How to Create The Best Preventative Maintenance Procedure For Your Company

We can all agree that one of the worst feelings in the world is when something breaks unexpectedly. Even if your day is going well so far, having to deal with emergency maintenance can put a damper on anyone's mood.

When something breaks at your workplace, it's likely to cause a lot of stress and contention. Employees can be eager to assign blame if they fear getting in trouble for something they can't control.

Creating and sticking to a preventative maintenance procedure will reduce stress all around. Your employees won't have to worry about getting in trouble, and you won't have to worry about finding the time or money to deal with emergency repairs.

It can take some time to create a procedure that works for your company, but you can be assured it will pay off later on.

Here are some aspects you need to include in your company's preventative maintenance procedure:

Asset Life Cycle Information

Not all assets are worth maintaining. If you don't expect your asset to last longer than a year, maintenance may not be worth the investment. However, if you bought an asset expecting it to last you five to ten years, you'll want to keep track of relevant maintenance. Tracking when you bought an asset and how long you expect it to last helps you evaluate your asset's performance and see if there are any potential problems with usage.

Maintenance Schedule

One of the most important parts of your preventative maintenance procedure is the maintenance schedule. How often does each asset need to go in for a check up? How long should an asset last before it might start showing problems? Keeping track of these dates and times will help you identify which assets are pulling their weight, and which ones might be costing more than they're worth.

Error Reporting Protocols

Even the best intentions can be thwarted by issues you had no way of knowing. Equipment develops malfunctions and machinery can wear out after unexpected heavy usage. Giving your employees a way to report potential issues will help you evaluate when to send specific assets in for maintenance. You can also use this information to assess your maintenance schedule. Perhaps you aren't sending an asset in as often as it needs to keep functioning. You can also use error reports to influence future check ups.

Asset Usage Data

Some assets are used more than others. Whether it be from peak season usage, or from the asset's function, high usage needs to be documented. Keeping track of heavy use and busy times will help you determine when you need to schedule maintenance. You can also use this data to find the least disruptive time to schedule a tune up.


Asset Panda understands the value of keeping track of all of this information. We've created a platform where you can track all of the above information and more. Our cloud-based software makes it easy for your employees to obtain and update asset data. No one on your team will need to worry about where an asset has gone or when they can use it again. Unlike cumbersome manual methods, Asset Panda's intuitive platform is quick and easy and gives you more time to get back to work.

Want to see how Asset Panda can help you? Take a free guided tour today!

Bree Brouwer

Bree has held plenty of media- and marketing-related jobs over the years now, like working as a PR and marketing assistant to a Hollywood screenwriting coach, and writing content for three different digital marketing agencies.

Learn more from an Asset Panda expert

Get a FREE consultation with an asset tracking expert to find out how you can transform your asset tracking