Cut Down On Mistakes In Your Facility’s Maintenance Workflow With These 6 Tips

Maintenance sessions are often hectic, but they can become overwhelming if you’re not well-prepared, causing more damage than they fix. During maintenance, there are dozens of parts moving simultaneously. People from different departments are involved in managing delicate systems that need to run smoothly, contributing to a healthy working facility. Below in this article, we will cover the Cut Down On Mistakes In Your Facility’s Maintenance.

Cut Down On Mistakes In Your Facility’s Maintenance
Cut Down On Mistakes In Your Facility’s Maintenance

Mistakes are natural in such an overcrowded and fast-paced environment. However, there comes the point where mistakes are too costly, especially when you could’ve avoided them. There are a few habits you need to add to your maintenance routine to reduce maintenance workflow mistakes. 

1. Use Maintenance Scheduling Software

The primary reason behind most workspace maintenance accidents is human error, either during work or by faulty scheduling. One way you can minimize those errors is to use maintenance scheduling software. A computerized maintenance management system (CMMS) allows you to automate and streamline regular and emergency maintenance in your facility.

You can also use CMMS to track your assets. That way, you have detailed data and insights into how your equipment and machinery work, when they need preventative or emergency maintenance, and whether they are good returns on investment for the facility.

2. Break Down Basic Processes

If you’ve been working with similar machinery for a long time, the maintenance process can seem intuitive to you and your repair technician. However, complex processes make it easy for minor errors to slip through unnoticed. Breaking complex processes down into bite-sized tasks makes it easier to adapt to new machinery, teach new staff members, and pinpoint exactly where errors occur more often.

One way you can do this is by requiring your staff and technicians to log their activity around each asset, documenting the process they go through during repair and routine maintenance. By comparing data from multiple incidents and equipment, you can identify where mistakes tend to happen. A byproduct of documentation is the ability to refer to them later when you need additional information.

3. Streamline

To streamline is to simplify and eliminate unnecessary work tasks and steps to achieve better results. There are many ways you can simplify your facility’s workflow and processes, but the most advantageous is breaking down complex processes. Once you’ve broken them down, you’ll notice redundancies, time-wasters, sloppy work, and critical tasks.

After that, analyze and optimize each step separately. Cut out extra steps that have no use and increase monitoring in steps that are more likely to result in errors.

4. Add Preventive Maintenance to Your Workflow

Preventive maintenance saves you a lot of time, money, and stress. By conducting routine checkups on your assets, they’re less likely to break down unexpectedly. Also, routine maintenance costs less than full-on repairs and swapping parts and machinery in the long run.

The reduction in stress and repair time doesn’t just affect you as a facility manager. They also affect your workers. Workers with enough time for tasks and who aren’t under immense stress are more productive and less likely to make otherwise preventable mistakes.

By semi-automating and documenting your maintenance process, you’ll be able to understand precisely how they work, allowing you to adhere to a concrete maintenance schedule. Luckily, you can use CMMS software to help you with this. You can set it to track your equipment and send out alerts and reminders for routine maintenance. You can also use it to order spare parts and book appointments with technicians.

5. Coordinate with Other Departments

Chances are, the facility you run doesn’t exist in a bubble. If you’re not already in touch with other departments that you affect and can affect you in return, it could be why numerous workflow errors occur in your facility. Contact neighboring departments and understand how they work allows you to predict when issues might occur on their end. Ignorance of how things run on your end might also result in unintentional harm to your facility.

6. Always be Training

Technology is constantly evolving, and there’s always more you and your team can learn. Look into new certifications or strategies and techniques to help your staff do their work more efficiently. If you offer free or discounted courses to your employees, they may be more likely to participate and use their newly acquired skills. This gesture shows employees that the company values them and their work, enticing them to work harder.

Look for Potential

There are countless ways you can improve your facility, and not all of them might work for you. It’s helpful to always look for improvements and more efficient processes. Consider trying out an employee’s idea to increase productivity, or consult with advisors on what to do.