Maintenance Best Practices for Operational Excellence

UpKeep’s Gary Wood and Todd Junker join forces for a webinar packed with asset operations best practices. Gary & Todd leverage their experience in the field to walk through tips and tricks for getting the most out of UpKeep and achieving operational excellence.

Subjects include:
• Work Order optimization
• Automated Workflows
• Checklist Library
• Location-Based Permissions
• and more.

[atharhaider]

Could you please guide more about CMRP preparation?

[shreyanshsagare]

00:00:00 In this section of the webinar, the presenters introduce themselves and set the stage for the discussion of maintenance and operation best practices for operational excellence. They provide a brief outline of the key topics that would be covered, which includes work order optimization, automated workflow, checklist library, and location-based permissions. The presenters also emphasize the importance of operational excellence as it turns average maintenance operations and reliability into world-class asset operations and highlight the pillars of asset operations that guide their practices.
00:05:00 In this section, the speaker discusses the importance of establishing a clear and consistent naming convention for all data points within a maintenance solution. This allows for quick identification of work orders, understanding who is assigned to which job, and tracking information from request to work order. The speaker also emphasizes the benefits of setting filters and views within the solution to access records quickly and doing cleanup ahead of the new year. A guest speaker with extensive manufacturing experience adds insights about using naming conventions to be more granular in reporting and the need to move away from using Post-it notes and paper notebooks. Overall, clear and consistent naming conventions lead to more efficient maintenance operations.
00:10:00 In this section of the video, the speaker talks about postponing recurring work in order to better assess what is going on and how this can be helpful for the organization. They also discuss the use of a column called 'days since creation' in order to better understand how long jobs have been open and how this can help determine if they are needing to be completed or if they are simply waiting for a supervisor or spare parts. The conversation then shifts to the topic of naming conventions and the importance of who controls them and facilitates the clean-up of data. The speakers emphasize the importance of establishing responsibilities for different roles within the organization to ensure efficient use of the solution. They go on to discuss the use of permissions for work order cleanup to prevent accidental removal of jobs, and the importance of using the questions button in the chat function for easy triaging of questions.
00:15:00 In this section, the importance of establishing naming conventions during implementations was discussed, as well as the best way to make changes to those conventions if they are already actively being used by users. It is recommended to have an admin export the assets and do a filter through locations to set up unique identities for each asset. The use of a Checklist Library and automated workflows can increase efficiency and drive adoption of repeatable processes, setting company-wide standards for increasing resilience and ensuring compliance with safety inspections. Mass updating statuses and assignees can also improve the efficiency of the maintenance process.
00:20:00 In this section, the speakers discuss the importance of recording detailed data and procedures to reduce tribal knowledge and empower the workforce. By logging information and creating checklists based on experience, companies can ensure that essential maintenance procedures are not lost when employees leave or retire. Additionally, they touch on automated workflows that incorporate various aspects like categorization and priority of work to streamline maintenance processes and perform quality control reviews efficiently. The speakers also emphasize the importance of real-time monitoring to maintain a safe working environment and prevent compliance issues.
00:25:00 In this section, the speaker discusses the concept of checklists and automated workflows in streamlining operational processes. By integrating data such as hours of operation and temperature monitoring, and feeding them directly through checklists, the system can automatically create new work orders and assign them to specific individuals or teams. Additionally, the speaker shows how mass-changing of assignees to work orders can be easily done in just a few clicks. By taking the time to set up these processes and establish workflows, organizations can become more efficient and save time and effort, leading to a more fruitful return on investment.
00:30:00 In this section, the speaker introduces a new functionality called location-based permissions that allows users to construct data permissions across multiple locations and manage them from one account while preserving data integrity and making it easier for end-users to access data that they need. This functionality allows users to set up data hierarchies by location and establish which locations need visibility, making it easy for regional managers, technicians, and executives to have different levels of access in a couple of clicks. Overall, this can significantly improve the overall maintenance experience in UpKeep.
00:35:00 In this section, the speakers discuss location-based user settings and how they can be used to ensure data integrity and improve day-to-day operations. By selecting the locations that technicians are responsible for, managers can streamline the process for multi-sites and give employees access only where they physically work. The speakers also address data transfer for existing customers who want to make changes to their system, encouraging small, incremental updates rather than attempting to update everything at once to save time and effort. They recommend reaching out to the customer success management team or technical support team for guidance.
00:40:00 In this section, the speakers emphasize the importance of team buy-in for success with operational excellence, explaining that involving the team from the beginning and allowing them to have input is imperative to creating a positive relationship. By doing so, the team will feel more involved and, consequently, be more efficient, resulting in a better bottom line for the organization. The speakers also make clear that listening to questions and comments drives a lot of what they create as far as content goes, demonstrating their commitment to their audience.