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13+ SAMPLE Equipment Maintenance Log Sheet
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What is an Equipment Maintenance Log Sheet?
An equipment maintenance log sheet refers to a document that shows every kind of maintenance activity that has been performed on a specific asset. In other words, it keeps track of an equipment’s service history. An equipment maintenance log also helps to ensure that the company’s revenue-generating operations are constantly progressing as required without any disruptions. An equipment maintenance log sheet also helps the workers identify the service patterns/intervals of a particular piece of equipment. Detailed maintenance log sheets can help the workers spend less time on overall maintenance, but having too many things being tracked in the log sheet may lead to unnecessary downtime which can lead to lower productivity rates. It is important for the workers to strike the right balance and track the items that are actually useful.
What Are the Parts of an Equipment Maintenance Log Sheet?
Here are the two main parts of an equipment maintenance log sheet; these may vary by company.
- Header – It provides information about the equipment which includes, the equipment name, serial number, plant location, manufacturer, the manufacturer part number, manufacturer contact details, the date of manufacturing, and the date of service.
- Entries – This is the second main part of the log sheet and allows the entry of the various maintenance activities being performed on the equipment. Here, the details about the activity are listed, such as the date when it was performed, the description of the activity, and the person who performed the said activity.
What is Equipment Maintenance?
By definition, equipment maintenance refers to the use of various maintenance methods and procedures to keep organizational equipment in good working condition. Equipment maintenance entails both regular inspections and performing corrective fixes on assets. Food service establishments, industrial factories, manufacturing facilities, luxury hotels, and much more have some form of equipment maintenance being practiced. It includes the upkeep of different types of equipment such as computer systems, heavy machinery, computer systems, vehicles, and tools.
What are the Types of Equipment Maintenance?
Here are some of the common types of equipment maintenance strategies along with their explanations:
- Run-to-failure – This maintenance strategy uses a reactive approach. In this technique, you consciously decide to use a piece of equipment until it breaks down. This is appropriate for low-cost equipment that won’t cause major operational concerns if it breaks down (such as delays in production). It may also be used on critical equipment that you plan to replace when it breaks down again.
- Preventive maintenance – This is a good overall strategy for most types of equipment and is the easiest and cheapest proactive maintenance strategy to implement and run. This serves as a great stepping stone for those businesses that will transition from reactive to proactive maintenance.
- Condition-based maintenance – You must purchase and install condition monitoring sensors on your equipment when implementing condition-based maintenance. These sensors provide real-time information about the health of your assets. This strategy also allows you to optimize your maintenance schedule by knowing when a piece of equipment or machinery should be serviced.
- Predictive maintenance – Predictive maintenance involves using predictive analytics and algorithms (based on data gathered from condition monitoring sensors) to predict exactly when a piece of equipment is going to fail so that you can schedule maintenance just before it happens. It is essentially a better form of condition-based maintenance.
- Total productive maintenance – This maintenance strategy is predominantly used in the manufacturing sector. It expands the equipment maintenance responsibility outside the maintenance team. It also represents a philosophy of continuous improvement that requires the commitment and effort of the whole organization. This strategy of maintenance, however, can take a number of years depending on the company to fully and effectively implement.
What are the Benefits of Using an Equipment Maintenance Log Sheet?
A company that is dedicated to taking care of its equipment will always have a good maintenance log sheet. There are numerous benefits to using one, and here are some of them:
How to Implement an Effective Equipment Maintenance Program?
Work can be severely jeopardized if the equipment is not maintained properly. This would be due to machine breakdowns which can prove to be very costly. But with proper maintenance plans or programs in place, work progress will always be right on schedule and any unnecessary delays can be prevented. With that being said, here are the steps on how to implement an effective equipment maintenance program:
1. Create an Inventory of Equipment
Each piece of equipment that will be placed on a proactive maintenance plan should be entered in a CMMS (Computerized Maintenance Management System). There are two reasons why this should be done. First, if you need to create a work order for a specific piece of equipment, the job will be much easier to do if it is already on the CMMS database. The second reason for that would be creating an asset history. This is a big advantage that a CMMS has over manual records and the equipment’s asset history can be accessed from any place that has an internet connection.
2. Select the Maintenance Strategy to be Applied on That Particular Equipment
When you’ve compiled a list of the equipment that needs to be serviced on a regular basis, it is now time to construct a maintenance schedule. But before you do so, you should take some time to consider whatever maintenance strategies are accessible to you. Most of the businesses will begin with a comprehensive preventative maintenance strategy. Purchasing a few sensors for your most vital pieces of equipment, on the other hand, can prove to be a wonderful bonus if your budget allows for it.
3. Create the Equipment Maintenance Schedule
A schedule for equipment maintenance should be the focal point of any equipment maintenance program. It determines which type of maintenance methods should be performed, when they should be performed, and by whom. As such, the maintenance calendar should provide a comprehensive overview of all incoming and ongoing maintenance work. Furthermore, it should provide an easy way to swiftly schedule everyday operations, postpone any maintenance activity, and adjust task priorities with a single click or two.
When you create a preventative maintenance plan for the first time, you can have a look at the OEM manuals and follow the instructions given there. Consulting with technicians should also be done in order to verify if certain assets have any long-standing issues that need to be taken into account. Also, if you are using condition-based maintenance or predictive maintenance, a part of your maintenance schedule will be based on the data gathered from sensors and predictive algorithms.
4. Define the Maintenance Checklists and Procedures
The maintenance process will greatly benefit from standardization as it includes a lot of repetitive tasks that can be carried out on a frequent basis (daily, weekly, or monthly). They can be streamlined by defining the standard operating procedures, the emergency maintenance procedures, the lock out or tag out procedures, the preventive maintenance checklists, and the general safety guidelines.
5. Train the Maintenance Team Accordingly
A plan is good as meaningless if you are unable to properly put it into action. Maintenance technicians should be able to read and comprehend the maintenance plan, as well as have the essential skills to carry out the maintenance operations stated. They must also understand how to use the CMMS and any other digital solutions you’ve put in place. Whenever an organization makes the switch from reactive to proactive maintenance services, they should make extra effort to make sure that all the maintenance personnel is on board with the idea.
6. Analyze and Improve on the Program
It would be a bit arrogant to expect everything to perform flawlessly on the first try. A regular assessment of maintenance performance metrics and other indicators is required to identify and eliminate any form of inefficiencies and faults in your present plan. The maintenance software that you are using (such as the CMMS) should provide you with adequate data to successfully optimize your equipment maintenance schedule over time.
What is a CMMS?
A computerized maintenance management system refers to a type of software that centralizes maintenance information and facilitates the process of maintenance operations. It helps optimize the utilization and availability of physical equipment such as vehicles, machinery, communications, plant infrastructures, and other types of assets. These systems can be found in manufacturing, oil and gas production, power generation, construction, and any other types of industries where physical infrastructure is of critical use.
How to keep your Equipment Maintenance Log Sheet updated?
The best method to keep your maintenance log sheet updated is by using a CMMS. This enables the data to be interconnected. While data is encoded in the CMMS only once, it is used in multiple places. To ensure that the data being shared across multiple places is accurate, a good practice would be entering it in a consistent format. However, if you’re still on the manual method of pen and paper, a good practice would be to make a standardized template for each and every asset that you want to track and try to keep these templates as similar as possible. It is also important to have a designated place for where the records are to be kept and to define how the maintenance logs should change hands during a change of shift.
Above everything else, the best practice to keep the maintenance log updated regardless of whether you’re using a CMMS or still on the manual approach is by paying attention to the need for accurate communication of the importance of accurate data entry.
What are Maintenance Procedures?
Maintenance procedures refer to a set of detailed instructions for doing maintenance tasks. Maintenance procedures must be up to date and easily accessible so that the maintenance personnel can follow them precisely. This ensures the reliability and good performance of the equipment.
Equipment maintenance is used across various industries and can prove to be essential in extending the working lifespan of your equipment and keeping it in good working condition. Equipment maintenance log sheets can unlock important insights to help different companies optimize the performance of their assets. In this article, examples of effective equipment maintenance log sheets are available for you to download and use as a reference in case you need to make one for your company.