6 important steps before implementing a device maintenance management software

We all know that having an equipment maintenance management software is a must in our business to reduce costs, generate savings, ensure asset availability and even for the cars we own. You will learn how to apply maintenance effectively with or without the power of equipment maintenance management software.

You need Microsoft Excel and Microsoft Word. First, create a folder on your PC to store the files that we propose in this tutorial. Name it “My Company Maintenance”.

Step 1: Organize your environment

One of the most important steps before using any equipment maintenance management software and getting the most out of your business is to know your maintenance goals. So what are your main goals: uptime or fewer repairs?

Write down your goal and let’s begin!

Step 2: List and group assets

You need to group these assets according to different or specific requirements, for example: all cars, all trucks of a certain year, brand, etc. This is done to define the maintenance tasks and common maintenance routines recommended by the supplier for each group.

One of the benefits that device maintenance management software should give you is the ability to group your devices for easy management and scheduling.

Open Excel and create a notebook in the folder and name it “Assets List.xls”. Add one row per asset. Include the columns: Asset ID, Description, Group, Location.

Step 3: Define the tasks

Create a notebook in the folder and name it “To Do List.xls”. Add one line per task. For this book, include the columns: Task ID, Description, Frequency, Filename.

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Step 4: Define the task content

Open Microsoft Word and create a new document for each task, for each document write a task title, task number, time needed, men needed, tools needed, materials needed, task steps, and the special and safety considerations. You can name this document “Task number.doc”.

Now in the “Task List.xls” workbook, create a link from each row to the corresponding task content file (simply right-click in the cell and choose “Hyperlink…” from the menu).

Step 5: Planning

Now you have written down your equipment group list and maintenance tasks. Equipment maintenance management software is most useful when planning maintenance. Before setting the schedule, you need to answer a few questions:

-Annual budget for maintenance. -What assets or equipment do you need available and when? -Which will work while the others are paused by maintenance. -Where is the maintenance applied, a contractor or in-house collaborator. -How much time is needed for this maintenance?

After that, create a new Excel book and name it “Scheduling.xls”. It should contain at least the columns: Asset ID, Asset Name, Assigned Task, Task Name, Scheduled Value. Select the vendor manual to start writing down planning values.