Facilities are an integral part of many organisations, ranging from commercial buildings, manufacturing plants, hospitals, and educational institutions to government facilities. Efficient facility maintenance is crucial to ensure smooth operations, prevent downtime, and extend the lifespan of assets. However, managing facility maintenance can be challenging, with multiple tasks, assets, and stakeholders involved. That's why organisations need to adopt effective strategies to streamline their facility maintenance processes and maximise their operational efficiency. In this blog post, we will explore five key strategies that can help organisations achieve efficient facility maintenance.
6 Key Strategies for Efficient Facility Maintenance
1. Develop a Comprehensive Maintenance Plan
A comprehensive maintenance plan serves as a roadmap for efficient facility maintenance management. It outlines the maintenance requirements, schedules, procedures, and resources needed to ensure that all assets are well-maintained and operate at their optimal level. Start by identifying the critical assets in your facility that are essential for smooth operations. This can include equipment, systems, infrastructure, and other key assets that directly impact productivity, safety, and performance. After that, conduct a thorough assessment of each critical asset to determine its maintenance requirements. This can include manufacturer's recommendations, industry standards, regulatory compliance, and historical maintenance data. Consider factors like the frequency of maintenance, types of maintenance tasks, and required resources.
Based on the maintenance requirements, develop maintenance schedules and procedures that clearly outline when and how maintenance tasks will be performed. Consider factors like asset priority, seasonality, and workload. Develop standard operating procedures (SOPs) for each maintenance task to ensure consistency and efficiency in execution. SOPs should include step-by-step instructions, safety guidelines, and documentation requirements. Determine the resources needed to execute the maintenance plan effectively. This includes personnel, tools, spare parts, and budget. Ensure that the necessary resources are available and allocated accordingly. Consider factors like the skill levels of maintenance personnel, the availability of spare parts, and budget constraints.
Use technology solutions like computerised maintenance management systems (CMMS) or facility management software to streamline the tracking and management of maintenance tasks. According to Select Hub, 66% of teams say they use a CMMS to track their maintenance programs. These tools can help automate work orders, track maintenance schedules, generate reports, and provide real-time visibility into maintenance activities. Maintenance requirements and priorities may change over time, so it's important to regularly review and update the maintenance plan. Collect and analyse data on maintenance performance, identify areas for improvement, and update the plan accordingly to ensure its effectiveness in optimising facility maintenance management.
2. Implement Preventive Maintenance
Maintenance costs are estimated to range between 15% and 40% of total production costs (Source: Dunn, 1987; Lofsten, 2000, ResearchGate). Preventive maintenance involves regularly scheduled maintenance tasks aimed at preventing asset failures and minimising unexpected downtime. It focuses on identifying and addressing potential issues before they become major problems. Review the maintenance requirements identified in your comprehensive maintenance plan and identify the preventive maintenance tasks that need to be performed on each critical asset. These tasks can include inspections, lubrication, calibration, cleaning, adjustments, and other proactive measures to keep assets in optimal condition. According to BOMA, exterior building maintenance costs about $0.03 per square foot for industrial buildings. Develop detailed checklists for each preventive maintenance task, outlining the specific steps, procedures, and safety guidelines to be followed. These checklists should be comprehensive and easy to understand, serving as a guide for maintenance personnel to ensure consistent execution of preventive maintenance tasks.
Based on the manufacturer's recommendations, industry standards, and historical data, establish preventive maintenance schedules that specify the frequency of each task. Remember that every $1 worth of maintenance deferred could quadruple to $4 in capital renewal costs later on (Source: Biedenweg). Consider factors like asset criticality, usage patterns, and environmental conditions. Use a calendar or a computerised maintenance system (CMMS) to schedule and track preventive maintenance tasks. Prioritise preventive maintenance tasks based on their criticality and risk assessment. Assets with a higher criticality or those that are more prone to failure should be given a higher priority. Develop a prioritisation system to ensure that preventive maintenance tasks are performed in a timely and efficient manner, focusing on the most critical assets first. Provide adequate training to maintenance personnel on the proper preventive maintenance tasks like equipment operation, maintenance procedures, safety protocols, and the proper use of tools and equipment.
Maintain detailed records of all preventive maintenance tasks performed, including the date, time, personnel involved, tasks completed, and any issues identified. Use a CMMS to track and record maintenance activities for future reference, analysis, and continuous improvement. Regularly review the effectiveness of your preventive maintenance program by analysing maintenance data, identifying patterns or trends, and evaluating the impact on asset performance and downtime. Adjust the preventive maintenance schedules or tasks as needed to optimise their effectiveness and efficiency.
3. Streamline Work Order Management
Efficient work order management is crucial for ensuring that maintenance tasks are executed in a timely and organised manner. Streamlining work order management processes can help improve communication, prioritise tasks, optimise resources, and enhance overall productivity. First and foremost, utilise a CMMS to automate and streamline the work order process. This can reduce manual errors, improve communication, and provide real-time visibility into work order status, priority, and resource allocation. A digital system can also generate reports, track historical data, and facilitate data-driven decision-making. Establish standardised procedures for submitting work order requests, including a designated format, channels, and timeline. Clearly communicate the process to all relevant stakeholders, like employees, tenants, or facility users, to ensure that work orders are submitted consistently and with complete information. This will minimise delays and errors in work order processing.
Develop a prioritisation system for work orders based on the criticality of the task, asset priority, and impact on operations. Clearly communicate the prioritisation criteria to maintenance personnel, and ensure that work orders are assigned and executed accordingly. Efficiently allocate resources like personnel, tools, and spare parts to work orders based on priority, availability, and skill sets. Ensure that maintenance personnel are appropriately trained and skilled to handle the assigned work orders. Avoid overloading maintenance personnel with excessive work orders, which can result in burnout and reduced productivity. Establish clear communication channels for work order updates and progress tracking. Use a digital system like a CMMS to centralise work order information, including task details, status updates, and completion notifications. This will reduce miscommunication, delays, and errors in work order management.
Moreover, regularly monitor and measure work order performance metrics like work order completion time, backlog, and response time. Analyse the data to identify areas for improvement like bottlenecks or inefficiencies in the work order process. Use the insights to optimise work order management and continuously improve the efficiency of the maintenance workflow. Also, encourage collaboration and communication among different stakeholders involved in work order management, including maintenance personnel, requesters, and supervisors. Foster a culture of open communication, feedback, and continuous improvement to streamline the work order process and enhance overall efficiency.
4. Invest in Training and Development
Well-trained and skilled maintenance personnel can carry out tasks more effectively, reduce errors, and handle complex maintenance tasks with confidence. Conduct a thorough assessment of the skills and knowledge of your maintenance team to identify any skill gaps. This can be done through performance evaluations, skills assessments, or feedback from supervisors and team members. Identify areas where additional training and development are needed to enhance the expertise of your maintenance personnel. Based on the identified skill gaps, develop a training program covering technical skills, safety protocols, equipment operation, etc. The training program should be well-structured, with clear learning objectives, training materials, and assessment methods. Consider both on-the-job and off-the-job training approaches like classroom training, online courses, workshops, and hands-on practice.
Maintenance personnel should receive ongoing training opportunities to keep their skills up-to-date and relevant. Stay updated with the latest industry trends, technological advancements, and best practices in facility maintenance, and provide regular training sessions to your maintenance team. Encourage continuous learning and provide resources for self-directed learning like online resources, manuals, and industry certifications. Cross-training can be beneficial in developing a versatile maintenance team that can handle different types of maintenance tasks. Offer cross-training opportunities to your maintenance team to broaden their skill sets and increase their versatility. For example, a technician specialising in HVAC maintenance could benefit from cross-training in electrical or plumbing maintenance. This can help optimise resource allocation and increase the flexibility of your maintenance team.
Foster a culture where employees feel empowered to seek out training opportunities, share knowledge, and learn from each other. Recognise and reward employees who demonstrate a commitment to continuous learning and improvement. Encourage open communication and feedback to identify areas for improvement and address any challenges or barriers to training and development. Regularly evaluate the effectiveness of your training and development initiatives. Measure the impact of training on the performance of maintenance personnel, like improved task completion time, reduced errors, and increased job satisfaction. Use feedback from employees and supervisors to assess the effectiveness of the training program and make necessary adjustments to ensure maximum effectiveness.
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5. Embrace Technology Solutions
This is a crucial strategy for efficient facility maintenance in today's digital age. Facilities Management technology can result in a 5% reduction in the total cost of occupancy, a 3.5% average reduction in lease costs, and a 3.3% average reduction in maintenance costs (Source: iOffice Corp). Technology can streamline maintenance processes, automate tasks, improve communication, and enhance data management, leading to increased productivity and cost savings. Consider implementing a computerised maintenance management system (CMMS), which is software that helps facility managers and maintenance teams streamline maintenance processes, track work orders, manage assets, and generate reports (Sources: iOffice Corp). It allows for centralised management of maintenance tasks, scheduling, and resource allocation, leading to increased efficiency and accountability. Choose one that aligns with your facility's needs, size, and complexity, and provide adequate training to your maintenance team to utilise the system effectively.
IoT and sensors can provide real-time data on equipment performance, energy usage, and other key metrics. Implement IoT and sensor technologies to monitor critical assets, automate maintenance alerts, and facilitate predictive maintenance practices. Utilise data analytics tools to analyse the data collected from IoT devices and sensors to make data-driven decisions and optimise maintenance processes. Likewise, mobile solutions can empower maintenance technicians to access information, report issues, and update work orders on the go, reducing paperwork and manual data entry. Utilise mobile apps or other mobile-enabled solutions to enable technicians to submit work orders, access equipment manuals, record maintenance activities, and communicate with other team members in real time.
Automation and robotics can optimise maintenance tasks and reduce the need for manual labour. Automated cleaning equipment or drones for inspections can increase efficiency and accuracy while reducing the risks associated with human error or hazardous tasks. Evaluate their potential in your facility maintenance processes and invest in appropriate technologies to optimise maintenance tasks. Data analytics can provide insights into equipment performance, maintenance trends, and resource allocation. Implement data analytics tools to analyse maintenance data and identify patterns, trends, and opportunities for improvement. Utilise predictive maintenance techniques and cloud-based solutions. Cloud-based CMMS, data analytics, and other maintenance software can provide real-time access to information, enable remote collaboration, and facilitate data sharing across the organisation. Embrace cloud-based solutions to enhance communication, streamline processes, and improve overall efficiency.
Embracing technology solutions can significantly enhance facility maintenance processes, leading to increased efficiency, reduced downtime, and cost savings. Implementing CMMS, utilising IoT and sensors, implementing mobile solutions, embracing automation and robotics, utilising data analytics and predictive maintenance, and embracing cloud-based solutions are key strategies to leverage the power of technology for efficient facility maintenance. Stay updated with technological advancements in the facility maintenance industry and continuously evaluate and implement appropriate technology solutions to optimise your maintenance processes.
6. Monitor Key Performance Indicators (KPIs).
This is a crucial component of an efficient facility maintenance strategy. KPIs are measurable metrics that provide insights into the performance of maintenance processes and help identify areas for improvement. By monitoring and analysing KPIs, facility managers can make data-driven decisions, optimise maintenance tasks, and continuously improve their maintenance operations. Start by identifying and defining relevant KPIs that align with your facility's maintenance goals and objectives. KPIs can vary depending on the type of facility, equipment, and maintenance processes. Examples of relevant KPIs for facility maintenance may include equipment uptime, mean time between failures (MTBF), mean time to repair (MTTR), planned versus unplanned maintenance ratio, maintenance costs, labour utilisation, and work order backlog (Sources: Upkeep). Ensure that the chosen KPIs are aligned with your facility's overall objectives and are measurable.
Once you have identified the relevant KPIs, establish baselines and targets to track performance over time. Baselines are the starting points against which you measure progress, and targets are the desired levels of performance. Baselines can be established by analysing historical data or industry benchmarks, and targets should be set based on realistic and achievable goals. Regularly review and update baselines and targets to ensure they remain relevant and aligned with your facility's changing needs. Likewise, implement mechanisms to collect and track data for your chosen KPIs. This can include utilising your CMMS or other software solutions, sensors, data analytics tools, or manual data collection methods. Ensure that data is collected consistently and accurately to ensure reliable and meaningful analysis of KPIs. Utilise technology solutions like dashboards or reports to visualise and monitor KPIs in real time, enabling proactive decision-making.
Regularly analyse and interpret the data collected from your chosen KPIs. Compare actual performance against established baselines and targets to identify trends, patterns, and areas for improvement. Utilise data analytics tools to perform in-depth analysis and generate insights into maintenance performance. Identify the root causes of deviations from targets and take appropriate corrective actions to address them. Utilise these insights to continuously improve maintenance processes, optimise resource allocation, and drive performance improvements. Regularly review and discuss KPI performance with your team, celebrate successes, and identify areas for improvement. Encourage feedback from maintenance technicians and other stakeholders to identify potential issues or opportunities for improvement that may not be captured by KPIs. Utilise a systematic approach like Plan-Do-Check-Act (PDCA) to continuously iterate and improve maintenance processes based on KPI performance.
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Conclusion
Efficient facility maintenance is crucial for smooth operations and asset performance. Implementing the above-mentioned strategies can optimise maintenance processes. Developing a comprehensive maintenance plan, implementing preventive maintenance, streamlining work order management, investing in training and development, embracing technology solutions, and monitoring KPIs will boost your efficiency. They will improve equipment reliability, reduce downtime, optimise resource allocation, minimise maintenance costs, and enhance facility performance. These strategies empower facility managers to proactively identify and address maintenance issues, make data-driven decisions, and continuously improve maintenance processes for efficient facility maintenance. In today's competitive business environment, efficient facility maintenance is a necessity for gaining a competitive advantage.
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Citations
MRI Software, cmarson. “Maintenance Management Strategies: The 4 Main Types and When to Use Them.” MRI Software, 26 Feb. 2021, www.mrisoftware.com/blog/4-types-of-maintenance-management-strategies.
Branded Group, admin. “6 Facility Maintenance Strategies Every Facility Manager Needs to Know.” Branded Group, 23 Mar. 2022, www.branded-group.com/2022/03/6-facility-maintenance-strategies-every-facility-manager-needs-to-know.
Holloway, Patrick. “Facility Management Maintenance: Predictive and Preventive.” OfficeSpace Software, 19 May 2022, www.officespacesoftware.com/blog/facility-management-maintenance.