Why do some machines keep running smoothly while others are constantly breaking down? It often comes down to a business's maintenance culture. It's easy to just blame the machines. They can't argue back, after all. But different manufacturers can buy the same shiny new machine at the same time, and a few years later, one will provide much better output than the other. What's the difference? It's likely the way the equipment was maintained.
Too often, maintenance is treated like an afterthought...until something breaks. A maintenance-first culture flips that script, prioritizing regular care and scheduled upkeep. In this way, manufacturers can prevent issues before they happen. A loose bolt isn't a big deal if you know about it. It can be tempting to bury your head in the sand and focus on more seemingly urgent tasks. But over time, if that bolt comes entirely loose and a part flies off the production line, it could wreak havoc on the machine, creating a safety hazard and causing work stoppage.
In this article, we'll share advice on fostering a maintenance-first mindset, the tools and workflows that make it possible, and how a Computerized Maintenance Management System (CMMS) can tie everything together.
Why Maintenance-First Matters
Because maintenance is chronically overlooked, you might not even be aware of your company's maintenance strategy. But there are a few obvious flags that it’s not getting the attention it deserves. Here are some telltale signs of a reactive maintenance approach:
- Unplanned downtime
- Costly repairs
- Frustrated teams
On the other hand, a maintenance-first culture prioritizes prevention over reaction. This can lead to fewer breakdowns, better machine performance, and a safer work environment. Companies that take a proactive approach typically see very different outcomes:
- Reduced downtime
- Extended equipment lifespans
- Empowered teams
While there are still expenses associated with maintaining your equipment, they hurt a lot less because they are planned, expected tune-ups rather than emergency repairs. And when machines operate properly and reliably, there's less risk of something breaking and causing an accident.
Empowering Employees to Take Ownership
One of the biggest benefits of a maintenance-first culture is priceless: employees feel more in control and less stressed when they're empowered to prevent problems instead of frantically fixing crises. It's not just a hunch. Scientific studies have found that "greater stress correlates with less employee productivity." Creating a low-stress culture is way more effective than the chaos a broken machine causes.
A proactive maintenance culture involves prioritizing things like cleaning, lubricating, and adjusting equipment. This is a good opportunity to intentionally train employees on these tasks. Also:
- Give them the necessary knowledge and resources, such as Standard Operating Procedures (SOPs) to standardize processes.
- Regularly communicate the bigger company goals so that people on the shop floor understand how their tasks contribute.
- Cleaning a machine isn't the flashiest job, so be sure to let team members know how important it is to the bigger picture.
- Take the time to recognize and reward employees who take the initiative to identify or resolve maintenance needs.
Don't forget that communication goes both ways. Build a plan for how team members will let line managers know if they notice any equipment issues. It doesn't have to be complicated, but formalizing feedback makes it easier. For example, you could add something like "equipment health" as an agenda item to your production meetings at the start of each month. Then, you can ask if anyone has noticed any machine issues or if they have suggestions for improving equipment health. Create a "no blame" policy for potential problems so employees aren't afraid to report issues.
How a CMMS Can Embed Maintenance Into Daily Workflows
A CMMS can be a game changer for putting your maintenance-first culture into practice. Mobile access allows teams to log issues, check schedules, and access machine histories in real time without leaving the shop floor. Plus, CMMS programs automate task assignments based on urgency, so you can be sure that critical maintenance such as anything that could cause a safety hazard or work stoppage gets done first. Because a CMMS keeps all information together in one place, everyone stays on the same page with instant notifications and updates.
You can use workflows in the CMMS to create a sequence of steps that technicians follow when completing a maintenance task — but that's just one piece of it. The CMMS can use those workflows to send automated reminders for routine maintenance tasks. You can also set up escalation paths so when team members flag issues, they automatically go to the right people quickly.
What is a Maintenance-First Mindset, Again?
In short, a maintenance-driven culture empowers employees to tackle problems before they escalate. Proactively identifying and fixing potential equipment issues helps avoid machine failure, which keeps teams safe and productive. But it’s not just about saying maintenance is a priority — you need to back it up with systems and practices that make this mindset part of the daily routine. Celebrate maintenance successes like you would a machine repair, and equip your team with tools like advanced software to track their efforts.
Learn more about how SOPs and CMMS solutions can make proactive maintenance part of your team's DNA.
