Equipment Maintenance SOP

# Equipment Maintenance SOP

## Purpose
Follow to extend equipment lifespan, prevent unexpected breakdowns, and comply with safety and warranty requirements.

## When to Use
A preventive maintenance procedure with inspection schedules, maintenance checklists, parts inventory management, and service log documentation.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Asana or Airtable)

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## Equipment Maintenance Standard Operating Procedure

### 1. Purpose and Scope
This SOP establishes the standard procedures for preventive and corrective maintenance of all business equipment, machinery, and vehicles. Consistent maintenance extends equipment lifespan, prevents costly unplanned downtime, maintains safety compliance, and preserves warranty coverage. This procedure applies to all equipment assets owned or leased by the business.

### 2. Roles and Responsibilities
- **Maintenance Manager (or Operations Manager):** Owns the maintenance schedule, reviews maintenance logs, and manages the maintenance budget.
- **Maintenance Technician:** Performs scheduled and corrective maintenance tasks, documents all work completed.
- **Equipment Operator:** Conducts daily pre-use checks, reports issues immediately, and follows safe operating procedures.
- **WHS Officer:** Ensures maintenance activities comply with Work Health and Safety requirements.

### 3. Prerequisites
- Equipment register maintained in Airtable (all assets listed with make, model, serial number, purchase date, warranty expiry)
- Maintenance checklist for each equipment type documented in Notion
- Spare parts inventory tracked in Airtable
- Maintenance schedule configured in Asana with recurring tasks

### 4. Maintenance Types

| Type | Frequency | Purpose |
|------|-----------|---------|
| Daily check | Before each use | Identify obvious issues before operation |
| Preventive maintenance | Per manufacturer schedule | Prevent breakdowns, maintain warranty |
| Corrective maintenance | As needed | Repair identified faults or breakdowns |
| Overhaul | Per manufacturer recommendation | Major service to restore full performance |

### 5. Procedure

**Step 1: Daily Pre-Use Checks (Owner: Equipment Operator)**
Before operating any equipment, complete the daily check using the equipment-specific checklist:
- Visual inspection for damage, leaks, or loose components
- Fluid levels (oil, coolant, hydraulic fluid) where applicable
- Safety devices functioning (guards, emergency stops, warning lights)
- Tyre condition and pressure (for vehicles)
- Cleanliness and workspace around the equipment

Record the check in Airtable. If any issue is found, do not operate the equipment. Report to the Maintenance Manager immediately via Slack and tag the equipment out of service.

**Step 2: Schedule Preventive Maintenance (Owner: Maintenance Manager)**
Configure recurring maintenance tasks in Asana based on manufacturer recommendations and operating hours:
- Light maintenance (e.g., filter changes, lubrication): Typically monthly or every 250 operating hours
- Standard service: Typically quarterly or every 500 operating hours
- Major service: Typically annually or every 2,000 operating hours

Review and adjust schedules based on actual usage patterns and equipment condition. Set Asana reminders 1 week before each service is due.

**Step 3: Perform Preventive Maintenance (Owner: Maintenance Technician)**
When a scheduled maintenance task is due:
1. Review the maintenance checklist for the specific equipment type (Notion)
2. Gather required tools, parts, and consumables
3. Lock out and tag out the equipment per the LOTO procedure
4. Complete each checklist item, recording measurements and observations
5. Replace parts as scheduled, even if they appear serviceable
6. Record all parts used, updating the spare parts inventory in Airtable
7. Test the equipment after maintenance to confirm proper operation
8. Update the service log in Airtable with: date, work performed, parts used, technician name, and next service due date

**Step 4: Handle Corrective Maintenance (Owner: Maintenance Technician)**
When a fault or breakdown is reported:
1. Assess the urgency and safety implications
2. Tag the equipment out of service if it is unsafe to operate
3. Diagnose the root cause
4. Determine if the repair can be completed in-house or requires a specialist
5. If specialist is needed, contact the approved service provider and provide equipment details
6. Complete the repair and test the equipment
7. Record the fault, cause, repair, and parts used in Airtable
8. Update the Asana task and notify the operator that the equipment is available

**Step 5: Manage Spare Parts Inventory (Owner: Maintenance Manager)**
Maintain a minimum stock of commonly used spare parts and consumables:
1. Track parts inventory in Airtable with reorder points
2. When stock falls to the reorder point, create a purchase request
3. Store parts in a clean, organised area with clear labelling
4. Conduct a quarterly stocktake of spare parts

**Step 6: Review and Report (Owner: Maintenance Manager)**
Monthly, compile maintenance metrics:
- Number of preventive maintenance tasks completed on time (target: 95%)
- Number of equipment breakdowns
- Total maintenance cost vs budget
- Mean time between failures (MTBF) for critical equipment
- Outstanding corrective actions

Present a summary to the Operations Manager or Director. Identify any equipment approaching end of life that should be budgeted for replacement.

### 6. Safety Requirements
- All maintenance must follow Lock Out Tag Out (LOTO) procedures
- Personal protective equipment (PPE) must be worn as specified for each task
- Only trained and authorised personnel may perform maintenance on electrical systems
- Hot work permits required for welding or grinding near flammable materials
- All incidents during maintenance must be reported per the WHS Incident Reporting procedure

### 7. Revision History
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | [Date] | [Author] | Initial release |

### 8. Related Documents
- Equipment Register (Airtable)
- Equipment-Specific Maintenance Checklists (Notion)
- Lock Out Tag Out (LOTO) Procedure
- Spare Parts Inventory (Airtable)
- WHS Incident Reporting Procedure

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Asana, Airtable, Notion