To Become Champion of Preventive Maintenance Management

Every seasoned hospitality Engineering manager will surely agree with me that the proper following of preventive maintenance plans for each resort's asset is crucial for keeping these assets in operation. This behavior reduces unexpected and sudden breakdowns of the assets dramatically. However, to plan the process of such maintenance effectively can be a very tough job for managers.

When I started at my job at Velaa Private Island Maldives, I have taken the Engineering team over from the previous Director of Engineering. The team was used to focus almost exclusively on reactive maintenance. Of course, there were some exceptions, such as generators and engine oil replacement. But even in these cases they weren't tracking it and didn't know when the last replacement has taken place. All such work orders were only in the minds of the Assistants and Supervisors.

Preventive maintenance jobs are silent. This silence is the obstacle for conducting these jobs on time. Furthermore, they are easily postponed until an unexpected breakdown of the asset occurs. Generally, lack of planning and surveillance about planned, ongoing, and finished maintenance cause sudden failure. What more, the breakdown usually occurs in the most unwanted situations and brings unwanted costs.

What was my key to the successful implementation of all preventive maintenance procedures? Besides a well-trained and skilled staff and a sufficient maintenance budget, I have implemented a software tool helping me and my team to plan and track preventive maintenance jobs. My software tool has three essential functions.

Assets List with their Preventive Maintenance Plans

The core of the software is a structured database of all assets. Each asset contains all information the engineering staff needs to perform any maintenance. This information includes basic asset description, the location of the asset, drawings, pictures, manuals, instructions documents, spare parts catalog, log sheets with important running parameters (e.g., running hours) and similar materials.

Besides the mentioned information, I assigned one or more preventive maintenance plans with a description of each maintenance, time, or running parameters when the maintenance must be conducted and records from each performed maintenance including required checklists.

Tracking of Preventive Maintenance Plans History

The training of my team took a couple of weeks. Sometimes it was hard, but they became a team of preventive maintenance champions. They have fully understood the importance of not only tracking the history of any conducted maintenance but also keeping an accurate future schedule of each maintenance. That has allowed us to ease the preparation of daily work orders for each team member.

I have repeated the importance of regular filling in of all information about conducted maintenance into our software tool a couple of times per day. In the first few days, it looked like a complicated job. However, it isn't. This filling of information is a routine that becomes part of the daily tasks of each Engineering team member.

Preventive Maintenance Work Orders

I was talking about work orders daily planning in my last article. If each team member keeps the preventive maintenance plans up to date, then the preparation of daily work orders is not a time-consuming job, because after a while it generates automatically. The result is a daily plan with all preventive and corrective maintenance jobs in the one easy-to-read table. The presence of preventive maintenance work orders in the daily plan is the only way how to conduct and finish the preventive maintenance in time and not postpone or skip them.

Our daily work orders have consisted of around 80 % preventive maintenance jobs and 20 % corrective maintenance jobs.

Would you like to see a practical demonstration of the software tool I use? Let me know and let's set up a functional demo.


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