As a facilities leader, your ultimate maintenance goal is to minimize costs while simultaneously supporting a stress-free, effective maintenance system. In order to reach this big, long-term maintenance goal you should start at the beginning by making smaller short-term goals and building upon them until you reach full maintenance optimization. Analyze your current situation and where you want your facilities to be, then create a plan. Studies have shown that you are 42% more likely to accomplish a goal if you write it down, so take that plan to paper whatever it may be.
This list highlights maintenance goals the best facilities leaders are setting at every step in their journey to a fully optimized and automated facility management system, and can guide you in creating your own plan.
Level one maintenance goals: system reform
Level one goals are directed at facilities leaders beginning their journey to a fully automated maintenance management system. These maintenance goals focus on streamlining fundamental processes in your facility at the ground level. The success of later goals is dependent upon building a sturdy foundation of maintenance processes.
1. Manage maintenance in one central location
Creating a central hub for all your facility’s maintenance needs will simplify just about every maintenance management process, from submitting and resolving work orders to tracking spare parts inventory to scheduling use of resources. In addition, it will allow your team to better communicate about equipment, progress updates, out-of-stock items, and more. Giving your team one location for all maintenance needs will lead to quicker resolution times, less questions about tickets, and better insight into all tasks.
2. Fully automate work order requests and streamline fulfillment processes
After creating a plan to support centralized maintenance management, the next step is getting your team on board. Proper training on all new processes will ensure your team’s success in this phase, but streamlining the work order process is crucial. Getting the maintenance request process flowing smoothly should be your first goal – a successful facilities management system relies on a fully functioning work order process.
Going digital is a great way to improve the work order request and fulfillment process. A digital system promotes transparency and communication while ensuring the work order always makes its way to the appropriate technician or staff member. A digital system also supports real time updates and allows for pictures or other files to be submitted with requests.
3. Meet compliance and safety standards
Making sure your equipment is always up to date with all compliance and safety standards is a crucial part of running an efficient facility. Implement a system to keep track of all historical data regarding your equipment in one place, along with product requirement documents, warranty information, safety guides, and anything else pertinent to your operations. Keeping this data organized and up to date will make audits and proper maintenance much easier.
Level two maintenance goals: improve facility performance
Level two goals are aimed at facilities leaders that have successfully streamlined the processes outlined in level one. As you move forward with maintenance automation it becomes more and more beneficial to implement maintenance software to support your facility.
Computerized maintenance management system (CMMS) software is a tool that centralizes maintenance management and helps to streamline processes, such as those in level one. Using maintenance software to manage your facility will allow you to collect data on facility performance, pointing to strengths and weaknesses in the current operations.
4. Increase productivity
By streamlining processes and improving communication, your facility will begin to see a natural increase in productivity. Less time sorting through maintenance requests means more time in the field working. Although this goal sounds broad, productivity can be analytically tracked with metrics such as equipment downtime and work order response time.
Implementing a maintenance software system helps to track these metrics. In fact, industry analysts and independent studies have found that CMMS solutions can save 10-50% of lost productivity every year.
5. Create accurate and dynamic spare parts inventory log
Creating a dynamic system to stay on top of spare parts inventory will ensure your facility rarely sees downtime as a result of poor planning. There are several different methods for inventory management, but they all rely on being able to track and manage inventory efficiently.
Spare parts inventory software will note what resources have been used to fulfill maintenance requests and alert facilities administrators when your resources fall beneath a minimum threshold, prompting a replacement order.
6. Expand lifespan of equipment and assets
Tracking the maintenance history and certain metrics for your equipment will allow you to see trends in wear and make data-driven maintenance decisions. One such metric is MTBF, or mean time between failure. By tracking MTBF you can predict when your equipment will fail and take action before then with preventive maintenance.
By repairing equipment early on and often it will last longer. In fact, 78% of companies that tracked maintenance histories reported seeing an increase in their equipment’s lifespan.
Level three maintenance goals: achieve maintenance success
Level three goals are the big picture objectives level one and level two are working towards. These maintenance goals are continuous and open ended, but ultimately determine the success of your facility. Because these goals are rather broad, it is up to you as a facilities leader to determine the benchmarks for success, setting mini-goals within these large objectives.
7. Lower maintenance costs
The ultimate goal of effective facilities leaders is to lower costs while remaining as efficient as possible. By meeting level two maintenance goals, your facility will see an organic decrease in costs as productivity rises, downtime falls, and equipment lifespan lengthens.
To support meeting this goal you should take advantage of all information at your disposal and analyze in depth what functions of your facility are working well and what areas could be improved. Isolate the weaknesses and put a plan in place to meet certain productivity objectives.
8. Optimize energy use
Automation of facility functions like climate control and lighting decrease energy consumption and cut costs. These functions can be set on a schedule or meter system to minimize energy usage, ultimately reducing operating expenses.
For example, a typical facility allocates about 40% of their energy to heating and cooling. Placing their HVAC units on a meter system to keep the facility within a certain temperature range, rather than running it constantly, will reduce energy consumption dramatically and result in significant cost savings.
9. Invest in CMMS software
The goals outlined above are all attainable in some capacity without maintenance management software, but investing in a CMMS solution will take your facility to the next level. Each one of these goals is easily achievable with CMMS software in place.
After you choose the right CMMS solution for your facility, make every effort to get the most out of your investment. Make a point of learning as much about your new system as possible so you can be a point person for your team. As a facilities leader it’s your job to take full advantage of all the information your software will produce regarding your facilities’ productivity. Truly understanding your CMMS is key to maximizing its return for your facility. Check out this article for other CMMS best practices.
No matter where you are in your facility’s maintenance optimization journey, goal setting will help you achieve success. These maintenance goals are aimed to support you in successful implementation of CMMS software, but that is just one aspect of prosperous maintenance operations. Regardless of the path you choose for your facility, it is important to set realistic, actionable goals that support your end objective.