SFG20 | Your Step-By-Step Guide to Creating A Preventative Maintenance Plan | Blog

In an ideal world, facility managers would ensure assets work at optimal performance, all the time, with no downtime or malfunctions (both of which can prove to be costly for any business). However, this is a challenging goal, as you can never predict or prevent every potential problem. What you can do is create a preventative maintenance plan to protect your business, and provide a range of additional benefits. 

In this article, we’ll provide a step-by-step guide for creating an effective preventative maintenance plan that suits your business’s needs while helping it run as smoothly as possible. We’ll also highlight the crucial role technology plays in ensuring maintenance is efficient and impactful. 

If you’re new to the world of preventative maintenance, why not check out our expert guide to preventative maintenance? 

Set Goals and Identify Problem Areas 

When putting together a plan to support or fix any aspect of your business, the first step always tends to be the same. Before you can do anything, you need to establish your goals and identify priorities and problem areas. When maintenance is the topic of discussion, this step of the process lays the groundwork for the direction and effectiveness of your preventative maintenance plan.  

So, what are you trying to achieve? Do you want to cut costs? Reduce accidents or malfunctions? Prevent breakdown of expensive equipment and realise its full intended lifespan? For example, if your key priority is to maximise your systems and vital equipment uptime, your preventative maintenance plan will need to focus on the assets that are essential for achieving this, rather than focussing  on energy-saving or cost cutting solutions. 

Additionally, if there are any areas you consider ‘problem areas’ or that might be somewhat of a liability for workplace maintenance, they must be a priority. Critical benefits of a preventative maintenance plan is peace of mind and increasing efficiency, both of which can be achieved with a thorough and effective plan. 

Map Assets and Create Inventory Lists 

Asset mapping is a crucial process that provides facility managers with in-depth information about the assets that need maintaining within a facility while offering the insight needed to understand their resource requirements better. Once you have a clearer idea about these aspects of a facility, creating an inventory and mapping assets allows you to understand and visualise what needs to be addressed, when and by whom. 

While this may sound complicated, SFG20 Asset Mapping tool allows users to easily upload, map and model asset information — using an IFC file or SFG20 Asset register — and then link to the relevant SFG20 maintenance schedule. This saves users significant time and energy and simplifies the process of creating a preventative maintenance plan. 

When creating an asset register, it’s a good idea to consider and note the following: 

  • Asset location detailed by building, floor, room number, room name - highlighting any differences that exist between drawings and assets 
  • Note down what the asset is called on site - these will come from the labels seen when making the register 
  • Use common vocabulary across the register - ensuring you don’t duplicate assets or maintain the same assets in a variety of ways as its been called something else in another building 
  • Link to CIBSE Guide M estimated economic life, so you can project future capital cost for replacement and plan for that replacement. 
  • Map to SFG20 maintenance schedules 
  • Record any refrigerants used in systems eg DX unit 
  • Record pressure of pressure vessels 
  • Make notes and comments to capture additional details on the asset. 
  • Take pictures to show the asset condition - this establishes a timeline 

If creating an up-to-date register is a task you don’t have the skills or capacity to undertake, then contact us and we can provide expert advice on the subject 

Identify Priorities and Manage Associated Resources 

From the previous steps in our preventative maintenance plan, you will now have an idea about your goals, asset requirements and also the frequency at which various levels of maintenance are needed. But now it’s time to inject some reality into what, at this stage, is a theoretical plan. You need to identify short-term priorities (immediate concerns and legal requirements) and ensure you have the available time and resources to take care of them.  

Consider the following approaches to maintenance, in combination with the probability and impact of failure: 

  • Use planned preventive maintenance for your critical assets, the breakdown of these assets has a severe impact on business operations. 
  • Where possible, plan maintenance during times of the year when assets are not needed (or their absence does not cause operational issues) to optimise performance and critical uptime 
  • Prioritise tasks which are statutory, meaning you have a legal obligation to complete them 
  • Reactive maintenance can be considered as an option for assets that don’t cause a halt to operations when they eventually fail, as long as the maintenance tasks associated are not statutory or business critical 

However, this isn’t where you wrap things up and kick back and relax. You know what maintenance is required, how critical each asset is, but now you need to schedule preventative maintenance and assign tasks to internal or external maintenance teams. This can be done in a number of ways: by creating a preventative maintenance plan using software such as SFG20, you can either download your plan and upload it into a CAFM system or, better still, use an API partner which allows SFG20 content to automatically update into third party software systems, saving you time and money. 

Preventative Maintenance Scheduling 

SFG20’s preventative maintenance software helps businesses maintain all of their assets according to the latest legislation. Our extensive library of over 2,000 preventative maintenance schedules offers detailed, expert guidance on how to maintain assets in a compliant fashion and prevents over maintenance that results in unnecessary costs. 

With efficiently scheduled maintenance, correctly aligned to the needs and specifications of your assets — your business operations will be more efficient, productive, cost-effective and much more. You’ll also never have to concern yourself with remaining compliant, as our cloud-based software dynamically updates SFG20 maintenance schedules to fall in line with the latest legislation and regulatory updates. 

Review and Adjust Accordingly 

The final step of a preventative maintenance plan, is an ongoing effort to review and ensure you make adjustments when necessary. No business remains exactly the same forever; therefore, your maintenance requirements and assets will change over time. This means your preventative maintenance plan will become outdated and unfit for purpose if you fail to continually review and make the necessary adjustments. You also need to ensure your maintenance plan reflects any changes in legislation or regulation to avoid compliance issues, fines or worse. 

Every business is unique, and therefore the frequency at which you review your preventative maintenance plan will depend on the specifics of your company and industry. However, whenever assets are upgraded, replaced or repaired, it’s crucial for your plan to reflect this. Keeping information up-to-date ensures your maintenance regime is optimised. 

Would you like to know more about preventative maintenance software and the significant benefits it can offer your business? Get in touch; we’d be happy to answer your questions and demonstrate its capabilities during a product demo