Maintenance Tracking 101: Types & Best Practices for Business

Tired of playing whack-a-mole with equipment breakdowns? We know how they can deal a huge blow to your business operations. 

Running a business where every piece of equipment runs smoothly, unexpected breakdowns are rare, and assets last far longer than expected is every business owner's dream. And effective maintenance tracking can turn this dream into reality. 

Let's dive into the nitty-gritty of maintenance tracking and explore best practices to help you take your asset maintenance to the next level. We will introduce you to RedBeam’s asset tracking software and show you how it can easily boost operational efficiency and extend the life of your assets.

Main Takeaways From This Article:

• A unified platform simplifies maintenance management by improving organization, communication, data accuracy, and overall process efficiency.
• Keeping detailed, updated maintenance logs and tracking asset history ensures accurate decision-making, trend identification, and regulatory compliance.
• Scheduling preventive maintenance and standardizing procedures minimize downtime, extend asset lifespan, and maintain consistency and quality across all maintenance activities.
• RedBeam’s asset tracking software enhances maintenance management with accurate updates and detailed reporting, ensuring streamlined operations and extended asset lifespans.

What Is Maintenance Tracking?

Maintenance tracking involves systematically recording, monitoring, and managing all activities related to the upkeep of business assets. This process helps businesses ensure that their machinery, equipment, and other assets function optimally, reducing the likelihood of unexpected breakdowns that could lead to costly downtimes.

Different Types of Maintenance Management Software

With an understanding of maintenance tracking, let's now move on to the different types of asset management software and how they can significantly enhance maintenance efficiency.

Computerized Maintenance Management System (CMMS)

A CMMS is a maintenance software designed to simplify maintenance management by centralizing all maintenance-related information. It enables businesses to schedule maintenance tasks, track work orders, manage inventory, and monitor asset performance. 

This system is designed specifically for businesses looking to automate and streamline their maintenance processes.

Enterprise Asset Management (EAM) Software

EAM software provides a comprehensive approach to managing a company’s physical assets throughout their lifecycle. It includes features for maintenance management, asset tracking, and inventory management. 

EAM software is particularly useful for organizations with many assets across multiple locations, offering detailed insights into asset performance and maintenance needs.

Facility Management Software (FMS)

FMS is designed to manage the maintenance and operation of physical facilities. It helps businesses plan and execute maintenance activities, manage space and occupancy, and monitor the condition of their buildings and equipment. FMS is ideal for organizations that need to manage the upkeep of large facilities.

Integrated Workplace Management Systems (IWMS)

An IWMS is a maintenance tracking software and a more comprehensive solution that integrates various aspects of workplace management, including maintenance tracking, space management, and energy management. 

This system suits businesses looking to consolidate their maintenance management with other workplace functions to improve overall efficiency.

Predictive Maintenance Systems

Predictive maintenance systems use data analysis and machine learning to figure out the best time to do maintenance. 

By analyzing data from sensors and other sources, these systems can identify patterns that indicate potential issues before they lead to equipment failure. This approach helps businesses reduce downtime and extend the life of their assets.

Work Order Management Systems

Work order management systems are designed to streamline creating, assigning, and tracking maintenance work orders. 

These systems ensure that all maintenance tasks are documented, prioritized, and completed on time. They are essential for businesses that manage a large volume of maintenance requests.

Inventory Management Software

Inventory management software helps businesses keep track of spare parts and other maintenance-related inventory. 

By ensuring that the necessary parts are available when needed, this software reduces the risk of downtime due to inventory shortages. It also helps businesses manage their inventory more efficiently, reducing maintenance costs and waste.

12 Best Practices for Efficient Maintenance Management

Ready to streamline your maintenance management? These strategies will help you maximize the efficiency of your maintenance processes.

1. Utilize a Centralized System

A centralized maintenance management system is essential for keeping all maintenance-related activities organized and accessible. Here are some tips for implementing this system:

• Choose the Right Software: Invest in a solution that fits your organization's needs for a centralized system. Customize the platform to align with your specific workflows, including task categories, scheduling, and record-keeping requirements. 
• Train Your Team: Provide comprehensive training sessions to all team members to make sure they understand how to use the system effectively.
• Establish Data Entry and Maintenance Protocols: Develop clear data entry and system maintenance protocols. Assign specific roles and responsibilities for updating records, managing schedules, and monitoring data accuracy within the centralized system. 

2. Regularly Update Maintenance Logs

Regular updates to maintenance logs ensure accurate and up-to-date information, which is crucial for making informed decisions. Here’s how to approach this:

• Set a Routine Update Schedule: Establish a regular schedule for updating maintenance logs, such as after each maintenance activity or at the end of each workday. 
• Integrate Logging into Maintenance Processes: Make updating the maintenance log mandatory in the maintenance workflow. For example, technicians should complete and verify the log entry immediately after finishing a task. 
• Assign Accountability for Log Updates: Designate specific team members responsible for updating and reviewing maintenance logs. By assigning accountability, you ensure that logs are consistently maintained.

3. Track Maintenance History

Tracking the maintenance history of your assets is critical for understanding their performance and making data-driven decisions. Here are some tips to approach this effectively:

• Use Data for Future Planning: Historical maintenance data plans future activities. This strategy proactively ensures assets receive necessary care, prevents unexpected failures, and optimizes resource allocation.
• Assess Past Strategies: Review maintenance history regularly to evaluate the success of past strategies. Analyzing these records allows for continuous improvement in maintenance processes, leading to better outcomes.
• Manage Costs Effectively: Utilize maintenance history to identify when repairs become cost-prohibitive. This approach helps decide when to replace assets, ensuring cost-effective maintenance management.

4. Schedule Preventive Maintenance Tasks

Preventive maintenance is a proactive approach that involves performing regular maintenance tasks to pre-empt equipment failures before they occur. Here’s how to strategize this approach:

• Assess Criticality: Prioritize scheduling preventive maintenance for the most vital equipment to ensure it remains operational.
• Develop a Maintenance Calendar: Create a detailed maintenance calendar that outlines specific dates and intervals for each asset's preventive maintenance tasks. 
• Utilize Technology: Implement a computerized maintenance management system (CMMS) to automate the scheduling and tracking of preventive maintenance tasks. 

5. Standardize Maintenance Procedures

By establishing clear guidelines and protocols for standardized procedures, businesses can ensure that all tasks are performed to the same high standard, regardless of who is carrying them out. 

Here’s how to implement this effectively:

• Build a Standardized Process: Develop uniform, clear, and standardized procedures for all maintenance tasks to ensure they are performed consistently across the team. This consistency improves overall quality and reduces variability in outcomes.
• Create a Guidelines Document: Provide maintenance teams with step-by-step guidelines to streamline task completion. This strategy reduces the time spent on training and ensures tasks are completed correctly the first time.
• Monitor Adherence to Guidelines: Ensure that all necessary steps are followed to minimize the chances of equipment damage or operational failures.

6. Train Staff Thoroughly

Ensuring that your maintenance team is well-trained improves the quality of maintenance activities, enhances safety, reduces errors, and increases overall efficiency. Here’s how to approach this for best results:

• Utilize Training Programs: Invest in comprehensive training programs to equip staff with the skills needed to perform tasks to a high standard. This leads to better-maintained equipment and reduces the frequency of breakdowns.
• Establish Safety Protocols: Ensure that all staff are trained in safety protocols specific to their roles. This strategy minimizes the risk of workplace accidents, protecting both the staff and the equipment they maintain.
• Ensure Team Confidence: Build team confidence by ensuring your staff is well trained and are more confident in their abilities, which leads to quicker and more effective problem-solving during maintenance tasks. 

7. Monitor Asset Performance

Monitoring the performance of your assets is essential for maintaining their reliability and ensuring that they are operating at peak efficiency. Here’s how to implement this strategy:

• Establish Accurate Monitoring Systems: Implement sensors and software that provide accurate data on asset performance. This allows for continuous monitoring, enabling the early detection of potential issues before they escalate into major problems.
• Set Key Performance Indicators (KPIs): Define specific KPIs for each asset, such as uptime, energy consumption, and output efficiency. Regularly track these KPIs to assess performance trends and identify when maintenance is needed.
• Conduct Regular Performance Audits: Schedule periodic audits to review the performance data of all assets. Use the insights gained from these audits to make informed decisions on asset maintenance. 

8. Use Mobile Access

Mobile access to maintenance management systems is a game-changer in today's fast-paced business environment. Here’s how to leverage this technology:

• Deploy a User-Friendly Mobile App: Choose a mobile maintenance management app that is intuitive and easy to use. Ensure the app allows maintenance staff to quickly update information, log tasks, and access essential data. 
• Integrate Syncing: Implement accurate data syncing between the mobile app and the central maintenance system. This ensures that all updates made in the field are instantly reflected in the main system, reducing the risk of data discrepancies.
• Provide Secure Mobile Access: Ensure that mobile access to the maintenance management system is secure by implementing strong authentication measures, such as multi-factor authentication.

9. Ensure Accurate Data Entry

Ensuring that all data is entered accurately and consistently is essential for maintaining the integrity of your maintenance management system and achieving optimal results. Here’s how to implement this:

• Establish Clear Data Entry Guidelines: Develop and enforce standardized procedures for data entry across the organization. These guidelines should include specific instructions on how data should be recorded, which fields are mandatory, and the formats to be used. 
• Use Automated Tools and Validation Checks: Implement software tools that automate data entry processes where possible. Incorporate validation checks within the system to automatically flag incomplete or inconsistent data entries. 
• Conduct Regular Reviews: Schedule routine audits of the data entered into the system to identify and correct any discrepancies. Regular reviews help maintain data accuracy and allow for the continuous improvement of data entry practices. 

10. Analyze Maintenance Data

Data analysis provides valuable insights that can be used to refine maintenance strategies, reduce costs, and improve overall efficiency. Here’s how to maximize its impact:

• Establish Data Collection Processes: Set up systematic methods for collecting maintenance data, including asset performance metrics, repair logs, and maintenance costs for analysis. 
• Develop Analytical Frameworks: Create standardized frameworks for analyzing the collected data, focusing on identifying trends, assessing the effectiveness of maintenance activities, and pinpointing cost-saving opportunities.
• Integrate Findings into Maintenance Planning: Regularly review the insights gained from data analysis and incorporate them into your maintenance strategies. Adjust maintenance schedules, prioritize tasks based on identified trends, and implement cost-saving measures without compromising asset performance. 

11. Communicate Effectively

Clear and consistent communication ensures that all team members are informed, tasks are coordinated, and maintenance activities are carried out efficiently. Here’s how you can communicate effectively:

• Establish a Clear Line of Communication: Set up designated communication platforms (e.g., emails, messaging apps, or internal communication systems) that everyone on the maintenance team uses consistently. 
• Conduct Regular Meetings: Schedule regular team meetings to discuss upcoming tasks, address any concerns, and review progress. These meetings provide a structured environment for team members to ask questions and clarify any ambiguities.
• Document and Share Information: Ensure that all critical communications, such as task assignments, updates, and decisions, are documented and shared with the team. 

12. Set Clear Maintenance Goals

Setting clear maintenance goals is essential for guiding your maintenance management efforts and measuring success. Here’s how to set clear goals:

• Conduct a Needs Assessment: Begin by evaluating the specific maintenance needs of your organization, considering factors like asset criticality, resource availability, and historical performance data. 
• Use the SMART Goals Framework: Use the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to formulate maintenance goals. Clearly outline what needs to be achieved, how success will be measured, and set a timeline for completion.
• Document and Communicate Goals: Once goals are set, ensure they are communicated effectively to the entire maintenance team and documented in accessible formats. 

Streamline Maintenance Operations With RedBeam

Throughout this article, we've explored the various types of software available and best practices that can elevate your maintenance processes. By implementing these strategies, your business can minimize downtime, optimize asset performance, and reduce costs. 

With features like centralized asset tracking, accurate updates, logs that can be created for recordkeeping, and detailed reporting, RedBeam ensures your maintenance management is efficient and effective. With RedBeam's robust platform, you can simplify processes, reduce downtime, and extend asset lifespans.

Ready to enhance your maintenance management? 

Schedule a guided demo today to see RedBeam in action and experience the difference yourself.