{"id":13760,"date":"2023-08-07T14:56:38","date_gmt":"2023-08-07T20:56:38","guid":{"rendered":"https:\/\/limblecmms.com\/?p=13760"},"modified":"2025-05-30T13:03:49","modified_gmt":"2025-05-30T19:03:49","slug":"steps","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/steps\/","title":{"rendered":"5 steps to implementing preventive maintenance"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<p><span style=\"font-weight: 400;\">Have you ever lobbied for a major shift in the way you manage your work? If not, it can feel daunting. If so, you know how daunting it actually is.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We are here to help. Below, we break it down into manageable chunks \u2014 five straightforward steps \u2014 that will take you from start to (almost) finish.<\/span><\/p>\n<h3><b>Step 1: Get buy-in from relevant parties<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This is the most crucial part. If you do not find a way to get people to <\/span><i><span style=\"font-weight: 400;\">want <\/span><\/i><span style=\"font-weight: 400;\">the change, they will never do it. The rest of your efforts will be a waste.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The stakeholders (people who care about and are impacted by your work) will vary from organization to organization. Still, they will likely fall into three categories. Here we break down <\/span><i><span style=\"font-weight: 400;\">why <\/span><\/i><span style=\"font-weight: 400;\">and <\/span><i><span style=\"font-weight: 400;\">how <\/span><\/i><span style=\"font-weight: 400;\">to bring each one on board.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Management and finance leaders<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Here is the reality: <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-report\/\"><span style=\"font-weight: 400;\">Over 60% of decision-makers<\/span><\/a><span style=\"font-weight: 400;\"> think maintenance is simply a cost of doing business and a necessary evil. Plot twist: Use that to your benefit!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you can <\/span><b>show them a way to increase efficiency, reduce costly downtime, and lower overall operating costs<\/b><span style=\"font-weight: 400;\">, they will be all-in. But the decision-makers in management and the friendly folks in Finance will need to be shown the benefits of preventive maintenance with actual data.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Request funding for a <a href=\"\/cmms\/cmms-software\/\">CMMS software<\/a> like Limble to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Streamline existing <a href=\"\/strategies\/reactive-maintenance\/\">reactive maintenance<\/a>.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Get stats on <\/span><a href=\"https:\/\/limblecmms.com\/blog\/how-to-organize-a-maintenance-department\/\"><span style=\"font-weight: 400;\">your department\u2019s<\/span><\/a><span style=\"font-weight: 400;\"> current output.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Multiply the benefits of moving to <a href=\"\/strategies\/preventive-maintenance\/\">preventive maintenance<\/a> (since the <a href=\"\/cmms\/\">CMMS<\/a> does so much of the work for you).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide a <a href=\"\/blog\/maintenance-cost-explained\/\">cost-benefit analysis<\/a>. Use real examples of direct and indirect costs of the current strategy. Use real examples of how PM can minimize those costs.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Use Limble\u2019s <\/span><a href=\"https:\/\/limblecmms.com\/blog\/how-to-calculate-cmms-roi\/\"><span style=\"font-weight: 400;\">CMMS ROI calculator<\/span><\/a><span style=\"font-weight: 400;\"> if you need help.<\/span><\/li>\n<\/ul>\n<p><b>Real-life example from purchasing<\/b><\/p>\n<p><span style=\"font-weight: 400;\">COST:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It takes 20 hours a month for a team member to process all the paperwork for purchasing. At $20 per hour, it adds up to $4,800 per year.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Limble would completely automate all that paperwork and would cost this organization $1,440.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">BENEFIT:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">By using Limble for the purchasing function, the cost savings for this organization was $3,600 each year.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">In addition, it frees up that staff person who can now use their time filing for refunds on damaged or unused materials.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">TOTAL BENEFIT after purchasing Limble: $3,600 per year <\/span><i><span style=\"font-weight: 400;\">plus<\/span><\/i><span style=\"font-weight: 400;\"> any parts refunds.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">That sounds like a no-brainer. Approved!<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Production and operations leaders<\/span><\/h4>\n<p><b>The managers and supervisors on the floor can be important allies<\/b><span style=\"font-weight: 400;\"> in making your case. They are just as invested in avoiding costly and disruptive breakdowns as you are. The more voices you have supporting this transition, the better.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In addition, <\/span><b>Production will need to be on board<\/b><span style=\"font-weight: 400;\"> with your new maintenance schedule as well. The operators will need to make equipment available for servicing. In some cases, you may even train the operators to do the simpler maintenance tasks themselves.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium\" src=\"https:\/\/media1.giphy.com\/media\/v1.Y2lkPTc5MGI3NjExNnJ3b203dG5rMXdqYzR0aGUxN2g1ZnUyc2ZvMXg3cmJma3N0enp4cCZlcD12MV9pbnRlcm5hbF9naWZfYnlfaWQmY3Q9Zw\/6Z7gomLMqPxyDjf4Jr\/giphy.gif\" width=\"480\" height=\"270\" \/><\/p>\n<p style=\"text-align: center;\"><a href=\"https:\/\/giphy.com\/gifs\/TheSwoon-6Z7gomLMqPxyDjf4Jr\"><span style=\"font-weight: 400;\">via GIPHY<\/span><\/a><\/p>\n<p><span style=\"font-weight: 400;\">There are a lot of ways to earn this group\u2019s support. If presenting in a big meeting is not your cup of tea, or if you feel you just will not get anywhere that route, here are some other suggestions:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Consider targeting them one at a time. <\/b><span style=\"font-weight: 400;\">One-on-one conversations can be very effective. You can root out what matters most to them and show how PM helps them get it. Personalize the message for each person this way.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Identify a recognizable term that you can repeat to remind others of the importance of what you are proposing. <\/b><span style=\"font-weight: 400;\">For example, the phrase \u201cahead of the curve\u201d fits PM well. Use it in meetings where everyone can see management supports the concept. Then, if someone resistant to PM tries to give you extra tasks, you can say, \u201cYou\u2019re right. Doing that is a priority. But I will not be able to do it until we get <\/span><i><span style=\"font-weight: 400;\">ahead of the curve<\/span><\/i><span style=\"font-weight: 400;\">.\u201d<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">Maintenance technicians and tradesmen<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Diligently following new schedules and using new software can be a big change, as can moving from a reactive to a preventive mindset.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The good news is, there is an easy way to get your team excited about the change: <\/span><b>Include them in the process of developing your PM plan<\/b><span style=\"font-weight: 400;\">. They have hands-on experience with every piece of equipment. Ask them how they would like to see it cared for. Chances are that they have been telling you for years (in the form of complaints). Show them they have been heard. Before long, they will see it making their lives a whole lot easier.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here is how your CMMS helps:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-checklist\/\">Checklists<\/a>: <\/b><span style=\"font-weight: 400;\">With Limble, <\/span><b>you can make it impossible to skip steps<\/b><span style=\"font-weight: 400;\">. We dive a little more into checklists later, but they are a great tool to reinforce best practices. For instance, to proceed with repairs, require a tech to upload a photo of <\/span><a href=\"https:\/\/limblecmms.com\/blog\/lockout-tagout-procedure-and-loto-program\/\"><span style=\"font-weight: 400;\">lockout tagout<\/span><\/a><span style=\"font-weight: 400;\"> equipment in place. You get both safety and good record keeping.<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b><a href=\"https:\/\/limblecmms.com\/cmms\/reports-dashboards\/\">Dashboards<\/a>: <\/b><span style=\"font-weight: 400;\">Each technician gets their own dashboard in Limble. They get to see a summary of all the tasks they have completed, both reactive and preventive. Your high performers finally start getting credit for all their amazing work. Underperformers have nowhere to hide. Teams have even been known to engage in a <\/span><a href=\"https:\/\/youtu.be\/7zf1lZMFsu8?t=69\"><span style=\"font-weight: 400;\">little friendly competition to outdo each other<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<h3><b>Step 2: Select your maintenance software\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Every CMMS will have the standard modules\/functions below. Make sure they are <\/span><i><span style=\"font-weight: 400;\">easy to use<\/span><\/i><span style=\"font-weight: 400;\">!<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/industrial-maintenance-automation\/\"><span style=\"font-weight: 400;\">Workflow automation<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/machine-downtime-tracking\/\"><span style=\"font-weight: 400;\">Downtime tracking<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/cmms\/spare-parts-inventory-software\/\"><span style=\"font-weight: 400;\">Inventory management<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchase orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Real-time data and analytics<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Unlike many CMMS, Limble offers different subscription options. This is a great way to get the mix of functions and modules that will work best for you. It also helps you avoid paying more for a system that offers bells and whistles you will not need or use.<\/span><\/p>\n<h3><b>Step 3: Pilot!\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Once you have your CMMS software in place, think about how you will carry out your pilot. If you are using Limble, you have a couple of options here.\u00a0<\/span><\/p>\n<p><b>Option 1: Stand-alone project<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Identify an upcoming project or specific asset that is a decent example of your overall workload. Use the software to guide you as you design its PM program. Invite only the relevant techs. Encourage them to talk up their good experience to the rest of the team.<\/span><\/p>\n<p><b>Option 2: Build-as-you-go<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Another way to approach a pilot is to <\/span><b>hand Limble over to a couple of willing technicians<\/b><span style=\"font-weight: 400;\">. They begin by simply loading the next task that knocks on their door, regardless of the asset.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get a call that the air-conditioning is not working? Open Limble and start your very first work order. This is one of the advantages of Limble in particular. It is ready to use right away. You do not have to load an entire plan for it to work. You quite literally just start using it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If it is a more experienced technician, give them the time to enter all the steps they took to service the equipment\/fix the break. Then, <\/span><b>make that a <\/b><a href=\"https:\/\/limblecmms.com\/blog\/standard-operating-procedure-sop\/\"><b>standard operating procedure<\/b><\/a><b> checklist to attach to tasks when it needs to be done again in the future<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you have decided on who and what will be involved, determine a timeframe for the pilot. Limble is so easy to use that<\/span><b> you do not need to set aside much (or any) time for training<\/b><span style=\"font-weight: 400;\">. If anything, training might help staff feel supported in the change and ensure that everyone knows the expectations (more on expectations in our tips section below).<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h3><b>Step 4: Expand the program to other assets and team members<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Gather feedback from the staff in your pilot on what worked and what did not. If you are using Limble, you can also call or message your rep, who would also love to hear this input to help you leverage the tool to its fullest.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you took the <\/span><b>standalone project <\/b><span style=\"font-weight: 400;\">approach and that worked well for you \u2014 and if you have the bandwidth \u2014 the next step will be a <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/reliability-centered-maintenance\/\"><span style=\"font-weight: 400;\">criticality assessment<\/span><\/a><span style=\"font-weight: 400;\"> of all your assets.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As part of this process, make a note of:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">which assets should be included in the Preventive Maintenance schedule\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">manufacturer-recommended maintenance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">regulatory-required maintenance<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You will use this information to build out the remainder of your PM schedule, incorporating the schedule and learnings from the pilot.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On the other hand, if you took the <\/span><b>build-as-you-go<\/b><span style=\"font-weight: 400;\"> approach, you can simply expand the use of Limble to the remainder of your maintenance team. They can continue to build in each work order and project as they go.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Pat yourself on the back. You have a PM strategy in place!<\/span><\/p>\n<h3><b>Step 5: Done! Just kidding: Track and adjust<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Here is a secret: Implementation is never actually over. Now that you have a solid PM program and a CMMS that facilitates and tracks how you are doing, you need to <\/span><b>use all that valuable data<\/b><span style=\"font-weight: 400;\">. This is where it pays off.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best preventive maintenance programs regularly review <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-kpi\/\"><span style=\"font-weight: 400;\">maintenance KPIs<\/span><\/a><span style=\"font-weight: 400;\"> and find ways to get even better. <\/span><b>Here are some of the most valuable metrics<\/b><span style=\"font-weight: 400;\">:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Work orders issued\/completed (increases as preventive work assigned; common goal is 80% preventive, 20% reactive)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Productivity (decrease in emergency labor hours)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Decrease in total equipment downtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Equipment costs (initial increase when wasteful equipment is identified and replaced; decrease over time as PM takes effect)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Increased adherence to deadlines (and less <\/span><a href=\"https:\/\/limblecmms.com\/blog\/what-is-deferred-maintenance\/\"><span style=\"font-weight: 400;\">deferred maintenance work<\/span><\/a><span style=\"font-weight: 400;\">)<\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=&#8221;middle&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; kd_top_separator_style=&#8221;skew-left&#8221; kd_top_separator_height=&#8221;separator-height-small&#8221; kd_bottom_separator_style=&#8221;skew-left&#8221; kd_bottom_separator_height=&#8221;separator-height-small&#8221; kd_top_separator=&#8221;true&#8221; kd_bottom_separator=&#8221;true&#8221; css=&#8221;.vc_custom_1682969576554{margin-bottom: 40px !important;padding-top: 120px !important;padding-right: 40px !important;padding-bottom: 50px !important;padding-left: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}&#8221; css_tablet_landscape=&#8221;.vc_custom_1682969576554{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682969576555{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682969576555{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner]<header class=\"kd-section-title col-lg-12 text-center  subtitle-below-title kd-animated fadeIn   vc_custom_1682969598832\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">Checklist for Creating a Preventive Maintenance Plan<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Following a consistent Preventive Maintenance Plan can make life easier. Use this checklist to create your own!<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner content_placement=&#8221;top&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;1\/2&#8243; css=&#8221;.vc_custom_1631866454223{padding-right: 50px !important;padding-left: 0px !important;}&#8221; offset=&#8221;vc_col-lg-6 vc_col-md-12 vc_col-xs-12&#8243; css_tablet_landscape=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_mobile=&#8221;.vc_custom_1631866454224{padding-right: 15px !important;}&#8221;][vc_raw_html]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[\/vc_raw_html][\/vc_column_inner][vc_column_inner width=&#8221;1\/2&#8243;][vc_single_image source=&#8221;external_link&#8221; alignment=&#8221;center&#8221; css_animation=&#8221;fadeIn&#8221; custom_src=&#8221;https:\/\/3975608.fs1.hubspotusercontent-na1.net\/hubfs\/3975608\/Content%20Downloads\/PM%20Checklist%20mockup.png&#8221;][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]<\/p>\n<h2><b>7 tips to help you carry on carrying on<\/b><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-medium\" src=\"https:\/\/media3.giphy.com\/media\/v1.Y2lkPTc5MGI3NjExcGh0Yzl6bTN0NmFoanY0NHRsbGVvcTk0YnVsdjF2cDN0NnkwZzYwdSZlcD12MV9pbnRlcm5hbF9naWZfYnlfaWQmY3Q9Zw\/l3mZcxZKIQemTeT9S\/giphy.gif\" width=\"480\" height=\"270\" \/><\/p>\n<p style=\"text-align: center;\"><a href=\"https:\/\/giphy.com\/gifs\/cbc-dragons-den-manjit-minhas-l3mZcxZKIQemTeT9S\"><span style=\"font-weight: 400;\">via GIPHY<\/span><\/a><\/p>\n<h3><b>1: More than a project \u2060\u2014 a team dynamic<\/b><\/h3>\n<h4><span style=\"font-weight: 400;\">Be clear about roles and responsibilities<\/span><\/h4>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who creates PM checklists and schedules?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who gets which types of assignments (for auto-assigning)?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who tracks the stats?<\/span><\/li>\n<\/ul>\n<h4><span style=\"font-weight: 400;\">Think outside the box about roles<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Do not limit yourself to your technicians and tradesmen. Limble checklists make some preventive maintenance tasks so simple, other staff can easily take them over.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">For instance, give Limble accounts to printing press operators so Limble can prompt them to clean the printheads every three hours. This leads to fewer calls to technicians to resolve gummed-up parts.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Reinforce consistency<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">When everyone does things their own way, it is tough to track tasks and know where to improve. It is tough to identify which part of a process is failing if it is not being carried out the same way every time.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Limble customers often tell their teams, \u201cIf it isn\u2019t in Limble, it didn\u2019t happen.\u201d If a task <\/span><i><span style=\"font-weight: 400;\">is<\/span><\/i><span style=\"font-weight: 400;\"> documented in Limble, that means your team followed the checklist \u2014 the same way, every time.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Monitor for follow-through<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Use the metrics in your CMMS to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Stay connected to your team.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keep a close eye on the execution of your plan<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ensure techs are hitting deadlines<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">While all this happens, watch Limble build up a searchable work history on every asset. It\u2019s a beautiful thing.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Use trusted leaders as champions<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Sometimes, a trusted peer can be a lot more convincing than a boss. Identify the influential members of your team and let <\/span><i><span style=\"font-weight: 400;\">them<\/span><\/i><span style=\"font-weight: 400;\"> bring the crew on board. If these individuals have both influence <\/span><i><span style=\"font-weight: 400;\">and<\/span><\/i><span style=\"font-weight: 400;\"> skill, they may be your future maintenance managers.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Don\u2019t dictate \u2060\u2014 motivate<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">While you want your team to be excited about this change, you also want to be realistic. If a team member has a hard time accepting checklists or other tools, <\/span><a href=\"https:\/\/www.youtube.com\/watch?v=qp0HIF3SfI4\"><span style=\"font-weight: 400;\">help them understand the <\/span><i><span style=\"font-weight: 400;\">why<\/span><\/i><\/a><span style=\"font-weight: 400;\">. Emphasize that this will help everyone see how valuable their work is. Follow through on that promise by publicly acknowledging their contributions <\/span><i><span style=\"font-weight: 400;\">regularly<\/span><\/i><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Pay special attention to those who might be struggling\u00a0<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Garbage in, garbage out, so keep the garbage out! If you have added new CMMS software, make sure everyone is using it correctly. If work is not documented well, your metrics and reports will not be accurate. It is so important to spot and fix bad habits as early as possible.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The good news is that not only does Limble make it difficult to do things wrong, but it also makes mistakes easier to find. Your Limble rep will also keep tabs on your account and reach out if there appear to be anomalies.<\/span><\/p>\n<h3><b>2: Define and track relevant metrics<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">You can\u2019t improve what you don\u2019t measure. You are implementing preventive maintenance for a reason. Do you want to reduce maintenance operational costs? Lower your inventory costs? Reduce the number of unexpected breakdowns? Improve productivity?<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-kpi\/\"><span style=\"font-weight: 400;\">Define your maintenance KPIs<\/span><\/a><span style=\"font-weight: 400;\"> and then see which maintenance metrics you can use to track your progress towards those goals. If your records are a mess, you might need to run your CMMS for a couple of months to first see what your starting point is. After that, you can work on defining your maintenance goals.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Tracking important metrics is vastly simplified if you are using a CMMS. The software can automatically calculate a wide array of metrics like <\/span><a href=\"https:\/\/limblecmms.com\/metrics\/mean-time-between-failure\/\"><span style=\"font-weight: 400;\">MTBF<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/limblecmms.com\/metrics\/mean-time-between-failure\/\"><span style=\"font-weight: 400;\">MTTR<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-cost-explained\/\"><span style=\"font-weight: 400;\">maintenance costs<\/span><\/a><span style=\"font-weight: 400;\">, <a href=\"https:\/\/limblecmms.com\/metrics\/planned-maintenance-percentage\/\">planned vs unplanned work<\/a>, are PMs getting completed on time, etc. <\/span><span style=\"font-weight: 400;\">With a deeper insight into these metrics, it is much easier to identify what is preventing you from reaching your goals, as well as where you have the most room for improvement.<\/span><\/p>\n<h3><b>3: Lean into checklists<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">In Limble, you can create PM templates with as many (or as few) steps as you like. The more detail you provide, the faster the work gets done. Checklists speed up processes and keep a consistent quality of work. They are simple and easy to use and take any guesswork out of the day-to-day maintenance operations. Limble automatically attaches those PM checklists and diagrams to work orders, making consistency and communication the norm.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For those who want to learn more, <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-checklist\/\"><span style=\"font-weight: 400;\">here is an excellent guide on creating preventive maintenance checklists<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><b>4: Be realistic<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">We mentioned this in the first tip, but it bears repeating. Start by developing realistic PM schedules that you know your team can achieve with the resources it has. If your initial PM schedule is unrealistic, you are set up for failure before you even begin.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With Limble, I can track all of our supplies that come in, how they are getting used, look at the usage rates, and then also be able to forecast budgets for next year. It has dropped my budget tremendously; I was actually able to hire another guy because of what we were able to save.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2013 Benjamin Scott, Facilities Supervisor, Intercontinental Hotels Group<\/span><\/p>\n<h3><b>5: Minimize excessive maintenance<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The scariest risk of PM is as easy to avoid as one-two-three:\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">First: Adjust your PM schedule based on usage and working conditions<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">It may seem obvious that less maintenance is needed on an asset that is used less. Still, it is often not possible for manufacturer recommendations to take usage into account. Use those generic recommendations as a starting point. From there, also consider how much the equipment gets used and under what conditions. Adjust your schedule to account.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Second: Review assets you spend a lot of time on<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Do you have a piece of equipment that you consider to be a problem child? A squeaky wheel (literally)? You know the one. If something takes up a lot of maintenance time, it is time to reinvent that (squeaky) wheel.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you have multiple of that make\/model, try a new PM routine on just one. If that resolves the issue, then voila. You have your solution. If not, keep testing out different approaches until you find one that works.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">Third: Double-check your diagnosis<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Most organizations will have a few stressful assets that never work right, no matter how much preventive attention they get. Excluding poor design and defective products, there are two common reasons why this may happen:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Fixes address the wrong problem (for example, doing too much lubrication instead of cleaning the gears).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The asset is misused (for instance, the equipment is not used correctly, or parts have been installed wrong).<\/span><\/li>\n<\/ul>\n<h3><b>6: Follow inventory management best practices<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">There is a lot of research out there on <\/span><a href=\"https:\/\/limblecmms.com\/blog\/spare-parts-management\/\"><span style=\"font-weight: 400;\">best practices for spare parts management<\/span><\/a><span style=\"font-weight: 400;\">. Still, most recommendations include some combination of the following:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Start by managing your maintenance. <\/b><span style=\"font-weight: 400;\">You cannot manage inventory well if you are not managing maintenance work well in the first place.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Standardize maintenance procedures. <\/b><span style=\"font-weight: 400;\">If you do the same work the same way every time, you will need the same parts at the same intervals.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Track and categorize spare parts.<\/b><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Automate purchasing.<\/b><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Luckily, Limble was built to steer you right into these best practices without ever having to think about it. It\u2019s like cruise control for best practices.\u00a0<\/span><\/p>\n<h3><b>7: Automate it all with your CMMS<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">When fulfilling a work order, you are way more effective if you have the right tool for the job. The same is true for your PM strategy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When implementing preventive maintenance, the CMMS you choose (or just using one at all) is <\/span><b>the one choice that can make or break the transition<\/b><span style=\"font-weight: 400;\">. The right CMMS will address many potential drawbacks while incorporating all these tips and best practices. <\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=&#8221;middle&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; kd_top_separator_style=&#8221;skew-left&#8221; kd_top_separator_height=&#8221;separator-height-small&#8221; kd_bottom_separator_style=&#8221;skew-left&#8221; kd_bottom_separator_height=&#8221;separator-height-small&#8221; kd_top_separator=&#8221;true&#8221; kd_bottom_separator=&#8221;true&#8221; css=&#8221;.vc_custom_1682054294687{margin-bottom: 40px !important;padding-top: 120px !important;padding-right: 40px !important;padding-bottom: 50px !important;padding-left: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}&#8221; css_tablet_landscape=&#8221;.vc_custom_1682054294687{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682054294688{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682054294688{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner]<header class=\"kd-section-title col-lg-12 text-center  subtitle-below-title kd-animated fadeIn   vc_custom_1682969418332\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">Guide to Moving from Reactive to Preventive Maintenance<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Want to transition away from costly reactive maintenance but don't know where to start? This guide has everything you need to know.<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner content_placement=&#8221;top&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;1\/2&#8243; css=&#8221;.vc_custom_1631866454223{padding-right: 50px !important;padding-left: 0px !important;}&#8221; offset=&#8221;vc_col-lg-6 vc_col-md-12 vc_col-xs-12&#8243; css_tablet_landscape=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1631866454223{padding-right: 0px !important;}&#8221; css_mobile=&#8221;.vc_custom_1631866454224{padding-right: 15px 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