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Reactive Maintenance To Preventive Maintenance – Complete Transition Guide

Posted by Rozai Rul12, Tuesday, 8th September 2020 @ 5:47pm

  • Making the switch from reactive maintenance to maintenance planning can save thousands to millions of dollars, extend the life of your critical assets, and relieve your team of the stress and anxiety of dealing with frequent unpredictable equipment failures.

    Despite the widely proven benefits of switching to preventive maintenance, around 60% of facilities are still relying on reactive maintenance as a major part of their overall maintenance strategy.

    Even though we can’t say for sure what is the reason for that, we would put our money on the fear that the implementation will fail or that the switch will simply cost too much.

    Both reasons are often unfounded. Why?

    For one, with the right maintenance software and a step-by-step approach, the chances for a successful implementation of a preventive maintenance program are rather high.

    Secondly, this transition doesn’t have to be a huge capital investment.  Software such as Limble can be started for as little as a few dollars a month or you can utilize free tools such as Google Sheets and Google calendar. Though, be warned that in a relatively short amount of time, free tools will actually cost you more money as they are not nearly as efficient or powerful as a modern CMMS.

    To show you that the switch from reactive to preventive maintenance doesn’t have to be hard, complicated, and expensive, we devised this comprehensive step-by-step guide that will guide you through the whole process.

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    Benefits Of Preventive Maintenance

    Why is preventive maintenance better than reactive maintenance? Well, that is an easy question if you know what each strategy entails.

    Reactive maintenance vs preventive maintenance

    Reactive maintenance is a strategy based on performing maintenance operations only after a breakdown occurs (which is why it is often called breakdown maintenance or run-to-failure maintenance). In practice, that approach translates to costly unexpected shutdowns, breakdowns that decrease the lifespan of your assets, and many other drawbacks that significantly increase your overall maintenance costs.

    Preventive maintenance (also called preventative maintenance) is the direct opposite. It relies on routine maintenance tasks to keep equipment up and running. Significantly reducing reactive maintenance with preventive maintenance (and the help of a CMMS) provides more control over maintenance operations and helps prevent equipment breakdown and unplanned shutdowns.

    For a more detailed breakdown of their differences, refer to our side-by-side comparison of the 3 most popular types of maintenance strategies.

    Before we move on, let’s briefly review a few key benefits of preventive maintenance.

    Eliminate lost profits and productivity

    Poorly maintained equipment will not run at its possible peak performance.  This causes increased energy consumption, lower output, extra waste, and additional work by key personnel when things go wrong resulting in loss of productivity and profits.

    A preventive maintenance strategy backed up by a CMMS enhances productivity by providing key personnel with quick access to information needed to complete preventive maintenance (such as step-by-step procedureslists of the required spare parts and toolshistorical repair data and other pertinent information). This allows maintenance tasks to be performed more accurately and in less time, causing the equipment to have a higher chance of running at peak performance.

    Reduce the number of emergency repairs and overtime labor costs

    A critical system failure is a stressful event for everyone involved, from the maintenance manager and different staff members, to the overall operation of the business.

    Additionally, emergency and overtime labor rates are cost prohibitive. Not only do you lose productivity, it has a direct negative impact on your company’s profits.

    If you take proper care of your equipment through preventive maintenance, then your assets will not break down nearly as much, causing a significant reduction in emergency repairs. Having fewer emergencies automatically minimizes overtime labor costs as technicians aren’t forced to stay late to fix a breakdown of a critical piece of equipment.

    Improve maintenance operations and extend the life of critical equipment

    Under a preventive maintenance plan, an asset can meet or exceed its life expectancy. Periodic tune-ups, oil changes and filter changes, part replacements, and other upkeep activities will keep equipment running at an optimal capacity which, in turn, will maintain the equipment’s value.

    Overlooking small repairs and needed tweaks will eventually cause extended equipment damage and failure, sometimes beyond repair.

    Those are just some of the most important benefits you can expect when you switch to proactive maintenance approach.

    Now, let’s see what steps you need to take (and in which order) to successfully plan and implement a preventive maintenance strategy.

Failure Modes and Effects Analysis (FMEA): Computerized Prescriber Order Entry

Posted by Rozai Rul12, Tuesday, 8th September 2020 @ 5:45pm

  • Many hospitals have implemented or are evaluating systems for computerized physician order entry (CPOE). (These systems are sometimes referred to as computer prescriber order entry systems, reflecting the fact that certain qualified staff other than physicians are permitted to prescribe in some hospitals.) Staff members at Fairview Southdale Hospital completed this failure mode effects analysis (FMEA) for the CPOE process, to highlight the different risks associated with the process and to identify opportunities for improvement. 

    DP Failure Mode Effect Analysis – Breaking Down the FMEA


    Staff members at Fairview Southdale Hospital completed this FMEA to evaluate their CPOE system. The processes and failure modes described here are specific to that hospital and are based on the assessments and opinions of the staff involved. This FMEA serves as an example for reference only. 


    Review the FMEA and determine whether Fairview Southdale Hospital’s processes are similar to those in your organization. If they are, use this scenario as a reference in developing an FMEA of your own organization’s CPOE, with modifications to suit your organization. It is important that you review the actual steps in your own process for a thorough FMEA. Use this tool as a reference only. Organizations should not adopt Fairview Southdale’s analysis as is.
    Readmore maintenance planning

Three things you should do before creating PM checklists

Posted by Rozai Rul12, Tuesday, 8th September 2020 @ 5:44pm

  • It is very likely that you want to create maintenance checklists as a part of your maintenance planning. If that is indeed the case, then most of these steps should already sound familiar.

    1. Create a list of assets that need PMs.If you only have a few assets in mind for a preventive maintenance checklist, you can just skip this step. Those who plan to create checklists for dozens of assets, it pays to be strategic and have everything in one place, especially if you don’t already track them with a CMMS.
    2. Gather OEM manuals.Not all, obviously. Manuals of assets you’re doing PM checklists for will suffice

How To Prepare A Preventive Maintenance Checklist [Examples Included]

Posted by Rozai Rul12, Tuesday, 8th September 2020 @ 5:42pm

  • Checklists can be a great tool to standardize routine tasks that have to be run on a recurring basis. In the same fashion, a preventive maintenance checklist can be used to streamline a variety of preventive maintenance tasks.

    However, preventive maintenance checklists are only useful if they are created with a purpose and include all of the necessary information.

    To ensure your PM checklists are practical to use, continue reading this article as we:

    • briefly discuss the main benefits of preventive maintenance checklists
    • list information sources you want to check before creating them
    • outline information that should be included on a preventive maintenance checklist
    • look at a few examples used in practice
    • show how you can easily create maintenance checklists using Limble’s PM Builder

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    Why do we need preventive maintenance checklists?

    Having an official list of steps to follow when conducting a routine maintenance task has many benefits. Here are the four main ones:

    1) Workflow standardization and increased productivity

    There are many wrong ways to do a job, but there is only one way to do a job right in the minimum required time. Outlining steps technicians should take during a PM improves productivity, helps new people to do the job properly with minimal supervision, makes it easier for one technician to jump in and finish the job that someone else started, and most importantly, improves the overall quality of work.

    2) Improved safety

    A smart preventive maintenance checklist should reduce human errors and contain important safety instructions that minimize the chance of injury. More on that later in the article.

    3) Faster troubleshooting

    When everybody is performing the same actions, there is only a limited number of reasons why something went wrong. Fewer reasons to account for means less time somebody has to spend on troubleshooting.

    4) Better maintenance planning

    Since there is a clear list of steps everyone should follow, it is much easier to estimate how much time will a technician need to complete their assigned tasks. This means that a maintenance planning will have an easier time scheduling and managing maintenance work.


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