{"id":9823,"date":"2025-03-24T06:36:00","date_gmt":"2025-03-24T12:36:00","guid":{"rendered":"https:\/\/limblecmms.com\/?p=9180"},"modified":"2025-05-30T12:58:50","modified_gmt":"2025-05-30T18:58:50","slug":"storeroom-management","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/storeroom-management\/","title":{"rendered":"A Complete Guide to Maintenance Storeroom Management"},"content":{"rendered":"

[vc_row kd_background_image_position=”vc_row-bg-position-top”][vc_column][vc_column_text]A maintenance storeroom is a complex and dynamic location, balancing conflicting priorities and stakeholder expectations. And a smoothly functioning storeroom is key to a smoothly functioning maintenance department.<\/span><\/p>\n

This in-depth guide discusses best practices to help storeroom managers optimize their operations in four key areas:\u00a0<\/span><\/p>\n

    \n
  1. Storeroom planning and layout<\/span><\/span><\/li>\n
  2. Storeroom workflow<\/span><\/li>\n
  3. Inventory organization<\/span><\/li>\n
  4. Inventory tracking<\/span><\/li>\n<\/ol>\n

    Let\u2019s see how to take your maintenance storeroom management to the next level.<\/span><\/p>\n

    The purpose of a maintenance storeroom<\/span><\/h2>\n

    Maintenance storerooms provide an efficient parts and tools management service for their maintenance departments.\u00a0<\/span><\/p>\n

    They ensure that maintenance teams have the correct part, tool, or maintenance documentation, in serviceable condition, at the moment they are required.<\/span><\/span><\/p>\n

    Unfortunately, maintenance storerooms can get so bound up managing their ancillary obligations that they forget what their main purpose is. When that happens, your maintenance efficiency suffers, costs increase, and quality systems are bypassed.\u00a0<\/span><\/p>\n

    Let\u2019s see what you can do to ensure that doesn\u2019t happen to you.<\/span>[\/vc_column_text][\/vc_column][\/vc_row][vc_row content_placement=”middle” kd_background_image_position=”vc_row-bg-position-bottom” kd_top_separator_style=”skew-left” kd_top_separator_height=”separator-height-small” kd_bottom_separator_style=”skew-left” kd_bottom_separator_height=”separator-height-small” kd_top_separator=”true” kd_bottom_separator=”true” css=”.vc_custom_1682969576554{margin-bottom: 40px !important;padding-top: 120px !important;padding-right: 40px !important;padding-bottom: 50px !important;padding-left: 40px !important;background: #dde4e8 url(https:\/\/limblecmms.com\/wp-content\/uploads\/cta-laired-hex-4.webp?id=9077) !important;background-position: center !important;background-repeat: no-repeat !important;background-size: cover !important;border-radius: 0px !important;}” css_tablet_landscape=”.vc_custom_1682969576554{padding-bottom: 80px !important;}” css_tablet_portrait=”.vc_custom_1682969576555{padding-bottom: 80px !important;}” css_mobile=”.vc_custom_1682969576555{padding-bottom: 80px !important;}”][vc_column][vc_row_inner kd_background_image_position=”vc_row-bg-position-top”][vc_column_inner]

    Checklist for Creating a Preventive Maintenance Plan<\/h2>

    Following a consistent Preventive Maintenance Plan can make life easier. Use this checklist to create your own!<\/h6><\/header>[\/vc_column_inner][\/vc_row_inner][vc_row_inner content_placement=”top” kd_background_image_position=”vc_row-bg-position-top”][vc_column_inner width=”1\/2″ css=”.vc_custom_1631866454223{padding-right: 50px !important;padding-left: 0px !important;}” offset=”vc_col-lg-6 vc_col-md-12 vc_col-xs-12″ css_tablet_landscape=”.vc_custom_1631866454223{padding-right: 0px !important;}” css_tablet_portrait=”.vc_custom_1631866454223{padding-right: 0px !important;}” css_mobile=”.vc_custom_1631866454224{padding-right: 15px !important;}”][vc_raw_html]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[\/vc_raw_html][\/vc_column_inner][vc_column_inner width=”1\/2″][vc_single_image source=”external_link” alignment=”center” css_animation=”fadeIn” custom_src=”https:\/\/3975608.fs1.hubspotusercontent-na1.net\/hubfs\/3975608\/Content%20Downloads\/PM%20Checklist%20mockup.png”][\/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

    Maintenance storeroom planning and setup<\/span><\/h2>\n

    If you are in the process of setting up a new facility or reorganizing an existing space, read our recommendations for how you should set up your maintenance storeroom.\u00a0<\/span><\/p>\n

    Finding the perfect location<\/span><\/h3>\n

    A study by <\/span>Emerson Reliability Consulting<\/span><\/a> suggests that technicians spend 10-25% of their time obtaining spare parts.\u00a0<\/span><\/p>\n

    Therefore, the location of the storeroom will have a huge impact on maintenance operations.\u00a0<\/span><\/p>\n

    If a central warehouse receives all goods for administration, production, and maintenance, you can locate the maintenance storeroom in a position easily accessible by the maintenance personnel. Component transfers from the central warehouse can happen internally via carts, pallets, and fork trucks.\u00a0<\/span><\/p>\n

    If the maintenance storeroom is standalone, the location can be more flexible. It needs to be on an outer wall or external to the building to accept truck and courier delivery, but close to the production floor to minimize travel times for maintenance staff.<\/span><\/p>\n

    Selecting a maintenance storeroom layout<\/span><\/h3>\n

    While storerooms can be designed in many different ways<\/span><\/a>, there are three common layouts that dominate the market:<\/span><\/p>\n

      \n
    1. I-shaped design<\/span><\/li>\n
    2. L-shaped design<\/span><\/li>\n
    3. U-shaped design<\/span><\/li>\n<\/ol>\n

      \"Graphical<\/p>\n

      I-shaped storeroom layout<\/span><\/i><\/p>\n

      The <\/span>I-shaped design<\/b> allows a straight line flow sequence, with the unloading bay followed by the receipt function, then the quarantine area.\u00a0<\/span><\/p>\n

      After that comes the stocking or put-away staging area, which flows into the main storage area with shelves and racking.\u00a0<\/span><\/p>\n

      Next is the picking function, followed by the packing and shipping area. <\/span>The drawback of the I-shape is that the parts have a long way to travel end-to-end in a big warehouse<\/b>.<\/span><\/p>\n

      \"Graphical<\/p>\n

      L-shaped storeroom layout<\/span><\/i><\/p>\n

      The <\/span>L-shaped layout<\/b> follows the same flow sequence, but the central store forms a large cube, with the unloading and receipt area on one side of the cube and the packing and shipping at ninety degrees.\u00a0<\/span><\/p>\n

      This shape reduces inventory travel times and allows for a large storage area.<\/span><\/p>\n

      \"Graphical<\/p>\n

      U-shaped storeroom layout<\/span><\/i><\/p>\n

      The <\/span>U-shaped storeroom<\/b> is a common design as it fits most existing buildings.\u00a0<\/span><\/p>\n

      The flow sequence remains the same, but unloading and shipping share the same dock, although separated.\u00a0<\/span><\/p>\n

      The storage area forms the bowl of the U-shape, with stock arriving in one leg of the U and progressing around to leave by the other.<\/span><\/p>\n

      Aisle widths consideration<\/span><\/h3>\n

      Facility floor space is valuable, and it should be used wisely. The difference between a 12′ aisle and an 8′ aisle can <\/span>increase your useable area by 15%<\/span><\/a>.\u00a0<\/span><\/p>\n

      The answer to what aisle width to use has to be found on a case-to-case basis.\u00a0<\/span><\/p>\n

      In general, there are two physical factors determining aisle width:<\/span><\/p>\n

        \n
      1. the equipment used to stock and pick inventory (if you use fork trucks, for example, your aisle width will depend on the style and maneuvering requirements of those trucks)<\/span><\/li>\n
      2. the size of the objects stored\u00a0<\/span><\/li>\n<\/ol>\n

        If you’re doing everything manually, think of a minimum aisle width of just over 1 meter or 42″.\u00a0<\/span><\/p>\n

        Be sure to consider the ergonomics for the store workers carrying out stocking, picking, and counting tasks. If using stepladders, stools, or carts, will the aisle width create safety risks regarding manual handling, trip hazards, or equipment maneuvering?\u00a0<\/span><\/p>\n

        Have a safety professional perform a risk assessment before committing to storage spacing.\u00a0<\/span><\/p>\n

        Storage equipment considerations<\/span><\/h3>\n

        The cubic space available is an important measurement, so consider all three dimensions. Oftentimes, using vertical space is cheaper than paying for more floor area.\u00a0<\/span><\/p>\n

        Your parts inventory drives storage equipment selection. High-density cabinets and drawers are the most efficient space utilization if your inventory is predominantly small items, as are small-parts bins \u2014 and if you have the height, vertical lift units, or carousels.\u00a0<\/span><\/p>\n

        Don’t forget that many parts suppliers now offer vending machines for their components, which they will manage and restock.\u00a0<\/span><\/p>\n

        \"A<\/p>\n

        MRO and PPE vending machine. Source: <\/span><\/i>Southwest Solutions Group<\/span><\/i><\/a><\/p>\n

        Your larger items and part modules can still utilize traditional pallet racking or shelving.<\/span><\/p>\n

        Security considerations<\/span><\/h3>\n

        One of the maintenance storeroom\u2019s responsibilities is to ensure a secure chain of custody for all inventory once they are on your premises. If possible, separate your storeroom from the main plant by secure walls or a strong floor-to-ceiling cage.\u00a0<\/span><\/p>\n

        As storerooms contain up to millions of dollars in assets, this external barrier discourages theft and enforces the diligent tracking of parts that go in and out of inventory.<\/span><\/span><\/p>\n

        The passages in and out of the secure area must be access-controlled 24 hours a day, recording the individual’s identity, as well as the date and time of their entry or egress. These days, video surveillance has become a common security method for larger maintenance stores.<\/span><\/p>\n

        Organizing workflow inside a maintenance storeroom<\/span><\/h2>\n

        Managing the workflow within a maintenance storeroom requires logic and precision. It is the only way to ensure an efficient movement of inventory.\u00a0<\/span><\/p>\n

        Where possible, you should design a warehouse space to <\/span>have parts follow a single flow as they enter, progress through, and leave the storeroom<\/b>. This way, storeroom workers can save considerable time and reduce their daily travel distance.<\/span><\/p>\n

        Throughout their lifecycle, parts will exchange many different hands. The key to an efficient maintenance storeroom workflow is to not overload one person with too many roles.\u00a0<\/span><\/p>\n

        We recommend allocating one role per person<\/b>. Otherwise, when the storeroom gets busy, tasks will be put off ‘until later’ \u2014 and later never comes. The system will begin to fall apart, with parts losses, incorrect inventory counts, and meaningless usage data.<\/span><\/p>\n

        With a little bit of strategic and proactive thinking, all of this is easily preventable.<\/span><\/p>\n

        \"List<\/a><\/p>\n

        Managing parts reception<\/span><\/h3>\n

        You have to have an outlined process for accepting and storing goods in your maintenance storeroom.\u00a0<\/span><\/p>\n

        Usually, you will have part-receiving areas located at the dock where trucks and couriers unload. Here, a receiving clerk will have to check part numbers and quantity to make sure that the delivery matches your purchase order.\u00a0<\/span><\/p>\n

        Before raising a goods receipt within the warehouse management system to officially accept the parts into stock, they will also inspect packaging integrity and check for any damage that might have happened during the transport.\u00a0<\/span><\/p>\n

        Under no circumstances should parts be taken by maintenance personnel until they are formally entered into the stock system<\/b>.\u00a0<\/span><\/p>\n

        The parts should be labeled or barcoded, and then passed to a staging area for stocking or put away into general storage. If there is an open work order, they can be routed directly to maintenance.\u00a0<\/span><\/p>\n

        Sooner or later, you will end up receiving items that are damaged or do not comply with the purchase order. In such cases, they can go into an on-site quarantine area, which we will discuss shortly.<\/span><\/p>\n

        Managing stocking and put-away processes<\/span><\/h3>\n

        Ideally, you will have a computerized system that will notify the personnel tasked with stocking that parts in the staging area await their attention. <\/span><\/p>\n

        Before transporting the item to storage, storeroom personnel will scan or manually enter the part ID into the software. After storing it, they can enter its location details and close out the put-away task.<\/span><\/p>\n

        This way, you will have complete traceability. At any time, the parts can only be in one of four locations:<\/span><\/p>\n

          \n
        1. Quarantine<\/span><\/li>\n
        2. Staging area<\/span><\/li>\n
        3. On a put-away task with an identified employee<\/span><\/li>\n
        4. Their designated stock location<\/span><\/li>\n<\/ol>\n

          Managing stock-picking processes<\/span><\/h3>\n

          Picking is the process of fulfilling a parts order from maintenance. While large warehouses use very complicated <\/span>picking systems and strategies<\/span><\/a>, in most maintenance storerooms, the picking process is simple and defaults to “discrete picking”.\u00a0<\/span><\/p>\n

          Discrete picking occurs when a storeroom picker picks each order as it is received. It’s a labor-intensive process, but given the scale of most maintenance storerooms, it’s adequate.<\/span><\/p>\n

          There is also a process called secondary picking. It is used for planned maintenance tasks and involves picking parts that will be placed in a staging area to assemble a maintenance kit with its own part number. As the picker selects the parts, they scan or enter them against the work order or inventory request they are fulfilling, which maintains part traceability.<\/span><\/p><\/blockquote>\n

          Managing packing and shipping processes<\/span><\/h3>\n

          While large warehouses routinely pack and ship inventory to clients globally, most maintenance storerooms are only used to fulfill the organization\u2019s internal maintenance needs.\u00a0<\/span><\/p>\n

          This greatly reduces the need for packing and shipping areas and personnel. However, it doesn’t do away with them completely. <\/span><\/p>\n

          Packing and shipping in a maintenance storeroom are used for three primary reasons:<\/span><\/p>\n

            \n
          1. Send unserviceable components or tools to external suppliers for repair or overhaul.<\/span><\/li>\n
          2. Return wrongly received or damaged items to suppliers from the quarantine area.<\/span><\/li>\n
          3. Prepare maintenance kits for pending work.<\/span><\/li>\n<\/ol>\n

            Most storerooms locate their packing and shipping areas on the same loading dock as the area for receiving inbound goods, <\/span>but carefully segregated to ensure no crossover or confusion between inward and outward goods<\/b>.\u00a0<\/span><\/p>\n

            Setting up a quarantine area<\/span><\/h3>\n

            A quarantine area is common in industries with rigorous quality systems, like aviation, agriculture, or pharmaceuticals. It is a secure area within a storeroom used to hold any item that should not or cannot be entered into the stock system. Good examples are items awaiting an inspection, shipping, or a decision on their disposition.\u00a0<\/span><\/p>\n

            \"Secure<\/p>\n

            Secure quarantine area installed at a facility of an aerospace part distributor. Source: <\/span><\/i>Stakrak Ltd<\/span><\/i><\/a><\/p>\n

            No one can issue an item from quarantine for use. It can only go to shipping for dispatch, be scheduled for an inspection or rectification, or be sent to the receipt area for entry into stock.<\/span><\/p>\n

            There are many scenarios where a quarantine area is useful:<\/span><\/p>\n