Step-by-Step Guide to an Effective Maintenance Program

Like most maintenance managers, you would know how challenging it is to create a comprehensive and effective maintenance program for your most valuable assets.  

This article explains how to make an effective maintenance plan step-by-step to keep your assets up and running.

But, before moving forward, let’s first understand a maintenance plan.

What is a Maintenance Plan?

A maintenance plan helps organizations to maintain assets including machines, equipment, and facilities in their prime condition in a systematic approach. 

Significance of a Maintenance Plan

A well-executed maintenance plan can help optimize your business operations and ensure long-term sustainability. It boosts overall productivity. When your system’s components work well, you can save time and resources. It lowers the likelihood of future repairs or replacements. 

If an asset often fails, it will almost certainly need to be replaced sooner rather than later. Putting in place a maintenance plan can help you avoid this problem entirely.

It fosters customer and client trust and credibility. A dependable system is one that people can rely on, one that fosters confidence and credibility among clients and customers. It has the potential to boost employee morale and productivity. Employees are more motivated when they believe their efforts are contributing to the company’s success.

Where does a maintenance plan come in handy?

Maintenance is a type of activity which covers a wide array where it has 3 major areas: 

Civil Maintenance

Covers building and facility services like water, gas, steam, compressed air, heating and ventilation, air conditioning, plumbing, carpentry work and painting.

Mechanical Maintenance

Maintaining, troubleshooting, and repairing machinery is an important part of keeping factories, medical facilities, construction sites, laboratories, and transport vehicles running smoothly. 

Electrical Maintenance

This area covers the maintenance of electrical systems which supply electricity to residential, industrial, or commercial buildings. Equipment such as lighting, fans, generators, transformers, telephone systems, and installations that use electricity .

Pre-requisites of a Maintenance Plan

It is important to include the following factors in developing a maintenance plan:


The effectiveness of your maintenance plan depends on how dedicated or skilled the maintenance staff is.


Your maintenance plan needs to have clearly defined purposes, priorities and a skill checklist. It should also detail the sequence of work required step by step.

Work instructions

Proper work instructions make it easier for a company to reliably maintain their production and more efficiently up to standard.


It is important to consider scheduling when executing a maintenance plan. A number of factors are to be considered during scheduling, such as the priority level of the task, availability of resources, and operational schedules on both sides of the coin.

Tools & Materials

tools and other materials needed, you can use to complete maintenance tasks.


When some maintenance tasks are too difficult for your small business you may hire a contractor. A good maintenance plan should always include the specs and information needed from top management of your industry.

Step-by-Step Guide to an Effective Maintenance Program

Here is a guide to maintenance planning and scheduling.

Step 1: File a work request

A work request should include information like the type of task being requested, who it is being performed for, when it is needed, where in the location it will be performed, and what risks may result.

Step 2: Review work requests and plan the work order

The work request needs to go through review before being sent out for work. Problems are diagnosed and work orders are prepared based on size and complexity of the work needed. Some preparation can also be outsourced.

Step 3: Create a draft schedule

Once resources are available, a draft schedule is created. Creating the schedule helps to maximize efficiency and make tasks easier for the crew.

Step 4: Communicate and formalize a schedule

Reach consensus on draft schedules with relevant teams, especially those departments or functions of the business that will be affected by the maintenance work.  Once teams reach a consensus, they will sign it and notify everyone else of the planned work arrangements.

Step 5: Execute maintenance work

It is important to ensure that all the tasks are completed before they are sent across the different teams. They take responsibility for their work and provide detailed technical feedback once the tasks are completed. The information from that document is used to analyze and improve equipment performance, as well as the planning process.

Maintenance planning and scheduling are vital to an effective maintenance management system. With proper maintenance planning and scheduling, people can make the work they do more efficient.

How to Implement Maintenance Plan With Axonator

Maintenance management is one of the most important ways for organizations to keep their operations running smoothly.

At Axonator, we help transform your maintenance processes with enterprise-grade solutions developed on the unique no-code platform to match your business needs.

Axonator helps organizations to collect maintenance data on mobile & tablet apps. You can get data in one central location and generate reports automatically. This will save a huge manual process effort from paper-based data collection to analytics, report generation & monitoring.

Aside from helping companies in maintenance, it can also streamline other processes like inspections, maintenance, audits, compliance, and more. 

Numerous industries and organizations use Axonator to automate field workflows, thereby achieving digital transformation in record time and cost.

Why Axonator?

  • World’s first mobile-focused & Highly customizable no-code architecture to support real-world scenarios.
  • Deploy enterprise-grade solutions rapidly as per unique requirements
  • Achieve paperless retail inventory management
  • Generate reports automatically and automated data collection for trends and analytics
  • Streamline processes and implement a fully automated system within weeks using Axonator’s MicroApp strategy.

Available on Android, iOS, and the web, Axonator is a highly customizable no-code field workflow automation platform mainly used to transform your paper and spreadsheet-based manual processes and maintain Maintenance Plan in numerous industries.

Axonator offers a number of simple and ready-to-use enterprise-grade apps for field workflows like inspections, audits, safety, asset management, and work orders that can be used by organizations to replace paper, spreadsheet & cumbersome desktop-based manual processes with mobile & tablet apps.

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Article Index

  1. What is Axonator’s MicroApp Strategy?
  2. The Implementation of “The MicroApp Strategy” is Easy
  3.  The Top Benefits of Digital Transformation using the Axonator’s MicroApp Strategy

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