How To Organize A Maintenance Department & Define Smart Goals

Behind every business success story, there is a maintenance team working behind the scenes to ensure all business operations and activities flow smoothly.

Like any other business function, the maintenance department has many moving parts. Getting all of them to work in sync is a daily grind – even more so if the department is underfunded and under-resourced. Be that as it may, to organize an efficient maintenance department you need to know the purpose of maintenance at your organization, how to define smart goals, and how to set up your maintenance team for success. 

What is the main purpose of a maintenance department?

At face value, every maintenance department’s main purpose is simple: ensure optimal asset reliability and performance .

Improved asset reliability means that an asset is more likely to work without failure for a certain period of time, under set conditions. A reliable asset is like a reliable friend – it will rarely fail you.

But we can do better. A more nuanced definition could say that the main goal of a maintenance department is to ensure asset reliability in a way that aligns with the company’s needs and business goals .

Why is that a better definition?

Well, simply stating that you want to keep assets in peak operating condition forgets about all of the limiting factors like budget, staffing issues, and time constraints.

If your business needs to produce 10 000 canned bottles a day and 60 000 bottles a week, you cannot schedule maintenance for any machine whenever you feel like it. You have to plan downtime for the maintenance of critical assets around the production goals. In other words, your maintenance goals should not prevent you from achieving your production goals , and ultimately your business goals.

Of course, production and business goals can be unrealistic and unreachable with the available resources,  but that is a whole other discussion we will leave for another day.

While the overarching goals stay the same, the secondary focus of the maintenance department can change depending on the nature of the business in question. For example, while an industrial maintenance team might be focused on reducing downtime, a building maintenance team might place extra focus on energy efficiency.

In a broader sense, the responsibilities of a maintenance department include:

  • Prevent unexpected machine breakdowns
  • Maximize the availability and reliability of all operating systems
  • Keep equipment and operating systems healthy to eliminate potential safety issues and ensure high operational standards
  • Work with production teams to reach production goals
  • Support the efforts of other departments
  • Provide quality maintenance services while keeping costs under control
  • Providing timely and quality maintenance and repair services while keeping costs under control

Setting up a qualified maintenance team

The exact composition of any maintenance team will differ depending on the size of the organization and the amount of maintenance work that needs to be performed. A standard composition for a medium-sized maintenance department looks something like this:

maintenance department organizational structure

If the number of technicians is in single digits, there is often no need for a middle-man, so the maintenance manager will also take on the responsibilities of a maintenance supervisor.

You can take the list of responsibilities from the picture above with a grain of salt as the exact division of work and duties varies from organization to organization. That becomes obvious as soon as you google job posts for different maintenance roles and compare the list of stated responsibilities.

Enterprise-level organizations, especially those in the manufacturing sector, will have to fill out additional maintenance positions to keep things moving smoothly. Below is an extensive list of different maintenance roles with links to respective guides, using a top-down approach:

  • Maintenance director
  • Maintenance manager
  • Maintenance planner
  • Maintenance supervisor
  • Maintenance engineer
  • Maintenance coordinator
  • Maintenance technician
  • Maintenance mechanic
  • General maintenance worker  

To help you visualize the difference between the roles and their relative position in the organization, take a look at the graphic below.

maintenance team structure

Again, keep in mind that the exact day-to-day responsibilities are not set in stone. There is always going to be some crossover of duties and responsibilities, depending on the exact structure of the maintenance team and the available talent.

While everybody’s opinion doesn’t hold the same value when it comes to decision-making, each and every position is an important part of the maintenance team that keeps the gears turning.

Checklist for Creating a Preventive Maintenance Plan

Following a consistent preventive maintenance plan can make life easier. use this checklist to create your own.

maintenance department business plan

Characteristics of a modern maintenance department

With job structure out of the way, let’s take a look at the characteristics of a modern maintenance department :

  • Runs a proactive maintenance program
  • Uses modern maintenance techniques (i.e. condition monitoring equipment )
  • Supports maintenance efforts with modern software solutions ( mobile CMMS , energy management system , predictive analytics, inventory management software…)
  • Has a properly trained maintenance team
  • Recognizes and adopts industry best practices
  • Has a clear line of communication with other departments
  • Strives to establish lean maintenance practices
  • Sets smart goals to work towards   

Many maintenance departments do not have the budget to implement modern tools and techniques. However, one thing every maintenance team should strive for is to be proactive and do more preventive work than reactive work.

How to set smart goals for your maintenance department

You have probably heard about the acronym S.M.A.R.T. It refers to the way in which you should structure your goals.

Let’s look at how this framework applies to defining goals for maintenance:

  • Specific: Maintenance goals should be well-defined and clear. Everyone knows the who, what, where, when, and why of the goal.
  • Measurable: Each goal should come with specific criteria to measure progress towards accomplishing the goal. Ideally, you should be able to assign one or more maintenance metrics (which you can track) to every maintenance goal you define.
  • Achievable: The goal is attainable. It is challenging enough to keep you motivated, but not impossible to achieve.
  • Realistic: It can be realized within the allocated time and with the available budget and staff.
  • Timely: Has a clearly defined timeline to create a sense of urgency. This is non-negotiable for success as having goals with no due dates is just a wishlist .

For a more detailed breakdown of the relationship between maintenance goals and maintenance metrics, I highly recommend you read our guide for defining maintenance KPIs .

The Essential Guide to CMMS

Download this helpful guide to everything a cmms has to offer..

maintenance department business plan

How to organize a maintenance department to maximize productivity

There are a few things you can do that will go a long way in helping you establish an efficient maintenance department. We will discuss five of them that stand out the most.

#1) Hire smartly

As the aging workforce retires, there are many indications that the maintenance space will have a serious labor shortage. This was one of the four key questions raised at MRO Europe 2018 , it is predicted by Oliver Wyman’s MRO survey from 2017 you can see below, and it was confirmed by our 2021. maintenance report .

maintenance technician supply and demand forecast

While the supply and demand predictions need to be corrected to account for the changes in the market caused by COVID-19, the fact is that young people entering the job market are increasingly less interested in blue-collar jobs than previous generations .

For organizations that plan to increase their maintenance departments’ size, this is an important fact to keep in mind. Failure to hire qualified people results in increased overtime and outsourcing, both of which increase operational costs.

When an organization does eventually decide to hire new maintenance professionals, new hires’ character should not be overlooked.

In a few conversations I had with maintenance technicians over the years, it was obvious that there are two types of colleagues they dislike working with the most: the lazy ones and the ones that refuse to learn .

In most cases, you will have two or more technicians working together in a shift. Being a maintenance technician is a physical job, and if someone likes to rest more than they like to work, that slack will have to be picked up either by other workers in their shift or by someone from the following shift.

Similarly, there are stubborn workers that like to do things in their own way, which can be far from optimal. Additionally, they often do not like to put much effort into learning specific machines because they know their range of responsibilities will grow, increasing the workload for other technicians.

So, if you have that luxury, it pays to evaluate the character of potential new hires and provide them a clear path to improve and climb the organizational ladder.

If you’re looking for a place to start, you can try to use the general job posting sites or industry-specific job boards .

Larger organizations should consider partnering with local universities and look for other ways to organize internships and mentorships programs to attract new talent.

#2) Set a clear hierarchy and communication lines

It is hard to have a productive environment if people do not know to whom they can turn to for specific issues, who is in charge, and what is expected of them.

If these things are loosely defined, you will have cases where a new technician has to interrupt three people to solve a certain problem, gets two different answers, and follows the wrong advice.

Establishing a clear hierarchy and ensuring that everyone knows their responsibilities will help to keep things organized.

The importance of clear communication lines can be looked at from two different angles. One would be the importance of smooth information flow through the entire maintenance department that keeps high operational efficiency . The other one is having an open-door policy where the employees can freely share their ideas for improvements or submit complaints.

#3) Standardize important procedures and repetitive tasks

Every organization has its own unique workflow that is defined by how work requests (tickets) are submitted, which maintenance strategy is used, which tools and equipment are available, are they using a CMMS software or not, which communication channels are used, and so on.

Even when an experienced technician comes into the firm, they will need some time to adjust to the new workflow and standard practices.

One way to make this transition smoother is through proper onboarding and training , as well as by:

  • Setting up O&M manuals
  • Developing standard maintenance operating procedures
  • Outlining EHS guidelines
  • Writing preventive maintenance checklists

#4) Manage work and inventory with a CMMS

You can’t have a modern maintenance department without a modern CMMS. There are simply too many things that it automates and improves .

In short, a computerized maintenance management system allows you to:

  • Plan and oversee all maintenance tasks
  • Quickly create and (re)assign any work order based on priority and available resources  
  • Optimize the work around different maintenance strategies
  • Create balanced and efficient maintenance schedules
  • Track the usage of spare parts and automatically forecast its demand
  • Quickly access detailed asset information from wherever there is internet access
  • And many more

CMMS solutions are not particularly expensive, are easier to implement now than they have ever been, and provide a quick ROI . In other words, there are very few valid arguments against implementing it. Here is just one of our many customer testimonials that show these are not empty words:

After about a month of using Limble, we could start to see our maintenance trends on the graphs. Additional P.M.’s were created to counter the trends, and we actually witnessed a drop in our downtime. After using Limble for over a year, I can say that it is paying for itself and worth every implementation area. – Ben Jackson, Maintenance Manager, Little Giant Ladder Systems

To read more about CMMS check out our What is a CMMS System and How Does it Work guide.

#5) Keep the maintenance team motivated and engaged

Did you ever wonder what is the cost of disengaged workers? Here’s an excerpt from a Forbes article that shows why you need to start thinking about it:

According to Gallup, disengaged employees have 37% higher absenteeism, 18% lower productivity, and 15% lower profitability. When that translates into dollars, you’re looking at the cost of 34% of a disengaged employee’s annual salary, or $3,400 for every $10,000 they make.

A few tips to motivate and engage your maintenance team members:

  • provide adequate compensation
  • add bonuses and other perks for workers that stand out
  • provide an enabling and safe work environment 
  • offer training and ensure a path for growth
  • whenever possible, involve the team in the decision-making process
  • try to create an organized and proactive department to minimize frustration due to lack of tools and parts and excessive overtime work
  • show gratitude for well-performed work; say thanks when everything is running well

Lastly, make sure the managers in charge of schedules, training, and similar tasks are competent and fair. Workers often leave managers, not organizations.  

#6) Commit to continuous improvement

While maintenance is not the most dynamic field out there, this doesn’t mean that you shouldn’t be on the lookout for new technologies, tools, maintenance strategies, best practices, and other ways you can use to improve your maintenance department.

If the budget is tight, that should be another incentive to use a CMMS. Limble, for instance, saves our customers about $20 for every $1 they spend on licensing fees . It does that by helping them spot operational inefficiencies, improve informational flow, control inventory spending, and gather relevant data on productivity and costs of different maintenance actions. They use all of that data to generate helpful reports and gain deeper insights into the causes of different problems.

The easiest way to commit to continuous improvement is to work on spotting and eliminating those problems.

Dream big, start small

Leading a maintenance department is not easy. The good news is that a maintenance department grows alongside the organization it supports, which means that the department head can first build a good foundation and then deal with incoming complexities as the business grows.

With the available software solutions on the market, having a well-organized maintenance department is achievable for almost every organization.

If you have any questions about Limble and how it can support your business, feel free to leave a comment below or get in touch with us via email or phone .

Really a useful post. I work as maintenance engineer of a leading manufacturing company. I always make sure that the maintenance goals do not affect production. Thanks for the tips on setting smart maintenance goals.

Awsome. I own a maintenance company and this article covers pretty much everything. Also a Big fan os Limble cmms

Comments are closed.

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How To Start A Maintenance Business

How To Start A Maintenance Business

If you’re thinking about starting your own maintenance or handyman business, you’re on the right track. Maintenance businesses are always in high demand, and with a little hard work and some planning, you can make your business a success. Here are a few tips to help get you started. First, be sure to target your market carefully. Identify who needs your services and figure out how to reach them. You’ll also need to have a strong branding strategy in place so that potential customers know what sets you apart from the competition. And finally, don’t forget to invest in good marketing materials that highlight your services and attract attention. With these tips in mind, you’re ready to start building your own successful maintenance business!

Learn property maintenance industry

The market for property upkeep is exploding. In 2012, the outsourced services industry was worth $143.1 billion in the United States, according to Statista. The market was predicted to rise to a $176.5 billion market in 2017 and would continue growing until at least 2022, according to forecasts at the time.

The housekeeping industry encompasses a wide range of employment. Residential maintenance work is one of the most significant revenue-generating tasks in the field. The average cost to maintain a home in 2018 was $3,067 per year. Portland, OR, and Fort Lauderdale, FL had the highest and lowest expenditures, respectively.

Non-residential property maintenance services are also in high demand. In 2012, these goods made up 55% of the overall industry income. Residential property maintenance income has most likely exceeded this figure, but nonresidential services continue to propel the market forward.

If you’re starting a business that provides property maintenance services, there are a few things you need to know about the industry. This includes understanding the different types of services that are commonly provided, the equipment and tools that are typically used, and the target market for this type of business.

When it comes to providing property maintenance services, there are two main types of businesses: those that focus on residential properties and those that focus on commercial properties. There are also businesses that provide both types of services.

The most common type of property maintenance service is lawn care. This can involve anything from mowing the lawn to trimming hedges and trees. Other common services include power washing, painting, and repairs.

To provide these services, businesses will need to invest in some basic equipment, such as lawnmowers, trimmers, and power washers. They may also need to purchase insurance to protect themselves from liability.

The target market for a property maintenance business is typically homeowners or businesses. Homeowners are often looking for someone to help them with yard work or minor repairs around the house. Businesses, on the other hand, may need someone to maintain their landscaping or handle any repair needs they have.

Choose the scope of your business

To get started in the maintenance business, you’ll first need to decide on the scope of your services. Will you be providing general maintenance and repairs, or will you specialize in a particular area like HVAC or electrical work? Consider your skill set and experience when making this decision.

Once you’ve decided on the scope of your business, you’ll need to create a business plan. This will help you map out the steps you’ll need to take to get your business up and running. Be sure to include information on your target market, pricing, and how you’ll promote your services.

Create a home maintenance business plan

If you’re thinking of starting your own home maintenance business, then you’ll need to create a solid business plan. This document will outline your business goals, strategies, and how you plan on achieving them. It’s important to have a detailed property maintenance business plan when starting any new business, as it will help keep you on track and ensure that your business is successful.

When creating your home maintenance business plan, there are a few key points to keep in mind:

1. Define your business goals and objectives. What do you want to achieve with your business? What are your long-term and short-term goals? Having a clear understanding of your goals will help you create a more focused and effective business plan.

2. Research your industry and target market. It’s important to have a good understanding of the home maintenance industry and who your target market is. This information will help you create marketing strategies that are more likely to be successful.

3. Create a detailed marketing plan. Once you know who your target market is, you can start creating a marketing plan that will reach them. Be sure to include both online and offline marketing techniques in your plan.

4. Develop a pricing strategy. Knowing how much to charge for your services is crucial to your success. Be sure to research your competition and develop a pricing strategy that will allow you to be competitive while still making a profit.

5. Create a financial plan. In order to make your home maintenance business successful, you’ll need to have a solid financial plan in place. This plan should include your start-up costs, operating expenses, and how you plan on generating revenue.

Calculate the necessary costs for your property maintenance business

In order to calculate the necessary costs for your property maintenance business, you will first need to determine how much money you will need to start and operate your business. To do this, you will need to consider the following factors:

  • The cost of your equipment
  • The cost of your supplies
  • The cost of your labor
  • The cost of your overhead

After you have considered all of these factors, you will then be able to determine how much money you will need to start and operate your business. Once you have this information, you can then begin to create a business plan and budget for your new venture.

If you need help getting started, there are many resources available to assist you. The Small Business Administration (SBA) is a great place to start. They offer counseling, training, and financing assistance to small businesses. In addition, your local chamber of commerce or economic development organization can also provide you with information and resources. Finally, don’t forget to speak with your accountant or financial advisor to get their input on how to start and operate your new business. With their help, you will be well on your way to success!

Register process for your maintenance business

First, you will need to decide on the business structure of your company. You can choose to be a sole proprietor, partnership, or corporation. Each type of business has its own advantages and disadvantages. Once you have chosen the business structure, you will need to obtain the necessary licenses and permits from the government. You will also need to open a business bank account and get insurance for your company.

Next, you will need to create a business plan. This document will outline your company’s goals, strategies, and how you plan on achieving them. The business plan should also include a marketing strategy. This is how you will let potential customers know about your company and what services you offer.

Once you have everything in place, you can start marketing your company and looking for customers. You can use various marketing channels such as online advertising, print ads, or even word-of-mouth.

It is important to always provide excellent customer service. This will ensure that your customers are happy and will continue to use your services. If you provide good value for their money, they will also be more likely to refer you to their friends and family.

Building a successful maintenance business takes time and effort. However, if you are organized and have a good business plan, it is definitely achievable. Just make sure to always put your customers first and deliver quality services.

Get the necessary permits and licenses

A property maintenance company requires a business license, as well as any additional permits and licenses that may be required by the state or local municipality. The business owner should check with their state’s Department of Business Regulation to determine what is required. In addition, the company will need insurance coverage for its employees and any vehicles used in the course of business. Finally, the company will need to have a solid business plan in place detailing how it plans to generate revenue and profit. With these key components in place, a property maintenance company can be up and running quickly and efficiently.

Employer identification number

You will need to obtain an Employer Identification Number (EIN) from the IRS in order to hire staff for your company.

You can apply for an EIN online, by mail, or by fax.

Open a business bank account

Opening a business bank account is a key step in starting any business, but it’s especially important for businesses that will be dealing with large amounts of cash, such as maintenance businesses. A business bank account can help you track your expenses and income, which is essential for tax purposes. It can also help you build business credit and establish a relationship with a financial institution that can provide funding for your business in the future. You’ll need to provide your business name, address, contact information, and tax identification number when you open the account. Sole proprietorships and partnerships can use their personal Social Security number as a tax ID.

While choosing a bank account for your own business, you should also decide how you will accept payments. You can use field complete property maintenance software for accepting your payments on site. This will save you time and money as you don’t have to go to the bank to deposit checks.

How to fund your own property maintenance business

You will need some start-up capital to get your property maintenance business off the ground. You can either save up the money yourself or apply for a loan from a bank. The amount of money you will need will depend on the size and scope of your business.

To start a small property maintenance business, you will need around $5,000. This will cover the cost of tools, equipment, and marketing. If you are starting a larger business, you will need more money to cover the costs of hiring staff and renting office space.

Purchasing your first piece of equipment

If you’re starting a maintenance business, there are some key pieces of equipment you’ll need to get started.

First, you’ll need a truck or van to transport your equipment and supplies. You’ll also need ladders, tools, and other equipment necessary for the type of maintenance work you’ll be doing.

Insurance for your property maintenance business

Another important consideration when starting a maintenance business is insurance. You’ll need to make sure you have the right insurance in place to protect your business from any potential risks.

You should speak with an insurance agent to determine the type of coverage you need for your business.

Getting the word out about your property maintenance business

Once you have your equipment and insurance in place, you’ll need to start marketing your business. There are a number of ways to market a property maintenance business, including online and offline methods.

Some offline marketing methods include distributing flyers and door hangers in neighborhoods where you’d like to work. You can also offer discounts or special promotions to attract new customers.

Choose a brand name

Your brand is how your customers will perceive you, so it’s important to choose a name that reflects the image you want to project.

You’ll also need to make sure the name you choose is available as a domain name (for your website) and as a business name with your state’s Secretary of State office.

Make the website

While you can start taking customers without a website, it’s important to have one as soon as possible so you can start building your brand online.

You can create a simple website yourself using a platform like WordPress, or you can hire a web designer to create something more sophisticated.

Hire staff for your property maintenance company

A successful property maintenance business consists of a team of professionals who can provide quality services to customers. When hiring staff , be sure to look for individuals who have experience in the field and who are knowledgeable about the latest trends in maintenance.

It’s also important to find employees who are reliable and trustworthy, as they will be working in people’s homes and businesses.

Perform background checks on all potential employees and make sure to verify references.

It’s also a good idea to have new hires sign a contract that outlines your expectations for their job performance.

Determine how many employees you need

The number of employees you need will depend on the size and scope of your business. A small business may only need two or three employees, while a larger operation may need ten or more.

Be sure to consider how much work you can realistically handle and how much you can afford to pay in wages.

Offer employee benefits

In order to attract and retain good employees, it’s important to offer competitive wages and benefits. Some benefits you may want to offer include health insurance paid vacation, and 401(k) plans.

If you can’t afford to offer all of these benefits, try to at least offer some type of health insurance plan. This will help you attract and retain quality employees.

Develop systems and procedures

In order to run a successful property maintenance business, you’ll need to develop systems and procedures for how things are done. This will help ensure that your employees are providing quality services and that work is being completed in a timely manner.

Some things you’ll need to develop procedures for include scheduling appointments, handling customer inquiries, and performing maintenance tasks.

Get a skilled manager for your projects

A skilled project manager is essential for any size property maintenance business. He or she will be responsible for coordinating the work of the staff, ensuring that projects are completed on time and within budget, and keeping customers updated on the status of their projects. He should also have a strong understanding of how to market the business and generate new leads.

Advertise your vacancies

There are a few key ways to get the word out about your maintenance business and to hire the best staff. Start by advertising your vacancies online and in local newspapers or job boards. You can also post flyers in public places or hand out business cards to people you meet. Make sure to list all of the requirements for the position and what the ideal candidate would be like.

Another great way to find qualified candidates is to ask for referrals from people you know and trust. If someone you know has a background in maintenance or running a business, they may be able to recommend someone who would be perfect for the job. You can also look for candidates through online job postings and websites like Indeed or LinkedIn. Once you’ve found a few candidates, take the time to interview them and see if they’re a good fit for your company.

By taking the time to hire the right staff, you’ll be setting your maintenance business up for success.

Market your business

Starting a maintenance business can be a great way to become your own boss and earn a good income. However, as with any business, there is a lot of work involved in getting started. The first step is to market your business. You will need to create a brand that potential customers can trust and feel confident using. This can be done by creating a strong online presence and developing marketing materials that highlight the benefits of your services.

In addition to marketing, you will also need to develop a business plan. This should include an overview of your business goals, how you intend to achieve them, and what expenses you anticipate incurring along the way. Maintenance businesses require significant start-up costs, so it is important to have a clear understanding of your financial needs before getting started.

Once you have a plan in place, the next step is to find customers. This can be done by networking with other businesses in your industry, or by advertising your services online or in local publications. You may also want to offer discounts or special promotions to attract new customers.

By taking the time to develop a strong business foundation, you will be well on your way to success as a maintenance business owner.

Use local SEO

As a maintenance business, one of the best ways to market your services is through local SEO. This involves optimizing your website and online content for relevant keywords related to your business. For example, if you are a plumbing company in Los Angeles, you would want to optimize your site for keywords such as “plumbing Los Angeles” or “Los Angeles plumbing.” By doing this, you will make it easier for potential customers to find you when they search for these terms online.

In addition to optimizing your website, you should also create profiles on popular directories and review sites. This will give you another platform to promote your business and attract new customers. Be sure to include accurate contact information and customer reviews on these profiles to give potential customers the most accurate picture of your business.

By taking advantage of local SEO, you can significantly increase your chances of success as a maintenance business.

Develop a social media presence

In today’s digital world, it is essential for businesses to have a strong social media presence. This is especially true for maintenance businesses, as potential customers are likely to search for these services online. As such, you should create profiles on popular social media sites and regularly post content that showcases your business. You should also make it easy for customers to contact you by including your contact information on your social media profiles.

In addition to creating a social media presence, you should also consider creating a blog. This can be a great way to share information about your business and attract new customers. Be sure to include keyword-rich content that is relevant to your business, as this will help you attract more visitors from search engines.

By taking advantage of social media and blogging, you can reach a wider audience of potential customers and significantly grow your maintenance business.

Consider using field service management software

There are a number of software programs available that can help you manage your property maintenance business. These programs can be used to schedule appointments, track invoices, and keep track of customer information.

By using field service management software, you can free up your time to focus on other aspects of running your business.

Create a free Field Complete account for on-site estimates, invoicing, dispatching, and payments. Automate your business with GPS-powered scheduling, automatic customer notifications, and online payments.

Get started today and see how Field Complete can help you grow your business!

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maintenance department business plan

Pressure Washing Business Plan

maintenance department business plan

Auto Repair Shop Business Plan

maintenance department business plan

How to Write a Cleaning Company Business Plan + Free Template

maintenance department business plan

Handyman Business Plan

Did you find what you are looking for.

Increasing complex waste management and housekeeping needs make cleaning, maintenance, and repair businesses lucrative for new entrepreneurs.

Whether you plan to start a waste management or commercial cleaning company, you need a clear roadmap to drive your business to success.

This library of cleaning and maintenance business plan examples here can inspire and guide you as you begin to plan your business. So, don’t worry; we got you covered on that part.

Let’s learn more about these repair and cleaning business plan samples, starting with their benefits.

Benefits of using an industry-specific business plan example

Believe it or not, using an industry-specific business plan example is the best and probably the quickest way of writing a business plan.

Doubt it? Hold, this may change your perception; an extended list of the benefits of using an industry-specific business plan template.

  • Inspiration : Reading a business-specific template can be incredibly helpful in getting content inspiration. Furthermore, it helps you gain insights into how to present your business idea, products, vision, and mission.
  • Risk-free method : You are taking a reference from a real-life, let’s say, auto repair shop business plan—so you know this plan has worked in the past or uses a method subscribed by experts.
  • Deep market understanding : Analyzing and reading such examples can provide clarity and develop a deeper market understanding of complex industry trends and issues you may not know but relate directly to the realities of your business landscape.
  • Increased credibility : A business plan developed using an example follows a standard business plan format, wisely presents your business, and provides invaluable insights into your business. There’s no question it establishes you as a credible business owner, demonstrating your deep business and market understanding.
  • Realistic financial projections : Financial forecasting being a critical aspect of your plan, this real-life example can help you better understand how they project their financials—ultimately helping you set realistic projections for your business.

These were the benefits; let’s briefly discuss choosing a maintenance, repair, and cleaning business plan sample that best suits your business niche.

Choosing a Maintenance or Repair Business Plan

This category itself has 18+ business plan templates for various cleaning and maintenance businesses. With many similar business types and templates, you may not find the most suitable one through manual scrolling.

Here are the steps to consider while choosing the most suitable business plan template.

Identify your business type

Are you going to be a pest control service provider? A carpet cleaning company? Or a laundromat business?

Asking yourself these questions will help you identify your business type, which will help in choosing a niche-specific business plan template.

Once you identify your business type, you can choose between templates for different business segments.

Search for the template

We have an in-built search feature, so you can easily search for a business-specific template using your business type as a key term. Once you have the search results, choose the most suitable one. Simple as that.

Review the example

Look closely at the content of the sample business plan you are considering. Analyze its sections and components to identify relevant as well as unnecessary areas.

Since all the Upmetrics templates are tailored to specific business needs, there won’t be many fundamental customizations. However, a hybrid business model targeting multiple customer segments may require adjustments.

No big deal—you can view and copy sections from other business plan examples or write using AI while customizing a template.

That’s how you find and select the most suitable repair and maintenance services business plan. Still haven’t found the perfect business plan example? Here’s the next step for you.

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A toolkit for world-class maintenance planning and scheduling

November 17, 2022

| 7 min read

How to plan and schedule work orders like the best maintenance teams

  • By: Marc Cousineau
  • Reviewed by: Tanya Goncalves
  • Fact-checked by: Jason Afara
  • Blog , Work order academy

Back to blog

Read the full work order academy series, including toolkits for better work orders, defeating backlog, using work order data, and more

What is maintenance planning?

Maintenance planning is a process of determining which assets or facilities need to be maintained, when they need to be maintained, and how often. The process also involves identifying the resources required for the maintenance—for example, what spare parts and materials are needed. Maintenance planning makes sure that your assets are in good working condition and can help your organization be prepared for minor asset issues to major equipment failure .

Failing to plan, is planning to fail. We talk about this a lot in maintenance. We need to think about what the best way is to interact with the machine rather than number of times we are interacting with it. Doing a weekly PM may not be the right answer in all cases, and it may hurt the culture of the team as well. Finding the balance takes patience, and some trial and error. – Jason Afara , Manager, Solutions Engineer

What is the maintenance planning process?

In other words, how do you create a maintenance plan? There are critical tasks you’ll need to do in order to set up a successful maintenance plan for your business—and it’s not as scary or as difficult as it sounds.

Here are the five steps:

  • Identify the critical assets that need to be maintained
  • Determine how often these assets should be maintained or checked on (based on their importance)
  • Create a maintenance plan based on those two steps
  • Schedule out when each asset will be worked on according to its scheduled maintenance interval (SMIs)
  • Execute your plan

What happens when maintenance planning goes wrong?

The maintenance team at Century Aluminum was fighting an uphill battle from day one.

“The philosophy has been, ‘It’s what goes out the door that counts,” said millwright Linda Sibley in this interview with Reliable Plant , “not how well the machinery is running.”

Pumping out products and equipment health being forgotten, was obviously not a sustainable model. It fueled a culture of reactive thinking, leading to lots of breakdowns, data shortages, low morale, and much more.

“When you are in such a reactive mode, it’s next to impossible to do much planning. It’s all about putting out fires,” said maintenance planner Todd Harrison.

Needless to say, there was a hunger for change. But despite the maintenance department’s best efforts, the preventive maintenance program struggled to get off the ground. The reason progress stalled could be linked back to one thing: Poor maintenance planning and scheduling.

Probably one-third of the PMs are no good,” said maintenance manager Jim Doeffinger. “We waste time doing irrelevant PMs.”

No one wants to constantly take two steps forward and one step back. That’s why this post will go in-depth on best practices and simple frameworks for strong maintenance planning and work order scheduling.

How to get really good at maintenance planning

There are two ingredients you need to be really good at maintenance planning:

  • Clear goals for maintenance that align with the goals of the organization
  • A way to prioritize maintenance activities based on your goals

All your work processes, schedules, training, and SOPs flow from your goals and priorities.

“You really need to go back to the fundamentals of the organization and find out what their objectives are for maintenance,” says Charles Rogers, a Senior Implementation Consultant at Fiix with over 33 years of experience in maintenance and reliability.

Four steps for aligning maintenance goals with business goals

A handy four-step process will help you align the organization’s goals with your maintenance planning:

  • Confirm the goals of your organization . Your business may be looking to accomplish something really specific, like decreasing the cost-per-item. Or the goal might be a little less tangible, like entering new markets.
  • Link maintenance KPIs to business goals . If reducing the cost-per-item is the big goal, maintenance could focus on reducing downtime and maintenance costs . If entering new markets is the target, you might want to standardize maintenance processes so they can be repeated at other sites.
  • Choose your maintenance metrics . Set up metrics and benchmarks so you can track progress and measure success. For example, if you want to prevent unplanned downtime, you might track faults found and fixed through PMs on critical equipment.
  • Plan maintenance activities to hit your targets . Let’s say your aim is to find problems with critical equipment before they cause failure. In this scenario, you have to figure out what your critical equipment is , how often it should be inspected, and what needs to be included in work orders for those assets.

Learn how to create world-class, standardized work orders

Start connecting maintenance to business impact with this free goal-setting template

What is maintenance scheduling?

Maintenance scheduling is the process of planning, organizing, and coordinating all activities that need to be done by a maintenance department to keep machines in good working condition. Together maintenance planning and scheduling ensure that machines are kept in top condition at all times, which improves the quality of production. It also helps to avoid costly breakdowns and repairs by preventing problems before they occur.

Maintenance scheduling also gives maintenance personnel, like a scheduler or production supervisor more control over the finances of a maintenance team. For example, when your planned maintenance is scheduled ahead of time you reduce waste caused by unexpected costs due to equipment failure. This kind of planning is often referred to as preventative maintenance .

How to get really good at maintenance scheduling

“Some people think a lot of scheduled maintenance is good and more is better,” says Charles.

“Those people are wrong. Doing PMs to fill a quota is costly and often increases the chance of breakdowns.”

The number of failed inspections per PM is the true mark of scheduled maintenance success, says Charles. Every problem you catch during a PM is an asset failure avoided.

And that’s the secret to really good maintenance scheduling : The constant tweaking of PM frequencies to find the right balance between too often and not often enough.

How to optimize preventive maintenance frequencies

The PDCA model (Plan, Do, Check, Act) is a framework for finding the right PM schedule over time:

  • Plan : Create a baseline for PM frequencies by looking at recommended guidelines, repair history, criticality, and usage patterns for an asset. The maintenance planner, supervisor, manager or team lead will generally take this step on.
  • Do : Follow your plan consistently for accurate results. The maintenance technician will be responsible for this step.
  • Check : Look at failure metrics for each asset to determine if your plan is working. The maintenance technician, team lead, supervisor or manager will be responsible for this step.
  • Act : Fine-tune your PM frequencies based on your findings. Increase the frequency if an asset is breaking down between PMs. Reduce the frequency if your PMs don’t find failures or if the number of breakdowns between PMs is low. In this last step, the entire team will be responsible. It is a team effort and shouldn’t occur in a silo. Over communicating the changes and explaining why it’s occurring helps the team be open to change.

Warning: This process is not quick. It takes a while to go around this cycle and implement improvements. But you will see improvements, including longer MTBF intervals , fewer labor hours, and fewer costs for spare parts and supplies.

Start building an awesome preventive maintenance schedule with this scheduling template

How to convince people that maintenance needs to be done

“We would fight operations just to get a little bit of maintenance on a machine,” says Jason Afara, a Solutions Engineer at Fiix, remembering his time as a maintenance manager.

Although the tension between maintenance and operations isn’t going anywhere, a maintenance plan and schedule can’t reach their full potential without buy-in from production.

“This is where maintenance departments usually fail because they don’t have data to back up their asks,” says Charles.

“You have to be able to prove your case and show evidence that if you don’t do maintenance on schedule, there will be much worse consequences at some point—probably sooner than later.”

Creating a culture that chooses preventive maintenance over reactive maintenance doesn’t happen in a day. It can take years and a lot of conversations with everyone from CEOs to operators for it to stick. Here are a few resources to get you off on the right foot when it comes to change management and to use data to change minds:

  • How to measure and tell the story of your maintenance team’s success
  • How maintenance and operations joined forces to lead change
  • How maintenance leaders can drive change in their organization

Scheduling around seasonality and sudden production changes

In a perfect world, plans would never change, and your maintenance schedule would run like clockwork. But we don’t live in a perfect world. The holiday season can lead to a huge spike in orders. And a global recession could completely dry up demand.

When things shift at your company, your maintenance must shift too. One way to stay flexible is with your maintenance schedule. This doesn’t mean abandoning all the plans you’ve put in place. Actually, it’s the opposite, says Charles.

“This is when it’s super critical to understand your asset criticality and asset priorities,” says Charles.

Knowing the needs of each critical asset is what helps you create schedules and justify maintenance windows required to ensure healthy equipment.

Prioritize your tasks

Keep track of your backlog

Build emergency kits for critical assets

Boosting maintenance efficiency when production rises

Do frequent inventory cycle counts

Create a dashboard of important metrics

Improve response procedures

“It also becomes very critical to understand how assets need to be shut down and started back up so that they function as best they can in those situations,” explains Charles.

Plan work orders that cover all the nuances of each piece of equipment and each task. Build airtight SOPs with this information so delays don’t make stopping and starting equipment even harder.

Best practices for managing a facility shutdown

  • Making a contingency plan for a shutdown
  • Focus on yourself

Everything you just read in three sentences

  • Having crystal clear goals for your work orders will give you a clear direction for all your decisions around maintenance planning and scheduling.
  • Never set your maintenance schedules in stone and always keep looking for ways to optimize each work order so you’re doing it at the correct frequencies.
  • Your work order plans and schedule won’t always be popular with everyone, but having proof that they work will help you justify your strategy and allow you to follow through with it.

See Part IV: A toolkit for improving health and safety with work orders

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How to Build a High Performance Maintenance Team


A few years ago, this author inherited perhaps the world's most underperforming, unreliable, unpredictable, unacceptable and all other antonyms that are an antithesis for anything positive, maintenance team. The extreme lack of performance left all sorts of carnage piled up at the front door of the unemployment office. Maintenance managers did not last longer than 18 months before quitting or getting fired. To be fair, it was the result of long-term neglect and a few bad decisions by upper management. Nonetheless, the requirements of the job was to roll up the shirt sleeves, do a deep dive and fix it.

At the bottom of Maslow's hierarchy of needs are food and shelter. Simply put, SURVIVAL. That was exactly where the company was and its maintenance department was not helping the situation. However, this author's personal goal went beyond survival. It was to reclaim a higher quality of life by eliminating the late night and weekend calls that started out like, "Boss, you ain't gonna believe this!" Conditions were so bad that the author personally helped extinguish two fires in one year that could have burned down the facility, which, at the time, did not seem like a bad plan.

Just in case you or someone you know is experiencing a similar undesirable work environment, the author shares this brief recap of the maintenance turnaround plan that was used.

Warning: Leading a maintenance turnaround is not for the faint of heart. It takes guts, vitamins and a lot of prayers, in addition to a good plan.

First Things First:

DELIVER a State of the Union Address

Pull together the facts, no matter how ugly they are, and present them to the entire maintenance team in a clear and succinct message. It is best that all team members hear it at the same time. This is a message that you cannot afford to have delivered secondhand or get misconstrued. Once the bad news is delivered, which is probably old news, begin painting a picture of the future and call it the "target condition." Demonstrate passion and convey what a critical role the maintenance department plays in the execution of the business strategy, achievement of operational performance targets and safety. Next, highlight some of the initial steps that will be taken to get the turnaround process started. No need to communicate a long, boring comprehensive plan. Just stick to the key areas that will receive a laser focus so the journey and dedication to achieving the target condition is crystal clear.

This meeting is not about searching for agreement or reaching a consensus. It is about setting a new direction and establishing a starting point for the turnaround. It is about encouraging those that want to change, converting those that are on the fence and firing a warning shot to those who are dead set on maintaining status quo. Will there be teamwork, employee feedback and participation? You bet! It is impossible to reach target condition without a fully engaged workforce.

DEVELOP a Code of Conduct and Daily Standard Work

This is the first team assignment. Pull together a mix of formal leaders and informal leaders. Why informal leaders? Because often they are the ones that others are going to follow. On a flip chart, begin documenting the characteristics of a high performance maintenance team. At this point, nothing is too basic. In fact, most of the items on the list should be fundamental and include such things as: start and stop times, protocol for shift hand off, documenting work performed, providing feedback to operators, behaving in a courteous and professional manner, and so forth. Take the feedback and create two formal documents: a code of conduct and daily standard work. Each document should be no more than one page in length. Once completed, ask the sub-team to present the documents to the team. It is critical that everyone hears the message, understands the documents and signs a training record. Post the documents in very conspicuous places throughout the maintenance shop. It is also a good idea to have some of the maintenance team members report on the new mode of operation at a monthly all employees meeting or at operational team meetings.

Now that expectations are clear, all future group meetings will be conducted with a sense of urgency and in a celebratory manner for each accomplishment achieved, even the small ones that look like baby steps. Long-term success is going to be built by putting points on the scoreboard, not by a single silver bullet. Will there be tough discussions? Yes, but probably with only a small percentage of the group. From this point forward, those discussions will be held in private and on an individual basis. Everyone else will be receiving praise and encouragement.

PURGE the Junk

This is not glamorous work. In fact, it can be extremely nasty. However, the result will make a huge impression, improve efficiency, safety and morale, and generate a cleansing feeling. It is like a new beginning. Don’t be surprised that when you start purging the junk, you end up with over 14 flatbed trailers full of scrap steel and obsolete equipment for the recycler – no kidding!

Start with the red tag process. Expect some pushback because someone will insist that you keep that “one-of-a-kind inoperable 1968 strain gauge that was made by a company that no longer exists.” Target purging the junk in the maintenance department first, then attack all other hidden areas scattered throughout the factory. Tackle the maintenance, repair and operations (MRO) tool crib, red tagging all junk and obsolete parts. Be sure not to forget or overlook cabinets and drawers.

During this process, keep the finance department or controller informed so assets can be properly accounted for. Before hauling everything to the recycler, pull a team of engineers, operators and maintenance technicians together to review the red tag area just to make sure there is nothing expensive, unique and still vital to maintenance and/or operations in the hold area. When completed and the junk is on its way to the recycler, the accomplishment will feel refreshing. Make a point to give the team positive feedback and celebrate! But don’t stop there, because this is only the first step in the 5S process.

CONDUCT a Skills Assessment

This is optional based on the demonstrated strengths and skills of the individuals within the department. But if you suspect that the skills are insufficient, then they probably are insufficient. Do not swing at this assessment alone. Team up with human resources and your local technical or community college. There are several great resources and tools already developed, tested, validated and ready to use. This assessment is the starting point for building a strong, competent team. If you work in a union environment, the skill assessment still can be accomplished by working closely with the union leadership, sharing the vision and getting their buy-in to the plan.

START the Training Process

Once the job requirements have been determined and individual capabilities assessed, provide individual feedback in a confidential manner, along with a prescribed training plan. Again, this is best done through human resources and outside support. Establish a fair and reasonable time frame for completing the prescribed training plan. There will be pushback, but there also will be those who are trailblazers and set the course of action for being the first to complete the training. The good news is that course work is now conveniently available online and lab work can be conducted on-site or possibly at a technical school.

DEVELOP a Critical Equipment List

Identify the key equipment that can bring operations to a halt. It can be a single piece of equipment that is part of the process in which most of the products manufactured flows through it, or it can be equipment that does not have a backup or alternate process. Do not overlook infrastructure when evaluating critical equipment. If the facility or process is dependent on a boiler, compressor, cooling tower, or electrical substation, then be sure to include those items on the list of critical equipment. A substation that has been ignored or overloaded can be dangerous, create costly repairs and cause significant downtime.

A good approach for dealing with critical equipment is to: 1) have a robust preventive maintenance (PM) plan; 2) inventory critical spare parts; and, 3) have a backup plan for a catastrophic failure. For example, identify and pre-approve a contract manufacturer for temporary outsourcing. Redundant equipment is also something to consider, especially if outsourcing options are unavailable or control of intellectual property is critical.

CONSTRUCT a Capital Plan

Now that the junk is purged and a critical equipment list is constructed, identify the equipment that needs to be placed on an intensive care list. This list is for equipment that is currently on life support. Engineering support or an equipment technical representative from the original equipment manufacturer (OEM) should be able to help evaluate the options (e.g., invest in repairing and upgrading the equipment or purchase new equipment and unplug the life support). The costs and return on investment (ROI) for replacing or upgrading equipment on the intensive care list are the beginning of the capital plan. Depending on the company’s health, a short-term repair may take precedence over replacement until funding can support a long-term solution.

Based on the size of the operation, equipment condition, complexity and advances in technology, the capital plan may be a three- to five-year outlook. This type of planning and detail will help with budgeting and eliminating surprises. There are other options to consider if capital is limited or non-existent, such as vendor financing. This is more common for very expensive equipment, like machining centers, lasers, etc.

HIRE a Reliability Engineer

A reliability engineer is extremely valuable, especially if sophisticated or complex equipment is involved. The ability to evaluate machinery, identify its weaknesses, develop a thorough PM plan and make engineering modifications to improve reliability will break the chains of unpredictable performance and reactionary maintenance. It is not unusual for a good reliability engineer to generate a savings of six to eight times his or her salary in the first year.

TOSS the Spreadsheets and Flash Cards - Go With CMMS

There are many low cost options for a computerized maintenance management system (CMMS). The ability to track and measure performance in real time is critical to achieving the target condition. A CMMS enables the maintenance team to optimize the usage of replacement parts, properly assign resources, plan for performing PMs and evaluate the effectiveness of the work being performed. If your company can afford it, install a wireless system and purchase tablets so entries and pictures can be made at the point of service. This is a big time-saver versus going to a computer terminal and getting in line to make entries.

IMPLEMENT the Right Metrics

It is not unusual to jump right to an overall equipment effectiveness (OEE) metric and wonder why performance is not better. Although OEE is an excellent metric, it is better to start off with basic metrics and master the simple things. For example, understanding equipment downtime and reason codes will provide guidance to root cause evaluation and corrective action. Understanding where resources, both people and parts, are consumed can help with determining if there is a skill deficiency, equipment misuse, design issue, or some other assignable cause. Once these metrics are clearly understood, posted and discussed daily at the equipment, add metrics like mean time between failures (MTBF) and OEE to gain a deeper understanding on how to improve performance. The target condition should be great uptime (i.e., 100 percent) and a strong, favorable ratio of time spent conducting preventive maintenance versus performing reactionary maintenance for unplanned downtime.

DEVELOP a Lean Maintenance Methodology

What applies to operations applies to maintenance. Methodologies, such as 5S, single-minute exchange of dies (SMED), standard work and kanban, all can be exemplified in the maintenance department. For example, with 5S, everything should have a designated place and be in its place. Therefore, if you implement a parking lot for maintenance buggies with clear visuals and signage, it sends a message that everything you do matters and should be done in an organized and efficient manner. This simple idea makes it very easy to determine who is at work and who isn’t. It prevents a traffic jam at shift change and makes it convenient to conduct a 5S inspection. Other simple ideas and techniques include quick disconnects for hydraulic units, standard work for tool maintenance, visuals for total productive maintenance (TPM) plan and a kaizen schedule for targeted areas of improvement. Value stream mapping events can be used for processes like the MRO procurement cycle. If there is a tool crib, implement a kanban system for spare parts and consider vendor-managed inventory (VMI) for small parts like nuts and bolts. Converting to VMI can reduce time spent managing small parts and swap inventory on the balance sheet for cash.

ENGAGE the Operators

You’ve probably said or heard the phrase, “Please treat the equipment like you would your house or car.” Many folks, in fact, do treat the equipment they operate exactly the same way they treat their house or car – very poorly! So change your approach to, “Please treat the equipment in a way that our target condition of being ready to run, clean and well maintained is achieved.” This can be a major cultural change. So the onus is on leadership to work with the operators to establish and achieve the target condition. It can be a challenge and requires a lot of training, auditing and follow-up. The best tools to use are a good TPM plan and 5S check sheets. Eventually, the behavior will change, new habits will form and the target condition will be achieved on a daily basis. Make it fun! Have a competition and reward the shift or team that does the best job achieving and maintaining target condition.

Building a high performance maintenance team is not a three-month undertaking. It is not a part-time initiative or approach. Depending on where the department is on the maturity curve, the age and deterioration of equipment, and the overall health of the business, it can be a three- to five-year journey. However, significant improvements are often realized in the first three to six months by being relentless, firm and encouraging.

The author’s company did survive and posted some impressive profits during its third year in the turnaround. However, perhaps the biggest reward during the turnaround was the bond and respect the operators and maintenance team developed for each other. It is a behavior that becomes contagious based on a common purpose of making the equipment better today than it was yesterday.

  • Reliabilityweb TARGET SKILLS, the schedule management specialist, is expanding internationally ›

​Mike Stonecipher

maintenance department business plan

Mike Stonecipher is a Senior Project Manager for Georgia Tech’s Enterprise Innovation Institute. He specializes in strategic planning, leadership development and managing projects that will enable top-line growth and generate bottom-line results for manufacturers throughout Georgia. Prior to joining Georgia Tech, Mike served 15 years in the automotive industry and has also worked in the energy and sustainability industry.

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Handyman Maintenance Business Plan

Start your own handyman maintenance business plan

HandyMan Stan

Executive summary executive summary is a brief introduction to your business plan. it describes your business, the problem that it solves, your target market, and financial highlights.">.

HandyMan Stan is a start-up organization offering residents of Duluth, Minnesota a complete handyman service. By developing the reputation as a qualified, reasonably priced and trusted service provider, HandyMan Stan will quickly generate market penetration and develop a solid foundation of repeat customers.

The Market HandyMan Stan’s target market has been segmented into: home owners and property managers. There are 24,090 potential customers in the home owner segment. This group has a 5% annual growth rate. There are 1,243 potential customers in the property manager segment. This group is growing at a 4% annual growth rate.

Services As a handyman, Stan will offer a wide range of home repair services. The services are generally fairly minor tasks, if the problem becomes major a contractor is best suited to solve the difficulty. HandyMan Stan will offer the value-added feature to pre-screen a contractor when Stan is unable to perform the repair. This will develop a trust bond with the customer so that when a more minor issue comes up the customer is more likely to call Stan due to his honesty displayed earlier. Stan offers fix-it services for: plumbing, electrical, fences, windows, decks/patios, painting, weather proofing, floors.

Competitive Edge HandyMan Stan will differentiate from the competition by offering: low price and low minimum charge. Stan is charging a reasonable $30 per hour in an effort to encourage people to hire him for tasks that they would otherwise try themselves of just ignore until it became more of a problem. The second element of the competitive edge is Stan’s low one hour minimum. This compares favorably with the other industry competitors who often have two to three hour minimums. This edge also creates an incentive for the customer to call for Stan’s assistance earlier than they would with comparable service providers.

Handyman maintenance business plan, executive summary chart image

1.1 Mission

HandyMan Stan’s mission is to provide knowledgeable, convenient, and reasonably-priced handyman service to the Duluth, Minnesota community. HandyMan Stan will provide every customer with an honest day’s work and will fix anything that is not done right.

1.2 Keys to Success

  • Treat every customer as if they were the most important customer the business has.
  • Honestly evaluate the needed skills for a job, passing it onto a contractor if it is too difficult as opposed to taking on a job that cannot be completed perfectly.
  • Work hard, guarantee all work and promote 100% customer satisfaction, if this is done profitability will fall into place.

1.3 Objectives

  • Develop the business into full-time employment within 12 months.
  • Generate steady revenue per year by the end of year two.
  • Create over 20% of business from repeat customers.

Company Summary company overview ) is an overview of the most important points about your company—your history, management team, location, mission statement and legal structure.">

HandyMan Stan has been formed as a Minnesota Limited Liability Company (LLC) by Stan Roberts. Stan will be the sole employee and owner of the company. The company will incur certain start-up costs, primarily tools, detailed in the Start-up Summary section.

2.1 Start-up Summary

HandyMan Stan will incur start-up costs associated with the beginning of the business. The following table details the start-up costs as well as indicated the needed capital for initial operations. Stan will be using his personal tools for jobs but will need to purchase the following additional equipment/tools:

  • Assorted plumbing tools including: slip wrenches, snakes, teflon tape, and assorted caps, nuts, and bolts.
  • Electrical tools including: electrical gauge meters, wire cutters, various wires and wire caps, and soldering iron.
  • Painting material including: paint brushes, paint roller, pneumatic paint sprayer, air compressor, sand papers, spackle tools and masking tape.
  • Pressure washer.
  • Various general tools.
  • Assorted power tools (drill, saw, sander, Dremel).
  • Assorted nails, bolts, screws, and fixtures.
  • Laptop with portable printer for mobile invoice printing and submission.
  • Mobile phone.

Handyman maintenance business plan, company summary chart image

2.2 Company Ownership

Stan Roberts is the founder and owner of HandyMan Stan. The company will remain a one-man operation for the foreseeable future.

HandyMan Stan offers the community of Duluth the finest home repair and maintenance for home owners and property managers. All services start at just $30 per hour plus parts. HandyMan Stan will give every customer at least one hour of work at their property.

All work is “handyman” work, for larger jobs that require a contractor, HandyMan Stan will pre-screen a service provider free for the customer.

By providing only handyman services, HandyMan Stan will always attempt to repair the problem first, replacement is only an option if the item cannot be repaired. This differs from a contractor philosophy which is generally to replace everything first.

Repairing items is far less expensive for the consumer. HandyMan Stan offers a one year guarantee for all of their work, if something goes wrong, HandyMan Stan will make it right. The goal is to not have any unsatisfied customers.

Offered services include:

Market Analysis Summary how to do a market analysis for your business plan.">

HandyMan Stan has identified two distinct market segments, home owners and property managers. These are the most attractive customer segments as they are the customers who often have small repairs that are too small for a contractor but too complicated for the owner to perform themselves.

The handyman industry competes with the contractor industry for home repair jobs. Handymen are typically used for small items, contractors are typically called in for more extensive projects.

Customers will often call whatever service provider they are familiar with, regardless of the appropriateness. For this reason, word of mouth referrals will be very important. Potential customers will ask neighbors/friends and other property managers for recommendations on handyman service providers. HandyMan Stan will capitalize on word of mouth marketing by going the extra mile to keep customers satisfied. Exemplary service will result in new and repeat business.

4.1 Market Segmentation

The market has been segmented into two distinct customer groups:

Home owners

  • The value of the homes ranges generally between $150,000 – $650,00.
  • 47% of home owners attempt to make small repairs themselves, often starting the repair and realizing that they do not have the skills to complete it. The remaining 53% do not attempt to repair it, they call a professional from the start.
  • 62% have owned their home for more than two years.
  • 73% wait until several small problems accumulate before they call a handyman. This behavior can be explained by not wanting to incur a large upfront charge just to have someone fix one thing.

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  • Manage between three – 20 units.
  • Typically do not have their own in-house repair man in an effort to reduce overhead expenses.
  • The range of monthly rental costs of their units is $350-$675.

Handyman maintenance business plan, market analysis summary chart image

4.2 Target Market Segment Strategy

The two customer segments, home owners and property managers have been targeted because they are the most likely consumer of handyman services.

Unless the home owner is particularly crafty, he/she does not have the skills, time or desire to tackle most jobs. Their preference is to hire someone and have them take care of it.

The property manager are also likely consumers because they are managing a group rental property which needs periodic maintenance. Property managers with less than 20 units rarely have on-site maintenance personnel, it is less expensive to hire someone as needed.

It is rare that the property manager would have any maintenance skills themselves and those that do usually do not have the time in the day to perform the repair.

It should be noted that the majority of business will be coming from residents and rental property from within the Duluth city limits. As you venture farther out of town into the country people tend to have more free time and more fix it skills and are therefore more likely to try to repair things themselves.

4.3 Service Business Analysis

Handymen operate within the general home repair industry. This industry encompass both handymen as well as general contractors. The distinction between the two is as follows: handymen can fix most minor problems, items that are not to extensively damaged nor do they require expensive special tools.

Contractors are most useful for jobs that are very technical in nature, extensive in the repair, or require very specialized tools. A handyman is typically far more of a generalist, he can handle a wider range of repairs whereas a contractor has a smaller realm of expertise.

4.3.1 Competition and Buying Patterns

HandyMan Stan will receive competition from several sources. The most well-known competitors are detailed below:

  • Jack Of All Trades: This is a handyman company that employs six different workers as handymen. This is a large company (for handymen) with a far less intimate customer experience. If a customer used this service on four different occassions, they are likely to receive four different people on the service calls.
  • Fix-It-Up: This is a one man outfit that specializes in plumbing and electrical problems. Painting and patios are not serviced. In speaking with several customers regarding their experience with this service, their impressions have been mixed.

Contractors (General)

  • Duluth Contractors: This is a full-service general contractor. The organization is large with 17 employees. This company does a mixture of commercial and residential work. This company has a eight hour minimum.
  • Red Rock Contractors: This is a small sized contractor of six employees. They concentrate on residential jobs and have a smaller minimum of four hour projects.

The buying patterns of consumers are largely based on who they know. Either they know a handyman or contractor whom they call or they will inquire with friends or neighbors as to who they recommend. They will often stay with that person unless they are unhappy with the service.

Stan plans to capitalize on word of mouth referrals, achieved by ensuring every customer has their expectations exceeded.

It is reasonable to expect that some of the larger contracting companies would be able to offer a better hourly rate due to economies of scale. This does not turn out to be the case since most of the large contractors perform a wider range of specialized services, necessitating many more tools and skilled workers, increasing overhead and therefore there billable rate.

Strategy and Implementation Summary

HandyMan Stan’s strategy for quickly gaining market share will be leveraging the competitive edge of reasonable hourly rates and a small, one hour minimum, encouraging more frequent service trips.

The marketing strategy has been designed to raise awareness of HandyMan Stan services among a community of people where there has already been a trust relationship established among the community. This supports the idea that HandyMan Stan’s business will be built on word of mouth referrals. Lastly, the sales strategy will emphasize the wide repertoire of qualified skills, encouraging current customers to use HandyMan Stan for a wider range of repairs.

5.1 Competitive Edge

HandyMan Stan’s competitive edge is the offering of reasonable prices and a one hour minimum, encouraging customers to call HandyMan Stan whenever a problem arises. A one hour ($30) service call is reasonable (not excessively high) but long enough so that several small items can be repaired in one visit.

90% of competing handymen have a two hour minimum creating a barrier for the customer to not call because the problem is too small to warrant two hours of paid work. HandyMan Stan’s one hour minimum develops a pattern of behavior for the customer to call anytime that they have small repairs.

This competitive edge also applies to property managers (especially managers who operate lower income property, typically less than $600 per month) who often balk at calling a handyman until there is a list of different problems.

5.2 Marketing Strategy

HandyMan Stan will employ a marketing strategy that seeks to develop awareness regarding HandyMan Stan’s expertise, high level of trust, and reasonable rates among a community of people. This will be accomplished by placing advertisements in organizational newsletters such as the Lions Club, religious organizations, and other social and sport associations.

These organizations will be targeted with the advertisements because once HandyMan Stan has satisfied several different customers within an organization, there is an increased likelihood that the organizational members will talk among themselves, sharing their good experience with HandyMan Stan among their colleagues.

This is a likely scenario because in this industry it is very common for friends and neighbors to ask friends for trusted service providers. When a person does not know a specific service provider, they will often act upon a recommendation from a friend who had a positive experience with one. These social, religious, or sport-based organizations tend to be quite social and often share their trials and tribulations regarding service providers.

5.3 Sales Strategy

The sales strategy will be designed to convert a current customer from using just one or two of HandyMan Stan’s skills to employing Stan for a wide variety repairs. This will be accomplished several ways. First, Stan will complete each repair with a level of professionalism which is unexpected for a handyman.

Providing this aura of professionalism will help create a very positive impression for Stan’s services. Additionally, Stan will always be on the look out for problem areas within the home and offer a solution that he believes will be attractive to the customer.

5.3.1 Sales Forecast

The sales forecast has been developed in a conservative manner to increase the likelihood of achieving the sales goals. The forecast (detailed in the following table) breaks down sales based on the activity that HandyMan Stan will perform.

Needed parts will be billed additionally, there are certain “consumables” such as nails, caulk, and etc., that Stan will be using that are included in the $30 hourly fee. These consumables are captured in the direct costs of goods as a percentage of the overall service charge. The different services have different percentages assigned to each type of service.

While Stan performs a wide range of jobs, he bills out at the same hourly rate. The competition typically bills out electrical work at a higher rate, and painting at a lower rate. Stan has chosen a single hourly rate to encourages customers to use him for multiple repairs on the same visit.

While he may not get as much painting work as he could because his rate is above the market rate, the variances in the long run average out and it creates an incentive for the customer to call Stan and throw a wide range of projects to him while he is at the project site.

Handyman maintenance business plan, strategy and implementation summary chart image

5.4 Milestones

HandyMan Stan has identified several specific milestones which will function as goals for the organization. The milestones will provide a target for achievement as well as a mechanism for tracking progress. The following table will provide a timeframe for each milestone.

Web Plan Summary

HandyMan Stan’s website will serve as a basic catalog of offered services that will be provided. In addition to a listing of the different skills that Stan possess, a list of testimonials and referrals will be on the site. Stan believes that this will be quite effective at swaying unsure people who have never heard about HandyMan Stan. More in depth inquires will be directed to Stan’s phone number.

6.1 Website Marketing Strategy

The marketing strategy will employ two distinct mechanisms:

  • Search engine submission: This will be most useful to people who are unfamiliar with HandyMan Stan but are looking for a local handyman. There will also be searches from customers who may know about HandyMan Stan but are seeking additional information.
  • URL on all printed material: For every printed piece of material that Stan offers, the site’s Web address will be listed, encouraging a visit to the site.

6.2 Development Requirements

The site will be developed by a friend under a barter agreement. Because the value of the development services will be less than $600, it will not have to be listed as a payout of 1099 income for tax purposes.

Management Summary management summary will include information about who's on your team and why they're the right people for the job, as well as your future hiring plans.">

Stan Roberts is the founder and sole employee of HandyMan Stan. Stan began as a “fixer” out of high school when he secured a job with a general contractor. Because he did not have any formal contractor/construction experience he was relegated as a helping hand, assisting in a wide range of capacities.

Over ten years Stan became quite proficient in a wide range of activities, becoming a journeymen plumber and electrician as well as developing a strong repertoire of general fixing skills.

Stan enrolled in business courses at the local community college at night. Stan spent two years taking classes, developing his business skills. Once he was completed with the course he began to feel more comfortable with the idea of starting a new business.

7.1 Personnel Plan

HandyMan Stan is a one man business. Stan will perform all of the handyman activities. Additionally, Stan will be responsible for accounting issues which will be accomplished using Quicken. With a laptop computer and portable printer, Stan will be able to create, print, submit and collect invoices on site immediately following the completed project.

Financial Plan investor-ready personnel plan .">

The following sections will outline important financial information.

8.1 Important Assumptions

The following table details important Financial Assumptions.

8.2 Projected Profit and Loss

The following table and charts will indicate Projected Profit and Loss.

Handyman maintenance business plan, financial plan chart image

8.3 Break-even Analysis

The Break-even Analysis indicates what will be needed in monthly revenue to reach the break-even point.

Handyman maintenance business plan, financial plan chart image

8.4 Projected Cash Flow

The following table and chart will indicate Projected Cash Flow.

Handyman maintenance business plan, financial plan chart image

8.5 Projected Balance Sheet

The following table will indicate the Projected Balance Sheet.

8.6 Business Ratios

The following table indicates Business Ratios specific to HandyMan Stan as well as industry ratios for the Personal and Household Goods Repair and Maintenance industry, NAICS code 811490.

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maintenance department business plan


Maintenance Plan Template

Maintenance Plan Template

What is a Maintenance Plan?

A maintenance plan outlines the strategies and procedures to ensure the proper functioning of equipment, machinery, and other assets. This plan is essential to ensure both the safety and efficiency of operations. It should include a detailed schedule of preventative maintenance tasks and activities, as well as other actions to keep the equipment in top condition. A maintenance plan should also include maintenance reports and data.

What's included in this Maintenance Plan template?

  • 3 focus areas
  • 6 objectives

Each focus area has its own objectives, projects, and KPIs to ensure that the strategy is comprehensive and effective.

Who is the Maintenance Plan template for?

This maintenance plan template is designed for use by maintenance teams in various industries. It provides an easy-to-follow structure and framework to help you create a comprehensive plan that effectively addresses all maintenance needs and goals. With this template, you can easily identify and track the objectives, actions, and KPIs that you need to achieve for successful preventive maintenance.

1. Define clear examples of your focus areas

A focus area is the overall theme or category of your maintenance plan. Examples of focus areas may include preventive maintenance, operator training, and equipment upgrades. Each focus area should be broken down into specific objectives and activities to achieve those objectives.

2. Think about the objectives that could fall under that focus area

An objective is a measurable goal within a focus area. For example, a preventive maintenance focus area may have objectives to improve equipment reliability and increase maintenance efficiency. Each objective should have specific actions, KPIs, and targets associated with it.

3. Set measurable targets (KPIs) to tackle the objective

A KPI (Key Performance Indicator) is a measurable target that is used to track the progress of an objective. For example, an objective to improve equipment reliability may have a KPI of maintaining 95% equipment reliability. Each KPI should have an initial and target value, as well as a unit of measurement.

4. Implement related projects to achieve the KPIs

A project (action) is the specific activity that is required to achieve the KPI. For example, an objective to improve equipment reliability may require a project such as creating a preventive maintenance schedule. Each project should be clearly defined and documented.

5. Utilize Cascade Strategy Execution Platform to see faster results from your strategy

Cascade provides an easy-to-use platform for creating, tracking, and monitoring your strategic plan. With Cascade, you can quickly create and customize your maintenance plan, track progress against your objectives and KPIs, and effectively manage your maintenance teams. Cascade enables you to quickly achieve your goals and see faster results from your strategy.

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7 Maintenance Goals to Set for Your Department

No matter where you are in your facility’s maintenance optimization journey, goal setting will help you achieve success. The following goals will allow you to create highly effective maintenance management processes.

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What are smart goals, why are smart maintenance goals important, maintenance goals your department should set, examples of maintenance goals, ready to pinpoint the maintenance goals you should be focused on.

Setting maintenance goals can be a daunting task. What happens if you don’t achieve the goals you set? How do you set realistic goals that will make a significant enough impact? Like certain things in life, it’s best to jump right into goal setting. It’s better to set goals and not achieve them than not to set any at all. Studies have shown that you are 42% more likely to accomplish a goal if you write it down , so take that plan to paper, whatever it may be.

So, where do you get started when it comes to setting goals? We recommend learning and understanding how to set SMART maintenance goals for your team. Let’s take a look.

SMART is a commonly-used goal-setting process that leaders in all roles use to achieve goals efficiently and effectively. The letters in SMART stand for specific, measurable, attainable, relevant, and time-bound. Let’s explore each of these in more detail.

The goals you set need to be very clear and precise. The less ambiguous the goal is, the better you and your team will be able to achieve it. Keep in mind the popular “w” questions when setting goals (who, what, when, where, and why).

How will you determine whether or not you hit your goal? What metrics are you planning to measure to determine success? Keep in mind that maintenance metrics can be both qualitative and quantitative.

This is a rather important component of SMART goal setting that is often overlooked. Make sure you can achieve the goals you set. Do you have the team and the resources needed to achieve success? If not, do you have the means to get these resources? If not, you may need to rescope your goal.

It’s important to ensure your goal aligns with broader business goals. If your team is focused on energy efficiency but your company doesn’t support the upfront costs of this initiative, you are not aligned and should rethink your goals.

Teams are most likely to miss their goals if they don’t have target dates set for initiatives. Determine an appropriate amount of time to achieve the goal and then set timelines for the project appropriately.

It’s no secret that maintenance teams typically lack the staff and resources needed to run at optimal efficiency. Whether you’re understaffed, working with outdated equipment, or low on funding, setting realistic, attainable goals prioritizes work for your team and boosts morale in the long run. In addition, some groups find that by setting measurable goals that lead to cost savings, they can justify new resources or additional staff for their team.

This list highlights maintenance goals the best maintenance managers are setting at every step in their journey to a fully optimized and automated process.

1. Reduce equipment failures and downtime

The number one goal in maintenance leaders’ minds is decreasing the frequency of equipment failures and increasing asset reliability. Achieving this goal keeps throughput levels high and your team and equipment running at optimal performance.

Most maintenance leaders reduce downtime with scheduled maintenance tasks and regular equipment inspections. Inspections allow you to identify any issues with your equipment before they lead to failure, and preventive care provides your equipment with the proper lubrication, filter/oil changes, and other maintenance it needs. It’s always best to schedule downtime at convenient times for your operations instead of your equipment scheduling it for you.

2. Decrease maintenance costs

Maintenance leaders across all industries are consistently faced with the same question: “How can we reduce maintenance expenses?” While this is already a challenging goal, most maintenance teams will tell you that to save money, you first need to spend money. Whether investing in solar panels to cut energy costs or replacing a piece of equipment that continuously requires maintenance, there’s typically an upfront cost to realize savings.

There are still cost-saving opportunities if you cannot find the budget to get some of these more significant initiatives off the ground. As mentioned above, preventive maintenance will decrease equipment failures and, therefore, failure costs. Another opportunity is to create “specializations” on your team (e.g., one group of technicians focuses on production equipment, one focuses on building-centric maintenance, and another focuses on groundskeeping). This setup works similarly to an assembly line and increases overall productivity.

See how one maintenance manager used reports in his maintenance management software to justify a new piece of equipment and realize cost savings.

3. Comply with regulations and increase safety

There are several regulations maintenance teams are required to follow, which vary by industry. To start, every company must comply with OSHA and local, state, and federal regulations. Depending on your industry, you may be required to meet additional regulations as well.

Here are a few smaller goals to get you on track to achieving compliance:

  • Implement a system to keep track of all maintenance activity regarding your equipment in one place, along with product requirement documents, warranty information, safety guides, and anything else pertinent to your operations
  • Add safety guards to all equipment and heavy machinery to prevent injury
  • Inspect equipment regularly and perform regular maintenance

Be sure you keep a log of all work performed and safety measures taken. This will be highly beneficial when it’s time for audits.

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4. Extend equipment lifespan

The more operating hours you can get out of a machine, the more efficient your operations will be. Tracking maintenance histories and specific maintenance KPIs (key performance indicators) for your equipment will allow you to see trends in wear and make data-driven maintenance work decisions. In fact, 78% of companies that tracked equipment histories and took appropriate action reported an increase in their equipment’s lifespan.

5. Optimize energy efficiency

One of the many responsibilities thrust upon the maintenance department is energy management. With the world’s growing emphasis on energy conservation and the increased energy costs, this can be a daunting goal. However, some tools can help you better understand energy consumption and opportunities to cut back.

Energy tracking software monitors and records your utility bills to identify energy waste, pinpoint cost savings, showcase success to stakeholders, boost sustainability efforts , and more. If energy efficiency is a company-wide goal, investing in utility tracking software is a massive step in the right direction.

6. Maintain or improve product quality

The better your production equipment is maintained, the higher quality throughput you will achieve. Think of this as performance goals for your equipment. Properly maintaining your equipment has implications beyond reducing downtime. Your product quality, customer satisfaction rates, and sales will increase when equipment is well-cared for.

7. Strive for the 80/20 rule

The golden rule in maintenance management is that 80% of your maintenance program should be planned maintenance , and the other 20% should be reactive. This ensures your equipment runs correctly most of the time but also leaves room for reactive maintenance (which, let’s face it, is inevitable).

Equipment failure will occur, but if you can stave off failures with preventive maintenance tasks, you’ll find that you operate a leaner, less-stressful work environment. Learn how to set up a preventive maintenance schedule or download a preventive maintenance checklist to get started.

Using the SMART framework, let’s look at a few examples of maintenance goals.

Over the next 12 months, I’d like a 30% reduction in equipment failures to support the company’s mission of increasing throughput without increasing cost. Each piece of equipment will receive appropriate preventive maintenance as outlined in the operations manual. Each maintenance technician will be assigned 11 pieces of equipment to inspect and maintain. We will track the number and duration of failures over the next 12 months to understand the effects of our work.

  • Specific: The goal-setter has requested a precise reduction (30%) in downtime and has layered in how the team will achieve its goal.
  • Measurable: The metric the team will track is explicitly stated as the “number of failures.”
  • Attainable: So long as 11 pieces of equipment to inspect and maintain isn’t too much for each technician, the goal-setter has the appropriate staff and resources are in place for success.
  • Relevant: This supports the company’s mission of increasing throughput without increasing cost.
  • Time-bound: The goal-setter has given a time frame of 12 months.

Example #2:

In response to the company’s decision to decrease its carbon footprint, our maintenance team will work to reduce energy consumption by 15% within 6 months. The team will work in shifts on our equipment so that we don’t have to run each machine all hours of the day. In addition, we’ll be installing motion sensor lights and turning the temperature up 2 degrees in the summer months to conserve energy. We will monitor the effectiveness of these changes in our monthly bills.

  • Specific: A very clear list of deliverables and a path to success are outlined.
  • Measurable: They will track their monthly energy bills to understand energy consumption and cost.
  • Attainable: Because their plan only requires a change in working procedures and environment, no additional resources will be needed.
  • Relevant: This is in response to company-wide strategic goals.
  • Time-bound: The goal-setter has given a time frame of 6 months.

No matter where you are in your facility’s maintenance optimization journey , goal setting will help you achieve success. Remember that it’s important to set realistic, actionable goals that support your end objective and the company’s overall goals. Think SMART when setting goals for yourself or your team.

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Building a Robust Maintenance Plan: The Ultimate Guide

Building a Robust Maintenance Plan: The Ultimate Guide

Every manufacturing plant or production facility requires a robust maintenance plan to ensure the systematic execution of maintenance operations. The reason behind this is simple: planned maintenance minimises downtime and improves overall business efficiency and performance.

With a maintenance plan in place, it’s also possible to extend asset lifespans and reliability as well as ensure greater cost effectiveness . However, reaping these benefits requires a concerted effort to ensure that maintenance is planned well in advance and is prioritised for maximum effectiveness.

That’s why this article explores all the facets behind how to create a maintenance plan and addresses the key steps to follow for the greatest possible output. Keep reading to discover more.

What Is a Maintenance Plan?

A maintenance plan, or maintenance programme, is a road map designed for and used at various types of manufacturing plants and production facilities. It can be a digitised or paper-based document that defines the scope of maintenance work that needs to be carried out on various assets and equipment.

The purpose of these maintenance activities is to ensure that facility assets are maintained in a proactive manner using preventive maintenance strategies in order to optimise an asset’s level of performance.

When this plan and schedule strategy is implemented on an ongoing basis , it ensures that equipment in manufacturing plants is accurately and effectively maintained through a thorough equipment maintenance plan.

Benefits of Maintenance Planning

Maintenance planning is an undeniably powerful strategy to ensure that enterprises reap the rewards of well-functioning machinery and equipment at all times. Some of the most important benefits of well-structured and executed maintenance plans are:

  • Fast response to equipment failure: When maintenance teams quickly come to the scene and address equipment failures in a timely manner through well-established work orders, this can have significant cost savings for the organisation. That’s because predictive data analytics is used to predict potential failures. Addressing the fault in question quickly and efficiently prevents costly equipment failures and malfunctions that can halt production processes.
  • Effective maintenance management protocols: Putting effective maintenance management protocols in place streamlines and eases processes. This, in turn, is often coupled with the incorporation of quality assurance standards that can be enhanced through staff training. When staff are well-trained and comply with such protocols, they’re more capable of handling preventative maintenance tasks with speed and accuracy.
  • Higher equipment uptime and dependability: Last but not least, an effective maintenance plan can have a direct positive impact on business key performance indicators (KPIs). When maintenance is synchronised with organisational KPIs, maintenance crews and management can together apply strategies that ensure continuous improvement.

How to Create a Maintenance Plan Step-by-Step

Having mentioned just a few of the benefits of implementing a system maintenance plan, we will now delve into the steps involved in doing so. Although some organisations may already follow their own procedures, the steps outlined below are a great starting point for maintenance managers looking to improve productivity, performance and efficiency.

1. Identification of Problematic Areas

Organisations purchase equipment and machinery at different stages of the business life cycle. Often, when an organisation grows, it needs additional assets to make up for increasing production demand . What is important to note is that some of these assets may be new while others may be used or second-hand.

Each one comes with its own warranty and maintenance instructions . Furthermore, each asset has its own life span, such as the number of rotations, quantity of output, lubrication requirements, etc.

Perhaps more importantly, each team needs to maintain assets via their own individual maintenance schedule . It is set at regular intervals to ensure fewer malfunctions and less downtime. This is where maintenance managers should perform an audit of machines that perform well and those that do not, as well as regular inspections, to build an effective plan for your business.

Once such an audit is done, it is easier to work out what type of maintenance schedule to place each asset on and at what frequency it should be maintained. That’s why identifying problem areas right from the start is so essential.

Doing so will give maintenance managers the right information they need to address maintenance tasks as and when they are needed. This way, the production facility operates like a well-oiled machine with well-functioning moving parts that work in perfect sync with each other.

2. Prioritisation of Critical Tasks

Unfortunately, emergency repairs, as part of reactive maintenance , are a frequent occurrence in production processes because, no matter how well a maintenance schedule is planned, some unexpected problems and equipment breakdowns can arise without prior notice.

Although maintenance managers and crews can spend time planning for these, such events are unforeseeable. However, that doesn’t mean that there should be no maintenance plan or preventive maintenance programme . In fact, it is possible to prioritise different tasks to ensure the smooth operation of the production facility.

For example, one asset may break down and require attention or inspection while another may be undergoing routine maintenance. In such cases, a maintenance manager will need to determine how many and which physical and human resources to allocate to each task and the priority of the machine in the production pipeline.

Once such a determination is made, it’s also essential to do a cost-benefit analysis to see which machine’s faults should be addressed first so that there is optimal utilisation of resources at the plant. This action also ensures that processes are interrupted for as short a time as possible to avoid costly and lengthy downtime.

Want to learn more about maintenance, repair and operations in manufacturing? Read our detailed MRO guide .

3. Creation of a Preventive Maintenance (PM) Schedule

After critical tasks have been prioritised, it’s important to create a preventive maintenance (PM) schedule . A PM schedule is a timetable that gives an instant bird’s eye view of which assets need to be maintained and at what intervals.

Such a schedule answers pressing questions such as:

  • How much skilled labour needs to be allocated to the task at hand?
  • How long should the expected maintenance task take on average?
  • Which spare parts should be used from inventory and storage alongside their associated costs?

Ideally, there should be a fine balance that’s struck between over-maintenance and under-maintenance.

Over-maintenance means allocating too many resources to a maintenance task for too many of the assets under management.

Under-maintenance , on the other hand, deals with not maintaining your piece of equipment sufficiently, meaning fewer human and physical resources are allocated to the maintenance task. Consequently, this can result in significant losses, production defects, quality control issues and costly downtime.

Designing a schedule for your preventive maintenance services should also involve grouping similar assets together , putting similar teams on one task or even ensuring that similar work is done on different machines. This can save teams a lot of time and will also ensure that labour and resources are optimally distributed and utilised, while reducing downtime through regular maintenance.

4. Optimisation of Spare Parts Inventory Management

inventory management

A great maintenance plan example will also consider optimising the management of spare parts inventory. Inventory is the lifeblood of any production process because it is necessary for the right spare parts to be available and easily accessible at the right time for maintenance crews to use.

However, maintaining track of inventory can be a challenging task. This is where a computerised maintenance management system (CMMS) outperforms any competing offering because it enables spare parts   inventory management processes that are smooth and seamless .

When each new spare part is recorded in a centralised and digital inventory repository system, these spare parts are then accurately organised and accounted for . This ensures they are in excellent working condition, and there’s less room for leaks and wastage.

In addition, it’s possible to carry out efficient maintenance on time every time as a maintenance technician will not need to wait for spare parts to arrive. Thus, time is saved and downtime is minimised.

5. Monitoring and Analysis of Performance Metrics

fabrico analytics

Finally, your maintenance plan should be backed by figures or maintenance metrics that illustrate the level of your efforts. For example, with CMMS maintenance software at your side, it’s possible to measure, monitor and analyse your performance metrics so that you can make informed decisions about your future maintenance efforts.

Often, with CMMS software at your fingertips, you’re able to establish benchmarks against which to monitor your performance. This can also help you make adjustments, where necessary, to simplify your maintenance efforts even further.

Introducing these kinds of efficiencies into your production processes through data-driven insights is a great way to reduce unnecessary costs and keep the organisation lean without the leakage of valuable resources.

How Can Fabrico Help With Planned Maintenance?

The maintenance planning process is not always straightforward because there are so many variables to consider simultaneously. However, that doesn’t mean that you should be stuck with archaic and inefficient paper-based systems. Instead, you can take advantage of Fabrico’s digitised CMMS and its preventive maintenance and spare parts inventory management features , including measuring and monitoring your metrics and data.

Discover more about this highly powerful platform that can help you take your preventive maintenance efforts to the next level by clicking here .

Effective planning can do wonders for streamlining your maintenance operations. You can take advantage of exceptional operational benefits and introduce efficiencies that can only be gained from a well-developed maintenance plan.

When it comes to making the right decision, it’s important to consider Fabrico’s CMMS as a versatile solution that can help your maintenance teams perform at maximum efficiency and capacity for the broader benefit for the entire organisation.

Try Fabrico’s CMMS features today by registering for free !

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What Is a Maintenance Work Order? Understanding Its Importance [The Complete Guide]

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8 Maintenance Management Objectives

Posted: 12/28/2020

Man with tablet and woman on desktop pointing to screen with hard hats, managing maintenance work.

While some maintenance departments rely on a run-to-failure strategy, most want to do more preventive than corrective maintenance. The problem is that many organizations don’t have the resources to expand their maintenance plan to include work that extends asset life and minimizes downtime. A computerized maintenance management system (CMMS) can help them do just that—but more about CMMS software later. While it is certainly the job of the maintenance department to take on a break-and-fix role, there should be a balance between this (corrective maintenance) and preventive maintenance work.

Key maintenance management objectives can reduce reliance on corrective maintenance and contribute to a more efficient and effective maintenance program. We alluded to some of these objectives in our blog post, What is Maintenance Management? Here, we will discuss eight maintenance management functions and objectives in more detail.

Objectives of Maintenance Management

1. control costs and budget.

The first objective to share with you is cost control and budgeting. The maintenance manager allocates the budget he is given to various areas of the department’s resources to ensure everything works effectively. It’s important to include funds for both planned and emergency or corrective maintenance in the budget.

The thing to keep in mind when budgeting for maintenance work is that when a major asset breaks down completely, most likely the asset will be replaced no matter the cost. Of course, a decision must be made between repairing the asset, replacing it, or purchasing a different type of machine. Maintenance managers are tasked with staying within the maintenance budget. However, when something like this happens, it justifies a maintenance budget overrun. They must make cost-effective, wise decisions when choosing parts, vendors, and new or replacement machines. They also need to balance the costs and benefits of preventive vs. corrective maintenance.

Labor resources are another area in which costs need to be monitored closely. When the budget allows, maintenance departments might outsource work to save time. In many cases, however, this is not feasible and corners get cut or tasks get delayed.

When there isn’t enough time to complete all of the necessary corrective maintenance, there is no realistic way to implement a preventive maintenance program on top of what the team is already doing. For many organizations, they can implement this type of program only when they have the upfront resources and money available to invest in it. However, after they overcome that hurdle, the payback from this investment will come over time.

2. Comply with Regulations

There are different types of regulations to follow, which vary by industry. Organizations in the oil and gas industry must follow FERC and EPA regulations, in addition to OSHA regulations. There are many safety regulations that must be followed by the food and beverage industry, such as those advised by the FDA. Local, state, and federal regulation compliance standards must be considered by the production team at all times.

To maintain adherence to these regulations, it’s important to make small plans that lead to accomplishing bigger compliance goals. Examples of these plans include:

  •  Making sure there are adequate safety guards in place on all machines
  •  Inspecting assets for damage
  •  Having a system in place to report damage to assets and parts
  • Documenting and reporting on all repairs and replacements

3. Plan Maintenance Work

Strategic maintenance management includes scheduling maintenance jobs ahead of time. This is important because it efficiently distributes the appropriate time and labor resources to proactive, preventive maintenance tasks, helping maintenance departments reduce the frequency major asset failures. Maintenance managers must have a clear understanding of the structure of the company in order to schedule work effectively. It will help determine the priority of various jobs.

For example, if a technician is working on installing new shelves in the stockroom and a pipe bursts in a bathroom, that is an emergency in which he may need stop what’s doing and help to make that repair, unless another technician is available. There are other scenarios in which the job prioritization is less obvious, but an experienced maintenance manager should help make those calls each day. The truck needs to be in service to make sure deliveries of that product are made on schedule. If just a few tasks are prioritized incorrectly, the schedule can be thrown off for weeks. Maintenance work must be organized in a way that achieves optimal outcomes.

4. Ensure Personnel Safety

Another objective of maintenance management is ensuring the safety of all personnel, inside and outside of the maintenance department. This is done through regular inspections of boilers, compressors, material handling equipment, and other assets that could become dangerous if they malfunction. When maintenance is properly managed, safety increases for everyone in the organization. Many machines can be dangerous when operating normally, but even more so when it malfunctions. Proper training on the function of every asset, critical safety dos and don’ts, and emergency situation protocols are essential.

Facility management-related health and safety guidelines are also important. Just a few examples include:

  • Sanitation and janitorial services
  • Pest control
  • Waste management
  • Managing HVAC, electrical, and plumbing work

5. Minimize Equipment Failure and Production Downtime

Maintenance teams strive to maximize equipment availability, and they are better able to do so when preventive maintenance jobs are managed well. Maintenance technicians must be able to stay on top of preventive maintenance to keep machines running so that failure and production interruptions are minimized. At the same time, downtime cannot be avoided entirely, so when machines do need repairs, they must be done quickly and efficiently.

Read More About Minimizing Downtime

6. Extend Useful Machine Life

When maintenance tasks are properly delegated, prioritized, and completed quickly, machines last longer. Over time a good maintenance plan improves reliability, availability, and maintainability. This is done through proactive maintenance work, which can include preventive, predictive, and condition-based maintenance. Preventive maintenance includes minor maintenance jobs and inspections to prevent asset breakdowns. Predictive maintenance uses real-time asset data collected though sensors, along with historical performance data and advanced analytics to predict when failure will occur. Condition-based maintenance uses real-time data to identify when an asset’s performance or condition reaches an unsatisfactory level.

7. Improve Product Quality

When machines are better maintained, the result is improved product quality and a decrease in the number or products that need to be scrapped or reworked. Improved product quality leads to better reviews of your product and in turn, more satisfied customers and in turn, more sales.

8. Develop Improved Policies, Procedures, and Standards

A final maintenance management objective included in this article is to continually develop and improve upon policies, procedures, and standards that lead to better maintained equipment and cost reduction. In order for this to be successful, there must be a mutual understanding between maintenance and other departments to plan, control, and direct maintenance activities. This includes procedures such as knowing how to report maintenance issues to the maintenance team, what system to use to communicate the production and maintenance schedules, and how others will be notified of asset repair status.

How FTMaintenance Helps You Meet Your Objectives

Cost tracking.

Strategic maintenance management requires smart budgeting. CMMS software enables you to budget for maintenance more accurately. FTMaintenance software can help track maintenance costs by tracking the costs of maintenance work and MRO inventory purchases. The software gives you the ability to drill into all levels of data. This includes specific assets and repair costs associated with them, such as supplies, parts, and labor. These cost factors can be used to make informed budgeting decisions.

With all of this information at your fingertips through maintenance reports and graphs, you can even use this information as a vendor negotiating tool. FTMaintenance reports can be used to view equipment cost history, inventory cost history, work order cost history, and YTD (year to date) and LTD (life to date) equipment cost history. The software also has cost center functionality for more specific cost tracking.

Preventive Maintenance Scheduling

One of the most important features of maintenance management software is preventive maintenance. FTMaintenance allows you to create a preventive maintenance program, scheduling tasks at any time and interval needed. It can be challenging for maintenance teams who have never had a preventive maintenance program in place to fully implement it all at once. With FTMaintenance Select, you can roll out the software at a pace that works best for you, with ongoing support from us along the way.

Safety, Minimizing Downtime, and Improving Maintenance Procedures

FTMaintenance helps you to keep up with safety standards through preventive maintenance scheduling, automatic work order activation, and notifications via email so you can stay on top of inspections. It can also be used to ensure communication of safety protocols on all work orders. FTMaintenance improves documentation of the fact that safety protocols were followed.

By using CMMS software as part of your daily maintenance routine, you will minimize equipment downtime and interruptions in production. Less downtime and smoother production leads to greater production value and better product quality. Finally, the daily use of CMMS software such as FTMaintenance can be incorporated into your maintenance procedures to improve organization of your maintenance process.

Curious to know more? Schedule a demo of FTMaintenance today.

The Unique Burial of a Child of Early Scythian Time at the Cemetery of Saryg-Bulun (Tuva)

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Pages:  379-406

In 1988, the Tuvan Archaeological Expedition (led by M. E. Kilunovskaya and V. A. Semenov) discovered a unique burial of the early Iron Age at Saryg-Bulun in Central Tuva. There are two burial mounds of the Aldy-Bel culture dated by 7th century BC. Within the barrows, which adjoined one another, forming a figure-of-eight, there were discovered 7 burials, from which a representative collection of artifacts was recovered. Burial 5 was the most unique, it was found in a coffin made of a larch trunk, with a tightly closed lid. Due to the preservative properties of larch and lack of air access, the coffin contained a well-preserved mummy of a child with an accompanying set of grave goods. The interred individual retained the skin on his face and had a leather headdress painted with red pigment and a coat, sewn from jerboa fur. The coat was belted with a leather belt with bronze ornaments and buckles. Besides that, a leather quiver with arrows with the shafts decorated with painted ornaments, fully preserved battle pick and a bow were buried in the coffin. Unexpectedly, the full-genomic analysis, showed that the individual was female. This fact opens a new aspect in the study of the social history of the Scythian society and perhaps brings us back to the myth of the Amazons, discussed by Herodotus. Of course, this discovery is unique in its preservation for the Scythian culture of Tuva and requires careful study and conservation.

Keywords: Tuva, Early Iron Age, early Scythian period, Aldy-Bel culture, barrow, burial in the coffin, mummy, full genome sequencing, aDNA

Information about authors: Marina Kilunovskaya (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Vladimir Semenov (Saint Petersburg, Russian Federation). Candidate of Historical Sciences. Institute for the History of Material Culture of the Russian Academy of Sciences. Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail: [email protected] Varvara Busova  (Moscow, Russian Federation).  (Saint Petersburg, Russian Federation). Institute for the History of Material Culture of the Russian Academy of Sciences.  Dvortsovaya Emb., 18, Saint Petersburg, 191186, Russian Federation E-mail:  [email protected] Kharis Mustafin  (Moscow, Russian Federation). Candidate of Technical Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Irina Alborova  (Moscow, Russian Federation). Candidate of Biological Sciences. Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected] Alina Matzvai  (Moscow, Russian Federation). Moscow Institute of Physics and Technology.  Institutsky Lane, 9, Dolgoprudny, 141701, Moscow Oblast, Russian Federation E-mail:  [email protected]

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