Sustainability of the Maintenance Work Management Process

Designing and implementing a Maintenance work management process results in an aligned and coordinated approach to how work is done safely and productively. The immediate benefits are fewer emergency work orders, increased work order turnaround, reduced backlogs, and higher tool times. However, a Maintenance work management process can only be sustained by a motivated organization comprised of employee buy-in and each individual’s sense of purpose, accomplishment, and ownership. To achieve this, MPI puts the work process into practice by assisting individuals to overcome fear, uncertainty, and doubt that impede the formation of productive and rewarding work habits. Here’s how MPI ensures Sustainability of the Maintenance work management process:

1. Leadership Commitment and Recognition: Establish monthly communications for recognizing continuous improvement tools and techniques, individual work management accomplishments, and exemplary work habits that set expectations and pace.
2. Define and Conduct Periodic Work Process Health Checks to identify gaps and variances from the established Maintenance work management process, proper application of the process in the field, and evaluating the consistency and continuity across business teams at the site,
3. Conduct Periodic Tool Time Studies to identify and quantify common productivity barriers that hinder crews’ productivity and their ability to get work done. Tool Time and Barrier studies are also an excellent way for First- and Second-Line supervision to observe productive work practices and behaviors in the field that are essential to a motivated work force.
4. Establish Continuous Barrier Capture and Elimination tools, methods, and teams comprised of key business team members from Operations and Maintenance. Establish goals for converting hours of “lost time” due to barriers to “productive time” to achieve continuous improvements starting with the crew level up to the business team level.
5. Monitor and Track Key Process Indicators (KPIs) to assess the effectiveness of the Maintenance work management process. Regularly review these metrics against established targets at the business team level on a periodic basis and use them to identify areas for improvement.
6. Conduct Periodic Peer Assists utilizing field observations conducted by First- and Second-Line supervisors from sister locations. This allows for the cross-pollination of continuous improvement practices and fresh ideas from those who have already experienced the success of new ideas that have been proven at another location.
7. Dedicate Focused Resources as Subject Matter Experts from both the Operations and Maintenance organizations to evaluate the understanding and application of the Maintenance work management process, tools, metrics, and provide ongoing training and field coaching to the site stakeholders to ensure Sustainability.
8. Devote an Agenda Item to Weekly Business Team Meetings for reporting and discussing Maintenance work management process achievements, quick wins, barrier elimination solutions, and results of the aforementioned Sustainability initiatives. Keep the Maintenance work management process, performance, and practices at the top of mind of all business team members.
9. Post Maintenance Work Management Flow Maps, as a training and coaching tool, in highly visible locations such as meeting rooms, maintenance shops, and warehouses. Emphasize the proper application of decision-making criteria for Work Screening & Prioritization, Planning, Scheduling, and Execution, interpreting KPIs, and consistencies in Roles, Responsibilities, and Key Interfaces (and meetings) between Operations and Maintenance.
10. Establishment and Reinforcement of Maintenance Work Management Best Practices. Document, communicate, evaluate, and revise as needed by engaging the Crafts and Operators, and First-Line Supervision who deal with the practical impacts to their daily duties and buy-in.
11. Engage All Employees in the Decision-Making Process related to the Maintenance work management process. When employees feel invested, they are more likely to contribute to its sustainability. By nurturing a culture of continuous improvement, keeping communication channels open, and embracing feedback, you can ensure that your maintenance work process remains effective and impactful in the field.