How to organise a maintenance department

The maintenance division is strategic for just about any ongoing company. Whether you must have machines running to create 1000 pairs of sneakers or guarantee the ability to receive 1000 visitors, you shall not reach your goals without maintenance. But how exactly to organise the maintenance section and allocate tasks?

The main challenge of servicing is to interfere less than possible with the company’s usual activities, while at exactly the same time avoiding service disruptions. Therefore, the maintenance technique must align with the company’s global goals. The maintenance manager may be the one who can make this bridge, nonetheless it may be the supervisors and professionals who execute the program.

Maintenance manager job explanation


Roughly, the maintenance manager must ensure the reliability of the assets. It sounds simple incredibly, but “it’s simpler said than done“. To achieve an individual goal, maintenance managers have to:

  • plan all predictive and preventive upkeep activities in accordance with global objectives;
  • ensure that servicing activities interfere less than possible with the standard operation of the continuing company;
  • manage the division’s reduce and spending budget devices maintenance and repair expenses;
  • allocate each job to a particular technician or team, depending on the dimension of the section;
  • manage the stock of materials useful for maintenance, fixes, and functions (MRO);
  • submit reviews to the company’s management, based on the established KPIs;
  • supervise outsourcing SLAs and contracts;
  • carry out hygiene and safety processes.  

Who could be a maintenance manager?

Most maintenance managers have got an engineering background. However, fundamental training varies according to the kind of equipment and company on the line.

For illustration, in manufacturing, which handles a whole lot of mechanical apparatus on the production ranges, trained in industrial engineering, digital engineering, electromechanical or mechanical engineering is definitely most valuable. However, with regards to building administration, a civil engineer as well as an architect can take on the function.

There may be the term “dependability engineering” also, a sub-discipline of techniques engineering, not widespread within Portugal still. Along with training, experience plays a part in performing the positioning also.

Supervisor job description

In larger teams, maintenance supervisors will be the bridge between specialists and management. Despite being the maintenance manager who defines the look, it may be the supervisors who monitor the daily work:

  • define daily allocate and schedules tasks to specific technicians;
  • inspect check and facilities equipment to recognize possible problems;
  • recruit and train new technicians, and promote continuous training actions often.

Who could be a maintenance supervisor?

Again, this will depend a whole lot on the specificity of the gear. In industrial maintenance, it’s quite common to get engineers in supervisory roles. For instance, electromechanical engineers are professionals indicated to supervise automated production lines quite.

In smaller teams, such as for example hotel maintenance departments, it’s rather a more experienced employee or perhaps a technician with specific training. It might be the full case, for instance, of a chief gardener, the relative head of housekeeping, or HVAC technicians certified to take care of fluorinated gases.

The main thing is that the supervisor gets the technical knowledge to check on the equipment’s operation, in addition to to lead and advise the united team. After all, you will see unscheduled breakdowns always, and they are in charge of day-to-day management!

Technician job description

Maintenance technicians perform the tasks planned by the manager, following timetable outlined by the supervisor. We are able to say they are the fuel of the department, making certain everything works 24/7.

The work of technicians is indeed central to the companies’ operations that, today, the requirement for maintenance technicians is higher than the supply. For instance, Boeing estimates that 769,000 new aircraft maintenance professionals will undoubtedly be needed by 2038, including 137,000 inside Europe, even taking into consideration the industry’s decline because of the COVID-19 pandemic.

Who could be a maintenance technician?

Maintenance technicians are usually qualified professionals, with education equal to secondary education. You can find technical courses for specialists in industrial maintenance, auto mechatronics, electromechanics, electrotechnicians, aircraft maintenance, refrigeration, and air-con, etc. According to the professional training course and your certifications, it is possible to handle different gear.

How to split the maintenance group?

One of the primary doubts of several managers is how exactly to organise the united group, not minimum because many departments absence professionals.

One of the primary difficulties is inside organising teams that are offered at any right period, as inside hospitals and hotels, which requires planning the continuous work in 3 different shifts. Night shift considering that you can find generally fewer workers on the, a possible remedy for these cases will be:

night shift

  • having the picket with multi-skilled professionals on the, to execute mainly scheduled maintenance duties and react to breakdowns that arise of these full hours;
  • in the rest of the shifts, divide the team into preventive function teams (only scheduled function, with low and medium-low priority) and a team focused on critical assets (urgent jobs and routine jobs with medium-high and high priority).

in well-tuned maintenance groups

Even, 10% of the task is reactive. A 20/80 ratio (corrective/preventive) continues to be within industry standards. As a result, you’re allowed by this organisation to react to urgent requests without delaying scheduled tasks. Get a much better knowledge of the 10% golden principle and what the preventive maintenance compliance rate is certainly.

However, understand that it is a suggestion just. In a factory, where in fact the main thing would be to stop producing, it could make more feeling to divide your group by production outlines:

  • each production line might have an related supervisor, with a couple of technicians specialised inside those critical resources;
  • the maintenance of the constructing itself, with regards to safety and infrastructure, can be related to another multipurpose team.

The organisation of the united team varies based on the amount of multi-skilled technicians, the true amount of employees, the opening hrs, and the sort of operation. But, of all this regardless, there are 3 factors that advantage the organisation of any upkeep department:

  • liquid communication channels;
  • fast report of breakdowns;
  • well-ready job requisitions.

cMMS meets most of these requirements

A, in addition to assisting you plan activities. In order to understand how Infraspeak might help all known members of the chain, from supervisors to technicians, speak to among our experts and timetable a demo.