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Making A PM Plan

Making A Preventive Maintenance Plan

A preventive maintenance plan (sometimes called ‘preventive maintenance programs’) attempts to help you proactively perform maintenance, repairs, and replacements so that you can prevent failures before they ever have the chance to occur.  A preventive maintenance plan will keep your operation running efficiently, extend the lifetime usage of your assets, and bring your maintenance costs down.  Here’s some quick answers on how to get it done.​
By designing an effective Preventive Maintenance (PM) program, organizations can experience substantial improvements in their overall business processes, including increased productivity, decreased waste, improved work execution and reduced unexpected breakdowns.​
Compare these benefits to the statistics of organizations currently operating in a reactive mode:
     >  Most Maintenance Organizations operate between 10% to 40% efficiency.
​     >  Most spend more than 50% of time on emergency work.
​     >  Reactive maintenance costs 3-5 times more than preventive maintenance.
These metrics can mean failing just short of corporate or production goals and complying with safety regulations or Service Level Agreements.  How would your business landscape change if you went from 40% efficiency to 60%?  What about 80%?  What could you do to leverage that boost productivity?

Step #1  –  Decide Which Assets Go First On The PM Schedule
​If this is your first time making a preventive maintenance plan, we suggest that you start by scheduling preventive maintenance on your most critical assets.​
It’s going to be easier to convince higher-ups and see quick results if you start with one or two assets to prove value.  Additionally, this will give you and your team some breathing room to adjust and transition into a proactive maintenance mindset and workflow.​
When trying to determine which to select for your preventive maintenance plan, ask yourself the following questions:​
>  Which machines are most important to production / organizational success?
>  Is regular maintenance required for this piece of equipment?
>  Are the repair and replacement costs high?
You’ll want to select machines that require regular maintenance and have higher replacement/repair costs as this will provide your company with the greatest returns.  You’ll also want to steer clear of assets that are reaching the end of their rope – so don’t pick equipment that will need to be replaced soon.​
While we are going to take these recommendations at face value, you should not.  Before you use this data to create a preventive maintenance schedule, talk with your technicians and look at any available maintenance logs and reports.  Find out what is the current condition of the asset in question, and use that information to adjust the PM schedule accordingly.
STEP #2  –  Creating and Implementing PM Schedule
​Now that you have the list of needed preventive maintenance tasks, it is time to assign them to your maintenance team and let the magic happen.​
Requirement For A Successful Implementation Of A Preventive Maintenance Program
​When you have all the pieces in place, creating a preventive maintenance program is a fairly easy and straight forward job.
​Often times, getting all the pieces in the right place is the thing that makes this process more challenging than it needs to be.
​Let’s take a minute to see how you can deal with common obstacles and prevent them from derailing the success of your preventive maintenance program.
STEP #3  –  Upper Management Support
​Of course, you know that there is no point in making any bigger plans if you first didn’t get a green light from the upper management.
​As this is something that can often be harder than creating the preventive maintenance plan itself, we complied a few tips that could help you get that seal of approval.

STEP #4  –  Estimate Your Own Return On Investment (ROI)
​First, you need to ask yourself what the primary decision – makers for your maintenance plan are most interested in.  For better or worse, the answer is almost always the same – Profit.​
So, the most helpful method to reach a successful outcome is to speak their language.  The easiest was to do that is to talk about ROI.​
Here’s an example on how to estimate your return on investment.​
First, you need to select a few machines because the best way to do this is by calculating the dollar amount that you could save annually for each asset.
As we already mentioned, you’ll want to concentrate on the machines that require regular maintenance and have higher replacement/repair costs as this will provide your company with the greatest returns.
​To calculate this dollar amount, you have to answer the following questions:
​How often does each machine require routine preventive care?  This information can be found in the machine’s manual (which can also be found online by visiting the manufacturer’s website).
What’s been the average dollar amount of corrective maintenance required for each asset?  Take a peek at your maintenance data and record the number of times you selected machine(s) has needed maintenance over a given period of time (perhaps the past year).  And most importantly, note the cost of those fixes.  If you don’t have that data, that’s okay, track down estimates to give you a base to go off of.
​Now, that you have the numbers, do a little data crunching and see how much corrective maintenance is actually costing you and how much preventive maintenance work you would need to do to drastically reduce it.
​You can expect to reduce corrective maintenance costs by up to 70% with a good preventive maintenance plan.
STEP #5  –  Present A Convincing Argument
As many chefs would say – “it’s all in the presentation!”  You need to make sure you’ve put together a compelling plan for convincing your boss(es) that it’s time to make the switch.
1. Talk about the GOALS.  Every proper plan needs to have laid out goals that show what you are trying to accomplish.  
2. Lay out the problems of your current situation.  There is a reason why you want to implement a preventive maintenance plan. Show them all the problems you are running into, but concentrate on how costly reactive maintenance is/can be.
3. Showcase the potential savings and ROI.  A cherry on top to seal the deal.  Use the ROI calculation we talked about earlier to drive the point home.
Hopefully, this will be enough that preventive maintenance is the best long-term strategy for minimizing sudden expenses, keeping stable operational costs, and improving the bottom line.

STEP #6  –  CMMS
​If you are in the market for a CMMS, you’ve surely noticed that CMMS is often advertised as a “preventive maintenance software”.  
​The reason for that is simple.  Preventive maintenance and CMMS go together like peanut butter and jelly, tea and biscuits, or Batman and Robin.​
CMMS is designed to simplify, automate, and organize your maintenance operations.  One of the most significant ways it does that is by helping you create,  implement, track and optimize your preventive maintenance plan.​
Now, if you only have a few assets on your preventive maintenance schedule, it is possible to manage preventive maintenance work without a CMMS.  ​
Having a preventive maintenance plan in place is a huge step in the right direction, but you shouldn’t let your efforts go to waste. The oversight and control you get with CMMS will ensure that you squeeze every last drop of value from your carefully crafted preventive maintenance program.  Not to mention how CMMS also makes your life a lot easier by doing the heavy lifting of sending notification


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Recommended PM plan includes the following maintenance schedule:
​Year 1:  Four Visits
Year 2 & 3:  Bi-annual

The Gym Doctor Preventative Maintenance Program is not a substitute for routine cleaning and periodic adjustments by your staff.  Your staff should still follow the cleaning adjustment procedure as outlined by equipment manufacturer’s guidelines.  If you have any questions, call The Gym Doctor Technical Support Representative at (805-424-9515) Monday – Friday 8am – 5 pm PST.


Text or Call The Gym Doctor or email service@thegymdoctor.com for more details.  We will begin tailoring your maintenance program right away!
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