{"id":14337,"date":"2023-09-14T12:47:13","date_gmt":"2023-09-14T18:47:13","guid":{"rendered":"https:\/\/limblecmms.com\/?page_id=14337"},"modified":"2025-03-24T14:01:03","modified_gmt":"2025-03-24T20:01:03","slug":"maintenance-procedure","status":"publish","type":"page","link":"https:\/\/limblecmms.com\/learn\/definitions\/maintenance-procedure\/","title":{"rendered":"Maintenance Procedure"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row full_width=&#8221;stretch_row&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1686168792651{background: #152232 url(https:\/\/limblecmms.com\/wp-content\/uploads\/blog-header-hex-bg4.webp?id=9266) !important;background-position: 0 0 !important;background-repeat: no-repeat !important;}&#8221;][vc_column css=&#8221;.vc_custom_1683307506642{padding-bottom: 80px !important;}&#8221;]<header class=\"kd-section-title col-lg-8 vc_col-sm-8 text-center  subtitle-below-title    vc_custom_1694716513460\" ><h1 class=\"separator_off\" style=\"color: #ffffff;font-size: 50;\">Maintenance Procedure<\/h1><h2 class=\"subtitle\" style=\"color: #ffffff;font-size:15px;\">Everything you ever needed to know about maintenance procedure<\/h2><\/header><a  href=\"https:\/\/limblecmms.com\/resources\/cmms-buyers-guide\/\"  target=\"_self\"  title=\"\"  class=\"tt_button tt_primary_button btn_primary_color  button-center button-action-link   vc_custom_1742846459055\" ><span class=\"prim_text\">Free CMMS Buyer's Guide<\/span><\/a>\n      <div class=\"entry-meta\">\n         <span class=\"published\">\n            <span class=\"far fa-clock\" aria-hidden=\"true\"><\/span>Last updated on March 24, 2025<\/span>\n            <span class=\"author\"><span class=\"far sway-author-meta\" aria-hidden=\"true\"><\/span>\n            <span>bBrinton<\/span>\n         <\/span>\n      <\/div>\n\n   [\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1687442797424{margin-top: 40px !important;}&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2>What is a maintenance procedure?<\/h2>\n<p><span style=\"font-weight: 400;\">A maintenance procedure is a complete set of instructions on how a maintenance task has to be completed. Each execution step is laid out in the correct order and is action-oriented.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Organizations use maintenance procedures when:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A task is lengthy, requires consistency, or is complex\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There are serious consequences from performing the task incorrectly<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There are safety and efficiency concerns.<\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1687442797424{margin-top: 40px !important;}&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2><span style=\"font-weight: 400;\">Table of Contents<\/span><\/h2>\n<p><a href=\"#process\"><span style=\"font-weight: 400;\">What information is in a maintenance procedure?<\/span><\/a><br \/>\n<a href=\"#types\">Why is the quality of a maintenance procedure important?<\/a><br \/>\n<a href=\"#procedure\">Follow the PDCA method when writing a maintenance procedure<\/a><br \/>\n<a href=\"#procedures\">Things to consider before writing maintenance procedures<\/a><br \/>\n<a href=\"#tips\">Maintenance procedure tips<\/a><br \/>\n<a href=\"#last\">Maintenance procedures done right<\/a>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1687440273251{margin-top: 40px !important;}&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2 id=\"process\">What information is in a maintenance procedure?<\/h2>\n<p><span style=\"font-weight: 400;\">Common components of a maintenance procedure are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Title and document number<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">List of equipment (including personal protective equipment), tools, and parts required for the job<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Safety hazards to be aware of<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A detailed explanation of steps for performing the job<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Diagrams and photos that explain how the job should be done<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reference documents, e.g. instruction manual, schematics<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Number of people and hours needed to complete the job<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Necessary skills required to complete the job<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Relevant compliance regulations and standards<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">It is important to note that not every maintenance procedure needs to cover all of these points. Use common sense when deciding on what should be included.<\/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; css=&#8221;.vc_custom_1682370923807{margin-bottom: 40px !important;padding-top: 60px !important;padding-bottom: 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_1682370923807{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682370923807{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682370923808{padding-bottom: 80px !important;}&#8221;][vc_column][vc_row_inner content_placement=&#8221;middle&#8221; gap=&#8221;15&#8243; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner width=&#8221;2\/3&#8243;]<header class=\"kd-section-title col-lg-12 text-left  subtitle-below-title kd-animated fadeIn   vc_custom_1682371032328\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">Standard Operating Procedure (SOP)<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Create your own routine maintenance SOP with this customizable template.<\/h6><\/header>[\/vc_column_inner][vc_column_inner width=&#8221;1\/3&#8243;][vc_raw_html]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[\/vc_raw_html][\/vc_column_inner][\/vc_row_inner][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1687440273251{margin-top: 40px !important;}&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2 id=\"types\">Why is the quality of a maintenance procedure important?<\/h2>\n<p><span style=\"font-weight: 400;\">The basis of a maintenance procedure is to <\/span><b>standardize work <\/b><span style=\"font-weight: 400;\">using the same method, regardless of the technician performing it. This is how to get the desired outcome with minimal variation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s check an example of a maintenance procedure to inspect an impeller on a pump.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If the task to replace the impeller casing states to <\/span><i><span style=\"font-weight: 400;\">\u201cTorque the casing bolts to 22 ft-lb,\u201d<\/span><\/i><span style=\"font-weight: 400;\"> the technician gets to decide the process they will follow.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The result may be a cracked impeller casing, a damaged impeller, a leaking pump, or a breach of environmental release legislation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To make the task more explicit, break it down into several steps showing the required tightening sequence:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Insert all four impeller bolts and hand tighten<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tighten the bolts at 12-o-clock and 6-o-clock to 6 ft-lbs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tighten the bolts at 9-o-clock and 3-o-clock to 6 ft-lbs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tighten the bolts at 12-o-clock and 6-o-clock to 14 ft-lbs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tighten the bolts at 9-o-clock and 3-o-clock to 14 ft-lbs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tighten all bolts to a final torque of 22 ft-lbs, beginning at the 12-o-clock position and progressing clockwise around the casing.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Failure to standardize maintenance work can lead to increased operational<\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-cost-explained\/\"><span style=\"font-weight: 400;\"> maintenance costs<\/span><\/a><span style=\"font-weight: 400;\">, equipment damage, production delays, compliance issues, and safety breaches.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1687440273251{margin-top: 40px !important;}&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2 id=\"procedure\">Follow the PDCA method when writing a maintenance procedure<\/h2>\n<p><a href=\"https:\/\/kanbanize.com\/lean-management\/improvement\/what-is-pdca-cycle\"><span style=\"font-weight: 400;\">The Plan, Do, Check, Act methodology (PDCA)<\/span><\/a><span style=\"font-weight: 400;\"> is the basis of all major quality systems, and provides a logical and circular process for writing a maintenance procedure.\u00a0<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Plan<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Check<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Act<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Here are some practical steps to follow during each stage of the PDCA cycle.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter \" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Writing-a-maintenance-procedure-using-the-PDCA-method_Artboard-1-scaled-1.webp\" width=\"500\" height=\"445\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Plan<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At this stage, pull together all the resources that you\u2019ll need to reference in the procedure or that will inform what you write:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Parts manuals<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/operation-and-maintenance-manual\/\"><span style=\"font-weight: 400;\">Maintenance manuals<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Specialist test and tooling<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Support and access equipment<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Safety issues regarding the task<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">General site safety requirements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Old procedures or notes from experienced technicians.<\/span><\/li>\n<\/ul>\n<p><b>Don\u2019t omit graphical resources.<\/b><span style=\"font-weight: 400;\"> You will enhance the readability and comprehension of maintenance procedures by using appropriate drawings, images, or graphics.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Do<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Make sure you\u2019re on the location when writing the first draft. You\u2019ll be surprised how many things you would have missed back in the office. Be meticulous, and approach the task as if you were a new technician unfamiliar with the task, recording every little detail.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Many of these may not make it into the final document, but they will help you create a more three-dimensional procedure. As you write, consider additional changes you can make, so that the task is more efficient, effective, or safe.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For some additional writing tips, take a look at<\/span><a href=\"https:\/\/limblecmms.com\/blog\/standard-operating-procedure-sop\/\"><span style=\"font-weight: 400;\"> our guide on standard operating procedures<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Check<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you have the first draft, give the document to another technician and have them perform the task. They mustn\u2019t stray from the steps in the procedure unless some steps are missing or incorrect.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If they notice any flaws, they should annotate them onto the draft for subsequent amendment. Once complete, the original writer should update the draft before further testing.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This Do-Check cycle can run through several cycles until the procedure is considered acceptable.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Act<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The final draft should be reviewed and approved by everyone responsible for the document, issued a unique identifier or a new version number if it\u2019s a rewrite of an old document, and entered into the CMMS as the approved version.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Previous versions should be archived, and any paper copies destroyed.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2 id=\"procedures\">Things to consider before writing maintenance procedures<\/h2>\n<p><span style=\"font-weight: 400;\">A maintenance procedure must anticipate who will be doing a job, and the full information required to effectively and efficiently complete the procedure and achieve the required objective.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are five points to consider when writing a procedure.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter \" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Five-points-to-consider-when-writing-maintenance-procedure_Enumeration-template-1-scaled-1-1024x540.webp\" width=\"500\" height=\"264\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">1) The audience<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are two considerations regarding the audience:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Clarify intent<\/b><span style=\"font-weight: 400;\">. Clearly state the intended recipient, individual, role, or team in the preamble to the document. There may be steps in the document that require specialist knowledge, clearances, or approvals \u2014 it\u2019s inefficient to have someone begin a process they cannot complete.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Use simple language.<\/b><span style=\"font-weight: 400;\"> Writing complex technical instructions to a reader who won\u2019t understand them runs the risk of incorrect application of the procedure or tasks being left incomplete.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2) Scope and objective of the maintenance procedure<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The context of a maintenance procedure must be clearly described at the beginning of the document. Highlighting the procedure\u2019s intended application and the expected outcomes will help technicians perform work properly, ensuring both assets and people stay safe.<\/span><\/p>\n<p><b>Incorrect application of a maintenance procedure is inefficient as it costs money and time<\/b><span style=\"font-weight: 400;\"> \u2014 even when there are no negative outcomes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s one way of writing a procedure\u2019s objective and scope.\u00a0<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">\u201cThis maintenance procedure applies to all Busch Rotary Lobe Vacuum pumps, models MI 1354BV, MI 1504BV, and MI 1352BV. It supports the company\u2019s planned maintenance task SERV05234-3 and meets the original equipment manufacturer\u2019s requirement for a three-month oil change.\u201d<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">There is no ambiguity in this contextual statement as it clearly defines the make, models, and type of pump the maintenance procedure covers.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It also clarifies the outcome of the procedure and the related planned maintenance task.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3) Special requirements<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">List any special requirements or prerequisites for completing the maintenance procedure successfully \u2014 especially when the job is large or complex.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s more efficient to place this list at the beginning of the procedure. That way, the person doing the job can assemble all required components before heading to the job site.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">These items might include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Safety precautions (<\/span><a href=\"https:\/\/limblecmms.com\/blog\/lockout-tagout-procedure-and-loto-program\/\"><span style=\"font-weight: 400;\">lock out, tag out (LOTO)<\/span><\/a><span style=\"font-weight: 400;\">, PPE requirements)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Instruction manuals (it would be neat if you also provided manual references)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Specialized tooling (jigs, stands, or OEM tools)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Test equipment<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/spare-parts-management\/\"><span style=\"font-weight: 400;\">Spare parts<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Consumables<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Other maintenance procedures (like isolation procedures)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Trade skills required (electrical, mechanical, engineering)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Number of personnel required to complete the task safely<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">4) Sequential steps of the maintenance procedure<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The content must consist of each sequential step that is required to complete the procedure and achieve its intended objective.\u00a0<\/span><\/p>\n<p><b>Make each step a simple action<\/b><span style=\"font-weight: 400;\"> rather than using long compound sentences with multiple tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If people are reading the procedure, doing a task, then returning to the procedure, it\u2019s too easy to miss something buried deep inside a long paragraph.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">5) Responsibility and accountability<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are 3 roles here. Be sure to define them in each maintenance procedure you write.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Document owner<\/b><span style=\"font-weight: 400;\"> \u2013 the person(s) whose job it is to ensure the procedure is up-to-date and accurate; usually the maintenance department, engineering department, or quality manager<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Responsible party<\/b><span style=\"font-weight: 400;\"> \u2013 the person(s) whose job it is to perform work according to the procedure; usually maintenance technician<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Accountable party<\/b><span style=\"font-weight: 400;\"> \u2013 the person(s) whose job must take responsibility for actions taken off of the procedure; usually a maintenance manager or supervisor<\/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_1682969636891{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_1682969636891{padding-bottom: 80px !important;}&#8221; css_tablet_portrait=&#8221;.vc_custom_1682969636891{padding-bottom: 80px !important;}&#8221; css_mobile=&#8221;.vc_custom_1682969636892{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_1687971311556\" data-animation-delay=200><h2 class=\"separator_off\" style=\"font-size: 42px;font-weight: 500;margin-bottom:30px;\">The Essential Guide to CMMS<\/h2><h6 class=\"subtitle\" style=\"color: #152232;\">Download this helpful guide to everything a CMMS has to offer.<\/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\/CMMS%20Guide%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; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text]<\/p>\n<h2 id=\"tips\">Maintenance procedure tips<\/h2>\n<p><span style=\"font-weight: 400;\">The following suggestions ensure a clean, consistent, and useable procedure while complying with basic quality management requirements.\u00a0<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter \" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Maintenance-procedure-tips-scaled-1-1024x352.webp\" width=\"499\" height=\"172\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">1) Use a standardized naming convention<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s important to use standardized names within procedures and across documents for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Improved technician understanding<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ensuring a CMMS search returns all applicable documents<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Efficiency in categorization.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you use the longhand name of an asset in one place in your document, continue the convention throughout. Choose one, stick with it, and ensure the convention is consistent across all maintenance documents.\u00a0<\/span><\/p>\n<p><b>The<\/b> <b>naming of your procedures should also follow a logical structure.<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Depending on what your CMMS supports, these names can usually be a mix of alphanumeric characters. You may use alpha descriptors at the front of the document name, which enables easy categorization at a glance, followed by a number and then a dash number denoting amendments status.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, SER653800-6 might tell you the document is a servicing procedure on its sixth amendment, while MAI876400-3 is a maintenance procedure on its third amendment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Lastly, make sure that you <\/span><b>create a system that does not allow duplicate names or numbers<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2) Use headings and subheadings to separate discreet tasks<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Let\u2019s assume we have a sub-task that requires you to isolate a standby pump.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The task heading will be \u201c2.2 Isolate the standby pump\u201d and includes:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-1 Press stop on the pump switch<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-2 Close the inlet valve<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-3 Close the outlet valve<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-4 Trip the pump circuit breaker in the electrical sub-panel<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-5 Isolate the pump electrically using LOTO procedure LO39876-8\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">2.2-6 Test for correct isolation using test procedure TE08124-5<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With that completed, the next task might be \u201c2.3 Remove Impeller Casing\u201d, with a list of subsequent tasks that guide the technician through the correct technique.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">3) Maintain strict amendment control<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You do not want to be using outdated maintenance procedures. You will lose consistency and efficiency in your maintenance, possibly exposing workers to safety risks.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When a maintenance procedure is updated, ensure a clear change in your naming convention to indicate the latest version. Destroy all old paper copies in circulation and\/or update them if they are stored in your CMMS.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The easiest way to ensure version control is not to use paper copies, issuing technicians portable electronic devices instead, to access the approved copy held on the CMMS \u2014 guaranteeing currency.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4) Use CMMS for maintenance procedure management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A<\/span><a href=\"https:\/\/limblecmms.com\/cmms\/\"><span style=\"font-weight: 400;\"> computerized maintenance management system<\/span><\/a><span style=\"font-weight: 400;\"> (CMMS) automates many issues regarding maintenance procedure management.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The CMMS will treat each maintenance procedure as an asset and:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Help you automate naming conventions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track document currency<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Store current versions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide quick and easy access to procedures, regardless of technician location.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">It allows you to set document review dates, alerting the responsible person to the need for action, and showing the action overdue until acquitted.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Each CMMS also has a powerful search function to search through every document for specific terms or references.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Finally, what you might find most useful is how<\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/planned-maintenance\/\"><span style=\"font-weight: 400;\"> planned maintenance<\/span><\/a><span style=\"font-weight: 400;\"> tasks and procedures can be linked to ensure work packs contain all the necessary documentation for maximum technician efficiency.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row_content&#8221; content_placement=&#8221;top&#8221; css_animation=&#8221;fadeInDown&#8221; kd_background_image_position=&#8221;vc_row-bg-position-bottom&#8221; css=&#8221;.vc_custom_1691073586371{margin-top: 50px !important;margin-bottom: 20px !important;padding-top: 50px !important;padding-bottom: 50px !important;background-color: #f1f6f8 !important;background-position: 0 0 !important;background-repeat: no-repeat !important;}&#8221;][vc_column css=&#8221;.vc_custom_1691073594574{padding-right: 70px !important;padding-left: 70px !important;}&#8221;]<div class=\"kd-calltoaction\" >\n                <div class=\"container\">\n                  <div class=\"cta-text-container kd-animated fadeIn\" data-animation-delay=\"200\"><div class=\"cta-text\"><h3 >Want to see Limble in action? Get started for free today!<\/h3><\/div>\n                    <\/div>\n                    <div class=\"cta-btncontainer\"><a href=\"https:\/\/limblecmms.com\/get-started\/\"  title=\"\" class=\"tt_button tt_primary_button btn_primary_color  button-action-link icon_right kd-animated zoomIn\" data-animation-delay=\"200\">Start Free Trial<span class=\"fas fa-chevron-right iconita\" ><\/span><\/a><\/div>\n                <\/div>\n            <\/div>[\/vc_column][\/vc_row][vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; el_class=&#8221;limble-page-blog-width&#8221;][vc_column][vc_column_text css=&#8221;&#8221;]<\/p>\n<h2 id=\"last\">Maintenance procedures done right<\/h2>\n<p><span style=\"font-weight: 400;\">Writing a maintenance procedure is not difficult, but it requires careful attention to style, consistency, and content to provide tangible benefits.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s also not a solo endeavor; using others to review and validate your work helps remove any ambiguity you may not see as the writer.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of a well-written maintenance procedure as one of the assets you have in your business. While it may not bring in revenue, it can:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Prevent safety incidents\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Improve maintenance efficiency and effectiveness<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reduce cost\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Improve equipment reliability and uptime<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">To find out more about Limble CMMS and how it can help you handle the management of maintenance procedures, feel free to<\/span><a href=\"https:\/\/limblecmms.com\/contact-us\/\"><span style=\"font-weight: 400;\"> contact us via email<\/span><\/a><span style=\"font-weight: 400;\">,<\/span><a href=\"https:\/\/limblecmms.com\/demo-request\/\"><span style=\"font-weight: 400;\"> request a free demo<\/span><\/a><span style=\"font-weight: 400;\">, or<\/span><a href=\"https:\/\/limblecmms.com\/get-started\/\"><span style=\"font-weight: 400;\"> start a free trial<\/span><\/a><span style=\"font-weight: 400;\">.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1541417547006{padding-top: 100px !important;}&#8221;][vc_column css=&#8221;.vc_custom_1515677064675{padding-right: 0px !important;padding-left: 0px !important;}&#8221;][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column_inner]<header class=\"kd-section-title vc_col-lg-6 vc_col-sm-8 text-center  subtitle-below-title kd-animated fadeIn   vc_custom_1679419307921\" data-animation-delay=200><h2 class=\"separator_off\" >Related Content<\/h2><h6 class=\"subtitle\" >Explore our blog for insightful articles, personal reflections and ideas that inspire action on the topics you care about.<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1541417551563{padding-bottom: 100px !important;}&#8221;][vc_column_inner width=&#8221;1\/3&#8243;]<div class=\"kd-photobox  \" ><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-strategy\/\"  title=\"Read More\"><div class=\"photobox-img\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"700\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/The-Ins-And-Outs-Of-A-Maintenance-Work-Request.jpg\" class=\"attachment-full\" alt=\"Maintenance Work Order Template\" title=\"The-Ins-And-Outs-Of-A-Maintenance-Work-Request\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/The-Ins-And-Outs-Of-A-Maintenance-Work-Request.jpg 700w, https:\/\/limblecmms.com\/wp-content\/uploads\/The-Ins-And-Outs-Of-A-Maintenance-Work-Request-300x300.jpg 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/The-Ins-And-Outs-Of-A-Maintenance-Work-Request-150x150.jpg 150w, https:\/\/limblecmms.com\/wp-content\/uploads\/The-Ins-And-Outs-Of-A-Maintenance-Work-Request-320x320.jpg 320w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/div><div class=\"phb-content text-left \">\n                  <h5 >Choosing Maintenance Strategy<\/h5>\n                  <p ><\/p><\/div><\/a><\/div>[\/vc_column_inner][vc_column_inner width=&#8221;1\/3&#8243;]<div class=\"kd-photobox  \" ><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-strategy\/\"  title=\"Read More\"><div class=\"photobox-img\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"700\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Ultimate-Guide-To-Reliability-Centered-Maintenance.png\" class=\"attachment-full\" alt=\"reliability centered maintenance\" title=\"Ultimate Guide To Reliability Centered Maintenance\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Ultimate-Guide-To-Reliability-Centered-Maintenance.png 700w, https:\/\/limblecmms.com\/wp-content\/uploads\/Ultimate-Guide-To-Reliability-Centered-Maintenance-300x300.png 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/Ultimate-Guide-To-Reliability-Centered-Maintenance-150x150.png 150w, https:\/\/limblecmms.com\/wp-content\/uploads\/Ultimate-Guide-To-Reliability-Centered-Maintenance-320x320.png 320w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/div><div class=\"phb-content text-left \">\n                  <h5 >5 Types of Maintenance Strategies<\/h5>\n                  <p ><\/p><\/div><\/a><\/div>[\/vc_column_inner][vc_column_inner width=&#8221;1\/3&#8243;]<div class=\"kd-photobox  \" ><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/proactive-maintenance\/\"  title=\"Read More\"><div class=\"photobox-img\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"700\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/IIoT-Technology-Applications-for-Maintenance-and-Asset-Management.jpg\" class=\"attachment-full\" alt=\"iiot maintenance\" title=\"IIoT Technology Applications for Maintenance and Asset Management\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/IIoT-Technology-Applications-for-Maintenance-and-Asset-Management.jpg 700w, https:\/\/limblecmms.com\/wp-content\/uploads\/IIoT-Technology-Applications-for-Maintenance-and-Asset-Management-300x300.jpg 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/IIoT-Technology-Applications-for-Maintenance-and-Asset-Management-150x150.jpg 150w, https:\/\/limblecmms.com\/wp-content\/uploads\/IIoT-Technology-Applications-for-Maintenance-and-Asset-Management-320x320.jpg 320w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/div><div class=\"phb-content text-left \">\n                  <h5 >What is Proactive Maintenance?<\/h5>\n                  <p ><\/p><\/div><\/a><\/div>[\/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_raw_html]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[\/vc_raw_html][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row full_width=&#8221;stretch_row&#8221; kd_background_image_position=&#8221;vc_row-bg-position-top&#8221; css=&#8221;.vc_custom_1686168792651{background: #152232 url(https:\/\/limblecmms.com\/wp-content\/uploads\/blog-header-hex-bg4.webp?id=9266) !important;background-position: 0 0 !important;background-repeat: [&hellip;]<\/p>\n","protected":false},"author":77,"featured_media":0,"parent":10098,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"categories":[471],"tags":[],"class_list":["post-14337","page","type-page","status-publish","hentry","category-maintenance-definitions"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What is Maintenance Procedure? | Limble CMMS<\/title>\n<meta name=\"description\" content=\"Everything you ever needed to know about maintenance procedure and how it can help 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