{"id":8718,"date":"2025-03-21T11:35:27","date_gmt":"2025-03-21T17:35:27","guid":{"rendered":"https:\/\/limblecmms.com\/?p=8718"},"modified":"2025-05-30T12:58:50","modified_gmt":"2025-05-30T18:58:50","slug":"workflow-optimization","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/workflow-optimization\/","title":{"rendered":"What is Maintenance Workflow and How to Optimize It?"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">An<\/span><a href=\"https:\/\/limblecmms.com\/blog\/how-to-organize-a-maintenance-department\/\"> <span style=\"font-weight: 400;\">effective <\/span><span style=\"font-weight: 400;\">maintenance department<\/span><\/a> <span style=\"font-weight: 400;\">is process-driven, using process mapping and flow charts to align <\/span><span style=\"font-weight: 400;\">maintenance processes<\/span><span style=\"font-weight: 400;\"> with company objectives and optimize <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\"> for both efficiency and effectiveness.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this post, we\u2019ll explain what exactly <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\"> are, what process mapping is, show you how to apply it to your <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\">, and discuss potential benefits.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\">?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\"> is essentially the sequence of steps and processes involved in completing a <\/span><span style=\"font-weight: 400;\">maintenance task<\/span><span style=\"font-weight: 400;\">, from the initial <\/span><span style=\"font-weight: 400;\">maintenance request<\/span><span style=\"font-weight: 400;\"> to final completion and documentation. It&#8217;s a structured approach that ensures <\/span><span style=\"font-weight: 400;\">maintenance activities<\/span><span style=\"font-weight: 400;\"> are carried out efficiently, consistently, and effectively.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">An effective <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\"> comprises four key stages:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Work initiation and authorization:<\/b><span style=\"font-weight: 400;\"> The initiation stage where the <\/span><span style=\"font-weight: 400;\">work request<\/span><span style=\"font-weight: 400;\"> is generated. On approval of the service request, the <\/span><span style=\"font-weight: 400;\">maintenance process<\/span><span style=\"font-weight: 400;\"> begins.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Maintenance event planning and deployment:<\/b><span style=\"font-weight: 400;\"> Following authorization, a comprehensive <\/span><a href=\"https:\/\/limblecmms.com\/blog\/understanding-maintenance-plans\/\"><span style=\"font-weight: 400;\">maintenance plan<\/span><\/a><span style=\"font-weight: 400;\"> is developed, outlining the necessary procedures and resources. Subsequently, <\/span><span style=\"font-weight: 400;\">maintenance personnel<\/span><span style=\"font-weight: 400;\"> are dispatched to the asset location, equipped with the required tools and instructions.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Task execution and equipment restoration:<\/b><span style=\"font-weight: 400;\"> The <\/span><span style=\"font-weight: 400;\">maintenance work<\/span><span style=\"font-weight: 400;\"> is carried out according to the established plan, with the goal of returning the equipment to its optimal operational state. This stage involves hands-on repairs, replacements, and adjustments.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Reporting and diagnostic analysis:<\/b><span style=\"font-weight: 400;\"> Upon completion of the work, reports are generated specifying the nature of <\/span><span style=\"font-weight: 400;\">equipment failure<\/span><span style=\"font-weight: 400;\">, diagnosis of the problem, and details of repair and replacement procedures.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Maintenance workflow<\/span><span style=\"font-weight: 400;\"> is usually initiated by a certain trigger. Here are the steps of a standard <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-large\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/maintenance-workflow-custom-image-01-scaled.jpg\" width=\"2560\" height=\"1562\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s explain the above image with a concrete example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A reliability engineer receives oil sampling results from a lab indicating that the oil in a conveyor drive gearbox has deteriorated and requires changing.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The engineer raises a <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-work-request\/\"><span style=\"font-weight: 400;\">work request<\/span><\/a><span style=\"font-weight: 400;\"> for the gearbox\u2019s oil and filter to be changed within the next two weeks and lodges this with maintenance.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">maintenance planner<\/span><span style=\"font-weight: 400;\"> checks:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">That the oil, seals, and filters are in stock<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Determines the average hours needed for the task from <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-history-records\/\"><span style=\"font-weight: 400;\">maintenance history<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Looks at the production plan to find and secure suitable <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/unplanned-downtime\/\"><span style=\"font-weight: 400;\">downtime<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Reviews the shift roster to ensure technical resources are available<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Raises a task <\/span><a href=\"https:\/\/limblecmms.com\/blog\/work-order\/\"><span style=\"font-weight: 400;\">work order<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Issues the task to the appropriate maintenance supervisor<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The maintenance supervisor assigns the task to a technician.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The technician draws the oil and filters from inventory and books out the special tooling for the filter removal.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The technician carries out the task, tests for leaks, and signs off the <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> showing the used spares and consumables. They return the <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> to their supervisor.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The supervisor reviews the task, countersigns, and returns the <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> to the <\/span><span style=\"font-weight: 400;\">maintenance planner<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The <\/span><span style=\"font-weight: 400;\">maintenance planner<\/span><span style=\"font-weight: 400;\"> updates the task in the maintenance system and resets the oil sampling frequency.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">What is <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><span style=\"font-weight: 400;\">?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Maintenance management<\/span><span style=\"font-weight: 400;\"> is the organized process of planning, executing, and controlling <\/span><span style=\"font-weight: 400;\">maintenance activities<\/span><span style=\"font-weight: 400;\"> to ensure that assets and equipment operate efficiently and reliably. It&#8217;s a critical function for any organization that relies on physical assets to conduct <\/span><span style=\"font-weight: 400;\">maintenance operations<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here&#8217;s a <\/span><span style=\"font-weight: 400;\">breakdown<\/span><span style=\"font-weight: 400;\"> of what <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><span style=\"font-weight: 400;\"> entails:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Planning. <\/b><span style=\"font-weight: 400;\">This involves developing <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-schedule\/\"><span style=\"font-weight: 400;\">preventive maintenance schedules<\/span><\/a><span style=\"font-weight: 400;\">, determining <\/span><span style=\"font-weight: 400;\">resource allocation<\/span><span style=\"font-weight: 400;\"> requirements, and creating <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-strategy\/\"><span style=\"font-weight: 400;\">maintenance strategies<\/span><\/a><span style=\"font-weight: 400;\"> (<\/span><a href=\"https:\/\/limblecmms.com\/strategies\/preventive-maintenance\/\"><span style=\"font-weight: 400;\">preventive<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/reactive-maintenance\/\"><span style=\"font-weight: 400;\">reactive<\/span><\/a><span style=\"font-weight: 400;\">, and <\/span><a href=\"https:\/\/limblecmms.com\/strategies\/predictive-maintenance\/\"><span style=\"font-weight: 400;\">predictive maintenance<\/span><\/a><span style=\"font-weight: 400;\">).\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Organizing. <\/b><span style=\"font-weight: 400;\">This includes assigning tasks, managing personnel, and coordinating with other departments.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Executing. <\/b><span style=\"font-weight: 400;\">This refers to carrying out the actual <\/span><span style=\"font-weight: 400;\">asset maintenance work<\/span><span style=\"font-weight: 400;\">, whether it&#8217;s routine inspections, repairs, or replacements.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Controlling. <\/b><span style=\"font-weight: 400;\">This involves monitoring <\/span><span style=\"font-weight: 400;\">maintenance activities<\/span><span style=\"font-weight: 400;\">, tracking <\/span><span style=\"font-weight: 400;\">asset performance<\/span><span style=\"font-weight: 400;\">, and making adjustments as needed.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Improving. <\/b><span style=\"font-weight: 400;\">This is the constant analysis of maintenance data, and the implementation of improvements to the <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-program\/\"><span style=\"font-weight: 400;\">preventive maintenance program<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Key aspects of <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><span style=\"font-weight: 400;\"> include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Asset management<\/b><b>:<\/b><span style=\"font-weight: 400;\"> Tracking and managing the <\/span><span style=\"font-weight: 400;\">lifecycle<\/span><span style=\"font-weight: 400;\"> of <\/span><span style=\"font-weight: 400;\">critical assets<\/span><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Preventive maintenance<\/b><span style=\"font-weight: 400;\">: Regularly scheduled maintenance to prevent <\/span><span style=\"font-weight: 400;\">breakdowns<\/span><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Predictive maintenance<\/b><span style=\"font-weight: 400;\">: Using data and technology to predict when maintenance is needed.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Reactive maintenance<\/b><span style=\"font-weight: 400;\">: Repairing equipment after it has failed.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Inventory management:<\/b><span style=\"font-weight: 400;\"> Managing spare parts and materials.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Work order management<\/b><b>:<\/b><span style=\"font-weight: 400;\"> Tracking and managing <\/span><span style=\"font-weight: 400;\">maintenance tasks<\/span><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Performance measurement:<\/b><span style=\"font-weight: 400;\"> Using <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-kpi\/\"><span style=\"font-weight: 400;\">key performance indicators<\/span><b> (<\/b><span style=\"font-weight: 400;\">KPIs<\/span><span style=\"font-weight: 400;\">)<\/span><\/a><span style=\"font-weight: 400;\"> to assess the effectiveness of <\/span><span style=\"font-weight: 400;\">maintenance activities<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">The difference between <\/span><span style=\"font-weight: 400;\">asset management<\/span><span style=\"font-weight: 400;\"> vs <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">While both <\/span><span style=\"font-weight: 400;\">asset management<\/span><span style=\"font-weight: 400;\"> and <\/span><span style=\"font-weight: 400;\">maintenance management<\/span><span style=\"font-weight: 400;\"> contribute to optimizing asset utilization, they differ significantly in scope and focus.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/maintenance-management\/\"><b>Maintenance management<\/b><\/a><span style=\"font-weight: 400;\"> primarily concerns itself with the physical <\/span><span style=\"font-weight: 400;\">upkeep<\/span><span style=\"font-weight: 400;\"> and <\/span><span style=\"font-weight: 400;\">operational efficiency<\/span><span style=\"font-weight: 400;\"> of assets. Its activities include scheduling and executing <\/span><span style=\"font-weight: 400;\">maintenance tasks<\/span><span style=\"font-weight: 400;\">, managing spare parts and personnel, monitoring <\/span><span style=\"font-weight: 400;\">equipment performance<\/span><span style=\"font-weight: 400;\">, and analyzing <\/span><span style=\"font-weight: 400;\">maintenance costs<\/span><span style=\"font-weight: 400;\">. Typically, organizations use <\/span><span style=\"font-weight: 400;\">CMMS software<\/span><span style=\"font-weight: 400;\"> to track these operational details.<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/blog\/asset-management-strategy\/\"><b>Asset management<\/b><\/a><span style=\"font-weight: 400;\">, on the other hand, adopts a broader, <\/span><span style=\"font-weight: 400;\">lifecycle<\/span><span style=\"font-weight: 400;\">-oriented perspective. It encompasses strategic planning and financial <\/span><span style=\"font-weight: 400;\">forecasting<\/span><span style=\"font-weight: 400;\"> for asset acquisition, operation, and retirement. This includes optimizing asset utilization to maximize value, conducting risk assessments, and using data analytics for informed investment decisions. EAM systems, which often incorporate CMMS functionalities, are commonly used for this comprehensive management of asset <\/span><span style=\"font-weight: 400;\">lifecycles<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><b>Process mapping explained<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Process mapping is a technique that uses flowcharts to explain the steps of a process. This technique helps <\/span><span style=\"font-weight: 400;\">team members<\/span><span style=\"font-weight: 400;\"> to understand how to complete and optimize certain tasks without verbal explanations. It can be used in any business and industry, including maintenance.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s check the six steps of process mapping.<\/span><\/p>\n<h3><b>Step #1 \u2013 Process identification<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Start with a clear objective and scope of work for all change management tasks. This first step identifies the process to be mapped and the reasons for the exercise. Define what success will look like when complete, who the exercise will involve, and the business areas where the review will take place.<\/span><\/p>\n<h3><b>Step #2 \u2013 Gather data<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">This step interacts with all those using the process to understand what triggers it, the steps and people involved, interfaces between individuals and departments, and the duration of each task.<\/span><\/p>\n<h3><b>Step #3 \u2013 Map the process<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Process mapping is a graphical representation of the chain of activities that begins with a trigger and ends in an outcome. It uses symbols to show the flow direction and all inputs, outputs, delays, and steps. However, you don\u2019t have to be a process mapping expert \u2013 as long as you can show all paths, decisions, and loops from beginning to end.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-8720 aligncenter\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/FSU-Presentation2.jpg\" alt=\"process mapping\" width=\"800\" height=\"600\" \/><\/p>\n<p style=\"text-align: center;\"><i><span style=\"font-weight: 400;\">Example of a process mapping. Source: <\/span><\/i><a href=\"http:\/\/www.geaslin.com\/process_mapping.htm\" target=\"_blank\" rel=\"noopener\"><i><span style=\"font-weight: 400;\">Geaslin Group<\/span><\/i><\/a><i><\/i><\/p>\n<h3><b>Step #4 \u2013 Analyze your findings<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Start working through your map to challenge every step. Use the<\/span><a href=\"https:\/\/limblecmms.com\/blog\/root-cause-analysis-rca\/\"><span style=\"font-weight: 400;\"> 5 Whys<\/span><\/a> <span style=\"font-weight: 400;\">to challenge:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What is being done?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">By whom?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Where the task takes place?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The time or point in the process?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The method used to complete the task?<\/span><\/li>\n<\/ul>\n<h3><b>Step #5 \u2013 Modify and <\/b><b>streamline<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Steps three and four provide insight into unnecessary steps, parallel tasks that add no value, loop-backs that delay, and waiting times that you might avoid. Rearrange the process to remove all steps that add no value to the outcome, relocate actions for efficiency, and add new steps where required.<\/span><\/p>\n<h3><b>Step #6 \u2013 Review and manage<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Implement the revised process with the support and understanding of your <\/span><span style=\"font-weight: 400;\">maintenance team<\/span><span style=\"font-weight: 400;\">. Monitor the outputs against the objectives stated in step one of the mapping process. Modify, fine-tune, and adjust, then issue the updated process for use.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now that you\u2019re familiar with the concept of process mapping, let\u2019s show you how to apply it to your <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><b>The benefits of mapping your <\/b><b>maintenance workflows<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Mapping your <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\"> provides six important benefits.<\/span><\/p>\n<h3><b>1. Business process improvement<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Processes change over time, gathering extra steps and redundant tasks, with some processes set up poorly from the start. Mapping what is being done allows comparison against what others think is actually occurring. It also allows a graphical representation to make the process less abstract, highlighting unnecessary loops and steps.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Finally, it shows interfaces where unacceptable delays may occur when the process moves from one department to another. Identifying such <\/span><span style=\"font-weight: 400;\">inefficiencies<\/span><span style=\"font-weight: 400;\"> is the first step towards improvement.<\/span><\/p>\n<h3><b>2. Workflow clarification<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Mapping a workflow is useful to help outsiders and those involved to understand the sequence of events, their purpose, and expected duration. In our worked example above, the reliability engineer can review the workflow to understand how to proceed.<\/span><\/p>\n<h3><b>3. Role clarity<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">People carrying out a process may not always be clear on the requirements of their role, the interfaces required of them, and the procedures they need to follow to acquit their part. A new <\/span><span style=\"font-weight: 400;\">maintenance planner<\/span><span style=\"font-weight: 400;\"> might review the workflow to understand the six steps they must undertake upon receipt of a <\/span><span style=\"font-weight: 400;\">work request<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><b>4. Internal <\/b><b>audit<\/b><b>\u00a0<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Auditing<\/span><span style=\"font-weight: 400;\"> for process compliance or regulatory breach is easier with a clearly defined workflow against which to measure observed work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For instance, the <\/span><span style=\"font-weight: 400;\">audit<\/span><span style=\"font-weight: 400;\"> may find that seals are not being drawn from stock when a gearbox oil change is called (despite the requirements of the work pack) or that the reliability engineer requested the work by email rather than formally raising a request.<\/span><\/p>\n<h3><b>5. Regulatory compliance and accountability<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Where a regulatory breach has serious financial or legal repercussions, a process removes any doubt about the steps and procedures to follow and who must complete them. If a breach occurs, like gearbox oil being poured down the drain instead of placed in the oil recycling drum, the process pinpoints who to speak to.<\/span><\/p>\n<h3><b>6. Training improvements<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A process identifies areas where an individual <\/span><span style=\"font-weight: 400;\">maintenance technician<\/span><span style=\"font-weight: 400;\"> or team fails to meet expectations, and whether remedial <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-training\/\"><span style=\"font-weight: 400;\">maintenance training<\/span><\/a><span style=\"font-weight: 400;\"> is required. If our<\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-planner\/\"> <span style=\"font-weight: 400;\">maintenance planner<\/span><\/a> <span style=\"font-weight: 400;\">constantly receives completed <\/span><span style=\"font-weight: 400;\">work orders<\/span><span style=\"font-weight: 400;\"> that the supervisor hasn\u2019t signed, the <\/span><span style=\"font-weight: 400;\">maintenance manager<\/span><span style=\"font-weight: 400;\"> can address the issue using the process workflow as an example.<\/span><\/p>\n<h2><b>How to use <\/b><b>CMMS system<\/b><b> to optimize your <\/b><b>maintenance workflow processes<\/b><\/h2>\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><span style=\"font-weight: 400;\"> (CMMS)<\/span><\/a><span style=\"font-weight: 400;\"> provides immediate benefits for workflow <\/span><span style=\"font-weight: 400;\">optimization<\/span><span style=\"font-weight: 400;\">:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It enforces process discipline by becoming the sole method of logging issues for maintenance rectification and avoiding informal procedures. The <\/span><span style=\"font-weight: 400;\">work order<\/span> <span style=\"font-weight: 400;\">will not be raised if it\u2019s not correctly logged in the CMMS.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">When logged, the prioritization of <\/span><span style=\"font-weight: 400;\">work requests<\/span> <span style=\"font-weight: 400;\">enables the CMMS to schedule tasks for <\/span><span style=\"font-weight: 400;\">planned maintenance<\/span><span style=\"font-weight: 400;\"> periods that are appropriate to the urgency. It also can raise notifications and alerts to senior staff for high-criticality items.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">By centralizing all data in one database, the CMMS ensures an <\/span><span style=\"font-weight: 400;\">audit<\/span><span style=\"font-weight: 400;\"> trail from task initiation to completion, highlighting personnel actions, spares used, and contractors engaged.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The maintenance program is automatically updated, with completed tasks and work-arising captured and the next-due dates and times advanced.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The CMMS assists with <\/span><span style=\"font-weight: 400;\">resource allocation<\/span><span style=\"font-weight: 400;\"> and scheduling by indicating the number and specialty of all personnel required for <\/span><span style=\"font-weight: 400;\">planned maintenance<\/span><span style=\"font-weight: 400;\"> shuts, tooling and spares required, and the time needed to complete the work. The in-service database within the CMMS allows data mining and analysis to identify efficiency <\/span><span style=\"font-weight: 400;\">metrics<\/span><span style=\"font-weight: 400;\"> for <\/span><span style=\"font-weight: 400;\">continuous improvement<\/span><span style=\"font-weight: 400;\"> initiatives.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The CMMS allows you to quickly create, store, and access <\/span><a href=\"https:\/\/limblecmms.com\/blog\/standard-operating-procedure-sop\/\"><span style=\"font-weight: 400;\">standard operating procedures<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/limblecmms.com\/blog\/preventive-maintenance-checklist\/\"><span style=\"font-weight: 400;\">maintenance <\/span><span style=\"font-weight: 400;\">checklists<\/span><\/a><span style=\"font-weight: 400;\">, and safety guidelines which are key documents for standardizing <\/span><span style=\"font-weight: 400;\">maintenance work<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A CMMS can provide <\/span><span style=\"font-weight: 400;\">dashboards<\/span><span style=\"font-weight: 400;\"> to visualize <\/span><span style=\"font-weight: 400;\">asset performance<\/span><span style=\"font-weight: 400;\"> in <\/span><span style=\"font-weight: 400;\">real-time<\/span><span style=\"font-weight: 400;\">, along with other key <\/span><span style=\"font-weight: 400;\">metrics<\/span><span style=\"font-weight: 400;\">, aiding in data-driven <\/span><span style=\"font-weight: 400;\">decision-making<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Maintenance tasks<\/span> <span style=\"font-weight: 400;\">automation<\/span><span style=\"font-weight: 400;\">, such as <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> generation, task assignment notifications, and reporting, contributes to efficiency and <\/span><span style=\"font-weight: 400;\">cost savings<\/span><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<h2><b>Other useful methods for <\/b><b>maintenance workflow<\/b> <b>optimization<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">There are numerous practical steps that a maintenance organization can take for process <\/span><span style=\"font-weight: 400;\">optimization<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><b>Kitting<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">A tactic used in the preparation of a <\/span><span style=\"font-weight: 400;\">maintenance task<\/span><span style=\"font-weight: 400;\">. It comprises the assembly of a kit of the spares, tools, and consumables required to acquit the work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Store personnel carry-out kits ahead of the maintenance date once the task is entered, identifying the kit against the <\/span><span style=\"font-weight: 400;\">work order<\/span><span style=\"font-weight: 400;\"> number and quarantining the kit to ensure it is available when the technician requests it. Kitting makes the technician more efficient on maintenance day while ensuring all resources are available.<\/span><\/p>\n<h3><b>Move asset care tasks to operators<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Moving asset care tasks to operators provides three benefits to a business. It helps<\/span><a href=\"https:\/\/limblecmms.com\/blog\/production-and-maintenance\/\"> <span style=\"font-weight: 400;\">remove any us-versus-them issues between maintenance and production<\/span><\/a><span style=\"font-weight: 400;\">, ensures important and frequent tasks like cleaning and lubrication are done rather than ignored by <\/span><span style=\"font-weight: 400;\">maintenance staff<\/span><span style=\"font-weight: 400;\">, and assists in maintaining <\/span><span style=\"font-weight: 400;\">equipment reliability<\/span><span style=\"font-weight: 400;\"> and design <\/span><span style=\"font-weight: 400;\">lifespan<\/span><span style=\"font-weight: 400;\"> achievement.<\/span><\/p>\n<h3><b>Identify and group tasks<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Identify and group tasks or procedures being carried out at different times or by multiple people in different areas. Grouping increases efficiency and <\/span><span style=\"font-weight: 400;\">streamlines<\/span><span style=\"font-weight: 400;\"> processes.<\/span><\/p>\n<h3><b>Provide portable digital devices<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Provide portable devices to place the maintenance documentation where the <\/span><span style=\"font-weight: 400;\">maintenance tasks<\/span><span style=\"font-weight: 400;\"> are underway. Digitalization of documents maintains version control and eliminates paper copies from compromising quality management systems; it also prevents travel time by technicians to access centrally located computers or paper manuals.<\/span><\/p>\n<h2><b>Start making improvements today<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Efficient maintenance systems comprise multiple processes that need to be aligned and streamlined. By mapping each process and removing redundancies, overlaps, and unnecessary steps, you will optimize your <\/span><span style=\"font-weight: 400;\">maintenance workflow<\/span><span style=\"font-weight: 400;\">, make your employees more effective, reduce confusion, and save your business a lot of time and money.<\/span><\/p>\n<p><a href=\"https:\/\/limblecmms.com\/demo-request\/\"><span style=\"font-weight: 400;\">Schedule a demo<\/span><\/a> <span style=\"font-weight: 400;\">or<\/span><a href=\"https:\/\/limblecmms.com\/pricing\/\"> <span style=\"font-weight: 400;\">start a free trial<\/span><\/a> <span style=\"font-weight: 400;\">to see how Limble CMMS can help you with the <\/span><span style=\"font-weight: 400;\">optimization<\/span><span style=\"font-weight: 400;\"> of your <\/span><span style=\"font-weight: 400;\">maintenance workflows<\/span><span style=\"font-weight: 400;\">.<\/span><i><\/i><\/p>\n","protected":false},"excerpt":{"rendered":"<p>An effective maintenance department is process-driven, using process mapping and [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":29403,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[739],"tags":[],"class_list":["post-8718","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>What is Maintenance Workflow and How to Optimize It?<\/title>\n<meta name=\"description\" content=\"Learn what maintenance workflow is and how to optimize your general maintenance processes with a CMMS and process mapping.\" \/>\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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