10 Maintenance Management Best Practices to use in your Facilities Management Software
As a retailer, you must be able to manage facilities and equipment more efficiently, including visibility and control over the full workflow related to reactive and planned preventive maintenance of facilities and equipment.
There are 10 best practices to enhance your systems for better facility and equipment maintenance management:
1. Granular Data
Viewing Asset Level Data
When you have access to asset-level data, you can establish operational benchmarks, enabling you to foresee and prevent breakdowns or failures, assess production costs accurately, focus on warranty issues and claims, lower your operating costs and manage service provision confidently.
2. Financial Impacts
Gathering Data for Budget Management
As you gather granular data from each asset, you can review and confirm your total maintenance budget to reduce overruns and eliminate surprises.
3. Third Parties
Managing Call Centers
When you gather data centrally, call-center automation can streamline the process of maintenance and ensure that you do not waste time in dispatching service technicians.
4. Process Visibility
Call center and maintenance managers should be able to oversee the entire operation centrally using dashboards to ensure that call center teams are dispatching work orders both promptly and appropriately.
5. Timely Fixes
You will need service providers to deal with anticipated events or unexpected failures. You want to conduct this process quickly and efficiently to hold down operating costs—such as the costs associated with food spoilage, lost revenue and customer dissatisfaction—to ensure that you stay within your maintenance budget.
Using Site Data Attributes
You can use aggregated data to establish attributes for each site or location. Some examples include gross square footage, heated or air-conditioned square footage, ceiling height, roof type, roof color, building orientation, window films used, window area and lighting types. Then, you can monitor these attributes to provide executive-level data for strategic purposes, footprint information, and other portfolios.
7. Correlated Information
Handling Site Events
Your systems should be able to track weather data and other external events as well as integrate data related to external events into your reports and analytics. When you have carefully gathered and analyzed operating data, such events may no longer cause operational difficulties or strain your maintenance budget.
Understanding Detailed Information
Get the performance characteristics of each asset, such as manufacturer ratings for wattage, amperage, revolutions per minute (RPM), as well as actual energy consumption, repair history and many other metrics for each asset. Understand the performance of each asset in detail, at the asset level (not at the asset/category level). With more granular data, you can conduct better correlation and analysis and troubleshoot problems more easily.
9. Manufacturer Data
Dealing with Warranties
Maintain detailed warranty data for each significant asset in each location, so the system can trigger appropriate actions automatically.
10. Third-Party Integration
Self-Servicing Work Orders
Systems should allow external service providers to access the asset management system at the appropriate level through kiosks on-site. Service providers and local store associates can use the kiosk to configure and modify work orders, report work completed, and close work orders efficiently.