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Does Your Commercial or Industrial Facility Maintenance Plan Include Reliable Documentation?

 Does Your Commercial or Industrial Facility Maintenance Plan Include Reliable Documentation?

It’s a worst night­mare sce­nario for build­ing oper­a­tions man­agers: a leaky roof dam­ages an oth­er­wise spot­less paint job, caus­ing you to halt work and call for repairs to the roof, the ceil­ing, and dam­aged equip­ment. Come to find out, it was called in to main­te­nance weeks ago and the whole thing could have been pre­vent­ed. This is just one of many prob­lems you could face if your oth­er­wise com­pre­hen­sive facil­i­ty main­te­nance plan has poor doc­u­men­ta­tion systems.

What to Know About Main­te­nance Documentation

What Might Cause Poor Main­te­nance Documentation?

There are a num­ber of things that could be prob­lem­at­ic when it comes to your main­te­nance doc­u­men­ta­tion sys­tem, from the mun­dane to the tech­ni­cal (or lack there­of). In tak­ing time to eval­u­ate how you do things on your busi­ness or indus­tri­al site, you may discover:

  • Employ­ees and oth­er team mem­bers don’t notice or report issues right away: No one would inten­tion­al­ly neglect an obvi­ous main­te­nance issue. But some­times issues are lurk­ing below the sur­face, or are not as notice­able to peo­ple who aren’t trained in their detec­tion. It’s also pos­si­ble that employ­ees will notice some­thing amiss, but for­get to report it amidst their reg­u­lar dai­ly responsibilities.
  • Your doc­u­men­ta­tion sys­tem is out­dat­ed: If your main­te­nance doc­u­men­ta­tion sys­tem isn’t boost­ed by ade­quate tech­nol­o­gy (or any tech­nol­o­gy at all) an inor­di­nate amount of time may be wast­ed mak­ing requests and track­ing their completion.
  • Your team falls into a set it and for­get it” mind­set: After com­plet­ing a paint­ing main­te­nance project or equip­ment repair, it’s nat­ur­al to think that the job is done and the prob­lem solved – and then go about your busi­ness. This is true espe­cial­ly when you have a lot of sup­port tick­ets to get through. But the truth is, facil­i­ty main­te­nance needs ongo­ing atten­tion in order to pre­vent more com­plex prob­lems, health and safe­ty haz­ards, and equip­ment dam­age over time.
  • Com­mu­ni­ca­tion is over­com­pli­cat­ed: This is the oppo­site prob­lem to under-report­ing issues. You may have mul­ti­ple con­trac­tors (or a large num­ber of employ­ees) mov­ing in and out of your busi­ness or indus­tri­al site through­out the day, Maybe some have access to your in-house main­te­nance sys­tem and some don’t. Maybe you have dif­fer­ent point peo­ple for indus­tri­al floor­ing upkeep than you do for on-site clean­ing jobs. What­ev­er the case, find­ing where the com­mu­ni­ca­tion breaks down in your main­te­nance doc­u­men­ta­tion process is essen­tial to solv­ing the prob­lem permanently.

Rec­om­men­da­tions for Improved Facil­i­ty Main­te­nance Documentation

If you’re look­ing for ways to lev­el up your facil­i­ty main­te­nance doc­u­men­ta­tion, here’s what we suggest:

  • Con­sid­er tech­nol­o­gy as a way to stream­line the process: What you choose depends on your indus­try, your bud­get, and your exist­ing com­pa­ny struc­ture. But there are ways to inte­grate your main­te­nance doc­u­men­ta­tion into your busi­ness IT. You could also use a dig­i­tal request man­age­ment tool.
  • Encour­age employ­ees and team mem­bers to check for issues in their work area: Doing week­ly checks (and sub­mit­ting tick­ets for any main­te­nance requests after the checks are done) may be a good way to keep main­te­nance con­cerns front-of-mind.
  • Sched­ule reg­u­lar walk­throughs: Sched­ul­ing peri­od­ic walk­throughs where every­thing on your plan is checked is a great way to stay ahead of the curve. Make sure that these checks are sched­uled at inter­vals that are appro­pri­ate for your indus­try and your man­u­fac­tur­ing process.
  • Be selec­tive with your con­trac­tors: When it’s time to work with a con­trac­tor, choose some­one who can meet as many of your facil­i­ty main­te­nance needs as pos­si­ble. Keep­ing the num­ber of cooks in the kitchen” to the min­i­mum nec­es­sary to get the job done right also decreas­es the pos­si­bil­i­ty of poor com­mu­ni­ca­tion. Who­ev­er you decide to work with, be sure to share your com­plete facil­i­ty main­te­nance plan with them so they can help you stay on track with reg­u­lar clean­ings, walk­throughs, and equip­ment checks.

Work­ing with Kaloutas means stream­lin­ing your facil­i­ty main­te­nance and com­mu­ni­cat­ing clear­ly with your con­trac­tors. We can help you update your facil­i­ty main­te­nance to reflect your new doc­u­men­ta­tion strategies.

At Kaloutas, we’ll keep your busi­ness or man­u­fac­tur­ing safe and indus­try-com­pli­ant by mak­ing sure you nev­er miss a clean­ing or walk­through. And we can do it all with a no-work-stop­page guar­an­tee so that your pro­duc­tiv­i­ty nev­er takes a hit. Ready to get things done? Request your main­te­nance eval­u­a­tion today.

Kaloutas is New Eng­land’s pre­mier con­trac­tor for com­mer­cial & indus­tri­al paint­ing, floor­ing, and relat­ed ser­vices. Estab­lished in 1987, Kaloutas has become a trust­ed resource for gen­er­al con­trac­tors, facil­i­ties man­agers, and build­ing own­ers from Con­necti­cut to Maine. Our team prides itself on high qual­i­ty work­man­ship, jobs done on time & bud­get, and tack­ling com­plex projects that oth­er con­trac­tors don’t have the expe­ri­ence or resources to han­dle. Con­tact us today for a paint­ing or floor­ing esti­mate, or give us a call at 9785321414 to learn more.

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Whether you're a facility manager, general contractor, or building owner, Kaloutas is ready to tackle any heavy-duty industrial painting, cleaning, coating, fireproofing, containment, or flooring projects you need to stay operational. Talk with us today about your facility goals and project needs to improve compliance, safety, and aesthetics.

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