Essential Tips for Equipment Maintenance in Your Facility

When it comes to running a facility smoothly, maintaining your equipment is a necessity. Many people fall into the trap of postponing equipment maintenance and thinking nothing will break, until it’s too late.

Then, they have to worry about emergency repairs instead of predictive maintenance, which is less time-consuming and cheaper. Don’t even get us started on how much money you lose daily when you’re not using your machines. 

In fact, a recent study reveals that 91% of businesses that use predictive maintenance reduce repair time and unplanned downtime. ^[1]

And predictive maintenance is only one type of equipment maintenance. You have even more options to increase the efficiency and longevity of your equipment, no matter whether you’re managing a farm, a manufacturing plant, or any other facility relying on machinery. 

But don’t worry – we’ll cover every type and give you real-life examples of how each type will influence your bottom line and uptime. You just have to sit back and read the actionable tips we’ve prepared for you!

The Benefits of Proper Equipment Maintenance on Your Business

But what will these tips bring you, and are they worth your time? Decide for yourself by exploring the benefits of proper equipment maintenance on your business. Remember, investing in regular equipment maintenance is a wise decision that pays off in multiple ways.

Increase in Equipment Lifespan

Consistent upkeep, such as oil changes, part replacements, and thorough inspections, prevents minor issues from escalating into major problems.  For example, in farm equipment maintenance, routine servicing of tractors and harvesters, including oil changes and filter replacements, prevents engine wear and extends the lifespan of these machines. 

Over time, investing in maintenance leads to fewer replacements, maximizing the return on investment for your equipment.

Reduced Downtime

Breakdowns of equipment disrupt operations which leads to lost productivity and revenue. When you operate smartly and maintain your equipment, you eliminate the risk of unexpected failures and make sure operations in your facility run smoothly, all the time.

For instance, in a manufacturing plant, regular inspections and preventive maintenance of assembly line machinery prevent unexpected disruptions in the production process due to sudden breakdowns. Hence, minimizing downtime equals consistent output, meeting deadlines, and keeping your clients happy and satisfied with your services. 

Cost Savings

While it’s easy to think that you’ll just pay for repair when failure happens, instead of paying for maintenance before anything happens, the latter option will hurt your wallet significantly less. The reason is simple – scheduled maintenance tasks are predictable, and you can budget for them, whereas sudden breakdowns result in costly repairs and expedited part replacements. 

Somehow, costly failures always happen when your budget is thin. Plus, the company that does machine repairs will always have to charge more for emergency repairs than they would for maintenance.

For example, replacing worn-out parts during a scheduled maintenance window is cheaper and less disruptive than dealing with a major breakdown that requires immediate and often more expensive intervention. It also depends on the machines you’re using at your facility, as sometimes minor malfunctions can lead to more serious breakdowns that you could avoid with maintenance. 

Safety

Well-maintained equipment is safer to operate.

Regular checks and repairs minimize the risk of accidents caused by equipment malfunction, protecting your employees and reducing liability risks. In industries like construction, cranes and excavators have to be in top condition. 

Otherwise you can risk accidents that can even lead to serious injuries due to mechanical failure. This not only safeguards your workforce but also fosters a safer working environment, and your employees will be happier and more productive once they know they’re safe. 

Different Types of Equipment Maintenance

What if we told you that you could predict equipment failures before they happen and save both time and money on costly repairs?

Determining which type of equipment maintenance is the right fit for your facility is the first step in making this your new reality. Plus, we’ll also tell you which types you need to steer clear of if you don’t want them draining money right out of your pocket.

Here’s how:

Preventive Maintenance

Preventive maintenance requires regular and scheduled tasks that prevent equipment malfunction. For most facilities that use this type of equipment maintenance, this includes:

• Inspections
• Adjustments
• Cleaning
• Part replacement

And it’s all based on either time intervals or usage metrics from the machine itself. 

For example, seasonal checks on farm equipment mean that tractors and harvesters are always ready for planting and harvesting, which improves efficiency and reduces downtime.  

Read our equipment preventive maintenance guide to get a headstart on this type of maintenance. 

Predictive Maintenance

Predictive maintenance relies heavily on advanced technologies such as sensors and data analytics to monitor the actual condition of your equipment and predict failures before they occur. 

One typical use case for this type of equipment maintenance is in the manufacturing industry for conveyor belts. How does it work? Sensors detect signs of wear, alerting the maintenance team before a breakdown happens, which prevents costly downtime. 

Scheduled Maintenance

Scheduled maintenance is all about regular, planned activities like cleaning, lubrication, and part replacements at specific intervals. Using equipment maintenance software helps schedule and track these tasks efficiently, and make sure you don’t overlook anything. 

Reactive Maintenance

Reactive maintenance isn’t the wisest choice, but even if you take all precautions, sometimes you don’t have another option. 

You only perform reactive maintenance after the malfunction has already happened, meaning you can’t control the cost and other aspects.  It involves repairing or replacing faulty components to restore equipment to its normal operating condition.

For instance, in heavy equipment maintenance, a sudden hydraulic system failure requires immediate attention to avoid prolonged downtime. This is a representative example of when you should use reactive maintenance, but you should avoid it in normal circumstances and use scheduled, predictive and preventive equipment maintenance techniques. 

Condition-Based Maintenance

Condition-based maintenance relies on monitoring the actual condition of the equipment and making sure you perform maintenance when specific indicators show signs of decreasing performance or imminent failure. It’s particularly useful in industries where equipment operates under varying conditions. 

We can take the example of wind turbines, which operate under highly variable and often harsh environmental conditions, making them an ideal candidate for condition-based maintenance. The turbines are equipped with sensors that monitor key indicators like vibration, temperature, load, and lubrication levels. These sensors provide real-time data on the condition of critical components.

When specific indicators show signs of decreasing performance or potential failure, the maintenance team is alerted. By addressing issues before they lead to failure, the wind farm operator minimizes downtime and maintenance costs while maximizing energy production.

Emergency Maintenance

Emergency maintenance will definitely give you headaches you don’t want. It’s a type of unplanned maintenance that addresses urgent equipment failures that drastically disrupt operations.  Emergency maintenance is typically the most expensive type of maintenance because it always results in downtime and more costly repairs. 

It requires a lot of knowledge and experience to know how to prevent equipment failure, and even then, you can never be 100% sure. Because of that, it’s smarter and cheaper to rely on scheduled, preventive and predictive maintenance.

Comparison Table: Different Types of Equipment Maintenance

Factor	Preventive, Predictive Condition-Based & Scheduled Maintenance	Reactive & Emergency Maintenance
Cost	More cost-effective in the long run. Regular maintenance prevents major breakdowns, reducing the need for expensive emergency repairs. Predictive maintenance, in particular, allows for precise intervention, preventing over-maintenance and reducing costs.	Reactive and emergency maintenance often results in higher costs due to unexpected failures and the need for immediate, sometimes expedited, repairs. Emergency maintenance, especially, can lead to inflated costs due to the urgency of the situation.
Downtime	Reduces the risk of unexpected equipment failures, ensuring continuous operation and minimizing downtime. Predictive maintenance can foresee issues before they disrupt operations, allowing for planned repairs during off-peak times.	Reactive and emergency maintenance leads to significant downtime as equipment is only repaired after a failure occurs. This can disrupt production schedules and lead to substantial losses.
Lifespan	Equipment is kept in optimal condition, extending its operational lifespan. Regular servicing and timely interventions prevent wear and tear from escalating into serious damage.	Equipment that is only repaired after failure can suffer from cumulative damage, reducing its overall lifespan. Emergency repairs might fix the immediate issue but can overlook underlying problems that contribute to long-term wear.
Safety	Predictive maintenance can identify safety risks before they become critical, preventing accidents and ensuring a safer working environment.	Equipment failures can pose significant safety risks, potentially leading to accidents and injuries. Emergency maintenance often addresses only the immediate issue, which can leave other safety concerns unaddressed.

Top 5 Tips for Equipment Maintenance

1. Create a Maintenance Schedule

Imagine never having to deal with unexpected equipment breakdowns again. Creating a maintenance schedule that covers all the important aspects of your machinery, from oil change to part replacement, is the first step to avoiding breakdowns. 

This schedule should detail all necessary maintenance tasks, their frequency, and the personnel responsible for each task. Plus, when you have a structured plan, it means you perform maintenance consistently and drastically reduce the risk of unexpected malfunctions.

Steps to Create a Maintenance Schedule

Step	Description
Inventory Your Equipment	Start by listing all the equipment in your facility, including details like make, model, serial number, and specific maintenance requirements.
Determine Maintenance Tasks	Identify maintenance tasks for each piece of equipment, such as inspections, cleaning, lubrication, part replacements, and performance tests.
Set Maintenance Intervals	Establish how often each task needs to be performed based on recommendations, usage, and environmental conditions.
Assign Responsibilities	Define who is responsible for each maintenance task to ensure accountability and prevent overlooked tasks.
Use Maintenance Software	Implement software to automate scheduling and tracking, send reminders, keep records, and generate reports for efficient maintenance management.

Example

The world-leading manufacturer of heavy machinery, including construction and mining equipment, CAT needed a user-friendly CMMS (computerized maintenance management solution) that allows for rapid work order response, plant maintenance scheduling, scalability, and knowledge sharing.

Their old system was outdated, not user-friendly, and lacked the capability to support the maintenance needs of a large, complex operation.

What did they do?

• They put all machinery and equipment into LLumin CMMS+, such as make, model, serial number, and detailed maintenance history.
• Identified and defined maintenance tasks for each piece of equipment, including inspections, cleaning, lubrication, and part replacements.
• Established maintenance intervals based on manufacturer recommendations, equipment usage, and historical data.
• Used LLumin CMMS+ to automate the scheduling of maintenance tasks and set up automated reminders and notifications.

The system automatically generated work orders for preventive maintenance, meaning every task was performed on time without manual intervention. With LLumin, it was easy for the CAT’s maintenance manager to assign each task to a specific employee and track the progress directly within the software. 

If you are interested in learning more, check out our complete CAT case study. 

2. Conduct Regular Inspections

Regular inspections are your best friend for identifying and resolving issues before they escalate into costly problems. But you can’t just take a peak and machine and call it a day.

These inspections need to be thorough and systematic, covering all important components and systems that make your machine run. By catching minor issues early, you can prevent major failures.

But how do you go about it?

• Develop inspection checklist: The checklist should be specific to each type of machinery and should cover all critical areas such as engines, hydraulics, electrical systems, and structural integrity.

• Set inspection intervals: Similar to the maintenance schedule, you have to determine the frequency of inspections. The best way to determine it is to calculate the usage based on equipment type. For example, you should do an oil inspection after every 100 hours of usage.

• Train your staff: The inspectors have to be knowledgeable and experienced with the equipment. They should know what to look for and how to identify signs of wear, damage, or potential failures.

• Document findings: Keep detailed records of all inspections. Document any issues found, the actions taken to address them, and any recommendations for future maintenance. This documentation helps track the health of your equipment over time.

• Take immediate action: If you find any issues during an inspection, address them promptly. Delaying repairs can lead to more significant problems and increased downtime.

Keep Equipment Clean and Lubricated

Cleaning is the answer to the burning question of how to improve equipment reliability. 

Dirt, dust, and debris can cause components to wear out faster, while inadequate lubrication can lead to overheating and mechanical failures. This greatly impacts the reliability of your machines. 

Here are the steps to keep equipment clean and lubricated:

• Create a cleaning routine: Develop a regular cleaning schedule that matches the usage and environmental conditions of your equipment. Heavy machinery operating in dusty or muddy environments might need daily cleaning, while other equipment might require weekly cleaning.

• Use appropriate tools and techniques: Choose the right cleaning tools and methods for your equipment. Use air compressors, pressure washers, or specialized cleaning agents, depending on the machines. Pay special attention to not damaging sensitive components during the cleaning process.

• Lubricate moving parts: Identify all moving parts that require lubrication, such as bearings, gears, and chains. Follow the manufacturer’s recommendations for the type and amount of lubricant to use.

• Monitor lubricant levels: The most important part is to store your lubricant properly to avoid contamination and to regularly check levels. You’ll already be familiar with how fast the lubricant runs out, so just top up before it happens.

• Document cleaning and lubrication: Keep records of all cleaning and lubrication activities. This is easy with CMMS, as staff responsible for cleaning can easily submit the work they’ve done using their credentials. 

Train Your Staff

While you’ll have to hire external contractors to take care of some more complex situations, you can train your staff to take care of routine maintenance. Well-trained staff can operate machinery correctly, identify early signs of wear or failure, and perform routine maintenance tasks. It’s up to you to weigh out the pros and cons and decide whether it’s better to hire contractors or in-house, but if you opt for the second option, there are some things to keep in mind.

First, you’ll need to provide access to the manuals and other resources about the equipment. Before taking the next step, it’s important to foster a culture where staff feels comfortable reporting any issues or abnormalities they observe during operation.

If you want to make sure your equipment is always in top condition, your staff will need some extensive training and certifications. These can include the following:

Certified Maintenance and Reliability Professional (CMRP)

This certification covers five pillars of maintenance and reliability: business management, manufacturing process reliability, equipment reliability, organization and leadership, and work management.

Certified Maintenance Manager (CMM)

Provided by the Association for Facilities Engineering (AFE), this certification focuses on maintenance management, including planning, scheduling, and implementing maintenance programs.

Manufacturer-Specific Certifications

Many equipment manufacturers offer certification programs for their specific products. These programs typically cover installation, operation, maintenance, and troubleshooting. Their training program provides knowledge of specific equipment, enabling staff to perform routine maintenance and repairs more effectively.

Use Equipment Maintenance Software

Incorporating equipment maintenance software into your system is definitely a smart choice for several reasons. First of all, you’ll manage and track maintenance tasks more easily. The software provides you with an overview of all the tasks and schedules in one glance.

But the study suggests that 60-80% of implementations fail.

It’s not because facilities managers and employees are lazy; it’s because most of the software solutions aren’t developed with user experience in mind. 

We’ve decided to change that by creating a solution that puts you at the center. You can forget about complex spreadsheets and poorly designed software. LLumin provides you with everything you need to know about your equipment in a few simple views. 

With LLumin CMMS, you won’t experience any oversights in the process and you’ll see in real-time how your equipment performs. 

How LLumin flags and fixes issues in real time

How does it work?

Input all your equipment into Illumin CMMS, including details like make, model, serial number, and maintenance history. This creates a centralized database that is easy to manage and reference. You now have all critical information at your fingertips.

You can then use the software to schedule and manage all maintenance activities. This includes completed tasks, parts used, issues found and actions staff has taken. The software is extremely intuitive and user-friendly, as every staff member will know how to use it without a struggle.

You can also assign specific tasks to specific employees and set up condition-based maintenance. LLumin CMMS takes a proactive approach by continuously monitoring equipment conditions with machine-level sensors and industrial Internet of Things (IIoT) devices. With its advanced fault detection features, you can quickly pinpoint and address potential issues, facilitating timely maintenance interventions.

And results?

Prevents costly breakdowns and minimizes downtime, meaning your facility runs smoothly and efficiently all the time. There is nothing better than staying on top of your equipment without having to manually check everything. 

Schedule your free software demo and experience firsthand how it can help you sleep better at night, knowing your equipment is in the safe hands. 

Use Cases

Farm equipment maintenance is important for the agricultural sector, where machinery like tractors, harvesters, and irrigation systems are essential for daily operations. We don’t have to mention how much money you lose when the machine doesn’t work for a prolonged period. 

With LLumin, farm operators don’t just prevent breakdowns; they reduce maintenance costs by 40% just by being proactive instead of reactive. 

Heavy equipment maintenance is particularly important in the construction industry, where machinery like excavators, bulldozers, and cranes is constantly used. Besides costly malfunctions, operators also have to think about compliance and reliability. 

But with LLumin’s real-time alerts, automated workflows, and comprehensive reports, your uptime will be at its peak, and your staff will be safe. 

“It’s hard to put a dollar figure on this,” Durbin said. “However, the fact is that CAT CMO no longer has to rely on multiple sources – legacy software, handwritten notes, emails, and phone calls – to request repairs and schedule and complete maintenance. Instead, any of the 100 core plant maintenance personnel, plus another 1,200 employees, can request work – anything from a broken air conditioner to a faulty piece of machinery on the shop floor. The entire process has been streamlined dramatically.”

Predict, Plan, Prevent. Choose LLumin. Schedule a free demo

Conclusion

Maintaining your equipment isn’t just about avoiding breakdowns – it’s about maximizing uptime, extending the lifespan of your assets, and saving costs in the long run. Hence, by implementing a structured equipment maintenance strategy with a mix of preventive, predictive, and condition-based approaches, your facility can achieve peak operational efficiency.

Frequently Asked Questions