5 Tips to save time when preparing maintenance reports

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To achieve efficient maintenance management, it is necessary to know the situation of each building in detail and closely monitor the condition of the equipment.

If the information is not structured, you will waste a lot of time searching for the data. And if it is not up to date, you run the risk of permanently rendering equipment useless, which could still have a useful life if maintenance had been carried out at the right time.

Always having equipment and facility maintenance reports available is the best way to ensure a return on investment, increase equipment availability and promote the efficiency of all your resources.

If you would like to spend less time preparing maintenance reports, here iran whatsapp number database some tips. You will see that the results will be very significant.

1- Leave aside papers and Excel files
Using tools such as paper and Excel spreadsheets to manage maintenance is ineffective and time-consuming. In other words, these maintenance methods are already obsolete compared to the possibilities that technology offers today, and can even represent hours of work that could be dedicated to more important and value-generating actions. In addition, the possibility of data loss, failures or errors is high. Obtaining reports with reliable and permanently updated data will take so much time that it could jeopardize the competitiveness of your company.

2- Select a maintenance management system, CMMS
Managing equipment, assets and facilities efficiently requires the support of technology. Investment in infrastructure is generally very significant, so it is vital to ensure that it is in good working order, as this is the only way to maximize its useful life. Maintenance management systems or CMMS (Computerized Maintenance Management Systems) ensure greater data quality and faster access to information. These solutions can automate the generation of maintenance reports and filter specific data, allowing companies to make faster and more consolidated decisions. Thanks to the ease of obtaining always up-to-date maintenance reports, these solutions promote the implementation of preventive maintenance strategies, which, as we know, extend the durability of the company's assets.

3 – Provide technicians with tools that allow them to record information in real time
Maintenance technicians play a key role in recording information. The data recorded by each technician about maintenance activities forms the basis for reporting. However, when inputting this data becomes time-consuming, there are other priorities – for example, repairing another, more urgent asset. As a result, there may be a shortage of information and a lack of data to later produce reports.

In this sense, having a Cloud maintenance management platform is essential for technicians to be able to streamline the recording of information, replacing obsolete systems with a digital system, easily accessible via mobile phone. This way, the recording can be done at the site of the intervention, eliminating the need to fill out paper or Excel reports at the end of the day.

4- Allow maintenance managers to focus on analysis rather than data compilation
As a general rule, maintenance managers are responsible for creating maintenance reports. When this process is done on paper or Excel sheets, in addition to being time-consuming, there is a high probability of errors or flaws in the reports.

To improve the reporting process, choose maintenance software that allows you to automatically generate reports based on data recorded in the field by technicians. There are solutions such as Valuekeep that can automate the generation and sending of reports to the maintenance manager. With these automations, there are no more excuses for spending unnecessary time collecting data on the status of technicians' activity and operations.

5- Provide the operations manager with data that allows for the optimization of production capacity
In the industrial sector, where the availability and operability of equipment is vital to ensure timely fulfillment of commitments to customers, it is essential that the operations manager knows the condition of the machines and equipment. Only on the basis of maintenance data can he make decisions about production planning and the allocation of manufacturing orders to specific equipment.

Planned preventive maintenance will help the operations manager to plan maintenance breaks in order to avoid forced downtime due to breakdowns. Once again, access to immediately available and always up-to-date maintenance reports will also simplify the operations manager's work and contribute to maximum profitability of installed production capacity.

How can I ensure that maintenance reports are prepared quickly?
The first step is, without a doubt, to select a cloud-based maintenance software that allows you to consult/record information in real time and from anywhere. Only a cloud-based CMMS gives you the flexibility to consult data wherever you want and at the same time gives technicians the possibility of recording information related to each intervention in the field.

Another important factor is easy access to maintenance reports. As we have seen, this information is essential for the maintenance manager and the operations manager or production manager, as this is the only way they will be efficient in their role, without wasting time compiling data. A CMMS that automatically generates reports and allows you to schedule their delivery to the various profiles that will benefit from this information is a guarantee of greater efficiency in the provision of the service.