Facility Maintenance | Why Facility Maintenance is important?

Facility maintenance is an important factor of any business, which involves keeping the structures, machinery and other property in the best state. Maintenance thus ensures a longer useful life of these assets as well as boosts up safety, operation, and productivity rates. In this article we will look at the essence of facility management, the classification of the maintenance function, the methods of performing it and the best practices of doing so.

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Importance of Facility Maintenance

1. Safety
   The initial goal of facility maintenance is to minimize the level of risk to all the people who might be in the facility at any given time. The inspections and maintenance of equipment, electrical, fire safety gadgets and hardware structures minimize the risks of accidents and people getting hurt. Maintenance of a facility plays a significant role in mitigating acts of risk hence minimizing on incidents that may be threatening to the employees, visitors and the assets.
2. Operational Efficiency
   It entails that all systems and equipment are in excellent working conditions to reduce on time wastage and also incidences of breakdown which are costly. This efficiency engulfs continuity therefore leading to high productivity and reduction of costs. For instance, the services offered by HVAC systems that have been serviced are efficient in regulating climate and hence using less energy.
3. Cost Savings
   It is considered more efficient to engage in a preventive maintenance compared to a reactive one. That way, many a problem may be fixed before it snowballs into a huge disaster that may lead to organizational costly exercises such us repairs or replacing of substandard equipments. Plus, equipment that is properly maintained should have a longer span of use because it backtracks on the organizations’ capital expenditures.
4. Compliance and Regulations
   Most industries are governed by diverse legal requirements concerning safety, the environment, and operations. It also implies that the facilities are in compliance with these regulations, which saves the organization from legal consequences and adds to its reputation.
5. Asset Longevity
   In this case maintenance helps to increase the usefulness of assets like machines, structures and facilities. This longevity reduces the rate of replacements thereby showing better returns on investment and a reduction of wastage leading to sustainability.

Types of Facility Maintenance

Preventive Maintenance

Quite the opposite of reactive maintenance, preventive maintenance is the practice of planned maintenance activities aimed at avoiding failure of equipment and prolonging asset’s use. This type of maintenance is preventive and is carried out at regularly and at defined time intervals or with regard to the amount of use. Some of activities that are considered in preventive maintenance are oil and grease, washing, checking of components, and replacement of components.

Predictive Maintenance

Therefore, predictive maintenance aims at using sophisticated strategies and techniques to foresee equipment failures. This strategy is based on analysis of data and on condition monitoring and diagnostics in order to decide when the equipment should be maintained. Regular tools for usage in a predictive maintenance program are vibration analysis, thermal imaging, IoT sensors, etc.

Reactive Maintenance

Scheduled maintenance is also known as preventive or time based maintenance while reactive maintenance is also known as corrective or failure based maintenance. This is a reactive type of maintenance and generally costs more and takes more time than the preventive or even the predictive type. As much as it is true that reactive maintenance cannot be completely alleviated, its occurrence must be reduced to the barest level by applying adequate amounts of preventive and predictive maintenance.

Condition-Based Maintenance

CBM on the other hand is based on the actual state of an asset to know when it should be taken for maintenance. Based on this approach, data from various sensors and monitoring devices that record equipment health are utilized in real time. CBM enables maintenance to take place but at logical intervals, and thus resources such as time and money are not wasted doing unneeded maintenance.

Deferred Maintenance

Maintenance can also be described as deferred if the corresponding activities have been put off possibly due to budget constraints or other circumstances. Yes, you are right, neglect may sometime be economically wise to some extent but overall, it poses a lot of dangers and expenditures in the future. After the maintenance tasks have been deferred for some time, it leads to growth of a variety of problem areas such as equipment that has worn out, health risks that may arise from unsound equipment and efficiency of an asset that has been diminished.

Facility Maintenance Strategies

1. Developing a Maintenance Plan
   Another approach that is key in the facility management is the combination of a detailed maintenance plan. This plan should comprise of maintenance aims and objectives, approved calendar and sequence of activities, regulation and standard procedures and roles of responsibility. Hence, it should also categorize its work based on the importance of the assets at risk, evaluations of these risks, and the criticality of work. Therefore, reviewing and updating the maintenance plan often makes it suitable to the current situation.
2. These are strategies for change, but of major importance is the fact that including the implementation of a Computerized Maintenance Management System (CMMS).
   Thus, a CMMS is a tool that can be effectively used to manage and not only monitor several maintenance activities. Some of these include work order management, tracking of assets, inventory control, and even the scheduling of maintenance. Implementing the CMMS make the maintenance work easier, provide accurate information, and decision making is made easier.
3. Training and Development
   To ensure that a facility maintains the highest standards of maintenance then training and developing those people who work in the maintenance department is very paramount. Training interventions also facilitate the update of technicians’ knowledge and skills in discharging their responsibilities effectively. Areas such as safety measures, equipment management, diagnostics, new technologies among should be touched in training.
4. Regular Inspections and Audits
   Schedules of inspection and audits are also favorable since they reveal problems before they get out of hand. The inspections should be made at special time intervals, thus, it is necessary to inspect all the critical facilities of the object. While inspections are used to verify the completion of tasks assigned to the maintenance program, audits evaluate the efficiency of the maintenance program and the findings of the inspection. While inspections and audits are not the same thing, they are processes that are used in organizations to perpetually reduce risks and drive improvements.
5. Sustainability Practices
   This paper aims to highlight how green practices formed part of the facilities management plans resulted to optimization of environmental and economical benefits. This involves such practices as efficient lighting, water, minimization on the use of waste, and the conservation of the environment friendly material. The unavoidable turmoil of green maintenance is a summary of sustainable maintenance practice that not only decreases the environmental effect of the facility and increases the prestige of the facility to conform to green building standards.

Optimal Practices of Building Maintenance

1. Establish Clear Maintenance Objectives
   Clear and well defined objectives that are to be met in the case of maintenance are significant since they act as the key starting point in establishing an effective maintenance program. These goals should therefore be Specific Measurable, Achievable, Relevant and, Time bound (SMART). Specific goals give direction and I consider the effectiveness of the maintenance program.
2. Prioritize Safety
   Precaution should be the watchword in almost all the maintenance exercises. This ranges from following set safety measures, utilizing the right PPE, and guarantying that all the maintenance staff are conversant with safety measures. Pritchard, (2004) asserts that a virtue of safety audits as well as hazard evaluation is done as frequently as needed.
3. Utilize Data and Analytics
   Specifically, effective scheduling of exercises and the procedure as a whole largely depend on data and analytics. Maintenance data hence helps organizations to determine these trends, anticipate failures and make right decisions. Sophisticated software platforms allow one to assess the state of the equipment, costs of maintenance, and usage of the resources.
4. Build an Environment of Constructive Change
   Other measures that help to constantly improve the quality of maintenance and identified as the key promotion factors are as follows: This means that constant checking on the performance of maintenance, requesting the personnel involved in maintenance to give their opinion on what has been accomplished and ensuring that there is improvement on the activities of maintenance based on the lessons learned. When there is improvement that is continuously being done, there is over all improvement in the efficiency level, low rate of consumptions, and highly reliable assets.
5. Collaborate with Stakeholders
   Maintenance activity involves a wide group of people in which many organizations have interest such as facility managers, maintenance team, contractors, and suppliers. From the firm’s perspective, there is proper communication, and coordination in the performance of the maintenance activities so that it can meet the set goals and objectives of the organization. Some of the benefits include; proper scheduling and provision of updates to keep all the stakeholders informed and involved.

6. Embrace Technology
   Technology usage in facility maintenance has taken another dimension. Advanced technologies like IoT; AI; and machine learning are quite effective for the predictive approach to maintenance, real-time tracking, and even automation. The integration of the aforementioned technologies can indeed upgrade the level of maintenance in terms of both efficiency and effectiveness.
7. Maintain Accurate Documentation
   Proper record keeping particularly when it comes to the keeping of records of the facilities as regards their maintenance cannot be overemphasized. As part of its compliance records, for instance, it is good to keep records of maintenance activities carried out, equipment manuals, safety measures employed and other records in compliance with regulations. Documentation also checks that all maintenance procedures are done correctly and the information gathered is useful for audits and inspections.
8. Implement Energy Management Practices
   Looking at the capacity to control energy use as a significant part of sustainable facility maintenance. This ranges from controlling and management of energy usage, adopting energy efficiency measures and using renewable energy as and when possible. By saving and accessing energy efficiently, it curtails expenses hence lessens the effects of the facility on the environment. Challenges in Facility Maintenance
9. Budget Constraints
   Budget limitations are widely known as the factors affecting the maintenance of facilities. Another main factor that may result from restricted finance is that maintenance is often deferred or reduced and the quality of work is compromised. As a result, successful budgeting and prioritizing of these key tasks are necessary to address this issue.
10. Aging Infrastructure
    One of the potential issues that many facilities can encounter is that construction work begins to wear down as age progresses; thus, one needs to invest more time and energy in maintenance to keep the facility in good shape. In order to overcome this problem, one has to start looking for solutions in careful planning and continuous evaluation, as well as in necessary investments for modernizations and replacements.
11. Skilled Workforce Shortage
    The number of skilled maintenance personnel is reduced and the scarcity of them is continuously rising. It is the challenge of organizations to spend in training and development that will help in the development of a competent workforce. Competitive pay, training and development, and organizational support for employees’ development of job satisfaction are also essential.
12. Technological Advancements
    One of the issues that can prove difficult for the maintenance teams is the ability to follow new and ever-evolving technological trends. They have to be implemented in a continuous manner and one has to update oneself with new technologies that enhance the usage of the technology. There is a need for implementation and nurturing of innovation within organizations and constant training to adapt to the newer technologies.

FAQ

What is the main goal of facility maintenance?

The main goal of facility maintenance is to ensure that all systems, equipment, and structures within a facility are functioning optimally. This involves preventive, corrective, predictive, and routine maintenance activities aimed at preventing breakdowns, extending the lifespan of assets, ensuring safety, and maintaining a comfortable environment for occupants.

What is the difference between facility management and maintenance?

Facility management is a broad discipline that encompasses the coordination of an organization’s physical workspace with its people and operations. It includes responsibilities such as space planning, sustainability, emergency preparedness, and overall building management. Facility maintenance, on the other hand, focuses specifically on the upkeep and repair of building systems and infrastructure to ensure they remain in good working condition.

What are the maintenance activities of facilities?

Maintenance activities of facilities include:

1. Preventive Maintenance: Regular inspections, lubrication, cleaning, and parts replacement.
2. Corrective Maintenance: Repairs performed after a fault or failure has occurred.
3. Predictive Maintenance: Monitoring and analyzing data to predict equipment failures.
4. Routine Maintenance: Daily tasks such as cleaning, inspecting, and minor repairs.

What do you mean by facility management?

Facility management is the practice of coordinating the physical workplace with the people and work of an organization. It involves managing buildings, infrastructure, and services to ensure the efficient and effective operation of the facility. This includes space planning, environmental health and safety, sustainability, and emergency preparedness.

What is the role of facility maintenance?

The role of facility maintenance is to ensure that all systems, equipment, and structures within a facility are properly maintained and functioning optimally. This includes performing regular inspections, repairs, and preventive maintenance to prevent breakdowns, ensure safety, and extend the lifespan of assets.

What is an example of facility maintenance?

An example of facility maintenance is the regular servicing of HVAC systems. This involves cleaning filters, checking ductwork, inspecting thermostats, and servicing components to ensure efficient operation and prevent unexpected breakdowns.

How do you manage facility maintenance?

Managing facility maintenance involves:

1. Developing a Maintenance Plan: Creating a comprehensive plan that outlines all maintenance tasks, schedules, and responsibilities.
2. Utilizing Technology: Using computerized maintenance management systems (CMMS) to track work orders, manage inventory, and schedule maintenance tasks.
3. Training Staff: Ensuring maintenance personnel are well-trained and knowledgeable.
4. Conducting Regular Inspections: Scheduling routine inspections to identify potential issues early.
5. Implementing a Reporting System: Establishing a system for reporting maintenance issues and tracking the status of work orders.
6. Setting Priorities: Prioritizing maintenance tasks based on importance and urgency.
7. Budgeting for Maintenance: Allocating sufficient budget for preventive and predictive maintenance.

Why is facility maintenance necessary?

Facility maintenance is necessary to:

1. Ensure Safety: Reduces the risk of accidents and injuries.
2. Increase Efficiency: Well-maintained equipment operates more efficiently, leading to energy savings.
3. Save Costs: Preventive and predictive maintenance reduce the need for costly emergency repairs.
4. Improve Productivity: Provides a comfortable and functional environment for occupants.
5. Ensure Regulatory Compliance: Helps facilities comply with local, state, and federal regulations.

What is a facility maintenance plan?

A facility maintenance plan is a detailed document that outlines the maintenance tasks, schedules, and responsibilities necessary to keep a facility in good working condition. It includes preventive, predictive, and routine maintenance activities, as well as a system for reporting and tracking maintenance issues.

What skill is facilities maintenance?

Skills required for facilities maintenance include:

1. Technical Knowledge: Understanding of building systems such as HVAC, plumbing, and electrical.
2. Problem-Solving: Ability to diagnose and fix issues.
3. Attention to Detail: Ensuring all maintenance tasks are performed accurately.
4. Communication: Effectively communicating with other staff and occupants.
5. Time Management: Prioritizing and scheduling maintenance tasks efficiently.

Which five tools are most common to facilities maintenance?

Five common tools for facilities maintenance are:

1. Screwdrivers: For tightening and loosening screws.
2. Wrenches: For working with bolts and nuts.
3. Multimeters: For measuring electrical properties.
4. Plumbing Snake: For clearing clogs in pipes.
5. Portable Vacuum: For cleaning dust and debris from equipment.

What is a facility maintenance technician job description?

A facility maintenance technician is responsible for:

1. Performing Routine Maintenance: Carrying out regular inspections and maintenance tasks.
2. Repairing Equipment: Diagnosing and fixing faults in building systems.
3. Maintaining Records: Documenting maintenance activities and repairs.
4. Ensuring Safety: Following safety protocols and ensuring all systems meet safety standards.
5. Communicating with Occupants: Addressing maintenance issues reported by building occupants and providing updates on the status of repairs.