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What is a maintenance checklist?

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    To ensure the security of a structure, planners and chequers use a facility maintenance checklist, often known as a preventative maintenance checklist. Environmental factors, high traffic, and the limitations of the materials employed all contribute to the wear and tear on a building, which is the responsibility of the facility management team.

    Mild concerns in the short term and potentially life-threatening security issues in the long run can be caused by sporadic facility maintenance. Failures in the IT infrastructure that impede individuals from doing their jobs constitute a minor problem. Without a backup generator, a power outage might put people's lives in danger because of the spoilage of perishable goods. A facility's safety and efficiency can't be guaranteed, therefore it's imperative that they establish a maintenance plan from the get-go.

    Regular tasks can be made more consistent with the use of checklists. Tasks like this can be simplified with the help of a preventative maintenance checklist.

    The effectiveness of preventative maintenance checklists depends on their specificity and completeness.

    • Explain in a few sentences why preventative maintenance checklists are so useful.
    • Before making something, it's a good idea to make a list of the sources you want to consult
    • Lay out what should be on a maintenance check list for preventative purposes.
    • Check out some real-world applications
    • Demonstration of PM Builder's user-friendliness for making maintenance checklists

    Just What Does "Preventive Maintenance" Entail?

    Regular checks, tune-ups, and part replacements are all examples of preventive maintenance, which is performed ahead of time rather than in emergency situations. What is the point of preventive maintenance? By fixing or replacing worn-out components before they cause a breakdown, a good preventative maintenance programme can reduce production downtime and increase the useful lifespan of equipment and buildings.

    In theory, preventive maintenance is easy to implement. The idea is straightforward, but its implementation is challenging. Preventive maintenance programmes can be difficult to manage because of the volume of information that must be gathered and analysed, as well as the number of tasks that must be planned for, prioritised, and allocated resources for.

    • In terms of engineering, have you checked to see if you've scheduled maintenance checks at appropriate intervals to detect and repair premature wear?
    • Is it financially viable to do the regularly scheduled maintenance? Do the ongoing costs of sustaining the asset outweigh the price of replacing it, taking into account things like downtime and safety?
    • Individual factors: Do you have enough confidence in the staff who undertake preventative maintenance that they will do a good job?
    • Are operations systems structured to deliver good preventive maintenance results, and is management incorporating preventive maintenance into all processes and operations?

    Furthermore, the ODESIE specialized training resource advises that any preventative maintenance schedule be properly specified, with well-documented maintenance actions for each particular piece of machinery. In addition, it needs to be reviewed frequently and adjusted as needed.

    Building such a schedule can be challenging. The basic building blocks of what is likely the most significant portion are the uncomplicated methods and timeframes that make up what "The Complete Guide" calls the engineering component. Make use of these checklists as a springboard for thinking about the preventive maintenance chores that can help in keeping your facility running smoothly.

    Maintenance Checklist

    Prior to Beginning Preventative Maintenance Procedures

    To make a more precise checklist, follow these six stages before developing the preventive eForm and its elements, which will vary according on the asset under review.

    Focus on fixing problems when they arise, and have the right group take care of preventative maintenance. First, you should figure out who will be using the checklist before making it. You can be confident your maintenance programme will be effective if you hire executives, technicians, managers, and anyone else who can handle the technical aspects of the equipment.

    Make plans for the programme of preventative maintenance: A PM plan's scope might cover everything from fixing specific assets to replacing them entirely to developing an overarching strategy for the company's equipment based on its resources, structure, industry, size, and other unique aspects.

    Collect information about the tools: Knowing the machinery already in use is the first step in any preventative maintenance plan. Take careful notes on the make, model, serial number, date of installation, and cost of any maintenance or upgrades made to any piece of machinery. The efficiency of a facility should be evaluated by a technician. Costs associated with equipment breakdowns and the effectiveness of the PM programme can be determined with this information.

    Prior to adding any gear, prioritise it. After taking stock, a manager can see what pieces of machinery need servicing. Capital investments with high repair and maintenance expenses, as well as those that are important to the company's performance, should be given top priority.

    Make a routine PM time for your future checklists. Put together a PM plan that takes into account the equipment's past maintenance, industry norms, inspection intervals, location, production downtime, and technician availability.

    Make changes to key performance indicators by calculating the return on investment of prior preventative maintenance programmes. Maintenance managers may modify PMs and KPIs in response to changes in business operations, environmental concerns, and other considerations.

    Common Maintenance Checklist Formats and the Items They Include

    Preventative maintenance checklists need to be tailored to the specific needs of your company and the facility's maintenance plan. Despite being adapted to the specific procedures of each business, these checklists all have a few essential elements in common.

    Let's examine some sample preventive maintenance checklists along with some of the more typical items that tend to appear on them.

    • It's your responsibility to keep the machine clean before and after each shift.
    • Remove any grease, dirt, or other debris that may have accumulated on the machine.
    • Verify that your tools are appropriately sharpened.
    • Change out any broken or worn-down equipment.
    • Make that the filters and fluid levels are in working order.
    • Adjust machine settings

    Checklist for HVAC system upkeep:

    • Be sure the temperature is set properly by checking the thermostat.
    • Check the condenser coil to see whether it needs to be cleaned.
    • Make sure that all of the electrical connections and wires are secure.
    • All motors should have their voltage and amperage checked.
    • Check the compressor's contactor for damage.
    • Inspect the capacitor and relay for starting power.
    • Examine the cut-off pressure switch setting.
    • Get a new air filter or have the reusable one cleaned.

    Maintenance Checklist for Building Infrastructure

    • Please ensure that any danger and caution zones are clearly marked.
    • Check that all wires are safely tucked away and out of the way.
    • Examine the stair and walkway railings
    • Check the building's electrical, plumbing, networking, and other systems, and make sure there's enough space between machines at least once a year.
    • Analyze potential risk factors in the environment
    • Check the smoke alarms multiple times a year.

    Procedures to Follow When Performing Lightning Repairs:

    • The facility's lighting system requires inspection.
    • Lighting must be checked for good installation and operation in all exits, interiors, and exteriors.
    • Fix the broken bulbs as soon as possible.
    • When replacing lights, make sure you get ones with the same colour temperature.
    • Refresh stale light and make sure the lamps are pointed correctly.
    • Be sure to double-check all cables and hardware.

    Typical Items to Check When Maintaining Plumbing

    • Maintain a regular inspection schedule for your plumbing.
    • Check for and fix any dripping or rattling
    • Be sure to grease the pump bearings in your home's booster and circulation system.
    • Inspect the connections.
    • Please inspect the septic waste pumps.
    • Apply oil to exposed pump moving parts.


    • It's important to perform routine illumination checks. Make sure all of the lights in your building is checked:
    • Verify the placement and operation of all exit signs.
    • Verify the installation and operation of all indoor lights.
    • Verify the installation and functionality of any outside lighting.
    • Fix any lights that aren't working. In the event that multiple lamps in a single location start to fail, it may be cost-effective to replace them all at once. By calculating the typical weekly or monthly usage of a bulb and comparing it to its estimated lifespan, a relamping schedule can be constructed.
    • Always double-check the colour temperature while switching out light bulbs.
    • Make sure the lights are pointed where they should be and clear any dust off of them.
    • Think about any light fixtures that require transformers or additional controls.
    • Make sure the wiring and fixtures for your outside lights are in good shape.


    • Verify the status of supplies and replenish all first aid kits.
    • Be sure to inspect the available eyewashes.
    • Maintain legible and visible warning labels and safety signage.
    • Check and disinfect the respirators.
    • Check the condition of the fall arrest systems.
    • Ensure that all of your smoke and CO detectors, flashlights, and other test devices have fresh batteries.

    HVAC/R And Pneumatic

    • If dirty, the air intake should be cleaned.
    • Schedule regular filter replacements for every room in the house.
    • Listen for unusual noise or vibration coming from the blower motor while it is running.
    • If necessary, clean the motors and the ducts.
    • Make that the condensate drain pan is unclogged and working correctly.
    • Verify the pliability of the duct's adapters.
    • Each exhaust fan has to be checked and cleaned.
    • Tighten any panels or guards that are sagging.
    • Check the hardware and electrical connections.
    • All safety mechanisms should be checked.
    • If you haven't already, make sure the internal unit is working properly.
    • Check the bearings in the condenser motor before the cooling season begins.
    • Check the air intake and discharge as well as the condenser coil.
    • Insulation and pipework containing refrigerant should be inspected.
    • Tighten up any unsecured barriers or panel openings.
    • Make sure the outdoor unit is working properly.
    • Always look for leaks in the compressed air lines and see where the air is escaping.
    • Air filter elements should be cleaned or replaced every three months, or more frequently if needed.
    • Keep an eye on the air compressor's oil level and top it off when it gets low.

    Building Interior

    • Check the walls, ceilings, and flooring for signs of damage.
    • Seek out any signs of water damage.
    • Be sure that any potential fire, electrical, trip, and fall dangers have been eliminated.
    • Make sure that the restrooms and the showers are in good working order.
    • Check the functionality of the fire and CO alarms.
    • In case of an emergency, check the fire alarm.
    • It's important to double-check the fire alarms and fire extinguishers.
    • Make sure all exits are clear and doors are working properly.
    • Locks and hinges need to be checked out.
    • Make sure all the paths and areas where people will be working are well-marked.
    • See whether any trash has accumulated in the closets or basement.
    • Inspect the area for signs of insect or pest infestation.
    • Rolling components of carts should be inspected for wear.
    • Guarantee the shelves are locked, sorted, and labelled properly.
    • Cover plates must be checked for tightness and damage to electrical outlets.
    • Make sure that all of the timers and photocells are operating properly.

    Building Exterior

    • Determine how the walls and paint look.
    • If you suspect there may be vegetation growing on the building or its base, you should investigate.
    • Check for shattered glass in windows, doors, and handrails.
    • Verify the condition of the roof and clean it if required. When working at heights, take the necessary precautions to prevent falls.
    • Rooftop downspouts and drains should be cleaned and checked by flushing them with water.
    • Verify the stability of the gutter anchors.
    • Check the roof vents and the stack.
    • You should get rid of the plants that have made their way up to the roof.
    • Clear the area of any shattered glass and other litter.
    • Inspect the curbs, driveway, and parking lot to see how they are holding up.
    • Ensure the storm sewers are working properly.
    • Making sure no limbs are about to fall from trees is a top priority.
    • Make sure there is no litter near the trash cans.
    • Make sure you check the fences for damage.


    • It's important to keep an eye on the plumbing and look into any noises or leaks that may be occuring.
    • Consistently applying lubricant to bearings is a must for residential water circulation and booster pump systems.
    • Fix any leaks you find by inspecting the connections.
    • Home boilers and water heaters should undergo fire tests on a regular basis. Adjust the flue draught and the amount of combustion air using the data from the flue-gas analysis to achieve maximum efficiency.
    • Use potable water to grease the bearings in your condenser fan's motor. Examine the terminals for wear and perform control system testing. Following the manufacturer's directions, drain the refrigerant. Empty the oil reservoir for the compressor and replenish the oil, as well as any strainers, traps, or filters.
    • Verify that the septic pump and the sump pump are both working properly. It is important to regularly lubricate exposed pumps.

    Why Use a Preventative Maintenance Checklist?

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    When a company creates a preventive maintenance strategy and uses a preventive maintenance checklist, it reaps many benefits.

    There is less downtime due to these upgrades, and the equipment functions and asset parts are better.

    Added benefits include:

    Enhanced Efficiency on The Task And a More Unified Process

    It is more efficient to have a list of the steps a trained technician should perform to keep the machinery running smoothly. Checklists are a useful tool for enhancing efficiency, training new technicians, and ensuring high-quality results.

    A task can be done in a variety of inefficient ways, but there is only one fast way to get it done. Outlining the procedures technicians should follow during a PM boosts efficiency, ensures that new hires can hit the ground running with little training, and enhances the quality of work performed.

    Outstanding Efficiency And Return on Investment.

    Companies can benefit from using PM checklists because of the enhanced ROI that results from better asset quality and reduced operating expenses. Preventative maintenance experts might be stationed at different points in a building depending on factors including their availability, the timing of scheduled downtime for operations, and the physical layout of the facility. This adds to the savings made through preventative maintenance.

    For Your Protection,

    PM checklists reduce the likelihood of mistakes being made by humans by outlining the necessary actions for sustaining assets in detail. Moreover, because they have safety guidelines, they lessen the likelihood that an employee may be hurt while on the job.

    A lack of an efficient preventative maintenance programme can lead to equipment failure, which in turn can lead to a loss of production as well as an increased risk of injury to people in the workplace. A preventative maintenance checklist not only helps people make fewer mistakes, but it also provides crucial safety recommendations that help them make fewer mistakes and avoid more serious injuries.

    Better Preparation for Maintenance Costs

    The usage of checklists makes it much easier to assess how long a technician will need to finish a work due to the fact that there is a well-defined set of procedures that technician should follow. The process of planning and overseeing necessary upkeep is also simplified.

    Estimating how long a technician will need to complete a job is considerably less of a guesswork exercise when there is a set of rules that everyone must follow. This means it will be less difficult for a maintenance manager to plan and organise the necessary maintenance tasks.

    Better, Quicker Diagnosis of Problems

    All of the technicians can work in sync because they have access to the same set of maintenance checklists. This means that there are fewer potential causes for an issue to arise, and consequently, less effort will be spent trying to figure out what went wrong and fixing it.

    Knowing the equipment's maintenance schedule and the person in charge of that schedule makes it much easier to diagnose and fix problems. Investigating problems takes less time when there are fewer variables to think about.

    Preventive maintenance plans that actually work start with creating a PM checklist. It's crucial to the success of a preventative maintenance department. Especially if you make them in your CMMS, they boost productivity, reduce human-caused errors, and free up a tonne of time.

    There is no good reason why maintenance checklists shouldn't be implemented every day in every facility given that they have nearly no potential downsides.

    FAQs About Property Maintenance

    Damage to your home or business can be costly if you don't keep up with routine maintenance and cleaning. It's possible that minor maintenance issues, if left unattended, could balloon into far more expensive ones.

    Lawn care, plumbing, electrical, and roofing repairs, as well as the replacement of worn-out equipment, all contribute to the cost of home maintenance. Premiums for hazard insurance are another expense homeowners must bear.

    As part of the building's maintenance, trash must be removed on a regular basis, and any broken or malfunctioning fixtures must be fixed immediately. Utility services may include the inspection, repair, and maintenance of electrical, heating, and air conditioning systems.

    Maintenance and repairs are often one-time costs to ensure your home is habitable and functional. Normal upkeep and repair costs may include, but are not limited to: painting. restoring: working, or otherwise improving, an already installed air conditioner.

    Expenses in this category arise from the necessity to undertake regular upkeep on an asset. Simple electrical repairs, bulb replacement, paint touch-ups, pool cleaning, lawn care, etc., are all examples of maintenance charges.

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