{"id":4411,"date":"2021-06-04T06:14:48","date_gmt":"2021-06-04T12:14:48","guid":{"rendered":"https:\/\/limblecmms.com\/?p=4411"},"modified":"2025-05-30T13:06:47","modified_gmt":"2025-05-30T19:06:47","slug":"planning-scheduling","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/planning-scheduling\/","title":{"rendered":"Improve Maintenance Planning and Scheduling with a CMMS"},"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]<span style=\"font-weight: 400;\">Anyone who\u2019s ever single-handedly tried to prepare Thanksgiving dinner knows that pulling off any major project won\u2019t work without a plan. <\/span><span style=\"font-weight: 400;\">Maintenance works<\/span><span style=\"font-weight: 400;\"> the same way.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling is the core of setting up an effective <\/span><span style=\"font-weight: 400;\">maintenance program<\/span><span style=\"font-weight: 400;\">. It\u2019s your roadmap to success.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This article covers the core principles of <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling, and how using a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> will make the process much easier.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling is a 2-for-1 concept. Let\u2019s break down each idea separately.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Maintenance planning<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The purpose of <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> is to create a roadmap-for-success of the project. This includes:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Writing out instructions<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Securing tools\/parts<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Procuring vendors<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Setting quality controls<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Managing breakdowns<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Effective maintenance planning<\/span><span style=\"font-weight: 400;\"> aims to identify problems before they happen and design a plan of action with those caveats built in.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Maintenance scheduling<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Maintenance scheduling<\/span><span style=\"font-weight: 400;\"> refers to the actual timing of a project. It determines when the project should begin and end and who is doing what <\/span><a href=\"https:\/\/limblecmms.com\/blog\/work-order-management\/\" target=\"_blank\" rel=\"noopener\"><span id=\"benefits-of-maintenance-planning-and-scheduling\"><\/span><span style=\"font-weight: 400;\">maintenance work<\/span><\/a><span style=\"font-weight: 400;\">, when.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Scheduled maintenance should attempt to:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Schedule tasks according to highest priority<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Schedule the most amount of work possible with the <\/span><span style=\"font-weight: 400;\">available resources<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Perform as much work in-house as possible\u00a0<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Benefits of <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">\u201cFail to plan; plan to fail,\u201d as they say.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In other words, even a project with the best of intentions is doomed to veer off track without a good plan in place. Here\u2019s a look at what makes <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling worth your time.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Higher productivity<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">With <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\">, there are two key areas where you can expect to see increased productivity:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Your team:<\/b><span style=\"font-weight: 400;\"> With a good plan, your team can stay busy fulfilling <\/span><span style=\"font-weight: 400;\">work orders<\/span><span style=\"font-weight: 400;\"> at all times. You\u2019ll build a <\/span><span style=\"font-weight: 400;\">backlog<\/span><span style=\"font-weight: 400;\"> of work into your plans, so there\u2019s always something next.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Your equipment:<\/b><span style=\"font-weight: 400;\"> Better planning means you\u2019ll have work scheduled for your team <\/span><i><span style=\"font-weight: 400;\">and <\/span><\/i><span style=\"font-weight: 400;\">your equipment at all times. You will have less gaps in your schedules and get more done.<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Eliminate waste<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Waste is always a good thing to cut down, where possible. With <\/span><span style=\"font-weight: 400;\">maintenance planning &amp; scheduling,<\/span> <a href=\"https:\/\/limblecmms.com\/blog\/how-to-organize-a-maintenance-department\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">your <\/span><span style=\"font-weight: 400;\">maintenance department<\/span><\/a><span style=\"font-weight: 400;\"> can eliminate:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Wasted time<\/b><span style=\"font-weight: 400;\">: Thorough <\/span><span style=\"font-weight: 400;\">job plans<\/span><span style=\"font-weight: 400;\"> mean more <\/span><a href=\"https:\/\/limblecmms.com\/metrics\/wrench-time\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">wrench time<\/span><\/a><span style=\"font-weight: 400;\"> overall. As we mentioned above, <\/span><span style=\"font-weight: 400;\">planned work<\/span><span style=\"font-weight: 400;\"> results in higher productivity, and <\/span><i><span style=\"font-weight: 400;\">that <\/span><\/i><span style=\"font-weight: 400;\">eliminates wasted time in the meantime.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Wasted parts<\/b><span style=\"font-weight: 400;\">: When work is planned, you\u2019ll know ahead of time which <\/span><span style=\"font-weight: 400;\">spare parts<\/span><span style=\"font-weight: 400;\"> your projects require. That means you\u2019ll have the right parts on hand and parts that are earmarked for certain projects won\u2019t get used where they shouldn\u2019t.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Wasted costs<\/b><span style=\"font-weight: 400;\">: When you eliminate wasted time and wasted parts, you reduce costs by default. When your resources are used more efficiently, you save money and can even drive more revenue for your company \u2014 every <\/span><span style=\"font-weight: 400;\">maintenance manager<\/span><span style=\"font-weight: 400;\">\u2019s dream.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Higher reliability<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">With <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling, <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/preventive-maintenance\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">preventive maintenance<\/span><\/a><span style=\"font-weight: 400;\"> is maximized. <\/span><span style=\"font-weight: 400;\">Preventive maintenance<\/span><span style=\"font-weight: 400;\"> is a cornerstone of effective <\/span><span style=\"font-weight: 400;\">asset management<\/span><span style=\"font-weight: 400;\"> and increases <\/span><span style=\"font-weight: 400;\">equipment reliability<\/span><span style=\"font-weight: 400;\"> over the <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/asset-lifecycle-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">asset\u2019s <\/span><span style=\"font-weight: 400;\">lifecycle<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\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_1682969651819\" 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;\">The Essential Guide to CMMS<\/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;][vc_column][vc_column_text css=&#8221;&#8221;]<\/p>\n<h2><span style=\"font-weight: 400;\">Principles of <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As mentioned above, <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling is two concepts combined into one. Both <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and <\/span><span style=\"font-weight: 400;\">maintenance scheduling<\/span><span style=\"font-weight: 400;\"> have their own set of best practices. Let\u2019s cover them individually.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7181\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-scaled.jpg\" alt=\"maintenance planning and scheduling principles\" width=\"2560\" height=\"1582\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-scaled.jpg 2560w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-300x185.jpg 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-1024x633.jpg 1024w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-768x475.jpg 768w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-1536x949.jpg 1536w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-2048x1265.jpg 2048w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-385x238.jpg 385w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-473x292.jpg 473w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-93x57.jpg 93w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-540x334.jpg 540w, https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-planning-and-scheduling-principles-100x62.jpg 100w\" sizes=\"auto, (max-width: 2560px) 100vw, 2560px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Maintenance planning<\/span><span style=\"font-weight: 400;\"> principles<\/span><\/h3>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Protect the planner<\/b><span style=\"font-weight: 400;\">: <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-planner\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">maintenance planner<\/span><\/a><span style=\"font-weight: 400;\"> (or planning crew) should be separate from the <\/span><span style=\"font-weight: 400;\">maintenance crew<\/span><span style=\"font-weight: 400;\">, so that they can focus on planning, and not get pulled into day-to-day <\/span><span style=\"font-weight: 400;\">maintenance activities<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Focus on future work<\/b><span style=\"font-weight: 400;\">: <\/span><span style=\"font-weight: 400;\">Maintenance planning<\/span><span style=\"font-weight: 400;\"> is most effective when the planner can focus on the future, and not get pulled into small details of <\/span><span style=\"font-weight: 400;\">maintenance jobs<\/span><span style=\"font-weight: 400;\">. The planner\u2019s job is to keep projects moving forward by planning new work for the future.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Use component level files<\/b><span style=\"font-weight: 400;\">: <\/span><a href=\"https:\/\/limblecmms.com\/blog\/the-ridiculously-simple-preventive-maintenance-plan\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">An effective <\/span><span style=\"font-weight: 400;\">maintenance plan<\/span><\/a><span style=\"font-weight: 400;\"> requires details. It\u2019s not enough to say you have 10 HVAC units. You need to know the site, the buildings, and the position where they are located.\u00a0 Beyond that, each HVAC unit has components and parts that need tracking. Component level files keep track of all the moving parts (pun intended), so when it\u2019s time to do maintenance you have all the information you need.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Use your judgment<\/b><span style=\"font-weight: 400;\">: Plan work with the resources you have available. Anticipate potential delays, safety challenges, quality issues. Build your plans while considering these caveats, and your technicians will be able to complete work more smoothly.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Respect the techs\u2019 expertise<\/b><span style=\"font-weight: 400;\">: The <\/span><span style=\"font-weight: 400;\">maintenance planner\/scheduler<\/span><span style=\"font-weight: 400;\"> plans the work; the technicians carry it out. Your technicians are highly skilled at what they do \u2014 leave them to perform the repairs while you stick to <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/maintenance-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">maintenance management<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Measure performance with work sampling<\/b><span style=\"font-weight: 400;\">: To plan effectively, measure the time it takes technicians to complete <\/span><span style=\"font-weight: 400;\">maintenance tasks<\/span><span style=\"font-weight: 400;\">. This will give you an idea of how long it will take to finish projects and help you plan accordingly.<\/span><\/li>\n<\/ol>\n<h3><span style=\"font-weight: 400;\">Maintenance scheduling<\/span><span style=\"font-weight: 400;\"> principles<\/span><\/h3>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Prepare a <\/b><b>job plan<\/b><span style=\"font-weight: 400;\">: Your <\/span><span style=\"font-weight: 400;\">job plan<\/span><span style=\"font-weight: 400;\"> should include the number of technicians, skill level, types of skills, and the time it will take to complete the job. Map out each job role, what they\u2019ll do, and what equipment they will need.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Consider priorities in the <\/b><b>scheduling process<\/b><span style=\"font-weight: 400;\">: Whichever projects are highest priority should be scheduled first, and also have appropriate resources allocated to them, including time, skill, and equipment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Schedule work according to available skill<\/b><span style=\"font-weight: 400;\">: If you have a team of experienced technicians who are generally self-lead, you might expect them to complete work quickly. If your crew is new to the field, work may take longer. Plan based on the skills, time, and budget you have at your disposal.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Schedule work for every hour<\/b><span style=\"font-weight: 400;\">: If you want the project to move forward, you don\u2019t want dead time. Schedule work for every available hour that technicians have, so they are never stopped in their tracks. This way, they always know what\u2019s coming next. (It\u2019s also why it\u2019s important to track how long it takes them to do work).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Provide detailed schedules<\/b><span style=\"font-weight: 400;\">: Generally, planners should provide detailed plans to <\/span><span style=\"font-weight: 400;\">maintenance supervisors<\/span><span style=\"font-weight: 400;\">. Sometimes though, a crew leader will be able to help inform plans to optimize the resources at hand. The team leader can take the <\/span><span style=\"font-weight: 400;\">weekly schedule<\/span><span style=\"font-weight: 400;\"> and dole out tasks where they\u2019ll have the most success.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Measure success by <\/b><b>schedule compliance<\/b><span style=\"font-weight: 400;\">: If your projects are running on time, that means you created a great schedule. Your estimations were correct and your allocation of resources were adequate. Chances are though, work will not be on time <\/span><i><span style=\"font-weight: 400;\">all the time \u2014 <\/span><\/i><span style=\"font-weight: 400;\">you will have to adjust as you go along<\/span><i><span style=\"font-weight: 400;\">. <\/span><\/i><span style=\"font-weight: 400;\">Realistically, this will always be an area for <\/span><span style=\"font-weight: 400;\">continuous improvement<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ol>\n<h2><span style=\"font-weight: 400;\">Phases of <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Believe it or not, you need a plan to roll out a plan. To successfully execute on a <\/span><span style=\"font-weight: 400;\">maintenance plan<\/span><span style=\"font-weight: 400;\"> and schedule you\u2019ll need to roll it out in phases.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Phase 1: Gather support<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A change in <\/span><span style=\"font-weight: 400;\">workflow<\/span><span style=\"font-weight: 400;\"> will require support from up and down the ladder \u2014 especially if you are transitioning from <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/reactive-maintenance\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">reactive<\/span><span style=\"font-weight: 400;\"> maintenance<\/span><\/a><span style=\"font-weight: 400;\"> to <\/span><a href=\"https:\/\/limblecmms.com\/blog\/proactive-maintenance\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">proactive maintenance<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Make a business case to management that <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> will help save money and increase <\/span><span style=\"font-weight: 400;\">uptime<\/span><span style=\"font-weight: 400;\"> in the long run.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let your team know that implementing a <\/span><span style=\"font-weight: 400;\">planning process<\/span><span style=\"font-weight: 400;\"> will help make their work smoother, more efficient, and predictable.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Phase 2: Diagnose inefficiencies<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Work to <\/span><a href=\"https:\/\/limblecmms.com\/blog\/root-cause-analysis-rca\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">identify the <\/span><span style=\"font-weight: 400;\">root cause<\/span><span style=\"font-weight: 400;\">(s)<\/span><\/a><span style=\"font-weight: 400;\"> of the problems you are facing in your <\/span><span style=\"font-weight: 400;\">maintenance department<\/span><span style=\"font-weight: 400;\"> right now. Where do technicians face the most bottlenecks in their work?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here are a few examples:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Equipment downtime<\/span><span style=\"font-weight: 400;\"> skyrockets during the extra-busy production months, which slows technicians down.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><a href=\"https:\/\/limblecmms.com\/cmms\/work-order-software\/\"><span style=\"font-weight: 400;\">work <\/span>order software<\/a><span style=\"font-weight: 400;\">\u00a0(or lack thereof) does not integrate with the <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> tracking system, so techs are often hunting down <\/span><span style=\"font-weight: 400;\">additional information<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Technicians are unclear on who should be completing which repairs, and in what order.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Phase 3: Create thorough <\/span><span style=\"font-weight: 400;\">work plans<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Work plans<\/span><span style=\"font-weight: 400;\"> are only effective if they are clear and thorough. To plan well, your <\/span><span style=\"font-weight: 400;\">maintenance organization<\/span><span style=\"font-weight: 400;\"> needs:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Thorough documentation on assets, <\/span><span style=\"font-weight: 400;\">spare parts<\/span><span style=\"font-weight: 400;\">, and other equipment<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/standard-operating-procedure-sop\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Standard operating procedures<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Job plans<\/span><span style=\"font-weight: 400;\"> that define the scope of work, work roles, coordination with other departments and vendors, etc.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Phase 4: Implement your <\/span><span style=\"font-weight: 400;\">work plans<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Now that the <\/span><span style=\"font-weight: 400;\">job plans<\/span><span style=\"font-weight: 400;\"> are done, it\u2019s time to execute. Here\u2019s what you need to do:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Write out your work schedule, down to the hour<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Figure out how work will be divided among your team and vendors<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Define job roles for each of your team members and assign work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Verify you have all the parts and equipment to complete the work<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">After all that \u2014 get to work!<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Phase 5: Evaluate your progress<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve started on your maintenance projects, it\u2019s important to regularly review their success.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Remember, you\u2019ll measure the effectiveness of your plans with <\/span><span style=\"font-weight: 400;\">schedule compliance<\/span><span style=\"font-weight: 400;\"> \u2014 if your work is on time, you nailed it! If not, here are some clues your <\/span><span style=\"font-weight: 400;\">work plans<\/span><span style=\"font-weight: 400;\"> need some tweaking:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You are facing unexpected <\/span><span style=\"font-weight: 400;\">shutdowns<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Performance <\/span><span style=\"font-weight: 400;\">metrics<\/span><span style=\"font-weight: 400;\"> for equipment output are lagging<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Technicians do not have <\/span><span style=\"font-weight: 400;\">spare parts<\/span><span style=\"font-weight: 400;\"> on hand that they need to complete the work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Team members are confused about work priority<\/span><\/li>\n<\/ul>\n<p><span id=\"CMMS-features-that-improve-maintenance-planning-and-scheduling\"><\/span><span style=\"font-weight: 400;\">Ultimately, these types of challenges will slow you down. If you\u2019re encountering these problems, it\u2019s time to go back to your original <\/span><span style=\"font-weight: 400;\">job plans<\/span><span style=\"font-weight: 400;\"> and reevaluate.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Phase 6: Maintain<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Provided your work is on time and everything is (mostly) going to plan, the hard part is done!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now, all you need to do is continually review your <\/span><span style=\"font-weight: 400;\">KPIs<\/span><span style=\"font-weight: 400;\"> and <\/span><span style=\"font-weight: 400;\">schedule compliance<\/span><span style=\"font-weight: 400;\"> to make sure everything continues to run smoothly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Expect to make small tweaks along the way, but go ahead and give yourself a pat on the back for a job well-done.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> features that improve <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling<\/span><\/h2>\n<p><a href=\"https:\/\/limblecmms.com\/cmms\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">A <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> (<\/span><span style=\"font-weight: 400;\">computerized maintenance management system<\/span><span style=\"font-weight: 400;\">)<\/span><\/a><span style=\"font-weight: 400;\"> is your best friend when it comes to planning and scheduling <\/span><span style=\"font-weight: 400;\">maintenance work<\/span><span style=\"font-weight: 400;\">. Here are some <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> features that will help your work sail smoothly.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Intuitive <\/span><span style=\"font-weight: 400;\">asset management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s great to have a list of equipment, but that alone is often not enough information.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Component level files include <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> histories, equipment registry, parts registry, and more (this is virtually impossible without a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\">).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In Limble, assets are easily organized in a hierarchy according to their location and\/or purpose. Each asset includes work history, manuals, related parts, vendors, and more so you never have to go digging to find that information.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7182\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/asset-hierarchy-example-1.gif\" alt=\"asset hierarchy example\" width=\"1200\" height=\"473\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Automatic maintenance <\/span><span style=\"font-weight: 400;\">KPIs<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It\u2019s important to track the effectiveness of maintenance as you go along \u2014 which is tough to do without the <\/span><a href=\"https:\/\/evocon.com\/articles\/manual-vs-automated-data-collection-in-manufacturing\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">data which can be collected manually or automatically<\/span><\/a><span style=\"font-weight: 400;\">, based on your setup. Usually, it\u2019s a mix of both.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If your <\/span><span style=\"font-weight: 400;\">maintenance work<\/span><span style=\"font-weight: 400;\"> is documented in a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\">, you can have access to the data you need to make informed decisions in the\u00a0 future.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In Limble, <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-kpi\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">maintenance <\/span><span style=\"font-weight: 400;\">KPIs<\/span><\/a><span style=\"font-weight: 400;\"> are tracked automatically with every <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> that\u2019s completed.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7183\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs.png\" alt=\"Automatic maintenance KPIs\" width=\"619\" height=\"409\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs.png 619w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-300x198.png 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-360x238.png 360w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-442x292.png 442w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-91x60.png 91w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-540x357.png 540w, https:\/\/limblecmms.com\/wp-content\/uploads\/Automatic-maintenance-KPIs-100x66.png 100w\" sizes=\"auto, (max-width: 619px) 100vw, 619px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Productivity reporting<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Do you know how long it takes your techs to complete a task?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The more accurate your measure of the time it takes to complete individual tasks, the more accurate your <\/span><span style=\"font-weight: 400;\">maintenance scheduling<\/span><span style=\"font-weight: 400;\"> can be. It could mean a difference of weeks to complete a project, if you miscalculate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In Limble, it\u2019s easy to set up a dashboard to track employees\u2019 performance, so you can accurately gauge how long it takes your team to complete work).<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7184\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting.png\" alt=\"Productivity reporting\" width=\"624\" height=\"240\" srcset=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting.png 624w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-300x115.png 300w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-451x173.png 451w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-554x213.png 554w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-93x36.png 93w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-540x208.png 540w, https:\/\/limblecmms.com\/wp-content\/uploads\/Productivity-reporting-100x38.png 100w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Work order<\/span><span style=\"font-weight: 400;\"> management<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Remember all that talk about scheduling work based on priority? Well, it is not always as black-and-white as we want it to be.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sometimes, in the midst of work, priorities change. If all your <\/span><span style=\"font-weight: 400;\">job plans<\/span><span style=\"font-weight: 400;\"> are on paper, this will get confusing fast.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A modern <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> helps streamline your entire <a href=\"https:\/\/limblecmms.com\/blog\/work-order-management\/\" target=\"_blank\" rel=\"noopener\">work order management processes<\/a>. Inside Limble, tasks can be easily re-prioritized with a few clicks. And if changing priorities means that someone else has to perform the work, you can simply drag-and-drop tasks to the right people (like you see below).<\/span><\/p>\n<p><span id=\"tips-for-effective-maintenance-planning-and-scheduling\"><\/span><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7185\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/Work-order-management.gif\" alt=\"Work order management\" width=\"1600\" height=\"771\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Tips for <\/span><span style=\"font-weight: 400;\">effective maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">So far, we\u2019ve been through the best practices that will make <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling work for your organization. Now you\u2019re ready for the secret sauce \u2014 tips that will make your <\/span><span style=\"font-weight: 400;\">maintenance program<\/span><span style=\"font-weight: 400;\"> \u201c<\/span><span style=\"font-weight: 400;\">world class.<\/span><span style=\"font-weight: 400;\">\u201d<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tip 1: Choose your <\/span><span style=\"font-weight: 400;\">planner\/scheduler<\/span><span style=\"font-weight: 400;\"> wisely<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">You want to choose a <\/span><span style=\"font-weight: 400;\">planner\/scheduler<\/span><span style=\"font-weight: 400;\"> who has management skill &amp; experience. Most likely, this will be a more senior technician with several years of experience under their belt.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Training the planner also helps. Make sure they understand how to use the software needed to keep things on track.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tip 2: Collaborate with purchasing department<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Planning maintenance projects without ordering necessary parts is a waste of time. If technicians don\u2019t have the parts they need to do their work, they can\u2019t do the work.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Include your purchasing department in <\/span><span style=\"font-weight: 400;\">maintenance planning<\/span><span style=\"font-weight: 400;\"> meetings so they can facilitate part orders at the right time.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tip 3: Forward schedule for an agreed-upon time period<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Schedule work 8-12 weeks out at a time. Once work in one phase is underway, begin scheduling the next phase.<\/span><\/p>\n<p><span id=\"optimize-your-maintenance-work-with-a-CMMS\"><\/span><span style=\"font-weight: 400;\">This keeps the team busy for a sizeable chunk of time, but it is still a manageable span of time for the <\/span><span style=\"font-weight: 400;\">planner\/scheduler<\/span><span style=\"font-weight: 400;\"> plan for.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Tip 4: Standardize procedures as much as possible<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Clear instructions are always important.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The next level to that is creating repeatable processes that your team can follow every time they have a repeated task.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This saves your time and theirs, and helps create a stronger team in the long run.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Optimize your maintenance work<\/span><span style=\"font-weight: 400;\"> with a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">We won\u2019t say that <\/span><span style=\"font-weight: 400;\">effective maintenance planning<\/span><span style=\"font-weight: 400;\"> and scheduling isn\u2019t possible without a <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> \u2014 but it sure is a lot more difficult.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A <\/span><span style=\"font-weight: 400;\">CMMS<\/span><span style=\"font-weight: 400;\"> can save you money, increase productivity, and track your most important maintenance data. Limble is here to help \u2014 <\/span><a href=\"https:\/\/limblecmms.com\/demo-request\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">set a demo<\/span><\/a><span style=\"font-weight: 400;\"> or <\/span><a href=\"https:\/\/limblecmms.com\/get-started\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">start a free trial<\/span><\/a><span style=\"font-weight: 400;\">.<\/span>[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row kd_background_image_position=&#8221;vc_row-bg-position-top&#8221;][vc_column][vc_column_text]Anyone who\u2019s ever single-handedly tried to prepare Thanksgiving dinner [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":8689,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[739],"tags":[],"class_list":["post-4411","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-maintenance-operations"],"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>Better Maintenance Planning And Scheduling With Data Automation<\/title>\n<meta name=\"description\" content=\"Learn how automated data collection from CMMS and OEM systems can be used to improve maintenance planning and scheduling.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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