A best guide to preventive maintenance checklists

There are very few modern processes that don’t benefit from a good checklist— basic car maintenance? Yep. Packing for a trip? For sure! Boiling an egg? Yes, even that. And the same goes for your preventive maintenance program.

A preventive maintenance checklist gets all the steps and information out of a manual and into the hands of experienced technicians by standardizing PMs in your CMMS.

This guide will lead you through how to create a preventive maintenance checklists to make your maintenance team more efficient, cost-effective, and safe.

What is a preventive maintenance checklist?

A preventive maintenance checklist is a set of tasks that the technician needs to complete in order to close a preventive maintenance work order.

A checklist gets all the steps and information out of a manual and into the hands of experienced technicians by standardizing PMs in your CMMS.

The purpose of a preventive maintenance checklist is to ensure preventive maintenance tasks are done correctly and in the same sequence of steps, regardless of which maintenance team member completes them.

Preventive maintenance checklists are known by several names, the most common being preventive maintenance task lists or task groups. There are two main types of preventive maintenance checklists: Pass-or-fail checklists and step-by-step checklists.

Examples of preventive maintenance checklists

Pass-or-fail preventive maintenance checklist

Many parts of a machine have an ideal condition. For example, a compressor has an ideal operating temperature. A pass-or-fail preventive maintenance checklist might include instructions to measure the actual temperature of the compressor and compare it to acceptable standards. The compressor can either meet this standard or not. It can pass or fail the test.

A pass-or-fail preventive maintenance checklists can identify problems and prevent bigger issues by scheduling maintenance sooner than usual. While these checklists can be done by maintenance personnel, they are usually the responsibility of machine operators. If a problem is identified during a pass-or-fail checklist, the follow-up tasks are assigned to a maintenance technician.

Example of a pass-or-fail preventive maintenance checklist

  1. Record the strokes-per-minute at which Machine-X is running. Is the inlet temperature of Machine-X below 70°F? (Yes/Pass, No/Fail)
  2. Record the outlet temperature of the product from Machine-X using the infrared temperature meter. Is the outlet temperature under 95°F? (Yes/Pass, No/Fail)
  3. Notify maintenance/create a work request in your CMMS if you have marked “No/Fail” on any of the tasks above.

Step-by-step preventive maintenance checklist

There are also asset parts that require preventive maintenance based on the usage of that asset. For example, a motor might be changed every 500 hours. A step-by-step preventive maintenance checklist outlines instructions for changing the motor, from beginning to end. These checklists ensure no critical steps are missed during a PM so failure can be avoided as often as possible. These checklists usually include more complex and technical tasks, which is why they are normally assigned to or lead by maintenance technicians.

Example of a step-by-step checklist

  1. Lockout from the main panel to complete the following preventive maintenance task
  2. Test machine to ensure lockout is properly preventing the machine from running
  3. Remove belting from conveyor
  4. Replace both bearings on the non-drive side and inspect shaft for any damage
  5. Install conveyor belting on the belt
  6. Remove lockout/tagout and test conveyor at the following speeds: 5, 10, and 15 on VFD

Benefits of a preventive maintenance checklist

Members of your maintenance team can probably recite the steps to certain tasks off the top of their heads. But not everyone necessarily has the same information, especially if they’re new to the job. A formal preventive maintenance checklist puts this knowledge in the palm of your hand for easy access. Here’s how:

Tasks and outcomes are standardized

Checklists create a standard way to do preventive maintenance tasks and regular inspection, which leads to reliable outcomes. There’s no guesswork or miscommunication, reducing the chances of error and the need for costly repairs. For example, if you need to replace an engine, a good checklist will tell you what kind of engine, so you don’t use the wrong part. Reliability helps you plan better and helps mitigate the effects of turnover by ensuring there’s continuity in your processes, even if there isn’t continuity on your team. It makes training more effective, improves safety, and keeps you from relying too much on one person.

Work is more efficient and labor is maximized

Preventive maintenance checklists make is easier for technicians to complete PMs, which makes them quicker. This reduces downtime and allows technicians to move onto more skilled tasks in less time. Detailed checklists also free up time for technicians by allowing other members of the facility, like machine operators, to take on routine tasks. In this way, checklists are an integral part of establishing a great total productive maintenance program.

Troubleshooting and reporting are easier

Because preventive maintenance checklists provide consistency, they create a great baseline for measuring maintenance activity. This baseline helps you to report with more certainty and pinpoint whether a certain action did or did not lead to better results. When all tasks are done the same way, over and over again, it also eliminates the number of reasons why a problem might occur. By reducing the number of possible issues, it makes troubleshooting much easier.

7 steps to build an effective preventive maintenance checklist

Not all preventive maintenance checklists are created equal. Poorly constructed guidelines can be as problematic as having none at all. The good news is, you are likely halfway there when it comes to building great checklists. Your maintenance team has all the necessary information—the key is to gather that information and organize it into formal processes. There are seven things to keep in mind when you’re going through this process:

Focus on safety– Preventive maintenance checklists should start and end with safety instructions, like required PPE, lock-out tag-out instructions, and steps to sanitize the area.

Ensure it’s sequential– Preventive maintenance checklists should list tasks in the order they should be completed.

Follow the preventive maintenance framework– A PM checklist should follow this order of tasks when appropriate:

Description of tasks in a great preventive maintenance checklist: Safety, clean, adjust, inspect. replenish, replace, rebuild, safety

Example of a preventive maintenance checklist for machines:

  1. Safety – Ensure that machinery is clear of debris before every shift.
  2. Clean – Wipe machine surfaces of lubricant, dirt and other loose debris each day.
  3. Adjust – Check for any parts that have loosened and tighten accordingly. Calibrate machines regularly.
  4. Inspect – Regularly inspect tools for sharpness and proper functionality. Check for leaks, cracks, equipment failure, and safe electrical connections.
  5. Replenish – Routinely check all machinery fluid levels, and air filters in the HVAC system, and replace as needed.
  6. Replace – Check for any worn out parts or damaged tools and replace.
  7. Rebuild – Rebuild any worn out or damaged parts that were custom built.

Include necessary detail– PM checklists should provide enough detail that new technicians can realistically complete the task by reading the checklist. Having too much detail can be confusing and difficult to change if needed.

Provide photos and/or diagrams– PM checklists should include visual representations of the instructions to make the task easier and clarify any ambiguity.

Be as concise as possible– Every task on a PM checklist should have a clear action and goal associated with it so you can ensure maximum efficiency.

Insert total time for the checklist or time requirements for each task– Make sure to give sufficient time for tasks so technicians don’t feel rushed.

Tips for using a preventive maintenance checklist

Now that you know how to create PM checklists, it’s time to decide who should take the lead when it comes to building them.“Best practice for creating checklists is to have it be a team effort between the maintenance manager, the maintenance planner, and the supervisor,” says Fiix solutions engineer Jason Afara.

Afara recommends having the maintenance planner write and plan checklists with input from the manager and supervisor as well as senior technicians. These experienced personnel have been working with the equipment for years and may be able to identify any gaps in checklists.

Because preventive maintenance checklists provide consistency, they create a great baseline for measuring maintenance activity. This baseline helps you to report with more certainty and pinpoint whether a certain action did or did not lead to better results.

The maintenance manager should be the one reviewing checklists and making sure they’re doing the job they’re supposed to be doing and that there are no instances of pencil-whipping occurring.

“You always want to be proactive to ensure your PMs are still relevant and leading to better maintenance,” says Afara.

“The best time to review checklists and make sure they’re still strong is during periods of high turnover, just before production spikes, or when an asset is consistently breaking down right after it’s been inspected.”

Building checklists for better maintenance

Preventive maintenance checklists are an essential part of an effective PM program and are included in preventive maintenance software. Checklists eliminate miscommunication and reduce the chance of human error. They make everyone’s life easier and allow your maintenance team to focus on tasks that optimize their skills and time. Creating checklists for each preventive maintenance task can easily be incorporated into a preventive maintenance schedule. It only takes a few simple steps and can yield tremendous benefits across your facility. So before you set out on the next leg of your maintenance journey, make sure you have well-built maintenance checklists to act as a compass on your way to higher efficiency, better spending, and a safer operation.

Source: https://www.fiixsoftware.com/blog/how-to-create-a-preventive-maintenance-checklist/

Three benefits of using QR codes in maintenance

Imagine, you walk onto the production floor with a stack of paperwork orders in hand. Some equipment requires an oil change and some parts need to be replaced. As you grab an oil canister, it drops right onto the work orders. The oil ruins all the work orders and gets all over the new parts. You have to put all your work on hold as you clean up, rewrite the work orders, and make sure the spares are still functioning.

You might be cringing right now. And it’s about to get worse. This is a true story and dropping that one canister of oil caused hours of delays and thousands of dollars in lost production. All because paper work orders are easily destroyed.

So, how do you avoid a similar fate? The solution lies in a common and simple piece of technology that often gets overlooked in maintenance — QR codes.

QR codes can be used to streamline workflows and access information quicker than you pour a cup of coffee. This frees up time in your jam-packed schedule and helps keep production lines running with fewer disruptions.

This article will explore how maintenance managers and technicians can utilize QR codes in maintenance to improve equipment maintenance, track assets, and better plan preventative maintenance.

What are QR codes?

what are QR codes

Much like traditional barcodes, QR codes store data by using a series of patterns of black dots and white space. The patterns are scanned with the help of a camera or scanner and translated into readable text such as work orders, manuals, or images. They can also be put on almost anything. For example, you can stick QR codes on an asset, the shelves in your storeroom or even on a door of an office.

QR codes allow easy access to information and provide real-time updates to that data. Most iOS and Android mobile devices come equipped with QR code readers, making it an easy solution to access information and share it with various people.

The top three benefits of using QR codes in maintenance

1. Quicker response to asset issues

If a machine requires maintenance, an operator or technician can scan the QR code on that equipment and quickly create a work request. With the QR code, technicians can access everything from repair history, maintenance manuals, and, on more sophisticated systems, real-time updates on the asset‘s condition. Technicians don’t have to spend time retrieving documents, hunting down people for information or searching for the right parts.

2. Collect more accurate data

Using QR codes to collect and share asset information eliminates the need to track information in Excel or a document that gets shoved in a filing cabinet. It also provides more accurate information as data can be updated in real-time instead of logging data at the end of inspection rounds or into multiple systems.

3. Increasing standardization in your maintenance tasks

Having QR codes attached to assets allows you to see maintenance checklists for that asset so technicians know exactly what to do when servicing it. For example, technicians will know exactly how much lubrication to apply to a part so the job can be done quickly while reducing the risk of post-maintenance breakdowns.

Three ways to use QR codes in your maintenance strategy

QR codes can be used daily to make day-to-day tasks, like equipment maintenance, inventory management, and asset tracking, easier. Here are a few examples of how your team can use this technology on the shop floor.

  • Using a computerized maintenance management system (CMMS), fill out details of each piece of equipment, including repair history, instruction manuals, and any associated tools or replacement parts. Then generate a QR code using the CMMS. Place the QR codes on each piece of equipment. Technicians can scan the code to pull up details of work orders associated with the equipment, view past repairs, and even access the machine’s instruction manual. With this technology, they are able to quickly repair the equipment without spending time looking for information.
  • Place a QR code on every aisle and shelf in your equipment storeroom. Inventory managers can scan the code on each shelf to access inventory details such as the quantity of spare parts and past purchase orders. This information can influence better-informed purchasing decisions and streamline auditing.
  • Consider using QR codes as a tool to plan a more accessible preventative maintenance strategy. By placing them on equipment, QR codes provide information on inspection tasks, bills of materials, and follow-up workflows with a simple scan. Having technicians update the result of inspections using the QR code makes tracking usage patterns and repair history easier. Pair this technology with a CMMS, and you have an all-in-one system to plan your facility’s preventative maintenance strategy.

QR codes are convenient, inexpensive, and easy to implement solutions to common maintenance problems. Pairing their use with CMMS software will guarantee to have lasting benefits and improve the efficiency of your operation.

Source: https://www.fiixsoftware.com/blog/three-benefits-of-using-qr-codes-in-maintenance/

6 Ways Content Services Platform Can Help Unleash the Power of Content

A content services platform is the ideal approach for optimizing business performance through efficient utilization of enterprise content. It can enable your organization to create, collaborate, share, transform, and leverage content for deriving business value.

The platform, backed with capabilities such as audio-video management, content analytics, cloud computing, records management, and others, enables secure document collaboration, facilitates anytime-anywhere information access, and helps derive valuable insights.

Unleash the Power of Content with Content Services Platform

Here are six ways in which a content services platform can help you efficiently leverage content:

  1. Ensuring Content Governance and Compliance: Ensure complete content governance for regulatory compliance. Create labels and policies, such as retention, disposition, and storage, to manage records while complying with various regulatory standards.
  2. Enabling Efficient Content Extraction: Extract critical data from paper and digital documents to enhance operational efficiency and reduce errors. Aggregate documents from disparate sources, make them legible, extract data with precision while continuously improving extraction accuracy.
  3. Facilitating Secure Information Access: Enable anytime-anywhere information access and real-time collaboration. Empower employees with smart search and intelligent recommendations.
  4. Driving Contextual Engagement: Capture, manage, and consume content generated in the context of business processes. Derive context from information, residing across various sources, and deliver personalized communications to customers across multiple touchpoints.
  5. Streamlining Content Lifecycle Management: Create, manage, share, and archive different types of content while enabling easy and secure access.
  6. Enabling Hybrid Records Management: Manage various records, including e-mails, physical, and electronic records, while retaining their integrity and authenticityCreate and manage multiple classification schemes for records that help in easy search and retrieval.

Video: https://youtu.be/ekOdKxJDTwAhttps://youtu.be/ekOdKxJDTwA

Source: https://newgensoft.com/blog/6-ways-content-services-platform-can-help-unleash-the-power-of-content/

How AI is Radically Transforming Information Management

Over the last decade, virtually all industries have been altered and improved by the growth of artificial intelligence. However, one area that has changed radically, but many might not think of, has been the document management ecosystem.

Information-rich tasks have benefited from AI enormously, particularly in terms of knowledge management, business process management, security, and compliance. All these applications allow employees to work smarter, not harder ? freeing up their valuable time so they can focus on big ideas and long-term goals.

Finding information faster

Every day, businesses create and process massive amounts of information – contained within it is the insight they need to better understand their market, better understand their customers, and create more effective products and services. By making sure that key personnel has access to the right data at the right time, AI assistance can mean the difference between success and failure.

An award-winning, AI-driven platform like M-Files is designed to give organizations of all sizes the ability to become more efficient without forcing employees to rely on siloed, manual tasks. It can help people spend less time finding the information they need so that they can spend more time acting on it.

Encouraging collaboration and strengthening security

When data is siloed off and essentially trapped in one department, it’s not able to get into the hands of ALL the people who need it. It’s essentially locked off by whoever created it, inaccessible to those others who may benefit from it as well. This is especially true with things like reports, or information pertaining to specific clients. Something that is valuable to the marketing department may be important to sales, too – but the latter may not know it exists.

“If you don’t know what kind of information you have, the only way to mitigate all risk and ensure that it’s kept safe is to lock it all down,” says Jayson deVries, Senior Product Manager at M-Files.

“Of course, that’s not conducive to knowledge sharing within an organization,” he adds. “So, AI can help you understand which information needs special for data protection treatments, and which can be shared with applicable groups.”

AI at the core

Unlike other information management solutions on the market, AI is embedded at the core of M-Files and pervasive throughout the entire platform, including external repositories. M-Files’ native AI capabilities enable improved visibility, security, and processing of information. With a self-learning mechanism incorporated across AI components, M-Files removes the burden from users, as learning happens behind the scenes with no extensive, upfront manual-dataset training.

Source: https://resources.m-files.com/blog/how-ai-is-radically-transforming-information-management

Don’t Let Data Risks Spoil Your M&A Party

Multicolored strands come together to form a thick thread

The global market for mergers and acquisitions reached new heights last year, and many expect the frenzy to continue in 2022. The latest annual survey from Pitchbook estimated there were 38,000 merger and acquisition (M&A) transactions in 2021, with just shy of US$5 trillion in deal value.

That’s a lot of activity. But despite the lofty goals and growth projections that drive M&A decision making, history shows these transactions don’t always convert into corporate value. In one study, for example, Deloitte analyzed 116 M&A deals that were explicitly “growth-oriented,” and found that only 27% helped those companies grow faster than their historical rate.

POST-DEAL INTEGRATION AND SYNERGIES

There are of course, many reasons why companies fail to realize the cost or growth synergies anticipated for a deal; economic and political issues and “people” and cultural differences are often cited.

Some companies simply fail to manage the huge operational complexity of acquiring or selling a business. This can include failing to manage the risks inherent in the buyer’s or seller’s data. This is a significant issue when you consider that global data volumes double every three years or so and more than 80% of the world’s data is unstructured, such as emails, making it harder to manage and understand.

Challenges in managing corporate data can lead companies to struggle with issues such as:

  • Identifying and retaining the company’s commercially sensitive information and intellectual property
  • Identifying compliance risks in the target company’s data
  • Locating key contracts for day-one operations and maintaining effective systems for managing issues like third-party risk.

These struggles can have dire consequences down the track. Highly priced intellectual property may turn out to be kept haphazardly across multiple storage systems, making it hard to consolidate and extract value from. In the case of a divestiture, it may get left behind with the parent entity or inadvertently sent off with the buyer. The acquiring company can also inherit compliance risks – in the current environment, especially privacy risks – which lead to regulatory action or litigation when things blow up post-acquisition.

RETAINING VALUE, MINIMIZING RISKS

How can companies avoid leaving value on the table or acquiring unforeseen risks? Over many years of working with companies and their advisors on M&As, Nuix has developed a robust approach to understanding and addressing these data governance and risk issues. 

In one example, Nuix worked with a global pharmaceutical company to avoid it sending off its critical intellectual property along with the subsidiary it was divesting. To achieve this, Nuix had to search the subsidiary’s datacenters for the parent’s intellectual property. This meant finding IP across millions of emails, documents and other unstructured records and then remediating the data, all under tight commercial deadlines. 

OUR PROCESS

Our process, in broad strokes, is detailed in the diagram below.

Workflow diagram. Define: Define what data is in scope. Assess: Assess the data environment. Identify & extract: Find who holds the data, extract and collect it. Process: Make the data searchable. Analyze & understand: Review and classify the relevant data. Act: Move, delete, copy or manage the data.

The main advantages of using Nuix technology and workflows, for the buyer or selling company, include:

  • We can find and collect data (such as critical intellectual property) from local and remote repositories, including laptops and desktops, email servers, file shares and cloud sources
  • Our efficient and scalable processing turns more than 1,000 file formats into meaningful and searchable information by capturing the content and metadata
  • Our browser-based review software enables fast and efficient collaboration for merger teams to analyze, classify and report on findings
  • Once you have classified data, you can defensibly move or delete it, copy it or flag it for further action.

Just as importantly, in M&A transactions the parties need to review huge amounts of data under the shadow of commercial and regulatory deadlines. Most of our customers say that compared to competitors, Nuix has the fastest data processing, can review the widest variety of file types and can handle the largest volume of data.

Equally exciting is that this workflow is not just a one-off exercise. Once you’ve gone to the trouble of setting it up, it can deliver ongoing value for the merged entity. The target company and its acquirer can scan for changes up to the merger deadline and proactively monitor to maintain compliance and deliver data and cost efficiencies afterwards.

Source: https://www.nuix.com/blog/dont-let-data-risks-spoil-your-ma-party

All About Enterprise Content Management

Organizations, across industries, are dependent on paperwork in some way or the other. However, managing the growing volume of documents is a task. To manage this deluge of varied content across data sources and to create a workplace without boundaries with anytime-anywhere content access and document management, an enterprise content management (ECM) platform becomes an absolute must. The platform manages the complete content lifecycle, from digitization, storage, and orchestration to archival.

Enterprise Content Management

Core capabilities of an ideal enterprise content management platform

Enable Multi-Channel Content Capture

The platform facilitates you with an advanced distributed document scanning solution, which intelligently scans, transforms, and delivers information. The platform securely captures paper and electronic documents coming through various channels, classifies and transforms those data into actionable information

Ensure Anytime-Anywhere Content Access

ECM applications, deployed on the cloud enable a seamless flow of content across the organization, allowing your employees and customers to access content anytime-anywhere. The platform increases collaboration with real-time track on document movement and improvement in customer experience

Monitor for Continuous Improvement

Enterprise content management platform tracks all the actions being performed on various documents and are sent through various channels. Report and analytics help generate the required information in the desired format for a specific user set

Enforce Regulatory Compliance

Enterprise content management platform ensures information security by applying various security measures, including password-protected, rights-based access, and encrypted storage. The platform also ensures your organization’s compliance in accordance with industry-specific regulatory programs, standards, and policies

In Conclusion

An ideal enterprise content management platform will simplify your content-centric processes while infusing context in your engagements. It will also empower you to deliver a better customer experience using the power of your digital content.

Since traditional ways of managing content can slow you down, click on the link to gain insights into 10 compelling reasons to modernize your ECM or contact us at info@edms-consultants.com

Source: https://newgensoft.com/blog/all-about-enterprise-content-management/