https://fiixsoftware.

com/blog/how-to-create-a-preventive-maintenance-
checklist/

June 13, 2023

| 6 min read

A guide to preventive
maintenance checklists
 By: Tanya Goncalves
 Reviewed by: Eric Wallace, C.E.T.

A preventive maintenance checklist gets all the steps and information out
of a manual and into the hands of experienced technicians by standardizing
preventive maintenance (PMs) in your CMMS.

This guide will lead you through how to create a preventive maintenance
checklist to make your maintenance team more efficient, cost-effective,
and safe.
Table of contents
 What is a preventive maintenance checklist?
 Examples of preventive maintenance checklists
 Benefits of a preventive maintenance checklist
 7 elements of an effective preventive maintenance checklist
 Tips for using a preventive maintenance checklist
 Building checklists for better maintenance

What is a preventive maintenance checklist?

A preventive maintenance checklist is a set of tasks that the

technician needs to complete in order to close a preventive
maintenance work order.
A checklist gets all the steps and information out of a
manual and into the hands of experienced technicians by
standardizing PMs in your CMMS.

The purpose of a preventive maintenance checklist is to ensure

preventive maintenance tasks are done correctly and in the same
sequence of steps, regardless of which maintenance team member
completes them.

Preventive maintenance checklists are known by several names,

the most common being preventive maintenance task lists or task
groups.

There are two main types of preventive maintenance checklists:

Pass-or-fail checklists and step-by-step checklists.

Examples of preventive maintenance checklists

Pass-or-fail preventive maintenance checklist

Many parts of a machine have an ideal condition. For example, a

compressor has an ideal operating temperature range. A pass-or-
fail preventive maintenance checklist might include instructions to
measure the actual temperature of the compressor and compare it
to acceptable standards. The compressor can either meet this
standard or not. It can pass or fail the test.

A pass-or-fail preventive maintenance checklist can identify

problems and prevent bigger issues by scheduling maintenance
sooner than usual. While these checklists can be done by
maintenance personnel, they are usually the responsibility of
machine operators. If a problem is identified during a pass-or-fail
checklist, the follow-up tasks are assigned to a maintenance
technician.
Example of a pass-or-fail preventive maintenance checklist
 Record the strokes-per-minute at which Machine-X is running. Is
the strokes-per-minute of Machine-X between 400-440?
(Yes/Pass, No/Fail)
 Record the outlet temperature of the product from Machine-X
using the infrared temperature meter. Is the outlet temperature
under 95°F? (Yes/Pass, No/Fail)
 Notify maintenance/create a work request in your CMMS if you
have marked “No/Fail” on any of the tasks above.

Step-by-step preventive maintenance checklist

There are also asset parts that require preventive maintenance

based on the usage of that asset. For example, a motor might be
changed every 500 hours.

A step-by-step preventive maintenance checklist outlines

instructions for changing the motor, from beginning to end.

These checklists ensure no critical steps are missed during a PM so

failure can be avoided as often as possible.

These checklists usually include more complex and technical tasks,

which is why they are normally assigned to or lead by maintenance
technicians.

Example of a step-by-step checklist

 Lockout from the main panel to complete the following preventive
maintenance task
 Test machine to ensure lockout is properly preventing the machine
from running
 Remove belting from conveyor
  Replace both bearings on the non-drive side and inspect shaft for
any damage
 Install conveyor belting on the belt
 Remove lockout/tagout and test conveyor at the following speeds:
5%, 10%, and 15% on VFD
Build PM checklists quickly with this free template
Get template

Benefits of a preventive maintenance checklist

Members of your maintenance team can probably recite the steps

to certain tasks off the top of their heads. But not everyone
necessarily has the same information, especially if they’re new to
the job. A formal preventive maintenance checklist puts this
knowledge in the palm of your hand for easy access. Here’s how:

Tasks and outcomes are standardized

Checklists create a standard way to do preventive maintenance

tasks and regular inspection, which leads to reliable outcomes.

There’s no guesswork or miscommunication, reducing the chances

of error and the need for costly repairs. For example, if you need to
replace an engine, a good checklist will tell you what kind of engine,
so you don’t use the wrong part. Reliability helps you plan better
and helps mitigate the effects of turnover by ensuring there’s
continuity in your processes, even if there isn’t continuity on your
team. It makes training more effective, improves safety, and keeps
you from relying too much on one person.

Work is more efficient and labor is maximized

Preventive maintenance checklists make it easier for technicians to

complete PMs, which makes them quicker. This reduces downtime
and allows technicians to move on to more skilled tasks in less
time. Detailed checklists also free up time for technicians by
allowing other members of the facility, like machine operators, to
take on routine tasks. In this way, checklists are an integral part of
establishing a great total productive maintenance program.

Troubleshooting and reporting are easier

Because preventive maintenance checklists provide consistency,

they create a great baseline for measuring maintenance activity.
This baseline helps you to report with more certainty and pinpoint
whether a certain action did or did not lead to better results. When
all tasks are done the same way, over and over again, it also
eliminates the number of reasons why a problem might occur. By
reducing the number of possible issues, it makes troubleshooting
much easier.

7 elements of an effective preventive maintenance checklist

Not all preventive maintenance checklists are created equal. Poorly

constructed guidelines can be as problematic as having none at all.
The good news is, you are likely halfway there when it comes to
building great checklists. Your maintenance team has all the
necessary information—the key is to gather that information and
organize it into formal processes. There are seven things to keep in
mind when you’re going through this process:

Focus on safety– Preventive maintenance checklists should start

and end with safety instructions, like required PPE, lock-out tag-out
instructions, and steps to sanitize the area.
Ensure it’s sequential– Preventive maintenance checklists should
list tasks in the order they should be completed.
Follow the preventive maintenance framework– A PM checklist
should follow this order of tasks when appropriate:
Example of a preventive maintenance checklist for machines:
 Safety– Ensure that machinery is clear of debris before every
shift.
 Clean– Wipe machine surfaces of lubricant, dirt and other loose
debris each day.
 Adjust– Check for any parts that have loosened and tighten
accordingly. Calibrate machines regularly.
 Inspect– Regularly inspect tools for sharpness and proper
functionality. Check for leaks, cracks, equipment failure, and safe
electrical connections.
 Replenish– Routinely check all machinery fluid levels, and air
filters in the HVAC system, and replace as needed.
 Replace– Check for any worn out parts or damaged tools and
replace.
 Rebuild– Rebuild any worn out or damaged parts that were
custom built.


Include necessary detail– PM checklists should provide enough

detail that new technicians can realistically complete the task by
reading the checklist. Having too much detail can be confusing and
difficult to change if needed.

Provide photos and/or diagrams– PM checklists should include

visual representations of the instructions to make the task easier
and clarify any ambiguity.

Be as concise as possible– Every task on a PM checklist should have

a clear action and goal associated with it so you can ensure
maximum efficiency.
Insert total time for the checklist or time requirements for each task–
Make sure to give sufficient time for tasks so technicians don’t feel
rushed.
Tips for using a preventive maintenance checklist

Now that you know how to create PM checklists, it’s time to decide
who should take the lead when it comes to building them. “Best
practice for creating checklists is to have it be a team effort between
the maintenance manager, the maintenance planner, and the
supervisor,” says Fiix solutions engineer Jason Afara.

Afara recommends having the maintenance planner write and plan

checklists with input from the manager and supervisor as well as
senior technicians. These experienced personnel have been
working with the equipment for years and may be able to identify
any gaps in checklists.

Because preventive maintenance checklists provide

consistency, they create a great baseline for measuring
maintenance activity. This baseline helps you to report
with more certainty and pinpoint whether a certain action
did or did not lead to better results.

The maintenance manager should be the one reviewing checklists

and making sure they’re doing the job they’re supposed to be doing
and that there are no instances of pencil-whipping occurring.
“You always want to be proactive to ensure your PMs are still
relevant and leading to better maintenance,” says Afara.

“The best time to review checklists and make sure they’re still
strong is during periods of high turnover, just before production
spikes, or when an asset is consistently breaking down right after
it’s been inspected.”
Building checklists for better maintenance

Preventive maintenance checklists are an essential part of an

effective PM program and are included in preventive maintenance
software. Checklists eliminate miscommunication and reduce the
chance of human error. They make everyone’s life easier and allow
your maintenance team to focus on tasks that optimize their skills
and time. Creating checklists for each preventive maintenance task
can easily be incorporated into a preventive maintenance schedule.
It only takes a few simple steps and can yield tremendous benefits
across your facility. So before you set out on the next leg of your
maintenance journey, make sure you have well-built maintenance
checklists to act as a compass on your way to higher efficiency,
better spending, and a safer operation.

https://www.nexgenam.com/blog/preventive-maintenance-checklist/

CMMS, PREVENTATIVE MAINTENANCE

How to Build a
Preventive
Maintenance
Checklist?
12 MIN READ

Your maintenance plan should be tailored to your specific facility, but some essential features
apply universally. The easiest way to manage these tasks is by using a preventive
maintenance checklist. Having a checklist simplifies the process, ensuring that procedures,
maintenance, and information are not buried in manuals but are readily available to your
capable staff through standardized PMs stored in your CMMS.

Checklists offer an excellent way to standardize routine tasks that require regular attention. In
particular, a preventive maintenance checklist can streamline various preventive maintenance
responsibilities. By standardizing PMs in your CMMS, you ensure that maintenance
processes and essential information move from manuals to the hands of competent personnel.

This article will guide you through the process of creating preventive maintenance checklists
to boost the effectiveness and cost-efficiency of your maintenance team.

What Is a Preventive
Maintenance Checklist?
A preventive maintenance checklist helps keep track of regular maintenance tasks. When a
preventive maintenance schedule is created in NEXGEN, for example, these checklists
automatically load onto a work order so teams know exactly what should be done for routine
preventive maintenance programs. For instance, the checklist for a PM program called “Daily
Cleaning: Admin Building” might include tasks such as cleaning windows, vacuuming
carpets, and any other standard janitorial tasks that have to be completed every day.

The main benefit of using a preventive maintenance checklist is that it helps keep equipment
in good shape by making sure tasks get done on time and by streamlining maintenance
processes so that checklists don’t have to be rewritten every time a PM fires a work order.
We’ll look at different types of preventive maintenance checklists next.

Examples of Preventive
Maintenance Checklists
1. Pass-or-Fail (Inspection Forms)
Certain machine parts need to be in specific conditions for optimal performance. For
instance, a compressor should operate within a certain temperature range. A pass-or-
fail maintenance checklist (or in NEXGEN, an inspection form) might involve
checking the compressor’s temperature against set standards. If it falls within the
range, it passes; if not, it fails. These inspections prevent bigger problems by
scheduling maintenance before it’s too late.
 Sample Pass-or-Fail Maintenance Checklist:

o Check Machine-X’s strokes per minute. Is it between 380-460? (Yes/Pass, No/Fail)

o Measure the outlet temperature of Machine-X’s product using an infrared
thermometer. Is it below 98°F? (Yes/Pass, No/Fail)
o If you marked “No/Fail” for any task, inform maintenance or create a work request in
your CMMS.
2. Step-by-Step
Some parts of machines need regular checks to prevent issues. For instance, a motor
might need changing after running for 600 hours. A step-by-step checklist guides you
through each step of this preventive maintenance process. These checklists make sure
important steps aren’t missed, reducing the chances of breakdowns. They often
involve complex tasks and are usually handled by maintenance technicians.

Example of a Step-by-Step Checklist:

o Lock the main panel to ensure safety during maintenance.

o Test the machine to confirm that it won’t run due to the lockout.
o Take off the belting from the conveyor.
o Replace both bearings on the non-drive side and check the shaft for any damage.
o Put the conveyor belting back in place.
o Remove the lockout/tagout and test the conveyor at different speeds: 5%, 10%, and
15% on the Variable Frequency Drive (VFD).

Before Creating Your

Preventive Maintenance
Checklist
1. Assess Your Facility’s Current Status
Take a close look at your facility to see how well everything is working. Figure out
what areas need improvement in terms of efficiency, quality, uptime, and
maintenance. Understand every detail that requires preventive maintenance.

2. Find Equipment Documentation

For machines, follow the guidelines and recommendations provided by the
manufacturer for preventive maintenance.
 3. Develop Your Records
While a basic machine maintenance checklist is helpful, create comprehensive
documentation outlining your preventive maintenance plan and procedures. Make
sure all employees can access and review this information easily.

Once these initial steps are done, you can begin creating a preventive maintenance
checklist.

Types Of Preventive
Maintenance Checklists And
Tasks
1. Preventive Maintenance for Facility Infrastructure
o Ensure enough space between machines for safety.
o Make sure to mark safety and caution areas.
o Keep walkways and exits clear of debris.
o Secure wires properly to avoid hazards.
o Regularly check and maintain stairway and walkway railings.
o Inspect building structures yearly to prevent damage.
o Thoroughly check and repair building systems like electrical, plumbing, and networks
annually.
o Test fire detectors twice a year to comply with regulations.
o Assess external areas, including parking facilities, for any dangers.
o Inspect the roof at least once a year.
o Maintain lighting by replacing bulbs, cleaning fixtures, and fixing faulty parts.
o Keep HVAC systems in good condition by regularly cleaning or replacing filters and
inspecting components like ducts and fans.
2. Preventive Maintenance For Machines
o Regularly check and clean filters to keep them in good condition.
o Make sure bolts and nuts are secure by inspecting and tightening them as needed.
o Ensure safety guards and devices are working properly by inspecting them regularly.
o Keep mechanical brakes or clutches clean and well-maintained.
o Check cooling systems like radiators for any debris or damage that may affect
performance.
o Look for leaks in hydraulic systems and address them promptly.
o Keep lubrication levels in check and refill when necessary.
o Check alignment and make adjustments if things aren’t lined up correctly.
o Monitor pressure and flow rates in hydraulic and pneumatic systems to ensure they’re
functioning correctly.
o Pay attention to any unusual vibrations, noises, or signs of wear that may indicate a
problem.
 o Replace worn or damaged hydraulic fluid lines to prevent malfunctions.
o Keep chains, gears, and sprockets clean and lubricated for smooth operation.
o Test safety interlocks and limit switches to verify they’re working as they should.
o Regularly test the machine’s operation to ensure it’s functioning correctly.
o Inspect electrical connections and wiring for signs of wear or damage.
o Before and after each shift, make sure machinery is clear of debris to prevent
accidents.
o Clean machine surfaces daily to remove dirt, lubricant, and loose debris.
o Test backup systems like emergency stop buttons to ensure they’re ready when
needed.
o Verify calibration if applicable to maintain accuracy.
o Check control systems regularly, including software updates and backups, to keep
operations smooth and reliable.
3. Preventive Maintenance For Material Handling Equipment
o Make sure to regularly inspect belts for any signs of damage.
o Review the calibration and programming of gantry machines. This can help find any
areas where things could be done more efficiently.
o Clean belts and other equipment that directly touches materials and inventory at least
once a day.
o Check and take care of motors and other power sources at least twice a year.
o Examine electrical connections, cables, and wires for any signs of damage or loose
parts.
o Test safety features like emergency stop buttons and warning lights to ensure they’re
working properly.
4. Preventive Maintenance for Network and Data Systems
As more systems become connected, keeping data safe is crucial for industrial
facilities, just like any other organization.

o Check your network security regularly.

o Keep an eye out for recent threats to your network security.
o Make sure employees follow safe practices, like strong passwords and being cautious
with emails.
o Change Wi-Fi and network passwords often.
o Create digital backups.
o Keep software and firmware up to date.
o Improve physical security.
o Regularly inspect network hardware for signs of damage or malfunction.

How to Create Preventative

Maintenance Checklists
Not all maintenance checklists are the same. Poorly designed ones can be just as problematic
as not having any to begin with. The good news is that no matter whether you’re part of a
brand-new company or a fully established one, you’re already on the right track to building
great checklists. Your maintenance team possesses the necessary information; the crucial step
is to structure and formalize it into established processes. Here are seven things to keep in
mind during this process:

1. Prioritize Safety: Start and end your preventive maintenance checklists with safety
instructions. Include details like required safety gear, lock-out tag-out instructions, and steps
for sanitizing the area.
2. Sequential Order: List tasks in the order they should be completed to ensure a smooth
workflow in your preventive maintenance checklists.
3. Stick to the Framework: Your checklist should follow a consistent framework for preventive
maintenance tasks, following a logical sequence where possible.
4. Clear and Detailed Checklists: Checklists for preventive maintenance (PM) need to have
the right amount of detail. They should be detailed enough for new technicians to understand
and complete tasks just by following the checklist.
5. Use Visuals: PM checklists should include pictures or diagrams to help technicians better
understand the instructions. Visuals make tasks easier to follow and clear up any confusion.
6. Keep It Short and Clear: Every task on a PM checklist should be concise and have a clear
action and goal. This ensures maximum efficiency and makes it easy for technicians to follow
the checklist without any confusion.
7. Include Time Estimates: Each checklist or task should mention how much time it’s expected
to take. This helps technicians manage their time better, preventing them from feeling rushed
and ensuring they can complete tasks without any unnecessary pressure.

Use NEXGEN’s CMMS For

Preventive Maintenance
Excellence
Thinking about creating preventive maintenance checklists to improve your maintenance
strategy? Consider using NEXGEN, our intelligent asset management system. It’s cloud-
based, works on mobile devices, and can help make your maintenance processes more
organized and effective. If you need a modern CMMS system that supports preventive
maintenance, has an easy setup process, and offers great customer support, NEXGEN is a
great choice.

Ready to improve your maintenance operations? Schedule a demo of NEXGEN today.

Schedule a Demo With Us Today!

FAQs
1. What is the purpose of preventive maintenance checklists?
A preventive maintenance checklist helps maintenance workers work efficiently with
a ready-made, step-by-step process to reference during their preventive maintenance
activities. A checklist tracks progress made and ensures that equipment stays in good
shape and avoids unexpected issues.

2. Who should use PM checklists?

Maintenance teams should use preventive maintenance checklists to track their
progress and verify all steps in a process have been completed. Their supervisor or the
maintenance manager should then be in charge of verifying the lists to make sure
everything is going as planned.

3. What are the benefits of a PM checklist?

A preventive maintenance checklist is crucial for many industries. It helps prevent
equipment from breaking down and keeps things running smoothly. By regularly
checking and fixing machinery, companies can save money on repairs, keep things
safe for workers, and make sure operations stay on track.