January 09, 2025

Success With Preventive Maintenance Checklists

Actually, what this article will present will not only fulfill preventive maintenance (PM) checklists, but those for other repairs. Checklists provide step-by-step instructions. Some maintenance tasks require a certain order of completion. With a checklist, you help ensure the technician completes all steps.

Read further for:

• Benefits of Using Maintenance Checklists
• Types of Maintenance Checklists
• Steps for Creating a Successful Preventative Maintenance Checklist
• Best Practices for Using Maintenance Checklists
• Enhancing Checklist Efficiency with CMMS Software

Many of us use checklists every day. Home projects include setting up a backyard swimming pool or swing set. Homeowners build furniture and model cars from kits. Each of those projects has a set of step-by-step instructions.

Benefits of Using Maintenance Checklists

In the workplace, technicians follow checklists to:

• Ensure quality work. No cutting corners.
• Completion of the job. Again, no skipping procedures.
• Safety. Part of the checklist might include protocols before, during, or after a step to reduce safety risks.
• Documentation. Filling out a checklist gives supervisors and others an account of the job. However, a spot-check review should occur. You don't want a worker not doing the job but sitting in his office just checking off the boxes.
• Help for new workers. All workers don't share the same skills. A new team member may need to "get up to speed" on some of the jobs. A checklist helps integrate the new person into the job.
• Standardization. You don't want different workers doing the same job in different ways. A checklist keeps everything uniform.
• Efficiency. You've provided the steps that result in efficiency. This saves time with the worker wondering what comes next.
• Troubleshooting. If problems occur, you have a better idea of the problem, cause, and solution.
• Improvement. With a checklist and reviews, you form better methods.

Discover how streamlined maintenance processes can elevate production. Learn more.

Steps for Creating a Successful Preventative Maintenance Checklist

Let's highlight seven aspects to keep in mind.

1. Safety. This should top the list. You pay attention to safety and have the technician follow. Steps should include any protocols to ensure safety for the asset and the worker.
This includes PPE gear, lock-out/tag-out, and cleaning.
2. Pay attention to the order of steps. Remember the benefit from above. Standardization helps to create efficiency. Follow this guide throughout the steps. Safety, clean, adjust, inspect. replenish, replace, rebuild, safety.
3. Attachments. Attach documentation for regulations or protocols. Images and URLs for video instructions help guide the worker to understand the job.
4. Keep it simple. This does not suggest you stick to the simple type of checklist. This refers to the instructions. No need for encyclopedia entries for each step.
5. Time. A suggestion to add an estimated time for each step and/or the entire job might benefit workers.

Best Practices for Using Maintenance Checklists

Where should you use checklists? Any job where you deem order important. For instance, cleaning a parking lot leaves room for options. Rebuilding an intricate piece of machinery doesn't.

Does this mean that during the aforementioned example of the forklift inspection, the technician must go step by step? Perhaps that example leaves a little leeway. As you'll see, following the list increases the chances for efficiency.

How to use a checklist?

1. Read each step completely. This sounds obvious but how many times have you skipped ahead because you "think you know it"?
2. Follow the instructions in order. Again, obvious, but skipping increases the chances of missing something.
3. Take time to mark off the box or input the answer before you move to the next step. You need to resist the temptation to just move on and come back later to check off. You might skip a step. You might not remember the information to input. Take a few seconds to complete and check the box. Every time. Each step.
4. Review your work. Either as you move through the steps or after completing the job.
5. Double check. And maybe triple-check. Not only your work but that you've completed each step and mark it.

Enhancing Checklist Efficiency with CMMS Software

With quality software, you organize your assets, inventory, PMs, and work orders. Look for a system that incorporates checklists. Many jobs require these lists every time. Therefore, you create your list and attach it to the PMs and work orders. As an admin, you review these lists with works, discussing comments and feedback. That way, you improve on the operations. Maybe, the list needs adjusting.

Many times, you'll need to inactivate one of the steps. However, you'll want the option to require it in the future.

The Importance of Maintenance Checklists for Preventative Success

We follow instructions for home projects. Why should you act any differently in the workplace? Review the safety reasons. They hold for both home and work.

You make lists for groceries and supplies when shopping. In your company, you can include which parts to use for each step.

Make these lists part of your maintenance operations. Invest in Mapcon's superior CMMS for further success. 800-900-4336