6 Important Steps Before Implementing an Equipment Maintenance Management Software

We all know that having an equipment maintenance management software is a must inside our company for reducing costs, saving, for availability of assets and even for the cars we own. You will learn how to apply effectively maintenance with or without the power of an equipment maintenance management software.

You will need Microsoft Excel and Microsoft Word. To begin create a folder in your pc for storing the files we suggest in this tutorial.Name it “My Company Maintenance”

Step1: Organize your environment

One of the most important steps before using an equipment maintenance management software and getting the most from your company is to know your goals about maintenance. So what are your main goals: is it availability, or reduce repairing?

Write down your goal, and lets begin!

Step 2: List and group the assets

You need to group those assets by different or specifics needs for example: all the cars, all the truck of specific year, make, etc. this is in order to define the maintenance tasks and common maintenance routines recommended by the supplier for each group.

One of the benefits that an equipment maintenance management software should give you is grouping your equipment for easy managing and scheduling.

Open Excel and create a note book inside 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 note book inside the folder and name it “Task List.xls”.Add one row per task.For this book include the columns: Task id, Description, Frequency, File name.

Step 4: Define the task content

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

Now in the workbook “Task List.xls” make a link from each row to the corresponding task content file(in the cell just right click and select “Hyperlink…” from the menu)

Step 5: Scheduling

Now you have your asset group list and maintenance tasks written down. Scheduling maintenance is where an equipment maintenance management software will be most useful. Before setting the scheduling you need to answer some questions:

-Annual budget for maintenance. -Which assets or equipment you will need available and when? -Which ones will be working while the others are stopped by maintenance. -Where will be applied the maintenance, a contractor or internal employee. -How much time will be 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, task assigned, task name, scheduled value. Select the provider manual to help you begin to write down the scheduling values.