A Guide to Building and Measuring a Lean Maintenance Strategy

Professional racing is a masterclass in efficiency. Teams don’t just dislike waste—they hate it.

Every millisecond of a pit stop has a purpose. Every component of a car is analyzed to ensure it’s functioning at its best. Strategies are designed to get from point A to point B as fast as possible.

When you translate this mindset to the shop floor, you achieve a lean maintenance strategy. Lean maintenance is the merciless reduction and elimination of waste at every stage of your maintenance program so you can go further, faster, while spending less.

This guide outlines the basics for building and measuring a lean maintenance strategy, including:

  • What is lean maintenance
  • The types of waste in maintenance
  • A formula for creating a lean maintenance strategy
  • Metrics for tracking lean maintenance success

What is lean maintenance?

Like lean manufacturing, lean maintenance is the continual process of identifying, reducing, and removing waste from maintenance activities. Waste is considered anything that doesn’t increase output, decrease costs, or otherwise boost productivity.

There are a lot of examples of waste in maintenance, including:

  • Money spent on a part that becomes obsolete before it’s used
  • Time spent clarifying the details of a maintenance request
  • Effort spent collecting maintenance data you never use

It’s often difficult to spot waste in your maintenance program. That’s why a lean maintenance strategy can’t work without iteration. Iteration is the practice of making small changes over time to find the best way to set up processes and activities. In other words, lean maintenance is not a one-and-done project. It’s a way of thinking and acting that takes years to build.

What are the benefits of lean maintenance?

Odds are, you’ve uttered the words, “What a waste of time,” or “What a waste of money,” in the last couple of weeks. Lean maintenance eliminates those moments. And while there are a thousand things you could be referring to, most of them can be grouped in these four main benefits:

1. Cost savings

A lean maintenance strategy reduces direct costs (labor and resources) and indirect costs (the money you lose in downtime or lost production). For example, you might discover that you can reduce routine maintenance on an asset from once a week to once a month, cutting labor costs by 75% in the process.

Quote from Charles Rogers

2. Efficiency gains

Efficiency is another word for getting more done in less time. Lean maintenance strategies help you find activities and processes that take too much time so you can modify or eliminate them. Voltalia’s maintenance team is a great example of this benefit in practice. The company noticed that one of its service teams spent 40 hours a week driving from the office to an off-site facility. The solution was to build a satellite office near the off-site facility to save time.

3. Maximized potential

When machines and people are not bogged down by unnecessary duties, they can operate at full capacity and perform to the best of their abilities. Tom Dufton’s maintenance team is a perfect example. Tom, a maintenance manager, noticed his skilled maintenance technicians were spending a lot of time assisting production. He used this data to advocate for extra operators so his team could get back to maintaining equipment.

4. Employee engagement

Removing unnecessary work and administrative tasks helps employees feel more engaged with their work. It also gives them time to up-skill and do high-value work. One way this translates into real life is with new maintenance software. If technicians don’t have time to learn the system, your big investment in technology could be for nothing. Eliminating extra tasks elsewhere will give your team time to learn, ask questions, and get used to new technology.

Quote from Bryan Sapot

The three types of waste in maintenance

The first step in eliminating waste is to find it. There are three main areas in a maintenance operation where waste shows up: Environmental, financial, and human potential.

Environmental waste

Environmental waste occurs when raw materials are used inefficiently or disposed of because of inefficient maintenance activities.

Examples of environmental waste in maintenance include:

  • An increase in scrap or rework after equipment maintenance
  • Overuse of fuel by improperly maintained vehicles or unnecessary transportation to and from a worksite
  • Overstocking parts for maintenance due to an outdated inventory purchasing schedule

The impact of environmental waste from maintenance includes:

  • More pollution and trash
  • Higher carbon emissions
  • Low-quality products
  • Increased safety hazards

Some strategies for reducing environmental waste in maintenance include:

  • Frequent inventory cycle counts and just-in-time purchasing to ensure your storeroom isn’t flooded with unused inventory
  • Grouping scheduled maintenance together in one time period to cut down on travel
  • A mandatory check from a second technician after repairs or replacements prior to production to ensure start-ups don’t result in scrap or rework

Financial waste

Financial waste refers to the extra costs from inefficient maintenance. It also includes lost production from unnecessary downtime.

Examples of financial waste in maintenance include:

  • High labor and parts costs from preventive maintenance tasks that are done too frequently
  • Defective products from an asset that was assembled or rebuilt incorrectly
  • Delayed maintenance because technicians had to wait for a part to complete repairs

The impact of financial waste includes:

  • Higher labor and parts costs
  • More capital expenditures
  • Lost revenue
  • Missed opportunities to grow the business

Strategies for becoming leaner include:

  • Identifying tasks in your preventive maintenance schedule that can be eliminated or done less frequently
  • Reducing downtime by finding maintenance work that can be completed while an asset is running
  • Building a FRACAS to address and prevent failure on critical equipment
  • Creating parts kits for critical equipment to speed up repairs and avoid stockouts
  • Setting a regular meeting with production staff to align maintenance with operations and get updates equipment changes

Wasted human potential

Administrative work and unnecessary tasks wear on staff and take them away from specialized tasks only they can do. Burnout, poor morale, and turnover increase, leading to even more waste.

Examples of wasted human potential in maintenance include:

  • Spending hours every day writing, reviewing, and sorting work orders
  • Fixing the same component over and over again
  • Inspecting non-critical equipment with low or nonexistent failure rates
  • Supporting production more than once in a while
  • Searching for parts and supplies in your storeroom

The impact of wasted human potential includes:

  • High employee turnover and loss of organizational knowledge
  • Low wrench time and big backlogs
  • Decreased employee engagement and low adoption of new systems
  • More pencil whipping and less accurate data

Strategies for becoming leaner include:

  • Conduct frequent maintenance team meetings to discuss challenges and brainstorm solutions
  • Automate activities you do frequently, like creating work orders or reports
  • Eliminate or reduce scheduled maintenance that has low rates of follow-up work
  • Train machine operators to do routine maintenance tasks

Creating a lean maintenance mindset

The first step in creating a lean maintenance strategy is to ask the right questions, challenge the way you do things, and be willing to change. This is a lean maintenance mindset and it’s essential to make lean maintenance strategies work long term.

There are four changes that’ll help you shift to a lean maintenance mindset:

1. From small details ? Big picture

There will always be days when your team is reacting to everything—putting out fires, getting last-minute requests, and racing to catch up on backlog.

But a lean maintenance mindset prevents this from becoming the norm. It allows you to build maintenance activities around business and production goals, and deprioritize or eliminate work that doesn’t connect to these goals.

For example, you might spend an hour every week creating a report. But if that report doesn’t help you eliminate waste, that time becomes waste itself. You can either spend time building more useful reports or do other waste-eliminating work.

2. From getting it done ? Collecting data as you go

A lot of maintenance teams operate in survival mode. Complete the task and move on to the next one. No time for any extra steps.

But a lean maintenance strategy hinges on data and taking the time to collect it. Those five extra minutes it takes to complete extra fields on a work order adds up. Having a lean maintenance mindset means building a buffer in your schedule to account for this. It also means everyone knows the importance of these extra steps and isn’t pressured to fudge the numbers to make up for lost time.

3. From big changes ? iterative improvements

Everyone wants to see big wins as quickly as possible. Our brains crave a finish line and tangible results.

But that’s not how lean maintenance works. Instead, it depends on making small, consistent improvements. If done right, it’s a process that’s never truly finished. The best way to tackle this shift is to give yourself and your team small goals and milestones, track progress, and celebrate success.

For example, you might want to cut out unnecessary steps in your scheduled maintenance. In lean maintenance, you’ll examine your work orders once a month to reduce delays and increase wrench time by 10% to 15% across the entire year. It’s crucial to track progress, celebrate it with your team, and get suggestions from technicians on how to keep winning. Technicians will feel a sense of ownership over this metric and will be invested in making progress.

4. From “that’s the way it is” ? “Is this necessary?”

It’s easy to accept the status quo. It’s uncomfortable to change. And it takes a lot of work.

But lean maintenance is all about challenging business as usual. You need to look at everything your team does with a critical eye and make changes if something no longer makes sense. This requires you to adopt a win-or-learn mentality instead of a win-or-fail mindset. Your team will be able to question things without blame or punishment.

For example, you might have done a PM at the same interval for a decade. But everything has changed in that time, from the equipment to the technician doing the work. You need to question how the PM is done as well. Should it be done more or less? Is it even necessary anymore?

Building a lean maintenance strategy

Building a lean maintenance strategy follows a three-step formula:

  1. Understand what you’re currently doing and how you’re doing it
  2. Find areas of waste and eliminate them
  3. Create processes that allow you to do steps one and two over and over again

Step 1: Mapping your maintenance process

This step is about knowing how your team currently operates so you can find the work you’re doing too much of and work you’re not doing enough. This stage involves documenting your maintenance processes, including:

  • Key information about equipment, like criticality and failure modes (this FMEA template can help you collect this data)
  • What inspections and repairs are done, and how often
  • What an emergency looks like and how your team reacts
  • How follow-up or corrective maintenance is created, assigned, and tracked
  • Team meetings and what happens in each one
  • Goal-setting, metrics creation, reporting, and data collection
  • Health, safety, and compliance activities
  • Parts purchasing and storeroom management

Then think about business needs:

Step 2: Identify opportunities for improvement you can act on now

The next step is to find out where you’re spending too much time, money, or energy. Here are a few ways you can spot waste hiding in your processes:

  1. Look at specific processes with members of your maintenance team. Ask them what part of the process takes the most time or where they face challenges when completing work. Use this insight to make activities easier and remove roadblocks.For example, something as small as misidentifying lubrication can lead to wasted time, breakdowns, lost production, and buying too many supplies. Colour-coding lubrication and bearings can eliminate this waste altogether.
  2. Identify tasks that consistently take more time or money than planned and conduct a root cause analysis to find out why. This is more helpful than slashing costs, which can do more harm than good and doesn’t address the real reason for the waste.For example, labor costs for a weekly work order are twice as high as you’ve budgeted. An RCA might find repair times are longer than expected because different technicians are doing the work. You might tweak the schedule to put the same technician on the job so they can familiarize themselves with the work and do it faster.
  3. Audit your planned maintenance work to make it more efficient. We outlined the steps for auditing your PMs in a separate article, but the main takeaway is to question the need for all regular maintenance and the frequency, timing, and resource for each task.For example, a PM might be triggered every 10 days, regardless of how much the asset is used. That can be a waste of time and money. In this situation, try triggering maintenance based on usage, like after every 100 hours of production.
  4. Develop KPIs and metrics around the growth and success of your team. This data will allow you to find wasted potential on your maintenance team.For example, you might track turnover rates or knowledge-sharing opportunities on your team. These stats can uncover complex processes or areas of low productivity that you can correct. The end result is better morale and a higher-performing maintenance team.

Step 3: Build a long-term vision

The core vision of your lean maintenance strategy will always be to improve maintenance bit by bit so it supports business goals. But those goals may change, as will the things you need to improve.

This step is about documenting what you’ve iterated on, the impact of change, and what might come next.

If your iterations produced a negative result, don’t immediately jump back to the way things were. Instead, think about what caused the negative result and see if there’s another iterative improvement. It can take a few tries to get it right.

Choosing metrics for a lean maintenance strategy and tracking success

While every project will have different KPIs and metrics based on your desired outcomes, here are some best-practice metrics to start with:

Environmental wasteFinancial wasteHuman potential waste
Idle timesMaintenance costs (by asset, type, task, etc.)Wrench time
Raw material usageEquipment downtime (planned and unplanned)Employee turnover
Carbon emissions/energy useRate of corrective maintenance after inspectionsTime spent on production support
Travel times to/from sitesResponse rates to breakdowns/emergenciesTime spent on administrative tasks
Raw materials disposal (ie. oil)Clean start-ups after maintenanceNumber of steps in a maintenance process

While this isn’t a comprehensive look at lean maintenance metrics, it does give you a good foundation. And you don’t need to track, measure, and improve every metric. Choose metrics you can realistically collect and ones that connect to production and business goals.

There are two ways to create success plans around each metric and push your lean maintenance strategy forward. The first is to go small. Pick a few metrics and focus on improving specific areas of your maintenance operation. For example, if you want to reduce maintenance costs, choose your top 10 most expensive tasks. Focus on reducing waste in these activities.

The other method is to go broad. Aim for a goal that includes improving several metrics. For example, the ultimate target might be increasing efficiency through better standardization across sites. As part of this project, you can standardize the processes for work requests, reporting, and parts purchasing. There are several metrics you can use to build your project and track its success. This includes the number of steps in a maintenance process, time spent on admin tasks, response rates to breakdowns, and raw materials usage.

It’s essential to share your wins, regardless of your approach. The whole point of lean maintenance is to make small gains that add up to big ones over time. Showing off your success keeps momentum high, increases buy-in, and helps you advocate for more resources to expand your lean maintenance program.

Quote from Jason Afara

Lean maintenance is ongoing

At its core, lean maintenance is about tying maintenance practices to business needs. This will likely ruffle feathers, but it’s a critical step to move maintenance from a cost center to a value driver. And when you do that, the world begins to open up for the maintenance team to be seen as a true business partner.

Source: https://www.fiixsoftware.com/blog/guide-to-creating-a-lean-maintenance-strategy/

5 Ways Your Maintenance Team Can Increase Production Efficiency

Every day, meat processing plants need to make sure the metal detectors in their machines are working. It’s a simple check to ensure there’s metal where there should be and no metal where there shouldn’t be.

This process involves running test balls through the machine. It takes about 45 minutes to complete (25 minutes of manual labour and 20 minutes of admin time). It’s routine maintenance— the type most people don’t give a second thought to.

It’s also an example of how tweaking maintenance processes can boost production efficiency. Instead of a manual check, the inspection can be done with an automated test-ball shooter. A button is pressed, the balls roll out on their own, and the task is wrapped up in five minutes. The result is more than 160 hours of extra equipment availability per year.

This is just one example of how companies can leverage maintenance to increase production efficiency. This article outlines several other strategies for bolstering production efficiency using maintenance, including:

  • How maintenance impacts production efficiency
  • Five ways the maintenance team can boost production capacity
  • How to measure the impact of maintenance on production

What is production efficiency?

Production efficiency is a measurement used mostly by manufacturers to determine how well (and how long) a company can keep up with demand. It compares current production rates to expected or standard production rates.

A higher rate of production efficiency delivers three critical outcomes for manufacturers:

  1. Reduced resource usage: Efficient production systems produce the same number of goods with fewer resources
  2. Higher financial margins: Efficient production means higher margins throughout the supply chain
  3.  A better customer experience: Efficient production allows products and services to be regularly and dependably delivered to customers

How to calculate production efficiency

The calculation for production efficiency compares the actual output rate to the standard output rate. The formula can be applied to either manual or automated work.

When it comes to industrial processes, the calculation takes quality into account. Let’s say you produce 50 units in an hour, but only 30 are useable. Your rate of production for that hour is 30 units.

The following formula is used to calculate production efficiency:

Production Efficiency = (Actual Output Rate / Standard Output Rate) x 100

For example, a manufacturing company receives a new order of 100 units. The standard rate of completion for 100 units is 10 hours, or 10 units per hour. However, the company took 12 hours to complete 100 quality units. In this case, the production efficiency formula would look like this:

Actual Output Rate = 100 units / 12 hours (8.3 units/hour)

Standard Output Rate = 100 units / 10 hours (10 units/hour)

Production Efficiency = (8.3 / 10) x 100 (83%)

In this instance, output and productivity levels are below capacity.

Production Efficiency Formula

How maintenance can increase production efficiency

Proper equipment maintenance is essential for increasing production efficiency. It ensures your total effective equipment performance (TEEP) is as high as it can be. Using preventive maintenance to keep assets operating at their best helps to:

  • Limit equipment downtime: If equipment is checked regularly, you can find and fix failures before they cause big breakdowns that disrupt production. Having a solid preventive maintenance schedule also allows you to coordinate with production so planned downtime is done quickly.
  • Establish a corrective action system for failures: Having a strategy to find, analyze, and fix failure (aka a FRACAS) allows you to target recurring issues at their root. You can spot and eliminate problems that impact equipment availability and product quality the most.
  • Coordinate better shift changeovers: Better changeovers between maintenance shifts means communicating the right information to technicians quickly and accurately. This includes a run-down of what work needs to be done, when, and any obstacles that might get in the way of that work.
  • Ensuring standard operating procedures are clear and maintained: SOPs train operators to do routine maintenance so machines can be operated with fewer breakdowns and accidents.
Stewart Fergusson quote

Five things your maintenance team can start doing tomorrow to increase production efficiency

There are a lot of projects that take months or years to complete. But getting quick wins is also crucial for building momentum and proving the value of your maintenance team. So, here are five things your maintenance team can start doing tomorrow to increase production efficiency.

1. Optimize the frequency of your PMs

A preventive maintenance schedule can be a good example of having too much of a good thing. Going overboard on preventive maintenance can affect production efficiency in two ways. You can either waste valuable time preventing non-existent failure. Or you can increase the risk of failure by meddling with a perfectly fine component.

These guidelines can help you find the right balance between too many PMs and too few:

  • Use equipment maintenance logs to track the found failure rate on preventive maintenance tasks. Start with PMs that take the longest to do or cost the most.
  • If a PM leads to regular corrective maintenance, keep it at the same frequency.
  • If a PM rarely identifies failure, try increasing the time between inspections. If the found failure rate exceeds the frequency of the PM, tweak your schedule so it’s better aligned. For example, an inspection might happen every two weeks. But a failure is usually found every six weeks. In this case, plan for the PM to happen every 4-6 weeks instead.
  • If a machine experiences frequent breakdowns between inspections, try shortening maintenance intervals. You can also modify the trigger for maintenance, changing it from a time-based trigger to usage or performance-based trigger.
PDCA model

2. Identify machines that can be maintained while running

Some routine maintenance can be done while a machine is still operating. Find out if there are any assets that can be safely worked on while being used for production. The key word there is ‘safely’. This might mean that some work can’t be done because certain areas of a machine aren’t safely accessible while it’s operating. In this scenario, determine if partial maintenance is possible and if it’ll have a positive impact on the performance of the equipment.

It’s also a good idea to track rotating or spare assets and swap them for production equipment when possible. That allows you to do regular maintenance on these machines without sacrificing productivity.

3. Make equipment capabilities transparent and clear

Create an iron-clad list of instructions for operating equipment and common issues to be aware of. You can use a failure modes and effects analysis (FMEA) to create a list of common failures experienced by each asset. This can also include warning signs for breakdowns.

Having this information clearly outlined and easily accessible gives operators a chance to notice the early signs of failure and notify maintenance before it gets worse. Employees will be empowered to observe and identify any potential problems, and report them accordingly.

4. Use work order data to identify where your team can be more efficient

Work order data can tell you what jobs can get done quicker and how to minimize the risk of asset failure so you can boost production efficiency. Look for these telltale signs of broken processes in your work orders:

  • Unavailable parts and supplies: If this issue is delaying maintenance, review the purchasing process for parts and supplies. That includes making sure your cycle counts are accurate and the threshold for purchase approvals is low enough that inventory can get replenished quickly. You can also create parts kits for frequent repairs or emergency repairs on production equipment so your team can locate and retrieve parts quickly.
  • Misidentified/misdiagnosed problems or missing instructions: Make sure task lists, failure codes, and descriptions are clear. Attach photos, manuals, and other documentation to the work order.
  • Diverted resources resulting from emergency work orders: Emergencies can always be avoided. Analyze your work order data, find tasks that are too big, and break it down into smaller jobs to reduce the risk of major disruptions.
  • Scheduling conflicts with production: See if maintenance can be scheduled while production is happening or if work can be done at an alternate time, like evenings or weekends. You can also consider giving operators minor maintenance responsibilities associated with the work order.
  • Lack of adequate worker skillset: Work order data can show you if the person/people assigned to the work may not have the right skills. Make it very clear on the work request what kind of skills or certifications are necessary for certain maintenance types.

5. Find the biggest obstacles for your team and eliminate them

You can learn a lot from the data that comes from your equipment and work orders. But sometimes, you just have to ask the people who are doing the actual work. They will be able to tell you what barriers they face when completing work. Acting on this information is crucial to continually improve your maintenance processes. All those improvements can add up to a huge boost in production efficiency.

For example, your technicians may spend a lot of time going back and forth from the office to retrieve manuals, asset histories, or other materials that help them on a job. You probably won’t know that just by looking at work order records or wrench time reports. Armed with this information, you can figure out a solution. Maybe that’s creating areas throughout your facility where files can be accessed for nearby assets. Or it could be digitizing those files so they can be accessed through a mobile device.

Here are a few questions to ask your technicians to find any roadblocks:

  • What tasks commonly take you away from a machine?
  • Are information and parts easily accessible? If not, why?
  • What information would help you complete work more efficiently?
  • Are there processes or systems that are hard to use or you think could be improved?
  • Is there anything that frequently keeps you from starting a task on time?

Four ways to measure the impact of maintenance on production efficiency

There are many ways to measure how your maintenance efforts are affecting production efficiency. The most common metrics are the following:

Found failure rate on preventive maintenance

This metric will help you measure how efficient your preventive maintenance schedule is. If your found failure rate is high, it means you’re cutting down on unnecessary maintenance while preventing major disruptions to production.

Unplanned asset downtime (last 90 days)

This number tracks the amount of unplanned equipment downtime and compares it to the previous 90-day period. Because each minute of downtime lowers your production efficiency, this number highlights how maintenance is contributing to healthier, higher-performing assets.

Average time to respond to and repair breakdowns

This stat quantifies all the work you’ve done to prepare for emergencies. Breakdowns will happen. Having a plan to quickly and safely fix these failures will help you reduce the amount of time production is stalled.

Clean start-ups

Compare the amount of useable products coming from the equipment prior to and after maintenance is completed. If the machine is running better after maintenance, it’s proof that your team is increasing production capacity in a meaningful way.

Maintenance has the opportunity to drive production efficiency

Maintenance often gets talked about as an expense. A necessary evil. A cost-center. But the reality is, good maintenance can drive your business forward. When you keep the machines running, you can do more, faster, with less. That means happier customers, a better bottom line, and more profit for everyone in the supply chain. It’s a true win-win-win.

In order to turn maintenance from a cost centre to a business driver, you need to reorient maintenance as a business function and start asking how maintenance can drive production efficiency. From there, a world of opportunity opens up.

Source: https://www.fiixsoftware.com/blog/increase-production-efficiency-with-maintenance/

The perfect formula for aligning operations and maintenance

When operations and maintenance don’t work well together, it can be costly. And messy. Take this story of a food manufacturer as an example.

The facility uses a sheeter, which rolls huge balls of dough. The sheeter needs to be cleaned every day. The production team regularly cleans the machine with water. There’s just one problem with this—water makes the dough clump up and break the machine. As a result, emergency maintenance is the norm.

If this situation feels familiar to you, you’re not alone. It happens thousands of times a day. Operations and maintenance have different goals, motivations, and processes. The result is confusion, frustration, and finger-pointing. This isn’t good for business or employee health.

This article is all about learning how to break that cycle and improve alignment between operations and maintenance, including:

  • Metrics to share
  • How to increase collaboration
  • Tips for building joint processes

Why aligning operations and maintenance should be your top priority

Any manufacturer working to reduce waste is either leading the pack or about to break away from the field. For proof of that, look no further than the fact that manufacturers waste 20% of every dollar they spend.

Waste often appears during production as highlighted by these scary stats (courtesy of automation.com):

  • Large industrial facilities lose over 323 production hours a year to unplanned downtime
  • The average annual cost of downtime is $532,000 per hour or $172 million per plant
  • The cost of downtime for Fortune 500 manufacturers is equal to 8% of annual revenues
Cost of DowntimeAutomotiveFMCG/CPGHeavy IndustryOil & Gas
Unplanned downtime hours per facility each month29252332
Cost per hour of downtime$1,343,400$23,600$187,500$220,000

Huge costs are one thing. But work delays, reactive maintenance, and emergency purchases have a mental and physical toll as well.

Improving the relationship between operations and maintenance is critical to cutting downtime at its source.

“When maintenance and operations are aligned, it allows the business to find issues within the operations,” says Jason Afara, Senior Solutions Engineer at Fiix.

“And then business leaders can make informed decisions on how to correct these issues with the appropriate resources. It turns guessing games and blame games into a unified effort.”

Where to align operations and maintenance processes

Planning scheduled downtime

The definition of efficient maintenance is keeping equipment up and running with as little downtime as possible. Of course, this is easier said than done. The production team has quotas to fill. Anything that gets in the way of hitting that target is a threat. That includes maintenance.

“We would fight operations just to get a little bit of maintenance on a machine,” says Jason, remembering his time as a maintenance manager.

This is all too common and unproductive. Luckily, there are two ways maintenance and operations can create a plan for preventive maintenance that benefits both groups:

  1. Use data to compare the impact of maintenance to the impact of failure
  2. Develop shared processes that reduce the amount of scheduled downtime

The first step is for both teams to understand how their activities affect the performance of equipment. Once again, it’s often more complicated than it sounds.

“This is where maintenance departments usually fail,” says Charles Rogers, a Senior Implementation Consultant at Fiix with over 33 years of experience in maintenance.

“They don’t have data to back up their asks. You have to be able to prove your case and show evidence that if you don’t do maintenance on schedule, there will be much worse consequences at some point—probably sooner than later.”

The best way to align your efforts is to determine the acceptable risk and the consequences of failure as one team. Share information on common failure modes, how often they’re expected to happen, as well as repair times and costs for each one. Compare this to the frequency of scheduled maintenance, the time it takes to do these tasks, and the costs involved.

Quantifying the difference makes it clear that scheduling frequent breaks in production for maintenance is a better way for both teams to hit their goals and avoid big, time-consuming breakdowns.

Creating shared processes between operations and maintenance allows the teams to share and action data. For example, it allows operators to detect small failures and maintenance technicians to respond to them faster. Examples of these processes include:

  • Regular meetings between operations and maintenance leaders to discuss production and preventive maintenance schedules, spec changes on machines, or other updates
  • Quarterly meetings between the two teams to discuss successes, challenges, solutions, and root cause analysis
  • A work request process that enables machine operators to quickly and confidently identify problems and empowers technicians to prioritize and respond to issues with minimal disruption

Creating shared work and clear responsibilities

Any mention of operations and maintenance working together will inevitably lead to talk of total productive maintenance (TPM). You can read a short primer on TPM here, but the idea is that everyone at a company (from technicians to accountants) is responsible and involved in maintenance.

Making operations part of the maintenance process is one of the easiest and most effective ways to begin building a TPM program. Here’s an example of how that might be done:

How operations can be involved chart

The key to making these shared processes successful is to create clear job responsibilities. When people know exactly what they need to do, it helps you:

  • Provide the right training and materials to the right people
  • Create accurate timelines and budgets
  • Test new processes, optimize them, and expand them
  • Pick out bad data and figure out the root cause of it

Start defining clear responsibilities by creating a maintenance type for operators. This allows you to track how much work you’re giving to operations. It also helps you design work order templates for operators so they know what to do and where to go if the scope of work changes.

Building realistic work timelines

When operations and maintenance know how long it takes to get things done, it’s easier to set schedules, budgets, and targets accordingly. It also prevents unseen delays, reduces frustration, and fosters respect between the two teams. But it’s not useful to share maintenance timelines if they aren’t accurate. There are a few strategies to make sure expectations match reality:

  1. Look at equipment maintenance logs. Identify work that frequently takes longer than is expected, and adjust timelines accordingly.
  2. Analyze your work order data to find PMs with a high rate of required follow-up maintenance. Factor that into your brief to the operations team.
  3. Account for parts of a work order that fall outside of actual wrench time. That includes retrieving parts, completing safety procedures, and running tests on machines.

Providing realistic timelines doesn’t always mean your schedules will match up. But it does help operations and maintenance have a conversation about what can be done in the time you have. When determining what maintenance can be sacrificed for production, here are a few questions to ask:

Five questions to help operations and maintenance solve scheduling conflicts

Five ways to build a strong relationship between operations and maintenance

Your operations and maintenance teams might be best friends. Or maybe there’s some tension between them. Whatever the relationship is like, there’s always an opportunity to make it better with a few, simple strategies.

Create multiple ways for the two teams to communicate

Communicating with other teams is often one of the first activities to be abandoned when work gets busy. That’s why there needs to be formal processes in place to maintain the flow of information. Creating dedicated channels for communication might include:

  • Team meetings: Regular meetings create space for everyone’s voice to be heard and to keep challenges, plans, and updates visible
  • Channels to post and see updates: This can be anything from a whiteboard to a WhatsApp group, or a digital work request portal for tracking the status of requests
  • Peer reviews: This is a process where operations and maintenance team members review each other anonymously to identify how they can work better together

There are a few key pieces of information to discuss when you’re working in these channels:

  • Machines updates: Bring up spec changes, potential problems, safety risks, or updates to standard operating procedures
  • Schedules: Talk about upcoming work, risks or conflicts, what’s needed to be successful, and any changes from what was previously discussed
  • Reporting: Review targets, progress, troubling trends, or major successes in your reporting
  • Roadblocks and solutions: Discuss major challenges or questions your team has and collaborate on ways to remove those obstacles
  • Long-term planning: Figure out how both teams can continually improve, including how to better manage budgets, hit long-term goals, and develop new skills

Having a framework for communication between operations and maintenance allows you to turn talk into action. Here are a few ground rules:

  • Focus on solutions, not blame: Finding a solution should be the goal of all your conversations
  • Focus on the collective: Find solutions that work for everyone, instead of trying to win an argument or battle for your team
  • Develop a feedback loop: Create trust by actioning feedback and keeping everyone aware of progress
  • Value consistency, but stay flexible: Commit to communicating, but understand that meetings might need to move around once in a while if an emergency occurs
  • Create an agenda for all meetings: Have a plan for what you’re going to talk about so you can make the most of everyone’s time

Set the same goals

There will be less friction between operations and maintenance when the two teams define success the same way. There might be different ideas on how to get to your goal, but both departments will be moving in the same direction.

“In the worst scenario, these departments are siblings who are constantly fighting,” says Jason.

“But in the best-case scenario, you’re working together to achieve the same goals, celebrating together when you hit those targets, and joining forces to get back on track when you don’t.

There are a few metrics that both operations and maintenance can share responsibility for:

  1. Clean start-ups after maintenance and first-pass yield/first-pass good: Both numbers aim to measure efficiency and waste
  2. Total cost per unit of production: Both operations and maintenance can be accountable for reducing costs while improving quality
  3. Time spent supporting production/maintenance: Tracking the time each team spends supporting the other will help you allocate resources and create effective hiring plans
  4. Unplanned downtime( last 90 days): See the impact of preventive maintenance and the shared processes that make this work efficient
  5. Mean time to detect and repair: Everyone has a part in finding and fixing failure before it leads to breakdowns and doing so with as little disruption to the business as possible

Integrate production and maintenance systems

It’s easy for operations to have a negative view of maintenance when their only exposure to it is a breakdown or service interruption. Integrating the systems used for production and maintenance provides visibility into each team’s work. This allows you to see the positive impact of each department and help each other accomplish even more.

Ryan Robinson’s maintenance team is a great example of how integrating maintenance software with equipment and production systems can deliver incredible results. Ryan, the shop manager at a wholesale tree grower, connected sensors on several machines with a CMMS. This gave him the data he needed to optimize maintenance intervals and increase production efficiency.

“Because we know how equipment is used on a daily basis, we have some idea of what is going to be expected of maintenance tomorrow, and the next day, and the next day,” says Ryan.

Ryan was also able to use this data to spot vehicles with high idle times. He brought this information to the farm manager, who figured out the reason why and found a solution.

Read Ryan’s story

World-class maintenance teams are aligned with operations

Operations and maintenance are the heartbeat of any company with lots of assets and big production targets. That’s why it’s essential that they develop a healthy relationship and formal processes for working together. The two teams must share everything from the metrics they aim for to the systems they use, and the schedule that guides their work. Joining forces gives them better visibility into the challenges that face the business and the power to overcome them. It’s a win-win for everyone involved.

Source: https://www.fiixsoftware.com/blog/guide-to-aligning-operations-and-maintenance/

How to combine data and storytelling to get your maintenance project approved

Competing for money and resources can be brutal. Everyone wants the same slice of budget that just opened up. That includes the maintenance team. There are probably a thousand things you can think of doing with a little extra money. And you know they would all make a difference.

But you need to convince the people with the keys to the budget that this money will be well-spent in your hands. That requires you to stand out from the crowd and get business leaders to buy into your vision for your maintenance project.

If it seems like it would be easier to climb Mount Everest than to get that buy-in, this article is for you. It gives you a formula for combining two powerful forces in the fight for project approval: Data and storytelling.

There are six steps for building the perfect pitch for your maintenance project. At each stage, you’ll find out how to use data and storytelling to elevate your ask above others so you can get approval for your project and the budget to match.

Step 1: Present a problem

Why this works

Your project is a change. And change is painful. That’s why you need to show that the pain of doing nothing (aka your current situation) is worse than the pain of changing. Find a problem that your project solves and lead with it.

How to tell the story

There are three steps for telling the story of your problem:

  1. Describe the problem
  2. Show what the problem looks like
  3. Explain the impact of the problem
The problem: Our storeroom is disorganized, What it looks like: Technicians can’t find the parts they are looking for and it’s hard to track parts usage, The impact: Work takes longer than expected and is leading to delays, downtime, and more backlog

What data to use

Make your best effort to quantify your problem. In the example above, you might talk about:

  • The average time to retrieve parts from the storeroom
  • The number of emergency parts needed each month
  • The number of downtime hours tied to the disorganized storeroom

Some other examples of quantifying a problem include:

  • Cost: How much is the problem costing your team?
  • Time: Are you spending more time than you should on a task? What is that keeping you from doing instead?
  • Health and safety: Are audit compliance tasks not getting done, or are near misses getting higher?
  • Employee retention: Is it hard to hang on to good team members?
  • Quality: How is a deficiency for your team affecting the end product?

Step 2: Outline your solution

Why this works

Now that you have a villain in your story (the problem), it’s time to introduce the hero (your project). People like to poke holes in a project because it’s a leap into the unknown. But they’re less likely to do this when the project is the answer to a problem they’re worried about.

How to tell the story

Describing your solution with a three-step approach:

  • Describe your solution/project
  • Explain how it solves the problem
  • Outline the outcome/benefits
We’ll hire a storeroom manager who will be responsible for organizing, purchasing, and tracking parts. Having someone dedicated to managing the storeroom will allow us to find parts faster, complete work easier, and respond to emergencies quickly. We’ll be able to slash downtime, reduce our massive backlog, and hit our throughput targets.

What data to use

Attaching numbers to your claims will help them resonate. For example, find out how many labor hours you could save if technicians didn’t need to spend their time searching for parts. That may seem like a small number. But if you multiply it by weeks, months, or years, it can add up fast.

All those benefits don’t exist in a vacuum. If you spend five hours a month on repairs instead of rifling through the storeroom, it could mean five more hours of production, which could be huge for your organization.

There are a few ways you can get this data:

  • Work order data: If you want to improve a process, break it out on your work orders and have technicians record how much time or money they spend on that process
  • Your peers: If you don’t know how much of an hour is worth to the production team, ask them or consult the OEM guidelines for an asset
  • Conduct a controlled experiment: Test your solution on a small, low-risk asset or process and measure the results before and after (this will also help you in step #4).

Step 3: Align your solution with business goals

Why this works

Everyone, from the CEO to a junior technician, has a target to hit. If your project gets people closer to hitting their targets, you’re more likely to get their support. It turns your project from something the maintenance department wants to do to something the business has to do. It creates an emotional investment in the idea, which can quickly turn into a financial investment.

How to tell the story

This story is told in three parts:

  1. Determine the goals of the business: This could be anything from reducing costs to opening new sites around the world
  2. Connect that goal to maintenance work: Highlight what the maintenance team is doing and how that impacts the higher-level goal
  3. Tie that work to the project: Explain how your project can either close a gap or improve what you’re already doing in your maintenance program
The business goal: Improve cost efficiency, The maintenance work: Maintenance costs (labor and inventory) impact the cost efficiency of production and distribution, The project: Hiring a storeroom manager will cut maintenance costs by reducing spending on emergency parts.

What data to use

You’ve identified the impact of your maintenance project on business goals. Now it’s time to answer the question, “By how much?” Here are a few examples of tying a maintenance project to company initiatives with data:

  • Cost efficiency: Hiring a specialist will allow us to cut contractor costs by $100,000 a year and increase production time by 8% a year
  • Expansion: Buying maintenance software gives us the power to standardize maintenance processes so we can set up new maintenance teams in 30 days instead of 60 (This guide has many more tips for convincing your boss to invest in software)
  • Risk reduction: A dedicated inventory manager will track and forecast parts usage so we can prepare for supply chain disruptions and cut emergency purchases by 40%

Step 4: Prove the project will work

Why this works

People hate the unknown. Risk is a dirty word, especially in budget discussions. That’s why proving your project will work is essential for getting it, and its budget, approved. A lot of skepticism around your plan will disappear if you can show your idea can, and has been done, before.

How to tell the story

There are a few different angles you can take to prove your project is a sure thing:

  1. Find examples of other companies that have done the same project with good results. Bonus points if it’s a competitor or a well-known company.
  2. See if another team or site at your company has gone through a similar project and what the positive outcomes were. For example, how have maintenance teams at other sites approached the problem you’re trying to solve?
  3. Conduct a small experiment or pilot of your idea and present the findings. If you do a trial of free maintenance software, you can show how a paid version will bring a return on the investment.
Where to find proof that your project will work: Case studies, Similar internal projects, pilot programs.

What data to use

Collecting data from case studies or pilot projects is only half the battle. The strongest pitches take these results and translate them to fit your team and the scale of the project. For example, another company may have seen 30% fewer breakdowns after installing sensors on all their machines. But what if it’s only realistic for you to monitor sensor readings on a handful of assets? Will it yield the same results?

Here’s another example: Let’s say a month-long pilot project has helped you save 20 hours of administrative work. If you put this project in place full-time, it would save you 240 hours a year. In other words, it would free up 12% of your time.

Step 5: Identify risks

Why this works

Every project has its risks. This isn’t a secret. Ignoring potential pitfalls will quickly send your project into ‘too good to be true’ territory. Anticipating these speed bumps shows you are prepared to navigate around them without spending too much time or money. And that’ll make your boss (and their boss) more comfortable with the project.

How to tell the story

The secret is to pair every risk you’ve identified with a plan for conquering it, like these examples:

  1.  Risk: Technicians won’t use the software we’re introducing
    Plan: Involve them in the selection process so they’re comfortable with the system
  2.  Risk: It will take longer than we think to onboard a new hire
    Plan: Record short tutorials for routine tasks to shorten the learning curve
  3.  Risk: Our backlog will get bigger while we implement the project
    Plan: Develop a system to prioritize and complete backlogged work to reduce risk
  4.  Risk: We’ll overspend on the project
    Plan: Create a well-defined project roadmap to prevent scope creep and overspending

What data to use

Risk prevention is about spotting red flags on the horizon. Just like a high level of vibration could signal an impending breaking down, there’s data that’ll help you find a threat to your project and stop it. Presenting these KPIs during your pitch will show that you’re not gauging risk based on a hunch.

For example, you could measure adoption rates if you were implementing new software. If adoption rates are low, you could do more training to get your team comfortable with the system.

Other examples of red flag data include:

Costs, Completion rates for project tasks, Backlog of project tasks, Planned time on project tasks vs. actual time on project tasks, Data quality, Employee satisfaction

Step 6: Outline your plan and requirements

Why this works

This step is about filling out the specifics of your plan so everyone understands how it’ll affect you, your team, and the rest of the organization in the weeks or months to come. It also shows that the resources and support you’re asking for will be put to use quickly and effectively to produce reliable results faster.

How to tell the story

Avoid a massive list of everything you plan to accomplish and the resources you need. Break your project into milestones. Then figure out what you’ll need and how you’ll measure success at each step using this framework:

Milestones A, B & C with 1. Timeline  2. Tasks  3. Stakeholders  4. Resources and costs  5. KPIs
  1. Timeline: How long will this step of the project take? Pro tip: if it takes longer than a couple of months, consider breaking this step into even smaller touchpoints.
  2. Tasks: What will you accomplish at this step of the project? If the end goal of this step is to complete an audit of all weekly scheduled maintenance, one of your tasks could be to review all task lists for accuracy.
  3. Stakeholders: Determine who’ll be involved at each step of the project. Pro tip: Highlight how involved each stakeholder will be. For example, who is responsible, accountable, consulted, and informed?
  4. Resources and costs: What resources will you need to accomplish each task and how much will they cost? This can range from labor and parts costs to software subscriptions.
  5. KPIs: How will you measure success at each stage. This could be anything from what you’ve accomplished (ie. audit 50% of work orders) to its impact (ie. wrench time in the last 90 days).

What data to use

A lot of focus will be put on costs at this step. The best way to soften the blow is to compare the cost of the project to what the company is spending (or losing) without your solution.

For example, hiring a storeroom manager and creating an inventory program will cost about $125,000 a year. The company is currently spending about $250,000 a year on lost production time and emergency parts purchases.

When measuring success metrics, look at rolling averages to mark progress. Set up your metrics like this:

  1. Define your success metrics. Ie. Time to retrieve parts
  2. Set benchmarks. Ie. It takes an average of 20 minutes to retrieve parts
  3. Track 90-day progress. Ie. The average time to retrieve parts has dropped by 33% (6.5 minutes) over the last 90 days

The perfect pitch combines data and storytelling

People don’t invest in projects. They invest in problems, solutions and outcomes. And the best way to get their attention is with stories. Sprinkling some data in there drives home the size, scale, and impact of those problems, solutions, and outcomes.

You don’t need a ground-breaking idea to use this framework. It works just as well for a massive overhaul of your maintenance systems as it does for getting extra money for a contractor. So the next time you need to justify your budget, pitch an idea, or just want a vote of confidence for a new process, just remember that storytelling and data are your best friends.

Source: https://www.fiixsoftware.com/blog/using-data-and-storytelling-to-get-maintenance-project-and-budget-approval/

Free vs paid equipment maintenance software: Which one is best?

Cloud software is on the rise in the manufacturing industry. Here are some numbers from IndustryWeek to back up that claim:

info graphic

There’s a reason for this rapid adoption of cloud-based software—it has a huge advantage over traditional, on-premise systems. From cost to security, flexibility, and even sustainability, cloud software is quickly overtaking on-premise technology.

Maintenance teams are also recognizing the advantages of cloud-based equipment maintenance software. More and more, they’re replacing old systems with cloud-based solutions that allow them to plan maintenance, track work, and measure performance.

But after decades of being tied to computer terminals and using Excel, whiteboards, and Post-it notes to manage maintenance, it can be tough to justify the cost of a cloud-based computerized maintenance management system (CMMS). Luckily, many equipment maintenance software vendors offer free versions of their systems.

This guide will help you determine what equipment maintenance software is best for your team right now and into the future, including:

  • The pros and cons of free CMMS software and paid CMMS software
  • When you should use free CMMS software vs. investing in a paid solution
  • When to make the jump from a free CMMS to a paid version
  • How to justify the change from free to paid to your manager

Pros and cons of free vs. paid equipment maintenance software

The three key elements that separate free and paid CMMS software are functionality, implementation, and support. Looking deeper into each category will uncover where the strengths and weaknesses lie in both types of equipment maintenance software.

1. Functionality

The functionality of equipment maintenance software is the features available to you and the way you can use them. For example, setting up scheduled maintenance in your CMMS is a functionality. There are two ways functionality differs between free equipment maintenance software and paid software.

The first is that a free CMMS often has less functionality. You’re able to do basic actions, like create maintenance schedules, dashboards, and asset logs. But you miss out on more sophisticated features, like building reports, creating e-signatures on closed work orders, and generating failure codes.

The second difference is that free software often has limits on its functionality that paid software doesn’t. For example, you may be able to only create 30 scheduled maintenance tasks a month on a free CMMS. These limits are usually not in place when you pay for a full subscription, although this can differ by feature and tier.

2. Implementation support

Implementing equipment maintenance software involves more than just creating a password and adding some information to the system. It includes:

  • Uploading scheduled maintenance tasks and triggers
  • Adding asset information and organizing assets into hierarchies
  • Creating user profiles and setting user permissions
  • Setting up parts and minimum quantities, and attaching bills of materials to work orders
  • Connecting your CMMS to other software
  • Training staff on how to use the system
  • Downloading the mobile app on all user devices
  • Building and scheduling reports

Implementing free CMMS software is usually a DIY effort. You likely have access to resources like help articles, training videos, and basic vendor support. But you’re doing the legwork to set up and launch the system and the processes around it.

Paid equipment maintenance software, on the other hand, often comes with implementation support. A trained implementation rep or team will often help you implement the system. The level of implementation support can differ depending on tier. Implementation services might also be an extra cost, regardless of what you pay for the system.

3. Ongoing support

Ongoing support is the help you receive from your CMMS vendor for daily troubleshooting or improvements on the system. For example, you might require ongoing support if:

  • You want to make a field on your work order request form mandatory, but don’t know how
  • If you want to change user permissions, but can’t figure out how
  • If you want to build a new report that tells you the impact of maintenance on your company’s energy usage

There are usually different levels of ongoing support depending on if you use free equipment maintenance software or paid software. A cloud-based CMMS will always have a baseline level of service, regardless of tier. For example, security measures will always be automatically updated by the vendor, no matter what. Free services also often include support over phone, email, or online chat (although it might not be 24/7), through a free community of users, and an online hub for FAQs.

If you have a paid version of equipment maintenance software, you usually get access to more support services. This can include a dedicated customer support rep and priority access when requesting help. Your subscription might come with a set number of hours of premium support. If you go over that amount, you may need to pay extra.

When to use paid or free equipment maintenance software

There are a few key factors that go into choosing between free equipment maintenance software and paying for a CMMS. While it’ll depend on your specific circumstances, here’s a quick rundown of what software is best for certain maintenance teams:

Free CMMS is best for
Paid CMMS is best for

There is one other consideration when deciding between the two types of cloud-based CMMS software—you can always upgrade from free to paid, and you can often move from one paid tier to a lower or higher one.

When to move from free equipment maintenance software to paid

If you’re already using free software to its limits, it might be time to switch to a paid version. Here’s how you know you’re at that point:

1. You need to do more

Hitting the limits of your free plan is the first indication that you should move to a paid tier. If you’re exceeding the capacity of your free CMMS, you’re probably managing maintenance in another way outside your software, like Excel or a whiteboard. This increases the risk of missing work, duplicating data, and reducing CMMS adoption rates. In this scenario, paying for equipment maintenance software provides a higher return on investment and saves you time.

2. You need more out of your data

Free equipment maintenance software is a great way to collect maintenance data. But it doesn’t usually have the tools you need to analyze that data. While there are basic reports you can create yourself on programs like Excel, there are three issues this creates. First, it’s time-consuming. Second, it means you’re handling data in two different places, leading to errors and inaccurate data. Lastly, this isn’t effective for more complex reporting, and analysis.

If you find yourself running up against inaccurate data, time-consuming reporting cycles, and (worst of all) data you can’t use to make decisions, it’s time to move from a free CMMS to a paid one. Making this investment allows you to collect data and use it to create reports in your CMMS. Some CMMS software even includes predictive analytics to take your maintenance program to the next level.

3. You need to connect with other software

Odds are, your maintenance software isn’t the only piece of technology your business runs on. There’s an alphabet soup of manufacturing and preventive maintenance software out there, from SCADA and PLCs to ERPs and MES software. When these systems aren’t connected and sharing information, it could create some of the same problems as managing maintenance in two different places—inaccurate data, duplicate work, and unaddressed equipment failure.

Integrating your business systems with a CMMS clears up these problems and helps you make upgrades to your maintenance program, like automatically triggering scheduled maintenance based on equipment usage. Unfortunately, this feature is not available in most free equipment maintenance software. If this is something you want or need, it’s time to invest in a paid version of a CMMS.

4. You need to manage more people or multiple sites

Most free equipment maintenance software caps the number of users on the system. If you have more than three or four people on your maintenance team, they won’t all be able to use the CMMS. If you have a larger team or are growing, it’s a good idea to invest in a paid version of your CMMS.

Similarly, if your company’s maintenance team stretches across multiple sites, you’ll need a paid CMMS. Using the same system at different locations creates standardization. It also allows you to look at maintenance metrics across your entire organization and share information and resources. For example, if your site needs a part, you can check your shared CMMS to see if another site has that part. This saves you from spending budget on new or emergency parts.

How to justify the cost of upgrading your CMMS to your boss

There are two key stories you need to tell to get your boss on board with investing in equipment maintenance software: What you’ve accomplished with the free system and what you could accomplish with the paid version.

This pitch deck template is a great way to create this story. But here are some of the key elements you’ll need to convince your boss:

What you need to know to pitch a CMMS to management

Source: https://www.fiixsoftware.com/blog/free-equipment-maintenance-software-pros-and-cons/

10 insanely useful metrics to improve your maintenance analysis

Maintenance analysis has changed a lot over the last decade or so. New tools and technology have increased our ability to collect and interpret data. It’s enabled us to make informed decisions that wouldn’t have been possible 10 years ago.

But if our understanding of maintenance analysis has changed, why do we still rely on the same handful of metrics we did 40 or 50 years ago?

Metrics like overall equipment effectiveness (OEE) and mean time to repair (MTTR) dominate almost every list of go-to industry measurements. But experts agree that they’re flawed. Not only are these traditional metrics prone to bias and inaccuracy, but they also often don’t have a purpose. And when data doesn’t have a purpose, you can’t use it to make key decisions, like whether to hire an extra technician or increase the frequency of a task.

That’s why we’ve put together 10 useful metrics you won’t see on any other list and some tips for how to use them to improve your maintenance program.

10 maintenance metrics for better maintenance analysis

#1 – Time spent supporting production

What is it?: The total time that the maintenance team spends on production-focused activities. Usually measured weekly, monthly, or quarterly.

How can you use it?: Everyone has to pitch in to complete a big order once in a while. But when once in a while turns into every day, maintenance suffers. This metric helps you catch an unhealthy backlog before it happens and reallocate resources to prevent it. It also helps you advocate for a higher headcount on your team or an increased training budget to help production staff learn minor maintenance tasks.

#2 – Follow-up work created after inspections

What is it?: The number of corrective work orders created from routine inspections. Usually measured monthly, quarterly, or annually.

How can you use it?: There are many different ways you can use this metric for maintenance analysis. You can sort it by machine, shift, or site to get insights into how your assets or team are performing. But the most useful is by task.

It’s a good sign when regular preventive maintenance includes follow-up repairs. It means your schedule is accurate and that you’re preventing bigger problems. It allows you to flag common repairs and build processes to make them more efficient. For example, you can create parts kits for quicker access.

If the failed inspection percentage is low, you can increase preventive maintenance intervals. This will reduce the amount of time and money spent on tasks without increasing risk.

#3 – Cost of follow-up maintenance vs expected cost of total failure

What is it?: A comparison between the cost of corrective maintenance (i.e. labor and parts) and the cost of asset failure if maintenance is not done (i.e. lost production, labor, and parts).

How can you use it?: Use this type of maintenance analysis to plan your maintenance strategy. For example, if regular inspections cost you more than failure, you can likely go with a run-to-failure approach for an asset over a preventive one.

You can also use this metric to prioritize tasks and backlog, and figure out how to allocate your budget.

How to decide if you should invest in regular PMs on an asset

#4 – Cost by maintenance type

What is it?: The total cost of maintenance (i.e. labor and parts) by maintenance type (ie. preventive, emergency, follow-up). Usually measured monthly, quarterly, and/or annually.

How can you use it?: Higher costs are usually the result of broken processes. This view allows you to find out which processes need work so you can increase efficiency.

For example, are work orders unclear and leading to increased repair times and labor costs? Try clarifying instructions.

Are you bringing outside contractors in to do emergency repairs? You could invest in more training for your team or hire a specialist.

#5 – Clean start-ups after maintenance

What is it?: The number of times a production line starts without stoppages or waste after completed maintenance. This is measured monthly, quarterly, and annually.

How can you use it?: Include this metric in your maintenance analysis to draw a direct line between your team’s work and increased output.

If clean start-ups are low, it gives you another chance to spot problems in your processes. For example, you might find that the specs for a production line may be out of date. This will lead technicians to rebuild components incorrectly and the line to stall. Updating the specs is a simple tweak that could lead to higher output.

#6 – Size of backlog

What is it?: The total number of hours of overdue and scheduled maintenance tasks. Track this metric weekly and monthly.

How can you use it?: This metric can be a godsend when it comes to getting your team some much-needed relief. Quantify the gap between available labor hours and your total backlog hours. You might find that the amount of backlog far outpaces how much your team can do. Use that to make a case for more budget to spend on extra overtime, hiring another technician, or bringing in more contractors.

#7 – Top 10 assets by downtime

What is it?: This is your heavy hitters list—the equipment that breaks down most often or takes the longest to repair. Keep tabs on these assets weekly, monthly, and quarterly.

How can you use it?: This metric keeps your biggest problems visible. You might raise an eyebrow at that, but highly visible problems get solved the fastest. This kind of maintenance analysis can help you prioritize your problem-solving efforts, make decisions quickly, and measure their impact.

For example, if you know asset A is at the top of your downtime list, you can start by isolating the reason why. Is it because repairs take longer on that asset? Is work being delayed? Does that piece of equipment break down again and again?

The answer to these questions will give you an idea of how to prevent failure in the future. You might get rid of obsolete parts that keep breaking. Or put an extra technician on a job. Or clarify how much lubrication should be used on a bearing. If all else fails, conducting this type of maintenance analysis helps justify a capital expenditure on new equipment.

#8 – Planned maintenance percentage (last 90 days)

What is it?: The ratio of planned maintenance to all other types of maintenance over the last 90 days.

How can you use it?: This is a measure of progress. Going from reactive to planned maintenance doesn’t happen overnight. The time frame allows you to make a clear connection between action and results. You can draw a line between what happened and its impact on your end goals.

For example, if your percentage has dropped, you can look at what happened in the last 90 days to cause that drop. That could be a massive, unexpected breakdown. Or an increase in production support during the busy season. If you want to increase the percentage, try creating a better work request process to uncover problems earlier. Or shorten inspection intervals on assets with the highest instances of unexpected downtime.

#9 – Wrench time (last 90 days)

What is it?: The amount of time technicians spend working on a piece of equipment as part of the total time it takes to complete a job. This is usually measured by job or as a weekly, monthly, and quarterly average.

How can you use it?: Wrench time is a common tool for maintenance analysis, but it’s often used the wrong way. Technicians usually (and unfairly) get the blame for low-wrench time. It leads to wrench time inflation as technicians fudge the numbers to avoid trouble.

Low wrench time usually has its roots in broken processes, not the ability of the technician. That leads to bigger backlogs, more reactive maintenance, and avoidable labor costs.

To use wrench time in your maintenance analysis, start with the jobs that have the lowest scores. Review these jobs step-by-step with technicians. Work together to find out where unclear or incomplete processes cause delays. You’ll spot bottlenecks easier when breaking the task down into smaller pieces. The result is more value for your team’s time and money.

Common reasons wrench time is low and how to fix them

#10 – Health and safety work orders completed

What is it?: The number of work orders completed for health and safety or compliance purposes. This is usually tracked monthly, quarterly, and annually.

How can you use it?: Some metrics are quantitative. Others are qualitative. This one is the latter. And it’s essential for measuring the performance of your maintenance team and the impact it has on your business. A safe workplace keeps accidents low, and productivity and morale high. Passing audits and remaining compliant is crucial to staff safety and avoiding fines.

Three big goals you can accomplish by combining these metrics

All the metrics mentioned above are powerful in their own right. But when combined, they supercharge your maintenance analysis and help you achieve three common goals:

Get a bigger budget and more time for maintenance

Metrics to combine:

  • Cost by maintenance type
  • Clean start-ups after maintenance
  • Top 10 assets by downtime

Getting more money and time for maintenance means winning over whoever divvies up the budget, and whoever leads production. The quickest way to get them on board is to align your plan with their goals. The three metrics above will help you get there.

First, highlight the cost-benefit of preventive maintenance. Regular preventive maintenance might seem expensive. But just one instance of emergency maintenance can cost up to $250,000. If you’re tracking cost by maintenance type, you can highlight how much the company is losing with reactive maintenance, and how much it can save you by investing in preventive maintenance.

Next, it’s time to sway the production team. Use clean start-ups after maintenance to show production that you have their best interests in mind. It emphasizes what is good for maintenance is often good for production.

No one is going to give you more resources without a plan. Your list of bad actors is a blueprint for how you’re going to make the most of your extra time and money. It quantifies the problem and makes it very clear where you’ll focus your efforts.

Get your maintenance team to buy into change

Metrics to combine:

  • Planned maintenance percentage (90 days)
  • Wrench time (last 90 days)
  • Follow-up work created after inspections

Change sucks. And that makes it hard for your team to get on board with a new system or process. The best way to change the mind of naysayers is to show them how your plan is eliminating their biggest pains. Tracking the metrics above is one way to do this.

These data points give you a chance to compare how you operated before a change (i.e. lots of reactive maintenance and frustration over guesswork) and what you’ve accomplished since implementing a new system or process. Seeing the pay-off first-hand makes it easier to convert any critics and expand your project, whether it’s setting up a CMMS or allowing machine operators to do routine maintenance.

Build a preventive maintenance program that would make most other companies jealous

Metrics to combine:

  • Cost by maintenance type
  • Follow-up work created after inspections
  • Cost of follow-up maintenance vs expected cost of total failure

The best preventive maintenance programs don’t have the most PMs. Instead, they have the most efficient PMs. That means doing the right work at the right time. These metrics will help you achieve this balance.

Measuring cost by maintenance type helps you allocate resources to preventive tasks and gauge the efficiency of your PMs. You can track if cost-cutting strategies are working and make sure they’re not leading to reactive costs down the line.

Keeping tabs on follow-up work is one way to optimize PM frequencies. If an inspection isn’t leading to corrective work, you can increase inspection intervals. That means you can use fewer labor hours and parts, and spend that money and time elsewhere. Similarly, comparing the costs of corrective maintenance and total failure ensures you’re not spending money on proactive tasks that aren’t worth it.

The best maintenance analysis is constantly evolving

The best maintenance metrics have a purpose. They are collected and used consistently. They guide decisions and inform you on how to run your maintenance program on a daily basis. This is the backbone of successful maintenance analysis.

On the flip side, all maintenance analysis is a work in progress. Revisit your metrics on a regular basis to make sure they’re still relevant to your goals and the way your maintenance team works. Some of the metrics listed above might work for you now, but you might find others are more effective in six months. Or maybe five years.

Lastly, the best maintenance analysis incorporates data that other departments find useful. If you can connect the metrics above to solve the challenges of other business units, you’ll be well on your way to creating a world-class maintenance program.

Source: https://www.fiixsoftware.com/blog/10-metrics-for-better-maintenance-analysis/