Mitigating The Facility Risk With Facilities Management System During Pandemic

 Facilities Management Platform in 2021

Nothing makes maintenance managers happier than ensuring their assets are up and running using proactive facilities management platform by Arc Facilities.

Nothing makes maintenance managers happier than ensuring that their assets are up and running all of the time and that there are no breakdowns to record. The challenge is that this aim is difficult to achieve: no matter how successful our proactive facilities management platform is, we will never avoid or foresee all breakdowns.

So, what's the safest course of action for us? What is the only way to prevent the aggravation of making a vital commodity that has been damaged? A well-balanced proactive facility management solution that maintains the company's most precious properties cuts maintenance costs and keeps things running smoothly.

If it is difficult, break it down into basic measures: we'll show you how to construct a maintenance schedule in five simple steps.

1)  Set your expectations and goals.

Defining the ultimate target is the first step toward developing a maintenance schedule. What is your goal? To save money on maintenance? To stop breakdowns that have already jeopardized the company's regular operations? To safeguard costly equipment that is impossible to replace?

It's crucial to have concrete targets because you won't be able to set priorities without them, and without expectations, you won't be able to assign money. The primary goal in a warehouse, for example, is to keep the whole assembly line going – not to save money on the lift or air conditioning repairs.

There is no such thing as a standard formula. Your priorities can change as a result of the company's financial position or external factors. We recently saw an outstanding example of this: during the COVID-19 pandemic, many hotels cut preventive maintenance to the bare minimum.

Consider what has gone wrong in the past by attempting to accomplish these objectives. Is there a lack of technicians? Is there a breakdown in coordination between departments? Did you forget about the deadlines? You didn't have any spare parts to repair the problem? Is the new software for repair insufficient? Is it likely that the malfunction could not be stopped at all?

Preventive maintenance can deliver the most outcomes on properties with stable actions, such as those that need maintenance after a certain period of time or a certain number of consumption cycles (for example, air conditioners, elevators, water heaters, car fleets, exhaust fans, cold chambers).

2)  Create a priority list and an item inventory.

The mapping of facilities, grouped by equipment families, is the second stage of the preventive maintenance strategy. If you use a CMMS or IMMP (Intelligent Maintenance Management Platform) with that feature, it would be easier to map visually.

When inventorying properties, make sure to include:

·        warranty words

·        manufacturer's guidelines or user guides for equipment maintenance

·        data from previous equipment tests to ensure proper service

·        data from previous repairs, especially if pieces were replaced

·        asset criticality

·        legal specifications

If you're using a CMMS or Intelligent Facilities Management Platform, this phase would be a lot simpler (IMMP). In any case, the assignments can be scheduled automatically based on the appropriate frequency. Also, you will assign each job to the right technician, allowing you to more precisely identify the maintenance schedule and move quickly to phase 3.

3)  Prioritize and distribute resources.

We established our long-term objectives and the optimal frequency for each preventive maintenance measure in the previous steps. It's now time to do a "fact check" on our maintenance policy. Based on the time and money available, we must convert our long-term priorities into short-term objectives.

So, here's how we'll integrate the list into our preventive maintenance strategy:

1.   preventative maintenance on the most important properties (Class A), whose loss has the most significant effect on our goals;

2.   preventive maintenance on properties that are essential to the company but whose ultimate loss has a lower impact on the company's daily operations (Class B criticality);

3.   critical infrastructure failure-finding maintenance actions (tests and checks);

4.   all other proactive and condition-based maintenance actions on less critical assets;

5.   planned reactive maintenance (less critical assets, class C, which do not justify the investment in preventive maintenance).

We recommend compiling a list and checking all of these contracts before creating the maintenance schedule since they reflect fixed costs and a significant portion of the level 2 and 3 activities.

Remember to leave 10% of the time open for unplanned repairs among the projects you delegate to your team; this will help you adhere to your schedule even though there are unexpected incidents.

4)  Create KPIs for the preventive maintenance plan.

When you've set goals for yourself, you'll like to see if you've met them. To monitor the maintenance plan's success and efficacy, you must first identify performance metrics (KPIs). The following are some of the most common indicators:

·         preventive maintenance ratio;

·         preventive maintenance enforcement rate;

·         general equipment efficiency;

·         vital percentage of planned maintenance;

·         the average period between breakdowns;

·         overall maintenance expense (including staff, supplies, and maintenance contracts);

·         and, of course, the return on investment.

If the staff is still ready to input data into the maintenance program, the KPIs will be measured automatically as the process progresses.

5)  Analyze and Improve

Nothing in this world is flawless! Ask the following while updating the maintenance schedule, KPIs, and reports:

·         Do you still need any of the proactive maintenance measures you took or did some of them fail to pay off?

·         Did any assets perform worse than expected?

·         Is all of the breakdowns unexpected, or could any of them have been stopped with routine maintenance?

·         Is each asset's risk level the same, or is there any equipment that is easily worn out and needs extra maintenance?

And then start again!

Do you want more? Find out how Arc Facilities will help you build and manage an intelligent facility management platform by speaking with one of our experts.

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