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As you start approaching a new fiscal year, I’d like to share my experiences with our educational clients over last decade, particularly around Preventive Maintenance (PM). Each year, SchoolDude attends and host events around the country to provide instructional guidance on implementing and understanding the SchoolDude applications. The sessions for PMDirect are typically at full capacity and highly requested every year. I see clients leave the classes and head to the learning lab where they pull up their account and start plugging away at creating a PM schedules and tasks. Many admit they’ve had PMDirect for some years and use these conferences to finally get away from the everyday distractions to focus on PM.
We studied the data and know the best in class organizations allocate 20-30% of their total work towards PM activity. They have shown reduced emergency costs, less breakdowns and less energy spend from their building systems. But getting from zero PM effort to thirty percent makes most organizations stall because it seems daunting and even unobtainable. So how should one start down the path to PM success?
5 Steps to Consider:
1) Commit your organization to do preventive maintenance. Either you believe it will help or you don’t. If you don’t believe in the benefits of preventive maintenance you tend to have your opinion changed after an unpleasant event occurs and someone else prefers you create a PM program to prevent future unpleasant or costly events.
2) Allocate a percentage of available work hours to PM activity. It’s great to get to 30% of total work hours related to PM but it will not happen right away. Every organization has a capacity of work they can perform , so we need to use that as a variable in our PM success planning.
10 Employees X 40 hour per week X 4 weeks per month = 1,600 available hours per month
5% of time to PM activity (1,600 hrs X 5%)= 80 hours per month
3) Prioritize types of PM work to perform. Most organizations jump right to HVAC which is understandable but there are other success paths outside of HVAC. I suggest you consider life safety related items first because of the risk factor to building occupants and elevated legal issues that could occur. If you have any hours left over after life safety, move onto roofing or HVAC.
If you do choose HVAC, avoid the pitfall of thinking you have to gather all the equipment information first. This will typically delay your implementation unless you take advantage of our partner services to assist with that. What is more important? Getting the work done or knowing that Roof Top Unit #2 was addressed in a PM work order? Equipment data is very useful but it shouldn’t delay us from the benefit of getting PM work done.
As you build out the PM schedules, enter your estimated time and verify you are hitting your allocated monthly, quarterly or yearly hours from Step 2. The home page chart on PMDirect will show you the next 3 months of estimated hours from your active PM schedules.
4) Educate the staff. This is probably one of the more important steps. It’s going to feel like “more” work to them because they are used to being in a reactive firefighting mode. Our data shows that it isn’t more work over time, it’s just a different type of work. The emergency and high priority work filling up their time today becomes well planned and typically easier work in the future.
5) Measure, report and share the results. Use the work order information in MaintenanceDirect to show the before and after impact on emergency work orders as well as see where you are spending other reactive time. This will help you reinforce the importance of PM to change your team culture and attitude towards it. Let them decided which area of reactive work is next on the list to improve with PM efforts.
Remember you have unlimited access to our SchoolDude support team, best practices, videos and quick step guides to help you along the way. We look forward to assisting and hearing about your PM success soon!