Lean Tools for process improvement

 

Preventive Maintenance Checklist

aka Preventative Maintenance Checklist, Preventive Maintenance Schedule template, form, or plan

Two Types of

Maintenance Schedule template

You will use two types of maintenance schedule template:

TPM Preventive Checklist template 5S Sustainment Maintenance Schedule template
  1. Use the Preventative Maintenance Checklist (TPMChecklist.xlsx)

    for tasks that have a maintenance cycle of a month or more

    which are often performed by a central Maintenance Department

  2. Use the 5S Sustainment Checklist (5SSustain.xlsx)

    for tasks that are done daily or weekly

    and are often performed by the process operator


How to use your

Preventive Maintenance template

Systems2win menu > Systems2win templates

Find and open your template

Find and open your
TPM Preventive Maintenance template (TPMChecklist.xlsx)
or 5S Sustainment Checklist template (5SSustain.xlsx)

in the same way that you find and open
your other 150+ Systems2win templates.

Save your working document, following the usual
document storage and naming conventions established by your leaders.

If English is not your native language

Switch to your language, just like every Systems2win Excel template.

Open a Blank Sheet

Systems2win menu > Open a Blank Sheet

When you're ready to start doing your own real work...

click the button to 'Open a Blank Sheet'

Excel Ribbon bar > Systems2win tab > Open a Blank Sheet

This blank sheet is where you will do your real work

(not on the Sample sheet)

Rename your new sheet

Create a separate workbook or worksheet for each Work Area

Systems2win menu > Open a Blank Sheet

Either create a separate workbook for each Work Area

(by using your master template to create multiple workbooks)

or (within a single workbook), create a separate worksheet for each Work Area.

In the Excel ribbon bar, select Systems2win menu > Open a Blank Sheet

If English is not your native language

Switch to your language, just like every Systems2win Excel template.

Personalize for tasks unique to that Work Area

Personal art

Personalize
using familiar
Microsoft Excel

It's Excel. Use everything you know about familiar Microsoft Excel.

If you get stuck with anything...

remember that on the Help sheet for every Systems2win template,
there is a section for 'Excel Tips for THIS Template',
where you can follow links to learn how to use Excel.

Unprotect the sheet. (There is no password)

Hide unused rows and columns.

Use Styles to change cells between grey and clear:

Grey = 2winBackPattern
Clear = 2winBackClear

Perhaps personalize your drop down lists on the DV sheet.

Optionally edit the text boxes below the Daily, Weekly, and Monthly Tasks row on the 5S Sustainment Checklist
to provide additional clarification — and/or to divide Tasks into sub-categories.

Snap to grid

You can optionally hide the entire row containing the text boxes (rather than deleting them)

If you want word wrap within a text box, you can increase row height

Learn more about how to personalize any Systems2win template.

Optionally save personalized templates for each Work Area

If you find yourself re-creating the same changes each month (or year)...

then you might (optionally) save personalized templates for each Work Area.

Do not overwrite the master template

because you (and others) need to keep a clean starting point for creating new templates for new Work Areas.

Instead, save your Work Area template somewhere else

Perhaps on your team's shared server folder.

Perhaps use your S2winSync folder
(that allows you to easily distribute your own personalized templates to widespread team members)

Each month, use your Preventive Maintenance Checklist for each Work Area

There are 2 optional ways to use your Preventative Maintenance Checklist:

  1. In handwriting on printed paper, (initialing each task as completed)
  2. On computer, (choosing from drop down list for each completed task)

Additional instructions for the 5S Sustainment Checklist

5S Sustain Start Date

Enter 'Start Date'

Start Date = the MONDAY that starts this work period,
or the MONDAY before the start of this work period.

Dates and Days in the main section
will then update automatically.

As you prepare a new 5S Sustainment Checklist for each Work Area each month,

you might choose to transcribe some tasks from the (long-term) TPM checklist
to the (short-term) 5S Sustainment Checklist for that month.

Print Audit Checklist

Print your Preventive Maintenance Checklist

In the Systems2win menu in the Excel Ribbon bar, select…

Print Audit Checklist

Post your printed checklist

on a wall or fixture where it is obvious and visible in the Work Area.

As each task is completed

Initial the tasks on your printed maintenance schedule template.

If entering your data directly into your computer, (or transcribing your data later),

then you have the option of using the drop down list
to select symbols for different levels of Task completion.

Firefighter

Is it your job to put out fires?
or to prevent them?

Review as part of Leader Standard Work

Archive the handwritten checklists in a 3-ring binder
where they are reviewed by multiple layers of management
as part of Leader Standard Work.

Optionally transcribe your handwritten Comments to the Comments section
to maintain a historical log of past comments to look for trends and patterns.

Other users will prefer to simply refer to their three-ring binder of hand-written checklists
to serve as an (easier to maintain) historical record of past comments.


Preventive Maintenance Schedule template

Preventive Maintenance Checklist Excel template for TPM

Preventive Maintenance program template - TPM software for tasks with monthly, quarterly, or yearly cycle

 

Preventive Maintenance template for 5S

One popular use of a maintenance checklist is to have the workers use it
to maintain their own workspace on a routine schedule —
as part of a 5S program (that is a cornerstone of any initiative for lean process improvement).

Preventive Maintenance template

Sample Preventive Maintenance Checklist example - for tasks to be performed THIS month

Preventative Maintenance template

5S Sustainment Checklist Excel template

TPM Checklist Approvals

Notice the section for Leader Reviews on both the Preventive Maintenance Checklist template and the 5S Sustainment Checklist template.

That is where your leaders periodically sign their initials on the printed form that is posted near the workspace — as a form of Visual Management — to let everyone know publicly that this is important, and that leaders really are keeping a close eye to make sure that it gets done, and done right.

Like every Systems2win template, you can easily personalize the form for your own leadership tiers and titles;

but notice that even the senior level VP or Director will occasionally put his or her initials on the form — whenever
he or she happens to be passing through the area.


Preventive Maintenance Schedule Template

Features and benefits of the Systems2win Excel templates for Lean Six Sigma

  Unique Features
  All the familiarity of Microsoft Excel

for fast learning, and widespread use
of your preventative maintenance template

  Helpful online training

on the 'Help' and 'Sample' worksheets,
for fast learning, and full utilization of your preventive maintenance software

  Multiple print areas

Click one button to print the Audit sheet,
and another for Comments History

  All the standard features common to every Systems2win template

for fast learning and full utilization
of your preventive maintenance schedule

  Drop down lists

for easier data entry, fewer errors, and better use of Excel's Filter and Pivot Table features
for your preventive maintenance plan for TPM maintenance

  Extremely easy to personalize

using everything you know about Microsoft Excel


Bookmark = TPM

Preventative Maintenance Checklist

Importance for Total Productive Maintenance (TPM)

The two cornerstones of a typical Preventative Maintenance program will usually consist of:

  1. A Preventive Maintenance schedule checklist for each work area
  2. A system for measuring OEE Overall Equipment Effectiveness

    to improve Availability, Performance, and Quality generated from each piece or cluster of equipment

Either of these two popular TPM tools
are used more than all of the other less popular TPM tools put together.

Own yours now
and start maintaining your own equipment better — today


 
 

Bookmark = Reading

Suggested Reading and Resources


These Preventive Maintenance templates
come with many other useful Lean tools

 

 

and you can empower every team member
with a site license for unlimited users

 

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