How to Set Up Non-IT and Preventative Maintenance Tasks

What Are Preventive Maintenance Tasks?

Preventive Maintenance Tasks are tasks that are set up and configured to be performed at scheduled intervals to perform routine maintenance, such as inspections, non-IT asset repairs and replacements, and other activities that keep facilities and equipment in proper working condition. Leveraging this feature can help establish a regular maintenance schedule addressing a wide range of facility management needs, including electrical, plumbing, cleaning, repairs, and replacements, ensuring that all aspects of the building's maintenance and equipment are effectively managed.

In Freshservice, preventive maintenance tasks can be created for individual assets or asset groups. These tasks can be scheduled to be repeated at fixed intervals, such as daily, weekly, monthly, or annually. Once a task is created, it can be assigned to a technician or a team, who will automatically receive reminders and notifications when the task is due. This provides organizations with an automated centralized system to schedule and track preventive maintenance tasks, improving communication between maintenance staff and building/office occupants. Additionally, it can help organizations stay compliant with regulatory requirements and maintain a positive reputation among customers, employees, vendors, and stakeholders.

Top 9 Benefits - Preventive Maintenance Tasks

1. Increased Equipment Lifespan: Helps equipment last longer and reduces the need for premature replacements.
2. Cost Savings: Prevents equipment breakdowns and reduces the need for expensive repairs or replacements.
3. Increased Safety - Identify potential safety hazards before they cause accidents or injuries.
4. Improved Efficiency - Well-maintained equipment operates more efficiently, resulting in better productivity and lower energy costs.
5. Reduced Downtime - Reduces downtime due to unexpected breakdowns, which can save time and money.
6. Improved Asset Performance - Helps equipment perform at max efficiency, ensuring it meets its intended purpose.
7. Better Compliance - Ensures equipment is compliant with relevant regulations and standards.
8. Improved Data Accuracy - Properly maintained equipment produces more accurate data, which can be used for budgeting and greater understanding of expenses.
9. Improved Reputation - A well-maintained facility or equipment sends a positive message to customers, employees, and stakeholders, which can enhance an organization's overall reputation.

Best Practices for using Freshservice to manage Preventive Maintenance Tasks

• Set Up A Clear & Organized Asset Hierarchy: Makes sure all assets are properly categorized and grouped for easy identification and assignment of tasks.
• Define Task Templates: Creates predefined task templates for commonly occurring maintenance tasks, saving time and ensuring consistency in task creation.
• Standardize Naming Conventions: Use consistent naming conventions for assets, tasks, and technicians to ensure clear communication and easy searchability.
• Establish Task Priorities: Determines task priorities based on their importance, urgency, and impact on asset performance.
• Set Up Automated Notifications: Configures automated notifications for task assignments, due dates, and completion, keeping all stakeholders informed and updated.
• Track Task Progress: To regularly monitor task progress, update task statuses, and close out completed tasks.
• Analyze Task Data: Use analytics and reports to track task completion rates, identify areas for improvement, and optimize preventive maintenance schedules.

Freshservice Tips and Tricks to Always Remember

• Tip: Before setting your real schedule, make sure to test your scheduled tasks using a sooner time to ensure you have set up the action correctly. Otherwise, it will be a long time before you find out if does not work as intended.

How to Set Up Preventive Maintenance Tasks

To set up a Preventive Maintenance Task, follow these steps:

1. Go to “Scheduler” module.
2. Click on “New Schedule.”
3. Complete the “New Schedule” form with the required details, including scheduled frequency.
4. Hit the “Save” button.

After creating the preventive maintenance task, the progress can be tracked by accessing the asset details page and selecting the "Preventive Maintenance" tab. The task's status, due date, and any associated notes or attachments can be viewed here. Notifications can also be set up to alert when the task is due or completed, which helps ensure that all preventive maintenance tasks are completed on schedule, and assets are maintained properly.

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