Discover how to balance urgent reactive repairs with essential preventive maintenance tasks in facilities engineering for optimal efficiency.

Actually I disagree with this strategy to start training the team at such crucial time, when maintenance workload is already overwhelming. In such situations it is important to outsource the maintenance activities to experts and get out of fire fighting situation as early as possible. Once, reactive maintenance tasks are completed then preventive maintenances can be prioritised along with team training.

Last updated on Aug 18, 2024

Your team is swamped with reactive repairs. How will you find time for preventive maintenance tasks?

In the world of facilities engineering, your team's ability to maintain operations smoothly can often be disrupted by the need for reactive repairs. When systems fail or equipment breaks down, the immediate response takes priority, leaving little time for preventive maintenance tasks. However, finding a balance between addressing urgent repairs and performing routine maintenance is crucial for long-term facility efficiency and cost savings. Let's explore how you can manage your team's workload to ensure that preventive measures aren't sidelined by the urgencies of reactive maintenance.

1 Assess Workload

To start creating time for preventive maintenance, you need to assess your team's current workload comprehensively. Determine how much time is spent on reactive repairs by tracking the frequency and duration of these tasks. Understanding the patterns and causes of these repairs can help identify the most problematic areas or equipment. This insight allows you to prioritize which preventive measures can reduce the most downtime and allocate resources more effectively. By quantifying the impact of reactive work, you can make a compelling case for the importance of preventive maintenance.

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Mike Ryan

Retired from BP Oil Refinery 2009
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When the amount of work out ways the manpower available, you may need to request more manpower. To do this, assess the workload, the time it takes for each task and couple that with priority and loss of money as a result of downtime. If you can show that you can’t keep up with the demand on resources, it becomes clear more resources are required to maintain the equipment properly. This goes a long way in developing a strategic plan to determining the need for more manpower.

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Luis Zambrano

Ingeniero Mecánico
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Al evaluar los trabajos reactivos de manera correcta, cuantificarlos, clasificarlos y poder realizar un histórico por equipos, los trabajos reactivos se pueden convertir en preventivos y así tener un plan aunque sea más extenso mucho más completo, y poder cumplir los preventivos de todos los equipos y minimizar los reactivos.

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2 Prioritize Tasks

Once you've assessed the workload, the next step is to prioritize tasks based on their impact on safety, operations, and costs. High-priority items that could cause significant downtime or pose safety risks should be addressed first. For less critical tasks, consider whether they can be scheduled during periods of lower activity or deferred without significant risk. This prioritization helps ensure that preventive maintenance isn't just squeezed in whenever possible but is integrated into your team's routine as an essential component of their workload.

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3 Schedule Wisely

Effective scheduling is key to balancing reactive and preventive maintenance. Use a calendar system to block out time for preventive tasks, ensuring they are distributed evenly and do not overwhelm your team on any given day. Consider scheduling these tasks during off-peak hours or when the facility is less busy to minimize disruption. Additionally, look for opportunities to perform preventive maintenance concurrently with reactive repairs when equipment or areas are already shut down, maximizing the use of your team's time.

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4 Train and Delegate

Training your team in multiple skill areas enables them to handle a wider range of tasks and reduces downtime when waiting for specialized technicians. Cross-training also promotes a more collaborative work environment where team members can support each other. Delegating responsibilities effectively among your team can help distribute the workload evenly, ensuring that preventive maintenance tasks are not overlooked. Encourage a culture where every team member understands the value of preventive maintenance and is empowered to perform these tasks.

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Saud Zafar Usmani

Senior Manager Utilities at Yunus Textile Mills
(edited)
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Actually I disagree with this strategy to start training the team at such crucial time, when maintenance workload is already overwhelming. In such situations it is important to outsource the maintenance activities to experts and get out of fire fighting situation as early as possible. Once, reactive maintenance tasks are completed then preventive maintenances can be prioritised along with team training.

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5 Utilize Technology

Technology can be a game-changer in managing maintenance tasks. Implementing a Computerized Maintenance Management System (CMMS) can help organize, schedule, and track both reactive and preventive maintenance work. With real-time data and analytics, you can make informed decisions about maintenance priorities and resource allocation. Automation tools can also send reminders for scheduled preventive maintenance, ensuring that these critical tasks are not forgotten amidst the urgency of reactive repairs.

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Prisma Randy Castillo V.

Jefe de Mantenimiento | Gestión de Mantenimiento
(edited)
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En mi experiencia el implementar sistemas de gestión computarizada, es notablemente enriquecedor y puede cambiar radicalmente la forma en la que se gestiona el mantenimiento. La clave está en el obtener la información y análisis en tiempo real, lo que permite tomar decisiones estratégicas sobre prioridades de mantenimiento o estrategias enfocadas. El cambiar el enfoque de mantenimiento reactivo a preventivo, no solo mejora la disponibilidad del activo, si no también se consigue eficiencia operativa de la planta, que se convierte en ahorro en costo de manufactura, así como en disponibilidad operativa, generando una mayor satisfacción sobre el equipo de mantenimiento.

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6 Continuous Improvement

Adopt a continuous improvement mindset by regularly reviewing your maintenance processes. Gather feedback from your team on what's working and what's not, and adjust your strategies accordingly. Look for patterns in equipment failures that could indicate a need for more frequent or different preventive maintenance. By continually refining your approach, you can create more space for preventive maintenance within your team's busy schedule and reduce the overall need for reactive repairs.

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Your team is swamped with reactive repairs. How will you find time for preventive maintenance tasks?

1

2

3

4

5

6

1 Assess Workload

2 Prioritize Tasks

3 Schedule Wisely

4 Train and Delegate

5 Utilize Technology

6 Continuous Improvement

Facilities Engineering

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Your team is swamped with reactive repairs. How will you find time for preventive maintenance tasks?

1

2

3

4

5

6

1 Assess Workload

2 Prioritize Tasks

3 Schedule Wisely

4 Train and Delegate

5 Utilize Technology

6 Continuous Improvement

Facilities Engineering

Rate this article

Thanks for your feedback

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