Writing an Effective PM - Five Simple Steps

Each and every PM (Planned Maintenance) task should include all 5 steps to ensure that the work is completed as required.

Planned Maintenance - Image

  1. What is to be done? Start with an action word (e.g. Lubricate, Listen, Touch, Feel, Obtain readings)
  2. How is it to be done? Describe in detail how you want the procedure carried out. Is there a particular way to perform the procedure? Is there a particular order in the way the procedure should be performed? Do instruments have to be in a particular position to obtain the correct reading?
  3. What is acceptable? If the craftsman is going to meggar a motor, at what reading should the craftsman be concerned? If the craftsman is performing vibration analysis, is there an absolute reading that is unacceptable?
  4. What course of action should the craftsman take if the results are unacceptable? A motor that meggars at 1500 ohms should not be started for any reason. A belt at start-up that slips so badly it releases a cloud of smoke and burnt rubber should not be left in running condition. If the lubricant level is below a certain point, it must be replenished. In many cases the craftsman should contact his immediate supervisor if the condition is outside acceptable limits. In other cases, just noting the anomaly on the PPM work order is sufficient.
  5. Are there any safety precautions? Every craftsman has the right to work in a safe environment and to perform his work in a safe manner. Likewise, maintenance management has any obligation, when applicable, to advise the craftsman of the safe manner in which to carry out their work.

Selecting a PM Author
Your PM author should be an expert who:

  • Can read and write well
  • Will ask others for their opinions and help
  • Is not afraid to share their own personal knowledge
  • Will use all available resources


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