Facility & Maintenance Management

How to Create a Preventive Maintenance Checklist (PPM Checklist)

June 23, 2022

Creating a preventive maintenance (PM) checklist is one of the core tasks of a facility or maintenance manager. Building maintenance checklist checks ensure that your building’s systems, such as HVAC, plumbing, or electrical are in working order. Our short guide explains what preventive maintenance checklists are, why they are important, and what are the benefits you can get by using them.

What is a Planned Preventive Maintenance (PPM) Checklist

PPM (Planned and Preventive) maintenance checklist is a set of tasks for regular inspections on physical assets. It helps ensure that equipment will work properly and serve its purpose when needed.

Preventive maintenance is the process of proactively checking and inspecting equipment to prevent costly emergency repairs. By conducting regular inspections, you can find and fix small problems before they lead to bigger ones.

It's important to note that there are two types of maintenance: preventive (or planned) maintenance and predictive maintenance. While both are designed to keep your machine working longer, they go about it in different ways. Preventive maintenance is proactive—it focuses on keeping your machine running smoothly by performing routine checks and tasks. On the other hand, predictive maintenance focuses on spotting potential issues before they actually happen by using sensors and gathering data about your machine's performance over time.

Why You Should Create a Preventive Maintenance Checklist

Preventive maintenance, when applied properly, involves a series of procedures that help to ensure the long-term health of your equipment. When executed correctly, this sort of practice can have a substantial impact on the longevity and efficiency of your equipment. More importantly, it can reduce operating costs by extending the time between overhauls (when the most expensive parts are replaced).

Benefits of Using PPM Checklists

Preventive maintenance is vital to the success of your business and has many advantages. The biggest benefit of using PPM checklist is keeping your business running smoothly. It's the most effective way to avoid costly and time-consuming equipment failures; downtime, employee absenteeism, and low productivity while increasing employee morale and the efficiency of business operations.

PM checklists identify and fix problems before they become larger issues. When you create a preventive maintenance schedule, you are advising yourself to inspect your assets at regular intervals. If the asset is working properly, it will be annotated on the checklist. However, if it’s not working as intended and needs some attention, the item will be noted as such and added to a maintenance to-do list for follow up.

By creating a PM schedule and sticking with it, you are able to proactively address issues with your equipment in a timely manner before they become larger (and more expensive) issues down the line. In addition, failing equipment that gets fixed quickly is less likely to cause production delays or safety hazards.

Preventive Maintenance Checklist and Floor Plan with Checkpoints
Preventive Maintenance Checklist and Floor Plan with Checkpoints using Singu FM

How to Create a Preventive Maintenance Checklist

Before you can start creating a building PPM checklist, you need to have historical knowledge of your equipment. You need to be able to answer questions like:

  • How long do certain components typically last?
  • What’s the average replacement frequency for key parts?
  • At what mileage or hours does the equipment start experiencing problems?

This information is crucial for designing a meaningful and effective PPM program, as it helps determine how often each specific task needs to be done.

How to create a PM checklist?

  • Create a list of all your equipment and assets.

In order to make the most out of preventive maintenance, you must first create a complete list of all your equipment and assets. That way, you can ensure that you have preventive maintenance tasks for each item on the list.

  • 2. Identify the critical assets.

You’ll want to create extra time in your schedule for preventive maintenance tasks on critical assets. You should also include contingency plans if something goes wrong during or after one of these inspections (e.g., a backup generator in case there are power issues).

  • 3. Determine the frequency of maintenance checks based on past performance and manufacturer recommendations.

For example, if you notice that an asset is failing more than it should be based on manufacturer guidelines, then you might want to increase how often it gets checked as part of its preventive maintenance program.

  • 4. Assign a person to each task so that it gets done regularly.

You can use software like Singu FM to do this efficiently by assigning work orders directly from the mobile app!

  • 5. Record and review the results from each inspection or repair job so that you can see what works best for which piece of machinery or type of asset over time.
Example of a Preventive Maintenance Checklist
Example of a Preventive Maintenance Checklist using Singu FM

Do You Want to Improve Your Preventive Maintenance?

Contact Velis Real Estate Tech and take advantage of a free trial of Singu FM.

Our experienced team can also assist you in creating the most effective preventive maintenance PPM checklist using Singu FM to streamline your facility and maintenance management operations. Why not give it a try?

Written by:
Kacper Troć
PropTech Expert

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