Streamline Maintenance: Reduce Waste with an Optimized Work Flow

In maintenance management, the ratio of planned to unplanned work orders is a key performance indicator. Most organizations target a 90/10 split—90 % of work being proactive (preventive maintenance, scheduled inspections) and only 10 % reactive. However, the reality is often the opposite: 70‑90 % of maintenance is unplanned, indicating a reactive culture that drives waste, shortens equipment life, and erodes productivity.

A detailed audit of the maintenance workflow exposes inefficiencies and provides a roadmap to a leaner, more productive process. By mapping every step—from scheduling to completion—operators can spot wasteful delays, redundant travel, and unnecessary labor and eliminate them.

Below are proven strategies to trim waste and enhance workflow efficiency:

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Condition monitoring leverages installed sensors—gauges, meters, and the like—to track real‑time operating data (e.g., boiler pressure and temperature). By defining acceptable thresholds and continuously trending the data, maintenance teams can intervene only when values deviate, enabling condition‑based maintenance that is both cost‑effective and less disruptive than periodic checks.

Planning and Scheduling

In a lean maintenance environment, the planner’s role is pivotal. The objective is to maximize resource utilization while minimizing downtime. Every approved work order should include a comprehensive job plan covering:

• The exact number and skill mix of labor resources (plumbers, electricians, etc.)
• Time estimates to determine manpower needs
• Step‑by‑step instructions, including permits and safety requirements
• Parts, tools, and pre‑kit requirements
• Clear job documentation—drawings, sketches, and diagrams
• A site walk‑down to identify the most efficient approach
• Equipment availability coordination
• External contractor needs, if any

Avoiding delays is non‑negotiable. Weekly schedules should be refined daily, ensuring the level of detail and coordination required for a truly lean operation.

About the Author

Kris Bagadia is president of PEAK Industrial Solutions in Brookfield, Wis. He is a seasoned consultant and educator. Reach him at krisb@peakis.com or visit www.cmmsmadeeasy.com.