Importance of Best Practices in Facilities Maintenance

Andrew Ohlinger
Oct 15
5 min read

Without the implementation of best practices, repeated work and tasks are often performed inconsistently, leading to variations in quality and outcomes.

Best practices are established methods or techniques that have consistently demonstrated superior results when compared to other alternatives. In the realm of facilities maintenance, these practices play a crucial role in ensuring efficiency, safety, and sustainability in the management of physical assets. Buildings can have large maintenance departments and hundreds of staff. Best practices streamline work and procedure across the board for every department.

A simple example of a best practice might be how waste cardboard is handled. Instead of leaving it up to each persons preference, which can lead to inconsistency of disposal and a messy facility. We write a best practice to provide guidance and improve outcome.

Example:

All cardboard must be broken down flat and placed neatly in the cardboard recycling container.

By adhering to these proven strategies, organizations can enhance their operational effectiveness and maintain a high standard of facility upkeep.

While many best practices are standardized based on building, equipment or use case, each facility does well to tailor is standards to it particular operations.

Best practices create an environment where building maintenance becomes easy and therefore more effective.

Without the implementation of best practices, repeated work and tasks are often performed inconsistently, leading to variations in quality and outcomes. This lack of standardization not only lowers overall effectiveness but also increases costs due to the need for rework and corrections. Additionally, the potential for failures and errors rises significantly when tasks are approached differently each time, resulting in inefficiencies and wasted resources. Establishing best practices ensures that processes are streamlined, outcomes are predictable, and resources are utilized effectively, ultimately enhancing productivity and reducing the risk of failure.

Importance of Recording Best Practices

Once a department or facility establishes its best practices, it is essential to carefully document them. Recording these practices not only ensures consistency in operations but also serves as a valuable resource for all team members.

"If you didn't document it... you didn't do it."

Preferably, this documentation should be stored digitally to facilitate easy access for everyone in the field. The optimal solution is to incorporate these best practices into the facility's Computerized Maintenance Management System (CMMS). This approach not only streamlines access but also enhances the overall efficiency of operations by providing a centralized repository for critical information.

Once best practices are identified, clearly record it for easy reference. They can be documented together and then attached to work orders as reminders.

Why Implementing best practices in facilities maintenance is essential

Enhanced Efficiency

Firstly, best practices streamline processes, which reduces the time and resources needed to complete maintenance tasks. This efficiency not only leads to lower operational costs but also improves service delivery, allowing organizations to focus on their core activities.

Well documented best practices reduce wasted time trying to determine how work should be performed. This increases wrench time and leads to more maintenance being completed overall.

Increased Safety

Secondly, facilities maintenance often involves working with machinery, electrical systems, and hazardous materials or heights. Following best practices ensures that safety protocols are adhered to, significantly minimizing the risk of accidents and injuries on-site.

Improved safety is the most vital outcome of best practices. This leads a facility towards it goal of being accident free.

Improved Asset Longevity

Another important aspect is that regular and proper maintenance according to best practices extends the life of facilities and equipment. This proactive approach helps reduce the need for costly repairs and replacements, ultimately saving money in the long run. Best practices that are documented in a CMMS can be repeated consistently, this reduces or eliminates re work of already completed repairs. It also means that classes of equipment will get the same uniform care by all technicians new and experienced.

Compliance with Regulations

Furthermore, many industries must comply with regulations concerning safety, environmental impact, and operational standards. Best practices aid in ensuring compliance, thereby avoiding legal issues and potential fines that could arise from negligence. When recording best practices for compliance, be very detailed outlining each need step and inspection. This will give inspector everything they need, speeding up inspections and raising compliance to 100%. Once you have established and tested best practices that give you full compliance, make sure they are used each time to duplicate the results on future inspections.

Following best practices for compliance creates a safe built environment and, will prevent deficiencies, fines and building operations being shut down.

Enhanced Customer Satisfaction

Lastly, well-maintained facilities contribute to a positive experience for occupants and visitors. When visitors enjoy using and working in a facility without giving thought to its maintenance or condition, your reaching your goal. This satisfaction can lead to increased loyalty and positive word-of-mouth, further enhancing the organization's reputation.

Training through Best Practices

Adhering to best practices in facilities maintenance establishes a framework for quality and consistency. This framework significantly contributes to the development of strong maintenance programs. It also has the side effect of being its own training program, which in turn is improving building maintenance and over all condition.

Standardization

Best practices promote uniform procedures that all maintenance personnel can follow, ensuring that tasks are performed consistently regardless of who is executing them. This means the current tech preforming work know what the last tech did, because the procedures are the same.

Training and Development

A commitment to these practices also necessitates ongoing training for maintenance staff. Investing in human resources enhances skills and knowledge, resulting in a more competent workforce capable of tackling various challenges. Well trained staff are more effective and feel invested in and appreciated, which naturally improved work performance and building condition.

Performance Measurement

Additionally, best practices provide benchmarks for measuring maintenance performance. This allows organizations to track progress, identify areas for improvement, and celebrate successes, fostering a culture of accountability and achievement. It also allows you to track building performance over time and see trends good or bad. As these trends are documented, you can now compare your building to others in its sector.

Continuous Improvement

Regularly reviewing and updating best practices enables facilities to adapt to changing technologies, regulations, and industry standards. This culture of continuous improvement not only fosters innovation but also ensures resilience in the face of challenges.

Documentation and Accountability

Finally, establishing best practices involves creating comprehensive documentation that outlines procedures and responsibilities. This documentation not only holds team members accountable but also serves as a vital reference for training and compliance. This documentation starts to create and foster a sense of ownership in maintenance staff and building owners. Ownership leads to a natural desire of everyone involved to appreciate the documentation and want to use it to improve.

Facility Maintenance Best Practices Examples

Free download of Best Practices Examples:

Conclusion

In conclusion, best practices in facilities maintenance are essential for enhancing efficiency, safety, and compliance while extending the life of assets. By embracing these practices, organizations can develop robust maintenance programs that set high standards, promote continuous improvement, and contribute to the overall success of the facility. Adhering to best practices is not merely a recommendation; it is a necessity for any organization striving to maintain its facilities effectively and sustainably.

If you're looking to develop your best practices and take your skills to the next level, don't hesitate to reach out! I'm here to help you navigate the process and achieve your goals. Feel free to email me at acohlinger.com for personalized assistance and guidance.