenance managers can predict when a failure will occur in the equipment fleet. Prediction is only possible with the arrival of new technologies such as sensors, which monitor the performance and deterioration of equipment over time. In this way, maintenance managers can track the condition of equipment based on monitoring and inspection data. This maintenance strategy is called predictive maintenance.

In this sense, this type of maintenance is a strategy that uses data analysis techniques to detect anomalies in equipment operation and possible defects, so that they can be resolved before failure occurs.

The following are the most used predictive maintenance techniques.

  • Vibration analysis analyzes the properties of the lubricant, its composition, and indications of contamination in rotating equipment and machinery such as compressors, water pumps, and motors.
  • Oil analysis tests the viscosity, amount of water, and presence of other materials, including metals, to determine wear on equipment.
  • Acoustic analysis detects problems in technical performance through differences in sound frequencies.
  • Thermographic and infrared analysis helps identify and measure temperature changes in equipment to preserve it in the best way.

How does predictive maintenance work?

Predictive maintenance gathers information about the condition of equipment, based on historical and real-time data, that allows you to anticipate failures and calculate when intervention is needed. There are several key elements to a successful predictive maintenance strategy, such as IoT, artificial intelligence, and other integrated systems that allow different systems and assets to link together to share/analyze data.

Data collection via sensors

Sensors installed on the machines allow sending data about the status and performance of the equipment in real-time thanks to IoT technologies, which enable communication between the machines and the analysis systems. The data that these sensors must measure and collect is related to the techniques used, such as vibration control, temperature, pressure, noise level, among others.

Data mining through cloud solutions

The storage systems in the cloud (cloud computing) allow you to apply data mining and recompile/analyze a large amount of data using Big Data.

Machine Learning Technologies

Predictive models use machine learning technologies to establish patterns and comparisons, perform predictive defect analysis, and schedule maintenance interventions before failures occur. One of the most differentiating elements of predictive maintenance is to build and apply algorithms that provide a prognosis.

What are the advantages of predictive maintenance?

The techniques aim to improve equipment reliability through technology and best practices to increase productivity.

The main advantage of this maintenance strategy is to act in a timely manner, which reduces downtime and increases asset availability. On the other hand, it optimizes the equipment’s lifetime to the maximum, since maintenance is scheduled according to needs, it avoids wasting stock and manpower on unnecessary maintenance operations.

The impact of predictive maintenance in companies

Predictive maintenance aims to define the best time to perform equipment maintenance, so that the productivity and reliability of equipment are as high as possible, without unnecessary costs.

Thus, the use of IoT is critical to the success of a predictive maintenance strategy, as is the use of sensors and other predictive maintenance techniques previously mentioned (vibration analysis, oil analysis, thermographic analysis, among others).

Although there are some disadvantages to this type of maintenance, such as high costs, need for specialized skills, and limitations of some equipment, this strategy allows maintenance managers to perform interventions only when is necessary. Thus, helping companies reduce costs, save time, and maximize resources.

From the same point of view, predictive maintenance reduces the volume of emergency repairs and the waste mentioned above, without hindering the company’s activity. In other words, downtime is planned well in advance, which allows for better maintenance, and helps control the maintenance budget.

Are you familiar with Valuekeep maintenance management software?

Valuekeep maintenance management software is an essential tool to help you create and manage a more efficient maintenance strategy for your company. The Valuekeep solution offers you a range of features, two mobile apps and the possibility of integration with any IoT system, to optimise and streamline the maintenance management of your assets and infrastructures.

What is a CMMS software?

Every maintenance manager must have experienced situations where they have lost track of a work order or could not find the record of an operation they so desperately needed at that moment. CMMS software – Computerised Maintenance Management System – is the solution that eliminates these problems and keeps information about assets and maintenance operations centralised within a single system.

This management platform is responsible for simplifying and optimising all maintenance processes, making it possible to schedule and monitor all operations and keep a detailed record of work carried out.

What are the advantages of CMMS software?

CMMS software does away with the manual paper-based processes that often slow down the business and hamper team productivity. The program gathers all the information about the assets in the system – where they are located, what type of maintenance they need, which technician worked on them and when that intervention took place – and this makes the data more accessible and auditable.

By implementing a maintenance management solution, you will be able to manage all your equipment, scheduling and maintenance, as well as following up all work orders on a single digital platform, simply and effectively. All this produces positive effects on an organisation’s performance.

CMMS software: the key to success for the maintenance department

Access to CMMS software from anywhere

Maintenance managers can add an issue to an equipment record, describe it and assign a work order to a specific technician from a computer or mobile device. When the equipment is repaired, the technician in charge selects the work order as “concluded” and the manager is informed that the task has been carried out, through a notification on the platform.

Maintenance history available

Equally, there are teams that have to manage the maintenance of equipment that is 10 or 20 years old and, naturally, these machines have a long history of operations that must be recorded on the system to help technicians understand how the problem was solved last time. The CMMS software records all maintenance interventions in the equipment’s history, so that in the future, employees can see them again.

Organising operations

To help the department balance the maintenance teams’ workload, tasks need to be well scheduled and organised. For this, maintenance teams must be able to use a tool which helps them schedule and consult all scheduled operations. The software has a calendar which helps users record and consult all work orders, with the possibility of sending alerts to the people associated with the operations.

Every day, issues arise on which a maintenance manager needs to decide. In order to make the right decisions, it is important to be surrounded by as much data and reliable information as possible. Decision-making based on real data produces the best results for the organisation. This maintenance management solution has tools that facilitate this process and provide detailed management reports on the company’s entire maintenance cycle.

Maximum productivity

With this range of tools, maintenance professionals can quickly collect data from the software and synthesise all the necessary information into a single document, reducing the error rate and the risk associated with the actions the company implements.

Valuekeep CMMS is a great tool to include in your maintenance strategy. With this software, you can create work orders in digital format, control and monitor ongoing maintenance operations, create maintenance plans, and handle the work of technicians.

What is Facility Management?

The need to reduce costs, streamline processes and increase the availability of facilities has led company managers to consider Facility Management a value-added activity.

You’ve certainly heard of Facility Management, but it’s not always easy to understand exactly what it means and what this term refers to.

The focus of Facility Management is a sustained and balanced management of facilities, ensuring proper functioning, good operating conditions, safety, and customer satisfaction.

In this sense, the maintenance of infrastructures is the responsibility of the facility manager. This role encompasses both the organization and maintenance of spaces, and the management of daily tasks.

Consequently, it becomes essential to have well prepared professionals, with solid knowledge, in order to increase the efficiency of resource use, building and facility performance, support top management and improve the results of the organization.

What is the relationship between Facility Management operations and Maintenance?

Thanks to the large number of assets to maintain in a building or infrastructure, maintenance undoubtedly plays a key role in managing these spaces. Mainly, because maintenance ensures that all the assets of an infrastructure remain well-maintained and functional over time. In addition, operations and maintenance almost always work hand in hand, with the goal of providing a safe and productive environment.

During daily FM operations, the maintenance team addresses unexpected issues, such as, fixing a gas leak or replacing a broken machine. Ideally, FM managers will be warned about these maintenance needs through a maintenance request system.

Infrastructure management considers not only daily maintenance needs, but also long-term ones. Following good maintenance practices, AVAC, electrical, plumbing, and security systems are monitored through regular preventive maintenance plans. Similarly, repairs can be anticipated based on predictive maintenance, although this type of maintenance is only possible in larger organizations.

From the same point of view, maintenance inspections are essential for FM operations. Through inspections, FM managers ensure that the workplace meets regulatory requirements, thus contributing to the safety of spaces and people.

Taking into account everything about building and infrastructure maintenance, it is obvious that there is great difficulty in tracking maintenance activities by hand. As a result, organizations are increasingly implementing maintenance management systems (CMMS) to monitor the tasks of internal teams and maintenance service providers.

Manage your facilities with the intelligent software Valuekeep

Maintenance management software is a great ally for all industries that perform building and infrastructure maintenance, such as factories, hospitals, public organizations, among others. Find out how you can benefit from the use of the intelligent maintenance software Valuekeep when managing your buildings.

Equipment maintenance: what is preventive maintenance?

The objective of any organisation must, naturally, be to increase the levels of productivity and safety of its equipment and installations. For this to happen, equipment maintenance is essential to optimise and speed up all processes.

This involves various types of maintenance, including preventive and corrective maintenance. But let’s take it in stages…

Preventive Maintenance: what is it?

Preventive maintenance, as the name suggests, prevents the occurrence of failures and breakdowns in equipment. This type of maintenance is done systematically, that is, the equipment is inspected even if it has not shown any sign of malfunctioning. In this way, any equipment failure is avoided as much as possible to ensure that assets function properly and safely.

Most companies have already adopted and understand the benefits of preventive maintenance practices, since the unavailability of equipment reduces organisations’ productivity, besides increasing operational costs. Although it is not possible to completely eliminate the existence of unexpected failures and equipment breakdowns, we should bear in mind that, whatever the size of the business, creating preventive equipment maintenance plans is a way of avoiding asset downtime as much as possible.

Advantages of preventive maintenance

Minimising the risk of failure

Drawing up and following these preventive task plans means reducing the likelihood of failures in equipment which is crucial to companies’ productivity.

Increasing productivity

Work orders are programmed as part of their maintenance plans, which allows managers to control operations and technicians to know in advance which parts and tools are necessary to guarantee a certain operation.

Reducing expenses

This type of maintenance helps extend asset life, increases productivity and ultimately lowers the expenses associated with maintenance.

Types of preventive maintenance

Preventive maintenance can be divided into two main types:

  • Time-based: as the name suggests, this is based on periodic reviews carried out at previously defined time intervals, regardless of asset use.
  • Usage-based: in this case, equipment maintenance is based on the actual usage of the assets.

Preventive maintenance applications

In which situations is it advisable to use a preventive maintenance strategy? And when is it not recommended to use this type of equipment maintenance?

When to use preventive maintenance

The probability of asset failure increases with time and use. In these cases, it is possible to schedule maintenance for the equipment. This planning allows you to increase the useful life of the asset and maintain productivity over time.

When NOT to use preventive maintenance

If preventive maintenance is based on scheduling, equipment that fails randomly is automatically excluded, because you no longer have control over these failures.

Equipment maintenance: what is the difference between preventive and corrective maintenance?

While preventive maintenance aims to prevent the occurrence of faults and malfunctions in equipment before they happen, corrective maintenance involves a series of technical tasks aimed at correcting faults in equipment that needs repair or replacement. This type of maintenance corrects existing errors in the equipment that needs intervention so that it can start functioning again.

These maintenance practices do not include maintenance plans and, as a consequence, the possible lack of spare parts is high. In addition, there may be no maintenance technician available to solve the problem immediately, as these occurrences are unforeseen.

Despite being unavoidable in some cases, corrective maintenance ends up making a greater financial impact, since it often implies prolonged unavailability of the equipment. The truth is that a significant percentage of these breakdowns can be avoided if preventive maintenance plans are adhered to within the established deadlines.

How to choose the best type of maintenance for your equipment?

The main difference between these two types of maintenance is the time taken to repair the equipment or installation. With the corrective maintenance model, the operation is carried out only when there is a failure or malfunction, while with the preventive maintenance, as the name indicates, the equipment has maintenance plans to avoid/prevent the most complex failures.

There are several maintenance management solutions, such as Valuekeep, that help companies draw up and follow an effective preventive maintenance strategy.

4 most used Types of Maintenance

There is a range of maintenance types that suit companies and even work best for different scenarios and needs.

In order to choose a successful maintenance strategy, it is essential to have a thorough understanding of maintenance management principles and practices, as well as the different types of maintenance that exist and the performance of assets and facilities. Although there is no perfect combination for choosing a maintenance strategy and obtaining the best results, most of the time the selection process encompasses a combination of the different types of maintenance, depending on the value and priority of each piece of equipment.

In summary, for a strategy to be effective, it must take into account increasing equipment performance and uptime while balancing the resources and costs associated with this process.

The 4 most commonly used types of maintenance in maintenance strategies

There are 4 major types of maintenance best known (and effective) to implement in a successful maintenance strategy:

Corrective maintenance

The principle of corrective maintenance is relatively simple: repair equipment when it breaks down. Since repairs are not planned, it is a good method to use for equipment that is not essential for operations or has a lower cost.

On the other hand, if this type of maintenance is unused strategically, it can result in unforeseen stoppages when a critical piece of equipment fails. In other words, a strategy based solely on corrective maintenance means longer downtime and higher maintenance costs.

Preventive maintenance

Preventive maintenance consists of the periodic inspection of equipment and planned maintenance operations at distinct intervals. The objective of this strategy is to extend the effective life of the assets and prevent the occurrence of failures and malfunctions.

Most organizations that operate this type of maintenance strategy use CMMS software to receive alerts about work orders when a preventive maintenance plan needs to be made. This procedure allows companies to automate most of the programming processes, which represent a key factor in this preventive approach. As the planning is done with due anticipation, it is easier to have the necessary parts and resources to complete each task.

Predictive maintenance (PdM)

Predictive maintenance consists of predicting failures before they occur so that maintenance is done at the right time. This type of maintenance uses data from machine sensors and intelligent technology to issue alerts to technical teams as soon as the equipment is at risk of failure. For example, a sensor can use vibration analysis to alert the team that a piece of equipment is about to fail, i.e. it must be inspected and repaired accordingly.

The use of CMMS software is the simplest way to implement a predictive maintenance strategy since this solution allows us to follow the meter readings. One of the great advantages of this maintenance strategy is the reduction of costs due to a greater perception of the performance and potential problems that can arise in the equipment. With access to sensor data, maintenance is determined by the actual state of the equipment and not by assumptions.

Reliability-centered maintenance (RCM)

Failures are not always linear and reliability-centered maintenance addresses that. This type of maintenance analyzes all possible failure model for each piece of equipment and equally creates a customized maintenance plan for each piece of equipment. The key objective of reliability-centered maintenance is, as the name indicates, to increase the reliability or availability of the equipment so that a more effective predictive maintenance plan can be drawn up.

This strategy is considered a little more complex since it is necessary to analyze each piece of equipment to prioritize them based on their criticality. The most critical assets are those in which failures are more likely to occur or which will have greater consequences if this happens. As each piece of equipment is analyzed by itself, it may obtain as many different maintenance plans as it does equipment.

Reliability-centered maintenance is a sophisticated strategy in that it requires a maintenance team that dominates prevention, predictive maintenance, essential inspections, and that has access to reliable asset data.

What maintenance strategy should you implement?

As we have already mentioned, there is no one right approach to maintenance. To develop a strategy, you need to evaluate advantages and weigh the disadvantages of maintenance types and strategies, taking into account the type of assets in question and the impact of downtime on your organization’s facilities.

Find out how Valuekeep CMMS can be an asset for your company’s maintenance management! Start getting better results today.

What is Asset Management in Maintenance?

These days, companies experience an emerging need to increase productivity and reduce costs. Faced with this situation, companies have invested in asset management to differentiate their businesses and make them more competitive.

But after all, is asset management the same as maintenance management? The answer is no. Both concepts are related and complement each other, but they have different objectives.

Firstly, it is important to be clear what exactly is an asset. Assets are any physical object that is under the domain of a certain organization, such as machines, equipment, office materials, tools, vehicles of the corporate fleet, among others. In general, assets are the material assets of the organization.

Asset management has a primary objective to coordinate the life cycle of assets. It is the set of activities designed to extract value from the company’s assets, which evaluates the opportunities, risks, and desired performance of each asset, to establish priorities. The focus is to maximize the effectiveness of assets throughout their life cycle, minimize failures, reduce losses, and maximize gains.

Differences between asset management and maintenance management

It is essential to comprehend the difference between asset and maintenance management. Although these two concepts complement each other, they are not the same.

Asset management refers to a management system between all departments involved in business processes, maintenance being one of these departments.

Maintenance arises from the need to keep equipment running, with maintenance plans up to date, costs controlled, and within the organization’s expectations. However, to achieve excellence in maintenance, it is essential to enter the asset management field.

If the objective is to optimize the availability of assets during their life cycle, reduce repair costs, increase productivity, and comply with regulations, it is necessary to follow the principles of asset management.

Asset management incorporates maintenance, helping in the process of defining the best strategies to be applied to each asset, to achieve the final objective. The better the asset management, the lower the costs associated with its maintenance.

What are the benefits?

Asset management is directly related to equipment productivity, providing better performance at the most reduced possible cost.

Besides the focus on the life cycle of the assets, establishing the smallest amount of necessary maintenance, and increasing the return on investment, asset management also provides other benefits to the organization:

  • More efficient financial planning
  • Cost reduction
  • Increase in productivity and availability of assets
  • OEE Increase
  • Decision making based on facts
  • Compliance with procedures and technical standards
  • Risk management and safety improvement

The role of technology in physical asset management

Both asset and maintenance management remain not straightforward tasks, and it is laborious to manage everything in detail. This picture is even more rigorous when it comes to an organization that manages a large amount number of assets. To facilitate and support this process, there is the asset and maintenance management software.

This manintenance software allows you to monitor all the assets, obtain information in real real-time, plan and monitor maintenance operations, manage stocks, and provides several performance indicators so you can make better decisions.

What are Maintenance Indicators?

Any management practice requires the definition of objectives and indicators to monitor the company’s performance. Basically, objectives express what is intended and indicators are used to quantify these objectives in numbers.

Maintenance Indicators measure the quality of operations to achieve established maintenance objectives, such as downtime reduction or cost reduction. They are reference indicators that make it possible to evaluate the evolution of the team over time, showing where the team is at and what it needs to do to achieve the objectives. They are also a good support to define the path towards continuous improvement of the Maintenance Department.

Also known as Maintenance KPIs (Key Performance Indicators) these indicators evaluate whether operations are aligned with the maintenance goals, like reducing downtime.

As already mentioned, the maintenance indicators vary according to the objectives and strategies of each company. However, there is a set of KPIs that are used more frequently, which are based on the following key factors:

  • Efficiency
  • Costs and expenses
  • Security and compliance
  • Asset Performance
  • Downtime
  • Work order management
  • Spare parts inventory management

What is the main maintenance KPIs and how to define them?

In most companies, defining and monitoring maintenance indicators is part of a process that begins with the objectives set by top management. Once these objectives are established at the company scale, the maintenance manager can define action plans for the department, in line with global strategies.

To define the maintenance KPIs, the maintenance manager must identify the main negative points of the department. In this process, the areas that need to be improved should be considered, so that the team could improve the results. For example, the fact that there are several unexpected breakdowns in certain equipment, makes the maintenance team focusing much time on repairs. This is a point that must be worked on and improved.

Additionally, to define maintenance indicators, managers must put into practice the SMART method (Specific, Measurable; Attainable; Realistic; Timely) the most widely used technique to evaluate an indicator. Below, you can see what they mean:

  • Measurable – Must be quantifiable, preferably in numbers.
  • Attainable – The goals must be realistic and within reach of the responsible.
  • Realistic – A clear idea of the intended objectives must be available, considering current conditions.
  • Timely – Determine previously a deadline to achieve the goals.

Whatever the problem that prevents the company from achieving the defined goals, this is the first step you should take to improve efficiency and increase productivity.

Generally, maintenance KPIs fall into the following areas, along with the most used metrics in each category:

  • Work efficiency – Maintenance Backlog, overtime maintenance, machine setup time, percentage of emergency work, overtime and MTTR (Mean Time of Repair).
  • Costs and expenses – Maintenance cost as a percentage of replacement asset value (RAV), maintenance cost per unit, utility consumption (per utility).
  • Asset Maintenance – Planned Maintenance Percentage (PMP), Program Compliance, MTBF (Mean Time Between Failures).
  • Safety and Compliance – Number of Accidents and Incidents Reported, Lost Time Injury Frequency Rate (LTIFR).
  • Asset Performance – Overall Equipment Effectiveness, Asset Uptime
  • Downtime – Percentage of production time, equipment downtime.
  • Work order management – Average time to complete work orders, Percentage of work covered by work order
  • Spare parts inventory management – stock-out, inventory accuracy, turnover rate

Difference between metrics and maintenance indicators

It is very important to keep in mind the distinction between KPI and maintenance metrics. Although they are similar, because both measure the performance of the company concerning the defined goals, establish ideal levels for the future, and work to achieve these goals, they are not the same thing. The main difference is metrics are a measure that calculates progress towards a goal and KPIs are the target numbers to achieve.

This difference can also be verified by the names: KPI stands for performance indicators, while a metric, by definition, means a measurement system or standard.

What is the importance of maintenance KPIs?

Calculating and monitoring these indicators are very important for company managers to optimize processes and obtain in-depth knowledge to understand what goes less well and where there is room for improvement. Also, having access to accurate data automatically improves decision making.

If you can meet the established maintenance indicators and monitor their evolution, it means you are more likely to have a reliable maintenance management system.

Valuekeep CMMS is a great tool to include in your maintenance strategy. With this software, you can create work orders in digital format, control and monitor ongoing maintenance operations, create maintenance plans, and handle the work of technicians.

Maintenance Management: what is it and how to optimise it?

The success of business management in any sector necessarily depends on efficient maintenance management. In factories, hotels, shops, restaurants and other buildings, maintenance management plays a key role in maximising the operational efficiency of equipment and facilities.

Maintenance management can be defined as the process of maintaining a company’s assets and resources and its main objectives are:

  • controlling costs
  • controlling time
  • managing resources
  • ensuring regulatory compliance

This management involves regularly monitoring the operation of machines, equipment, installations and tools. It also prevents, for example, production stoppages due to broken equipment and wasting resources on inefficient maintenance processes.

To avoid being surprised by unforeseen events and technical failures that can disrupt the company’s workflow, maintenance management enables managers to control all processes so that everything flows as intended and without any unexpected failures.

One of the main objectives of maintenance management is to plan and schedule work efficiently. It is necessary to draw up the most appropriate maintenance strategies for equipment and installations, such as Preventive and Corrective Maintenance.

Using these strategies, it is possible to eliminate technical failures and keep equipment, machinery and installations working and available.

What are the benefits of Maintenance Management?

Improving operational efficiency

With normal wear and tear, equipment can become less efficient. Proper management of preventive maintenance will therefore ensure the best operating conditions for the equipment and, in addition, increase its service life.

Saving time

Planned preventive maintenance reduces downtime caused by equipment malfunctions. In this way, time spent on emergency repairs and replacements can be saved.

Ensuring the safety of staff and equipment

Through regular preventive maintenance, not only is the operation of the equipment guaranteed, but it is also guaranteed to operate safely. This also results in less risk for the technicians who are in daily contact with the equipment.

What are the most commonly used types of maintenance?

The role of the maintenance manager is to identify the ideal type of maintenance for each piece of equipment. We will therefore list the main ones and how they apply in each case.

Preventive maintenance

The main objective of preventive maintenance is to reduce future failures, prevent a problem from occurring and avoid corrective maintenance. It must follow a pre-established deadline according to the type of equipment, use or time.

Predictive maintenance

This type of predictive maintenance focuses on implementing a culture of constant monitoring of equipment and assets. It does not require a fixed schedule of inspections. Instead, it relies on the use of software and instruments to assess vibrations, ultrasound, visual inspections, temperature levels and so on.

Corrective maintenance

This type of corrective maintenance  corrects existing faults detected during inspections. A new appointment is then made to carry out the repair. This is usually the most costly type of correction because it requires temporary shutdown of the equipment.

4 tips to ensure efficient maintenance management

1. Managing maintenance costs

To reduce maintenance costs, it is essential to follow the maintenance plans established for each piece of equipment, in order to guarantee its operation and avoid potential breakdowns and failures. Here we talk about asset management, that is, defining the best strategies to be applied to each asset in order to achieve the final goal: the more efficient the asset management is, the lower the costs associated with its maintenance will be.

2. Carrying out maintenance reports

CMMS solutions automate the generation of maintenance reports, allowing maintenance professionals to make decisions faster, without having to search for information in piles of paper or Excel files. On the other hand, the time spent by technicians in the manual elaboration of these reports is reduced and, consequently, the probability of data errors is reduced.

3. Follow up on maintenance indicators

The maintenance indicators measure the quality of operations to achieve the defined objectives, such as reducing the downtime of equipment. They allow you to evaluate the evolution of the technical teams’ performance over time and, this analysis allows the manager to know at what level his team is and what strategies he should bet on to achieve the next goals. Maintenance KPIs are, therefore, a good support to define the path to continuous improvement of the Maintenance department.

4. Investing in maintenance management software

To facilitate this whole process, there are maintenance management software solutions or CMMS (Computerized Maintenance Management System). The use of these systems is an added value for management, since it simplifies all these processes, centralising all the information and facilitating communication between managers and maintenance technicians.

Maintenance software enables you to respond to the main objectives of maintenance management, which include scheduling work efficiently and controlling costs and resources to ensure the quality of the company’s products and services.

What is corrective maintenance and what is its importance in asset management?

It is erroneous to still believe that we can eliminate preventive maintenance from the maintenance strategy of companies. Although the focus is on prevention, there are several day-to-day situations in which we will still need to resort to corrective maintenance. But, after all, what is it all about?

What is corrective maintenance?

Corrective maintenance refers to the set of technical tasks for the purpose of correcting faults with assets and equipment, whenever the need to repair or even replace them arises. It is one of the most widely used types of maintenance in asset management, which seeks to correct errors to restore assets to their desired state of operation.

Corrective maintenance operations are mostly unexpected, and it is therefore normal for some difficulties to arise in their execution, such as, for example, the lack of stock of replacement parts to carry them out.

However, despite being unavoidable, this type of maintenance has a major financial impact for companies, as it results in the prolonged unavailability of assets that can, for example, stop an entire production line. Moreover, a significant percentage of these equipment failures can be easily avoided with preventive maintenance strategies.

For example, when a technician repairs an HVAC system, it is a corrective maintenance operation. However, if the technician is carrying out a routine inspection and detects that the HVAC filters are partially clogged and submits a maintenance request to have them replaced soon, this is a preventive maintenance request. Thus, we realize that many requests for corrective maintenance arise during preventive maintenance operations.

How can you identify the need for corrective maintenance of assets?

As we explained above, most of the time, corrective maintenance needs arise during the performance of routine work. For example, while inspecting a machine, the technician identifies a fault that could compromise its operation. This problem will give rise to a maintenance request, which will subsequently be a corrective maintenance task, where the technician will repair or replace the equipment as required.

Examples of corrective maintenance

Corrective maintenance can be applied to a range of equipment, systems and processes. Below are some examples:

HVAC systems

During an emergency HVAC repair, the technician notices that the filters are partially clogged. In this case, a corrective maintenance request is generated to clean or replace filters soon in order to improve equipment efficiency.

Production line

When performing a preventive maintenance operation on a machine on the production line, the technician comes across a significantly worn part. Here, there is naturally a need to react and schedule a corrective maintenance work order for the purpose of repairing or replacing the part in question.

Public works

The technician is carrying out routine repairs on the road and notices some damage to road signs as a result of the weather conditions. Here again we are dealing with a situation that may generate a corrective maintenance work order to replace this signage at a later date.

For example, when a technician repairs an HVAC system, it is a corrective maintenance operation. However, if the technician is carrying out a routine inspection and detects that the HVAC filters are partially clogged and submits a maintenance request to have them replaced soon, this is a preventive maintenance request. Thus, we realize that many requests for corrective maintenance arise during preventive maintenance operations.

How can you identify the need for corrective maintenance of assets?

As we explained above, most of the time, corrective maintenance needs arise during the performance of routine work. For example, while inspecting a machine, the technician identifies a fault that could compromise its operation. This problem will give rise to a maintenance request, which will subsequently be a corrective maintenance task, where the technician will repair or replace the equipment as required.

Examples of corrective maintenance

Corrective maintenance can be applied to a range of equipment, systems and processes. Below are some examples:

HVAC systems

During an emergency HVAC repair, the technician notices that the filters are partially clogged. In this case, a corrective maintenance request is generated to clean or replace filters soon in order to improve equipment efficiency.

Production line

When performing a preventive maintenance operation on a machine on the production line, the technician comes across a significantly worn part. Here, there is naturally a need to react and schedule a corrective maintenance work order for the purpose of repairing or replacing the part in question.

Public works

The technician is carrying out routine repairs on the road and notices some damage to road signs as a result of the weather conditions. Here again we are dealing with a situation that may generate a corrective maintenance work order to replace this signage at a later date.

How to reduce corrective maintenance in asset management

Nowadays, companies try their best to reduce the percentage of corrective maintenance and try to be more proactive and less reactive. While in some situations it makes sense to simply repair a fault only when it occurs, in other cases, it is better to prevent problems than to repair them.

Below are some ways to reduce corrective maintenance in your company’s asset management:

Invest in technology

By implementing a maintenance management system (CMMS) solution in your company, you will have access to reports on the operations that can help you make better decisions and prioritise the most critical work orders to maximise production.

Train your staff on the tools

There is no point investing in technology if your company’s employees do not know how to use it and take advantage of its use. In addition, you should ensure that your team is technically prepared to recognise potential signs of failure and understands the reports while carrying out other maintenance tasks.

Prioritise and schedule tasks effectively

With the support of CMMS software, you can prioritise the most important tasks, as well as schedule technical interventions in an agile and effective manner. For example, you can easily group together all the corrective maintenance tasks for a particular installation and thus reduce time lost in travel.

Create a history for each asset

By acquiring maintenance software, you can ensure that all work performed, faults and other relevant information related to the equipment are recorded in the system and available for consultation. In this way, technicians can detect patterns and record problems that have recurred several times despite the work that has been carried out.

Importance of corrective maintenance in asset management

Given that the aim of corrective maintenance is to repair an asset so that it is fully functional again, it will never be possible to eliminate this type of maintenance completely.

Both corrective and preventive maintenance are important types of maintenance for any company’s maintenance strategy. However, it is critical to understand when corrective maintenance is beneficial and when it can lead to downtime and other productivity losses. While preventive maintenance helps identify potential equipment failures before they occur, corrective maintenance resolves both small faults and major breakdowns.

We conclude, therefore, that corrective maintenance will always be present and that it should be applied mainly to equipment with a low level of criticality, thus if it has failures, they do not interfere with the company’s productivity.

Valuekeep: the right maintenance management software (CMMS) for your company

Get an integrated management of the maintenance of your equipment and benefit from an app that allows you to be more agile and access, in real time, all maintenance requests and the status of your company’s corrective maintenance operations.

Give a new dynamic to your maintenance department with an intelligent CMMS software. Valuekeep was designed to optimize the maintenance processes of companies of any size and activity sector, which value efficiency, speed and flexibility.