How to Plan a Preventive Maintenance Inspection (+ Free Checklist)

Maintenance manager using a preventive maintenance inspection checklist
Maintenance manager using a preventive maintenance inspection checklist

Precision and reliability are ongoing goals in the world of maintenance management, and every effort is made to manage equipment in order to increase equipment uptime and performance,  and to extend equipment lifespan. Maintenance managers must take every precaution to avoid unanticipated failures that stop production, demand expensive repairs, and increase downtime. 

This article will discuss the significance of preventive maintenance inspections and the importance of performing them on a regular basis. We will provide instructions for creating a plan and a free checklist that can be customized to fit your needs. 

We’ll also introduce LLumin’s Computerized Maintenance Management System (CMMS+), which can help take your current maintenance strategy to higher levels. 

What is a Preventive Maintenance Inspection?

A proactive maintenance inspection is part of a larger proactive approach to maintenance management. In simple terms, it is a process that checks and examines equipment on a regular basis, even when it appears to be operating normally.

Preventive maintenance, as opposed to reactive maintenance, focuses on staying ahead of problems before they disrupt operations. Preventive maintenance inspections help detect signs of wear and tear and potential issues before they escalate. 

Depending on the type of equipment, a preventive maintenance inspection can be a straightforward process or one that requires multiple steps. It can also involve simple visual checks or in-depth analyses requiring additional equipment and technology. 

Importance of Preventive Maintenance Inspections

Preventive maintenance inspections are important because they keep equipment running smoothly over time. Inspections can be performed daily, weekly, monthly, or annually, and they help reduce unexpected equipment failure and downtime. 

They also help reduce costs associated with unexpected breakdowns and improve safety, product quality, and regulatory compliance. Essentially, they serve as a proactive shield against the high costs associated with a run-to-failure approach. 

Planning for a Preventive Maintenance Inspection

Your preventive maintenance inspection plan will be the foundation of your proactive maintenance strategy, guiding your efforts to keep equipment in optimal condition. 

The chart below summarizes the most important steps in creating an inspection plan.

Planning for a Preventive Maintenance Inspection



1. Identify Equipment Identify the equipment critical to operations, focusing on assets with the highest impact.
2. Inspection Frequency Set clear inspection schedules, aligning frequency with usage, criticality, and maintenance history.
3. Create Checklist Create detailed checklists for each piece of equipment, covering all relevant components.
4. Assign Responsibility Designate personnel responsible for inspections.
5. Document Findings Document observations, measurements, and issues discovered during inspections.
6. Maintenance Follow up Create follow-up maintenance actions or schedules based on your inspection.
7. Technology and Tools Leverage technology like CMMS to streamline scheduling, tracking, and reporting.
8. Review and Adjust Review and refine the plan, analyzing historical data for improvements.

Preventive Maintenance Inspection Examples

We’ve provided some real-world examples below to help illuminate the impact and importance of preventive maintenance inspections. 

  1. Manufacturing Industry

Manufacturing plants rely on fleets of machines to produce goods. Regular preventive maintenance inspections can help maintenance teams identify worn components, lubrication requirements, and signs of potential mechanical failures. These inspections can help facilities keep operations running smoothly and meet production targets.

  1. Healthcare Facilities

In healthcare, where patient care and safety are paramount, preventive maintenance inspections are required. Regular inspections can reveal problems, helping to avert unexpected downtime. They are more than just a means of avoiding minor inconveniences; they are a lifeline for hospitals and healthcare facilities, helping to ensure patient care and safety.

Streamline Inspection Management With CMMS

Businesses are increasingly turning to technology to optimize their operations in the age of digital transformation, and maintenance is no exception. An advanced CMMS solution, such as LLumin’s CMMS+, can transform how businesses manage preventive maintenance inspections. 

We’ve outlined how LLumin’s CMMS+ can help streamline inspection management and improve overall maintenance efficiency below.

CMMS for Streamlined Inspection Management

Advantage Description
Scheduling and Automation LLumin can automate inspection scheduling, sending reminders to your maintenance team to ensure timely inspections and reduce the risk of oversight.
Tracking Historical Data LLumin’s CMMS+ maintains a comprehensive record of all maintenance activities, which enables trend analysis and data-driven decisions.
Mobile Access LLumin enables technicians to use their mobile devices to gain access to maintenance data, helping improve real-time accuracy, collaboration, safety, and data entry. 
Reports & Analytics LLumin’s robust reporting and analytics capabilities provide insight into inspection outcomes and asset conditions.
Inventory Management With LLumin, companies can efficiently manage spare parts and tools, ensuring the availability of necessary resources for repairs before and after inspections. 
Integration LLumin’s CMMS+ can integrate with the top software solutions on the market, helping to improve equipment conditions and visibility into equipment performance. 
Compliance LLumin helps users document all maintenance activities, stores maintenance history and can help ensure regulatory compliance. 

LLumin’s CMMS+ For Preventive Maintenance Excellence

A well-structured preventive maintenance inspection plan is your first defense against unexpected equipment failures. It will provide your maintenance teams with a clear roadmap for performing preventive maintenance, ensuring assets remain in peak condition day after day.

LLumin’s CMMS+ serves as a centralized repository for all important maintenance data, improving cross-departmental collaboration and access to critical information and automating notifications to your team when preventive maintenance tasks are due. 

If you’re looking to move away from inefficient paper-based processes and adopt a cutting-edge CMMS+ that supports preventive maintenance combined with a fast-and-easy implementation process and expert customer service, then LLumin is a perfect fit. 

Getting Started With LLumin

LLumin develops innovative CMMS software to manage and track assets for industrial plants, municipalities, utilities, fleets, and facilities. If you’d like to learn more about the total effective equipment performance KPI, we encourage you to schedule a free demo or contact the experts at LLumin to see how our CMMS+ software can help you reach maximum productivity and efficiency goals.

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