What is Maintenance Management Workflow
and Why You Need to Follow It
A workflow is a predefined, repeatable outline that entails systematic procedures for managing available resources, people and technology for the work that needs to be accomplished. A well-organized maintenance workflow will have an orchestrated structure that comprises of 4 main stages that flow as follows:
1. The initiation stage where the work request is generated
2. On approval of the service request, a maintenance event is planned and maintainers are dispatched
3. The work is completed and the equipment is restored to optimal efficiency
4. Reports are generated specifying the nature of equipment failure, diagnosis of the problem, and details of repair and replacement procedures.
These reports are then used for evaluation of equipment performance and for identifying areas of improvement. Any failure in following this workflow can have a variety of consequences including downtime, increased overhead costs, frequent equipment failures, reduced asset life and lost productivity. To understand this better, let’s take a look at how a failure affects at each stage in a maintenance process:
When Work Requests Go Unattended
When Planned Maintenance Tasks are not Scheduled
When Work Orders are not Dispatched on Time
When a Technician Fails To Complete The Allocated Task on Schedule
When a Technician Is Unable to Prepare an Accurate Report in a Timely Manner
Equipment operators, customers and contractors submit maintenance work requests and report breakdowns every single day. When several requests are received regularly, chances are that one or two may get lost in the queue. If this happens, unattended work requests eventually result in cascading equipment breakdowns. This can be easily prevented with asset management software that tracks every single request till completion and generates accurate reports with comprehensive information for informed decision making.
Every facility has unique maintenance needs like changing HVAC filters, checking the level of oils for specific equipment, scheduling periodic inspections for vital machinery and so on. Any delays or discrepancies in preventive maintenance can invite expensive operational issues and if these activities are missed out altogether it results in equipment failures that can blow up your maintenance budget. Maintenance management software is designed to keep facility managers on track and updated at every stage to eliminate the possibility of any planned task going unscheduled.
Every work order that is created is sent to the designated maintenance technician for timely execution. When a work order is printed out and distributed manually, possibilities of misplacement are high. But with CMMS software, there is zero scope for delays because it sends an instant notification to the designated technician or contractor as an email or text message.
Any dropped, incomplete, missed, or unreported maintenance task has a profound impact on the maintenance program. A technician’s inability to send out completion reports on time leaves the management with inadequate information which delays important decision concerning maintenance budgets. With work order software in place, technicians are sent out constant reminders till they complete the allotted work and submit a report. Facility managers can rest assured that every single work order that is generated will be completed and reported on time with this intuitive solution.
The management team relies on regular, easy-to-follow and accurate reports from the maintenance department to track performance and plan PM schedules to reduce sudden failures, improve equipment reliability and cut maintenance costs. Preparing accurate reports manually on a regular basis can be quite a challenge. A feature-rich CMMS software auto generates precise reports to prevent delays and inconsistencies.
Facility management software optimizes maintenance workflows over time with consistent reporting of performance indicators that reveal everything – right from average dwell time and work order status to waiting for inventory and pending approvals. It exceptionally handles process flow by revealing bottlenecks and compliance gaps. CMMS software also compares the actual time taken with the estimated man hours and identifies areas of improvement to help organizations stay competitive.