{"id":5395,"date":"2021-09-29T05:19:31","date_gmt":"2021-09-29T11:19:31","guid":{"rendered":"https:\/\/limblecmms.com\/?p=5395"},"modified":"2025-06-09T11:08:59","modified_gmt":"2025-06-09T17:08:59","slug":"preventive-maintenance-policy","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/preventive-maintenance-policy\/","title":{"rendered":"How to Determine and Write a Maintenance Policy"},"content":{"rendered":"

[vc_row kd_background_image_position=”vc_row-bg-position-top”][vc_column][vc_column_text]Often misused and misunderstood, the word policy is a generic term. Yet, its application and effectiveness to business management and maintenance governance are without question. Read on to find out what a maintenance policy is and how it applies to and supports <\/span>efficient and effective maintenance strategies<\/span><\/a>.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row kd_background_image_position=”vc_row-bg-position-top”][vc_column][vc_column_text]<\/p>\n

What is a maintenance policy?<\/b><\/h2>\n

A maintenance policy is a document produced, owned, and managed by senior management. In the hierarchy of business governance, all policies flow from and sit below the company’s vision, mission, and values.<\/span><\/span><\/p>\n

As a factual statement of intent, a maintenance policy is a formal document. It establishes what top management <\/span>expects from the maintenance department<\/span><\/a>. The contents of the maintenance policy must support and enable the mission, values, and business objectives.<\/span><\/p>\n

You will find confusion around policies versus strategy, so let’s set the record straight. A maintenance policy <\/span>sits below business strategy and asset management policy<\/a><\/b> – yet <\/span>above the maintenance department strategy<\/b> and maintenance plans.<\/span><\/p>\n

Why do you need a policy for maintenance?<\/b><\/h2>\n

A maintenance policy sets the boundaries for maintenance strategy development. Think of it as the mission and values for the maintenance department. By setting clear, objective and quantifiable maintenance expectations, the policy focuses maintenance department actions toward necessary and desired outcomes, such as making business processes cost-effective, reducing maintenance costs, reducing unplanned downtime and breakdowns, etc.<\/span><\/p>\n

The very act of writing a maintenance policy requires a fair bit of analysis. It forces decisions on <\/span>risk analysis, the desired extent of regulatory compliance, maintenance costs and expenditure commitment, and the extent of workforce safety<\/b>. Such a process combines thinking, creating consensus, and collaboration between senior management and maintenance workers.<\/span><\/span><\/p>\n

It is also a clear, auditable commitment from the owner or senior team. When a <\/span>maintenance engineer<\/span><\/a> or other maintenance expert writes the maintenance strategy, their document must deliver on the intent and commitments required by the maintenance policy. Basically, they are held to account by the policy.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=”middle” kd_background_image_position=”vc_row-bg-position-bottom” css=”.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;}” css_tablet_landscape=”.vc_custom_1682370923807{padding-bottom: 80px !important;}” css_tablet_portrait=”.vc_custom_1682370923807{padding-bottom: 80px !important;}” css_mobile=”.vc_custom_1682370923808{padding-bottom: 80px !important;}”][vc_column][vc_row_inner content_placement=”middle” gap=”15″ kd_background_image_position=”vc_row-bg-position-top”][vc_column_inner width=”2\/3″]

Standard Operating Procedure (SOP)<\/h2>
Create your own routine maintenance SOP with this customizable template.<\/h6><\/header>[\/vc_column_inner][vc_column_inner width=”1\/3″][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=”vc_row-bg-position-top”][vc_column][vc_column_text]<\/p>\n

Who writes the maintenance policy document?<\/b><\/h2>\n

The act of writing a maintenance policy document is less important than who formulates it.<\/span><\/p>\n

At a minimum, you could expect an HR Director, Operations Director, and Engineering Director to be present. This senior team should formulate all policies, based on the impact they will have on their departments. The team usually is led by the CEO or Managing Director.<\/span><\/span><\/p>\n

The writing will usually be passed to the engineering manager or a <\/span>maintenance manager<\/span><\/a>. Submitted to the senior management team for review and challenge, the CEO and maintenance department heads will sign off on the document once everything is polished and agreed upon.<\/span><\/p>\n

The exact division of responsibilities between the roles will depend on the size of your organization and your maintenance department.<\/span><\/p>\n

What defines a good maintenance policy?<\/b><\/h2>\n

The easiest way to explain what a good maintenance policy looks like is to review its desired characteristics. We identified six of them.\u00a0<\/span><\/p>\n

\"Elements<\/span><\/p>\n

1. Coherence with the company values<\/span><\/h3>\n

If the company values speak of the right for all employees to return home safely from work each day, it would be remiss not to highlight the health and safety expectations of the maintenance department.<\/span><\/p>\n

Where sustainability and environmental concerns are valued, a high-level expectation on waste disposal would be appropriate, <\/span>pushing maintenance managers to be more eco-friendly<\/span>.<\/span><\/p>\n

The best way to lose the support of your employees is to show inconsistency between words and deeds.<\/span><\/p>\n

2. Fit for purpose<\/span><\/h3>\n

Design your policies according to company size and activities, keeping appropriate maintenance in mind. A six-person maintenance organization may have 4 or 5 one-page policies covering HR, Operations, Health & Safety, and Finance. The policies of a large multi-site manufacturer will have a suite of comprehensive documents.<\/span><\/p>\n

Write policies to support clear guidance, good decision-making, and publicize where your company sits in regard to maintenance. Write them to inform and include realistic guidelines.<\/span><\/p>\n

3. Clarity<\/span><\/h3>\n

The maintenance policy must clarify the role and goals of maintenance and how it supports the company vision. It should set clear boundaries beyond which the maintenance department must not operate. It will also clearly articulate the obligations and support expected of the broader organization toward the maintenance department.<\/span><\/p>\n

4. Formed through external engagement<\/span><\/h3>\n

Gone are the days when a CEO wrote a policy document as a way of policing their staff. Discuss policies with those who will be affected, and consider their input and concerns. <\/span>An impractical policy will be ignored, begging why it was written in the first place<\/b>.<\/span><\/p>\n

5. Accessibility & applicability<\/span><\/h3>\n

Policies are not dry, dusty documents, written to please an auditor once every couple of years. They exist to inform and guide everyday decisions. All personnel should be able to access and read any of the company\u2019s policy documents.<\/span><\/p>\n

Limble CMMS<\/a> users have the option to create a digital asset and attach the newly written\/updated maintenance policy to it. This way, any employee with Limble user account can quickly access the document on any PC or mobile device. Why does this matter? Because documents that are hard to find will simply stop being used.<\/p><\/blockquote>\n

Company size, strategy, or practices will change throughout its life-cycle. The maintenance policy should undergo regular updates to ensure applicability to current operations. In that way, it is similar to <\/span>standard operating procedures<\/span><\/a>.<\/span><\/span><\/p>\n

6. A statement of commitment<\/span><\/h3>\n

The policy must be signed and supported by the CEO and departmental head, signifying a formal commitment from a person of accountability. As individuals change in their roles, the review and signature of the documents by the new incumbent should occur.<\/span><\/p>\n

What does a typical maintenance policy contain?<\/b><\/h2>\n

Every maintenance policy you read will be different, but good policies should address the following areas:<\/span><\/p>\n

\"Maintenance<\/span><\/p>\n

1. Introduction<\/span><\/h3>\n

The introduction is a general, short, high-level overview for someone who has no maintenance knowledge. It talks about what maintenance is, why it’s done, and the benefits it brings to the organization.\u00a0<\/span><\/p>\n

It should explain how maintenance helps the company achieve its vision, mission, and purpose, addressing appropriate maintenance, <\/span>preventive maintenance<\/span><\/a>, and all other maintenance activities.<\/span><\/p>\n

2. Purpose of the policy<\/span><\/h3>\n

Purpose explains the intent behind writing the document. Maybe you wish to provide a safe and healthy environment for employees and machine operators. You could wish to maximize equipment uptime to <\/span>ensure effective and efficient use of assets<\/span><\/a>. Perhaps component or service quality is an integral part of what you do, and you wish to maintain product excellence.<\/span><\/p>\n

It may be that effective inventory management is part of your concern, or perhaps the reduction of rework. If the equipment you use is capital-intensive, you may wish to achieve the lowest total operating cost possible.<\/span><\/p>\n

This paragraph should clarify the reasons for prescribing these maintenance expectations.<\/span><\/p>\n

3. The statement of intent<\/span><\/h3>\n

This part of the policy is a commitment by the company. It should begin with a definite statement. No more high-level fluffy language here. What is this policy going to do? Examples include:<\/span><\/p>\n