Your preventative maintenance plan should be unique to your facility, but there are a few universal key features. The most convenient approach to completing these steps is using a preventive maintenance checklist. This lets you get processes, maintenance and information out of a manual and into the hands of competent personnel by standardizing PMs in your CMMS.

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Checklists are a fantastic way to standardize routine tasks you need to complete regularly. In the same way, you can use a preventive maintenance checklist to streamline a range of preventative maintenance duties.

A preventive maintenance checklist gets processes maintenance and information out of a manual and into the hands of competent personnel by standardizing PMs in your CMMS.

This article will show you how to create preventative maintenance checklists to improve the efficiency and cost-effectiveness of your maintenance crew.

This article covers:

• What Is a Preventive Maintenance Checklist?
• Types and Examples
• Advantages
• 3 Things You Should Do Before Creating PM Checklists
• Components
• Characteristics
• 7 Steps to Build an Effective Checklist
• Templates and Examples
• Conclusion

What Is a Preventive Maintenance Checklist?

A preventive maintenance checklist is a list of actions that the technician must complete before closing a preventive maintenance work order.

A PM checklist ensures that staff complete preventive maintenance tasks correctly and in the same order, regardless of which maintenance team member completes them.

Preventive maintenance checklists go by a variety of names, the most popular of which are preventive maintenance worklists or task groups. Pass-or-fail checklists and step-by-step checklists are the two major forms of preventative maintenance checklists.

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Types and Examples

Pass-or-Fail

Many machine parts have ideal working conditions. A compressor, for example, has an ideal operating temperature. A pass-or-fail checklist might include instructions for measuring the compressor’s actual temperature and comparing it to acceptable standards. The compressor can either meet or fail to meet this standard.

Pass-or-fail preventive maintenance checklists can identify problems and prevent larger issues by scheduling maintenance earlier than usual. While maintenance personnel can complete these checklists, machine operators are usually in charge. If you discover a problem during a pass-or-fail checklist, a maintenance technician will delegate the subsequent tasks.

Example

• Record the strokes-per-minute rate at which Machine-X is operating. Is Machine-X’s inlet temperature less than 70°F? (Yes/Pass, No/Fail)
• Record the product’s outlet temperature from Machine-X using the infrared temperature meter. Is the outlet temperature less than 95°F? (Yes/Success, No/Fail)
• If you marked “No/Fail” on any of the tasks above, notify maintenance/create a work request in your CMMS.

Step-by-Step

There are also machine parts that necessitate preventive maintenance depending on asset usage. A motor, for example, may need to be replaced every 500 hours. A step-by-step preventive maintenance checklist walks you through the process of changing the motor from start to finish.

These checklists ensure that no critical steps are overlooked during a PM inspection, greatly minimizing the chances of failure. Maintenance technicians typically assign these checklists or lead them because they include more complex and technical tasks.

Example of a step-by-step checklist

• Lockout from the main panel to complete the following preventive maintenance task.
• Test the machine to ensure that the lockout effectively prevents the machine from running.
• Remove the conveyor belting.
• Replace both non-drive side bearings and inspect the shaft for damage.
• Install conveyor belting on the belt.
• Remove the lockout/tagout and test the conveyor at the speeds listed below: VFD 5, 10 and 15.

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Primary Benefits

Members of your maintenance team are likely to be able to recite the steps to specific tasks off the top of their heads. However, not everyone has the same information, especially if they are new to the job. A formal preventive maintenance checklist keeps this information in the palm of your hand for quick access.

Here’s how it works:

Standardized Tasks and Results

Checklists establish a standard method for performing preventive maintenance tasks and routine inspections, resulting in consistent outcomes. There is no guesswork or miscommunication, which reduces the possibility of error and the need for expensive repairs. A good checklist, for example, will tell you what kind of engine you need to replace, so you do not use the wrong part.

Reliability allows you to plan more effectively and mitigates the effects of turnover by ensuring continuity in your processes, even if there is no continuity on your team. It improves training effectiveness, increases safety, and keeps you from relying too heavily on a single person.

Maximized Labor Efficiency

Preventive maintenance checklists make it easier for technicians to complete PMs, resulting in faster completion times. This greatly reduces downtime and allows personnel to move on to more skilled duties in a shorter amount of time. Detailed checklists can free up time for technicians by delegating common work to other facility employees, such as machine operators. Checklists are an important aspect of developing a fantastic total productive maintenance program.

Easier Troubleshooting and Reporting

Preventive maintenance checklists establish a strong baseline for measuring maintenance activity because they are consistent. This baseline allows you to report with greater clarity and determine whether a specific action resulted in better results or not. When technicians complete duties in a standardized manner, it greatly reduces the probability of error. It makes troubleshooting much easier by minimizing the number of possible issues.

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Needs Analysis

You’ll almost certainly want to construct maintenance checklists as part of your preventative maintenance approach. If that’s the case, you should be familiar with most of these processes.

Make a List of the Assets That Require PMs

You can skip this step if you simply have a few assets in mind for a preventive maintenance checklist. It pays to be strategic and have everything in one place if you plan to make checklists for dozens of assets, especially if you don’t already track them using preventive maintenance software.

Collect Manuals From the Original Equipment Manufacturer (OEM)

Obviously, you don’t need all of them. Manuals for the assets for which you’re doing PM checklists will suffice. OEM manuals have specific instructions and technical information on the usage and care of the equipment. They also provide details on the required parts, safety and maintenance to make the most out of the individual asset.

Assess the Asset’s History

Due to frequent breakdowns and the usage of non-original spare parts, assets might develop distinct patterns over time. This means you may need to conduct additional maintenance and operations in addition to what the OEM manual specifies.

Components

Aside from looking at examples, learning what to include in a PM checklist is the most straightforward method to create one. Here are the standard components of any PM checklist:

1) Preparation details

• Tools needed to complete the work
• Spare parts needed to complete the work
• Estimated time it takes to complete the work

2) Safety details

• Safety instructions
• Required personal protective equipment (PPE)
• LOTO instructions

3) Visual aids (if necessary)

• Pictures
• Diagrams
• Videos

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Characteristics

1. Communicate Steps Clearly and Concisely

It’s just as perplexing to have too much information as it is to have too little. Finding the right balance can be difficult. A good PM should, in general, be easy enough for a new maintenance professional to follow with minimal guidance.

2. Write Steps in a Logical Order

Step-by-step checklists should always include a list of items to be completed in the exact sequence.

3. Update Data Regularly

Making a PM checklist isn’t something you should do once and then forget about.

• Bonus Tip: When you’ve completed your preventative maintenance checklist, run it by an experienced maintenance expert to confirm you haven’t missed or skipped any steps. They’re familiar with the details of the assets in question. Alternatively, you can have it created by a senior technician from the start.

Steps to Build an Effective Checklist

Preventive maintenance checklists aren’t all the same. Poorly written guidelines can be just as problematic as having none at all. Your maintenance staff already has all of the essential data; the trick is to compile it and organize it into formal processes.

When going through this process, keep the following seven points in mind:

1. Safety first: Preventive maintenance checklists should begin and end with safety instructions, such as mandatory PPE, lockout/tagout procedures and sanitization procedures.
2. Ensure it’s sequential: Preventive maintenance checklists should list chores in the correct order.
3. Follow the preventive maintenance framework: This is the sequence to follow for a PM checklist:
   • Safety
   • Clean
   • Adjust
   • Inspect
   • Replenish
   • Replace
   • Rebuild
   • Safety
4. Include sufficient detail: PM checklists should include sufficient detail so that new technicians may accomplish the assignment by simply reading the checklist. Too much information can be perplexing and difficult to change if necessary.
5. Provide photos and/or diagrams: To make the process easier and clear any ambiguity, PM checklists should contain visual representations of the instructions.
6. Be as concise as possible: To guarantee optimal efficiency, each job on a PM checklist should have a defined action and purpose associated with it.
7. Include total time for the checklist or time requirements for each task: Make sure you give tasks enough time so technicians do not feel hurried.

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Templates and Examples

HVAC

Here’s an example of an air conditioner preventive maintenance checklist:

• Check and make necessary adjustments to the thermostat.
• Examine the condenser coil to see whether it needs cleaning.
• Check all controls, electrical connections and any wiring.
• Check the wear and tension of the blower belt and make any necessary adjustments.
• Check the voltage and amperage drain on all motors with a meter.
• Check the compressor contactor.
• Check the amp draw and visually inspect the compressor.
• Check the potential relay and the start capacitor.
• Check the cut-out setting on the pressure switch.
• Replace or clean the air filter if it is reusable.

Forklift Maintenance Checklist

The maintenance checklists you use will depend on the type of forklift you have:

• Check your fluid levels (i.e., fuel, water, hydraulic).
• Look for visible damage.
• Check tire condition and pressure and adjust if necessary.
• Check the condition of the forks.
• Check if inspection stickers and decals are in the right place and legible, and adjust if necessary.
• Check the operator’s compartment is clean and free of debris, and clean if it isn’t.
• Check if safety devices (i.e., seat belts, finger guards) are working properly.

Checklist for Building Exterior

The external condition of your facility is important for its overall functioning. Here’s a simple checklist for that:

• Check the condition of the paint and walls.
• Check for plants on the building and its foundation.
• Look for broken windows, doors and railings.
• Inspect the roof, cleaning it if necessary. Use the appropriate fall protection or prevention measures when working in high places.
• Clean drains and gutters on the roof, testing downspouts and drains by flushing them with water.
• Ensure gutters are anchored appropriately.
• Inspect the stack and all roof penetrations.
• Remove any plant life growing on the roof.
• Clean up any broken glass or other debris.
• Examine the condition of the sidewalk, driveway and parking lot.
• Check storm drains.
• Check trees to make sure that no branches are about to fall.
• Check that the area around trash bins is clean.
• Examine the condition of any fencing.

Checklist for Safety

Here’s a basic safety checklist for equipment and accessories:

• Check inventory and restock all first aid kits.
• Check eyewash bottles and stations.
• Ensure safety signs and equipment labels are in good condition.
• Inspect and clean respirators.
• Inspect fall protection harnesses and kits.
• Change batteries in smoke and carbon monoxide detectors, flashlights, and test instruments.

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Conclusion

Preventive maintenance checklists are an important aspect of a good PM program. Checklists avoid misunderstandings and lower the risk of human error. They make life easier for everyone and allow your maintenance crew to focus on jobs that best utilize their expertise and time.

Including checklists for each preventive maintenance task in a preventive maintenance program is simple. It only takes a few easy steps and can have a huge impact on your entire facility. So, before you go on the next leg of your maintenance journey, make sure you have well-designed maintenance checklists to guide you to higher efficiency, lower costs and safer operations.

Which preventive maintenance checklists do you use for your facility? Let us know how they help in the comments!