How to Build a Preventative Maintenance Program from Scratch (Part 1)

Andrew Ohlinger
2 minutes ago
4 min read

Key Highlights

Understand what preventative maintenance is and why it is critical to facility operations
Learn how to identify high-risk and high-priority equipment
Build a simple, effective maintenance schedule using practical steps
Use manufacturer and vendor guidance to create reliable maintenance tasks
Develop a complete equipment list using a systematic, facility-wide approach
Incorporate seasonal and non-routine maintenance into your program
Establish a process for continuously improving and updating your program over time

What Is Preventative Maintenance—and Why You Need It

Preventative maintenance is the system that keeps you ahead of failure. It allows you to maintain control instead of reacting to breakdowns.

Every facility relies on equipment that operates continuously: refrigeration systems, HVAC units, boilers, and more. These systems are essential to daily operations, and because they run constantly, they experience ongoing wear and tear. Normal wear components eventually fail, and without intervention, minor issues escalate into major breakdowns.

A useful analogy is a boat taking on water. Without a pump to remove the incoming water, the boat will eventually sink. Reactive maintenance—responding only after failure—puts your operation in that position.

How Preventative Maintenance Keeps Operations Running

A preventative maintenance program provides structure and control. It reduces downtime, extends equipment life, and stabilizes operational performance.

While some programs are highly detailed and take months to develop, an effective program does not need to start that way. The objective is to implement a practical, functional system quickly—then refine it over time.

This guide focuses on straightforward, actionable steps to get a program in place and working.

Step 1: Identify Problem Equipment (“Bad Actors”)

Start by reviewing the last six months of operations:

• What equipment failed?

• What systems required repeated repairs?

• What caused disruptions?

Document each piece of equipment along with a brief description of the issue.

This creates your initial list of “bad actors”—assets that require immediate attention due to age, usage, or reliability issues.

Step 2: Identify Critical Systems

Next, expand your list to include equipment that runs frequently or is essential to operations, even if it hasn’t failed recently.

Typical categories include:

HVAC systems (air handlers, RTUs, split systems)
Boilers and heating systems
Air conditioning units
Fans and ventilation systems
Refrigeration equipment
Fire protection and fire suppression systems
Lighting systems
IT infrastructure and servers
Security and access control systems
IoT and wireless sensor systems
Vertical transportation systems (elevators, escalators, moving walkways)
Facility vehicles and equipment (maintenance carts, utility vehicles, trucks, and other fleet assets used in daily operations)
High-risk prevention and protection equipment, including:
Emergency generators – Ensure operational readiness through load testing, fuel checks, and routine servicing
Backup power systems / UPS units – Test batteries, inspect connections, and verify automatic transfer switches
Chemical containment systems – Inspect tanks, valves, and secondary containment structures for leaks or corrosion
Water treatment and filtration systems – Replace filters, test water quality, and inspect pumps and controls
Other critical safety infrastructure – Includes sprinklers, fire pumps, alarms, and emergency lighting; inspect, test, and maintain per manufacturer and code requirements

Special attention should be given to systems with regulatory and safety requirements:

Vertical transportation systems typically require routine inspections, certifications, and service contracts to remain compliant with state and local codes. Missed inspections can result in shutdowns or liability exposure.

Facility vehicles and equipment require scheduled maintenance, safety checks, and proper documentation (oil changes, brake inspections, tire condition, etc.) to ensure reliability and safe operation.

Fire protection equipment must be maintained proactively to ensure operational readiness during emergencies.

Failures in these systems can have severe operational, financial, or safety consequences, making preventive upkeep critical.

Including these systems in your preventative maintenance program not only improves reliability but also ensures compliance, reduces liability, and supports safe daily operations.

Step 3: Define Basic Maintenance Tasks

For each piece of equipment, determine what maintenance actions will prevent failure.

Preventative maintenance tasks are typically scheduled in one of two ways:

Calendar-based (daily, weekly, monthly, quarterly, semi-annual, or annual)

Usage-based (runtime hours, cycles, or mileage for vehicles and equipment)

Choosing the correct method depends on how the equipment operates. Systems that run continuously often follow time-based schedules, while vehicles and certain mechanical equipment are better maintained based on usage.

Examples:

Filters: Replace or clean every 3–6 months (or per manufacturer recommendations)
HVAC systems: Professional service twice per year (spring and fall)
Fire protection systems: Visual checks daily; formal inspections per code and vendor requirements
Lighting, IT, and security systems: Periodic checks during daily rounds or weekly inspections

Focus on simple, repeatable tasks. Clarity and consistency are more important than complexity at this stage.

Conclusion (Part 1)

At this stage, you have established the foundation of a preventative maintenance program. You’ve identified problem equipment, defined your critical systems, and outlined the basic maintenance tasks required to keep your operation running.

Just as importantly, you now understand how those tasks are scheduled—whether by time or by usage—giving you a practical framework to begin implementation.

This is where many facilities stop—but this is only the starting point.

In Part 2,

we will build on this foundation by organizing your program, introducing scheduling and tracking methods, and refining your approach to improve efficiency, accountability, and long-term performance.