Preventive maintenance templates

You probably know the feeling—your maintenance team spends its entire day running from one fire to the next with no time for preventive maintenance. With so much on your to-do list, it’s hard to even schedule for tomorrow, never mind putting in the time to create a preventive maintenance plan. These five preventive maintenance templates can help.

These templates give you a framework for assessing risk, planning for it, and creating maintenance schedules that’ll help reduce reactive maintenance and downtime. And you can do all that without creating documents from scratch.

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How to use each preventive maintenance template

Preventive maintenance checklist

A template for building a preventive maintenance checklist so technicians understand exactly what to do and how to do it when they arrive at an asset for an inspection.

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Preventive Maintenance template
Maintenance schedule template

Preventive maintenance schedule template

Use this template to plan preventive maintenance, schedule technicians, prioritize all your work, and keep track of backlog. This weekly maintenance schedule template will help you identify problems in your processes and ensure work doesn’t fall through the cracks.

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Failure mode and effects analysis (FMEA) template

Map failure modes for critical equipment so you can create better SOPs, maintenance schedules, maintenance checklists, and emergency procedures.

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Failure mode and effects analysis (FMEA) template
Facility shutdown checklist template

Facility shutdown checklist template

This maintenance checklist outlines every maintenance task needed to maintain and protect your assets in preparation for a short or long-term facility shutdown.

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Facility startup checklist template

A checklist of every maintenance task needed to get your assets back up and running after a short or long-term facility shutdown.

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Facility startup checklist template

How to use CMMS software for preventive maintenance management

It’s hard to manage preventive maintenance with paper, whiteboards and Excel. In fact, maintenance teams that use these methods can spend up to 15% of their shifts reading notes, writing work orders, and figuring out what work to do and when.

CMMS software wipes away a lot of these headaches. It does this by helping you plan, track, and optimize preventive maintenance tasks and regular inspections in one place with a few clicks. There are a few key benefits that come with these capabilities:

1. Do preventive maintenance at the right frequency

A CMMS allows you to trigger planned maintenance according to time, usage, meter readings, or asset condition. Once triggered, technicians are notified without having to step foot in an office. Not only can routine maintenance tasks be done quickly, but they can be done only when needed. No troubleshooting with parts or doing the same task two days in a row if it’s not necessary.

2. Control inventory levels

Automatically track parts, manage suppliers and vendors, optimize inventory levels and make sure you always have the right part on hand when it’s needed.

3. Standardize best practices

Having one central system (instead of a combo of paper work orders, Excel sheets, and work boards) means everyone uses the same procedures and follows the same best practices.

4. Access real-time information

Access important information like procedures, error logs, manuals, permits, licenses, photos, images, diagrams, and schematics within asset records. This speeds up troubleshooting and work order processing times.

5. Easily locate asset history

Without a CMMS, a good portion of an asset’s history is stored in the memory of a technician. A CMMS allows each asset to have its own unique record that details its maintenance schedule, repairs completed, parts used, and more, which can be accessed quickly and easily for regular inspections or in the event of equipment failure.

6. Track maintenance-related costs

Because a CMMS tracks parts, labor, service history, and other miscellaneous expenses, it’s easy to run costing reports to see where budget was spent and make educated decisions about whether a piece of equipment should be repaired or replaced.

7. Quickly access detailed maintenance metrics and reports

Data available on your dashboard and in reports generated allows you to analyze asset failures, downtime, resource utilization, and spending patterns in the CMMS. This gives you greater visibility and the ability to implement changes to add value or reduce risk.


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