Guide
How to Run a Preventive Maintenance Program
This guide walks you through setting up and running a preventive maintenance program so planned work gets done and failures go down.
Running a preventive maintenance program means defining PM tasks and schedules, generating and assigning work orders, executing the work and tracking completion so that assets are maintained before they fail.
In this guide:
- Define what to maintain and how often
- Create PM schedules and work orders
- Assign and execute PM work
- Track completion and adjust
- Frequently asked questions
Table of contents
Define what to maintain and how often
- List critical assets and use manuals, experience or standards to set PM tasks.
- Choose intervals: time-based (e.g. monthly) or usage-based (e.g. every 500 hours).
- Write clear task descriptions and checklists so technicians know what to do.
Create PM schedules and work orders
- In a CMMS, create PM plans or recurring work orders per asset or asset type.
- Set the trigger (calendar or meter) and generate work orders in advance.
- Ensure due dates are visible so planners can assign and reschedule.
Assign and execute PM work
- Assign PM work orders to technicians like any other work; balance with reactive work.
- Technicians complete the checklist or steps and record findings and parts.
- Close completed work so it appears in asset history and compliance reports.
Track completion and adjust
- ('id', 'track')
- ('heading', 'Track completion and adjust')
- ('paragraph', 'Monitor PM compliance (percentage completed on time) and overdue PM. Use the data to fix scheduling, capacity or training issues. Review failure and cost trends to see if PM is effective and adjust intervals or tasks as needed.')
Practical steps
- Start with a small set of critical assets and their most important PM tasks.
- Create a simple schedule (e.g. in a CMMS or spreadsheet) and generate work orders.
- Assign and complete PM work; record completion and any defects found.
- Review compliance and overdue PM weekly; address gaps.
- Expand to more assets and tasks as the process stabilises.
Who should read this
Maintenance planners, supervisors and technicians who are starting or improving a preventive maintenance program.
Frequently asked questions
How do I get technicians to complete PM on time?
Balance PM with reactive work in the schedule; make PM visible and part of the normal queue. Track compliance and discuss barriers (parts, access, time). Leadership support and clear priorities help.
What if we have too much overdue PM?
Triage: complete critical and safety-related PM first. Reschedule or defer low-priority PM if needed. Add capacity or contractors for a catch-up period, then focus on preventing new overdue work by realistic scheduling.
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