There is absolutely nothing that maintenance managers want a lot more than having assets ready to go 100% of that time period sufficient reason for no breakdowns to report. The thing is that objective is not possible to attain: we are struggling to avoid or predict all breakdowns, great our preventive maintenance program is however.

So, what’s our best attack strategy? What is the ultimate way to prevent the frustration of experiencing a damaged essential asset? preventive maintenance plan that’s as balanced as you possibly can A, that protects the company’s main assets, reduces upkeep costs and smoothly means that everything runs.


If it appears complex, ensure it is simple: we shall explain how to develop a maintenance plan in 5 steps. 

→ Before we enter the facts, we recommend reading through our Ultimate Guide of Peventive Maintenance.

1. Established goals and priorities

The first step in developing a maintenance plan would be to define the final goal. What’s your objective? To save cash with maintenance? In order to avoid breakdowns that possess compromised the standard functioning of the continuing company previously? To protect expensive products that you cannot replace? 

Having clear goals is vital, because without them you won’t have the ability to establish priorities, and without priorities you shall not have the ability to allocate resources. In a factory, for instance, the primary objective is to keep carefully the entire production fall into line and running – a lot more than saving cash on lift or air-con maintenance. 

There is not any universal recipe. Your targets may even change according to the company’s economic moment or because of external factors. We simply had an example: through the COVID-19 pandemic, several resorts reduced preventive servicing to minimum services.

Also consider what has didn’t achieve these goals. Insufficient technicians? Insufficient communication between departments? Do the deadlines are missed by you? You didn’t have extra parts to resolve the malfunction? May be the current maintenance software program insufficient? Or could the malfunction not really be avoided at all? 

💡 The greatest come back of preventive upkeep will be on resources with predictable behaviour, that’s, that require maintenance after x level of y or time usage cycles (for example, ac units, elevators, water heaters, vehicle fleets, exhaust fans, cool chambers).

2. Do a secured asset inventory and an activity list

The second stage of the preventive servicing plan is to map the assets, divided by equipment families. It really is easier to map if you are using a &nbsp visually;CMMS or IMMP (Intelligent Maintenance Management Platform) with that functionality.

When inventorying assets, make sure to also compile:

  • warranty terms
  • the manufacturer’s recommendations or user guide regarding equipment maintenance (for instance, frequency of maintenance, expected service life, ideal temperature and humidity conditions, manufacturer’s contacts)
  • information from previous checks to verify the procedure of the equipment
  • information from previous repairs, particularly if parts were replaced
  • asset criticality 
  • lawful requirements.

Consider the following illustration (Example 1):

Building Name: Developing 8

PMP Year: 2020

Equipment Family: WARM WATER Boilers

Asset: Warm water boiler #1

Brand/Manufacturer: Boilers Producers, Ltd. 

Warranty expression: March 2021

Manufacturer’s recommendation: common maintenance one month prior to the cold season, to be able to fully&nbsp be;operational in winter. At the proper time of greatest make use of, a general examination is recommended every a few months.

Last inspection: Might 2020

Criticality: Class C

Legal specifications: n/a

All of the information will regulate how often you must do preventive upkeep: daily, weekly a few times, weekly, bimonthly, month-to-month, quarterly, biannual or even annual.

Example 2

Building Name: Creating 8

PMP Yr: 2020

Equipment Loved ones: HVAC Rooftop 

Asset: atmosphere conditioning rooftop bar

Example 3

Building Name: Building 8

PMP Year: 2020

Equipment Family: Fire Detectors 

Asset: kitchen fire detectors

⚠️ Again, this task is easier in case a CMMS is being utilized by you. In that full case, you can schedule the tasks automatically, based on the desired frequency. Furthermore, it is possible to associate each task to the responsible technicians, which allows you to define the maintenance schedule in greater detail and move faster in step three 3.

3. Manage resources&nbsp and priorities;

In the prior steps, we defined our long-term goals and the perfect frequency for every preventive maintenance measure. Now, it’s time and energy to execute a “reality check” on our maintenance plan. We have to translate our goals to the short-term, with regards to the right time and resources we’ve.

  • From step one, we realize which assets we have to prioritise already. 
  • From step two, we realize which assets are most significant already.

So, let’s fit the list in to the preventive maintenance plan:

  1. preventive maintenance actions on probably the most critical assets (Class A), the break down of which most affects our objectives;
  2. preventive maintenance actions on assets which are vital that you the ongoing company, but whose eventual breakdown impairs less the standard functioning of the business (Class B criticality);
  3. failure-finding maintenance actions (tests and checks) on critical assets;
  4. all other preventive maintenance and condition-based maintenance actions on less critical assets;
  5. scheduled reactive maintenance (less critical assets, class C, which usually do not justify the investment in preventive maintenance).

now the maintenance plan is nearly complete

By, but you still have to manage human assign and resources tasks to the proper teams. For this, we shall separate tasks to be able of difficulty and divide the maintenance actions into 5 levels:

In preventive maintenance, all tasks are between level 1 and level 3 almost. Usually, level 1 tasks can be carried out by the gear users themselves or by internal labour. Level 2 and 3 tasks fall within what we call “maintenance contracts” – outsourcing. Ideally, you don’t have to execute level 4 or 5 tasks, unless we have been discussing an industrial maintenance plan with heavy equipment. 

When making your maintenance plan, we suggest creating a list and reviewing each one of these contracts, because they represent fixed costs and an excellent area of the known level 2 and 3 tasks.

  • Is there an even 1 service an external supplier manages and that you can do with an improved cost-benefit ratio internally?
  • Is there an even 2 task so recurring that it justifies hiring qualified technicians, rather than resorting to maintenance contracts? 
  • Are there any tasks you’ll want to assign to an external supplier, which means that your technicians can dedicate themselves to other goals?
  • Do maintenance contracts provide all of the coverage you will need?
  • Are external companies fulfilling all tasks in your plan?
  • Do you need to consider new suppliers for a few ongoing service?
  • Is communication with external suppliers fluid?
💡 On the list of tasks you assign to your team, remember to leave 10% of time designed for unplanned maintenance – this can allow you to adhere to your plan even though you can find unforeseen events.

4. Create KPIs for the preventive maintenance plan

If you have set goals, you should know when you have achieved them now. You need to define performance indicators (KPIs) upfront, to be able to monitor the effectiveness and progress of the maintenance plan. Some of the most common indicators are as follow:

  • percentage of preventive maintenance;
  • compliance rate of preventive maintenance;
  • general efficiency of the gear;
  • the critical percentage of scheduled maintenance;
  • average time taken between breakdowns;
  • total maintenance cost (including labour, materials, maintenance contracts);
  • and, needless to say, the ROI. 

If your team is keen to enter data in to the maintenance software always, it could calculate the KPIs through the entire process automatically. Discover more about this task on our article on measuring the potency of your maintenance plan.

 5. Review and improve

Nothing is ideal! When reviewing the maintenance plan, Reports and kpis, consider whether:

  • do you need all of the preventive maintenance actions you did really, or do some neglect to back pay? 
  • did any asset perform below expectation?
  • were all breakdowns inevitable or could some have already been avoided with preventive maintenance?  
  • the risk degree of each asset remains exactly the same, or will there be any equipment that’s deteriorating and needs additional maintenance quickly?

And… start over


Ready to produce a maintenance plan, nevertheless, you have a maintenance software don’t?

Download our 
Excel maintenance plan template!


more than that

Need? Talk to 1 of our experts and discover how Infraspeak might help you create and manage preventive maintenance plans intelligently.