A Guide to Frame Productive Standard Operating Procedures for Preventive Maintenance Automation

Have you ever been amazed at how facilities maintain consistency in maintenance operations?

Standard operating procedures (SOPs) are the backbone of operational consistency.

They walk technicians through assigned tasks for accuracy, compliance, and safety.

The guide helps you craft clear, practical, step-by-step, and effective SOPs for executing planned preventive maintenance(PPM) tasks regardless of who’s implementing them.

SOPs are a cornerstone for unlocking better productivity and operational harmony.

What is the significance of SOPs?

SOPs are elaborate, step-by-step instructions that guide the service engineer in fulfilling their duty to fulfill the tasks diligently and efficiently.

They are a must-have recipe for consistent outcomes that can be easily accessed via the maintenance management application mobile app from any location.

When to Use SOPs?

SOPs are essential to upkeep safety, compliance, thorough fixes, and efficiency.

Define SOPs for your maintenance program for:

• Checking equipment failures owing to poor maintenance
• Training new employees on best practices
• Meeting compliance and safety standards
• Ensuring uniformity in task execution
• Meeting production goals with quality adherence
• Maintaining consistency in working style

What are the benefits of SOPs?

Composing and implementing SOPs in Preventive Maintenance Automation brings forth several advantages:

• Compliance: Great degree of adherence to organizational and regulatory standards.
• Safety: Clear and simple instructions bring down workplace accidents.
• Efficiency: Streamlines workflows, and infuses the culture of first-time fixes.
• Consistency: Ensures uniformity in quality and style of execution.
• Training: Provides clear guidelines for layman or new hires.
• Audit-Ready: Serves as a digital trail for internal and external audits
• Accountability: Segregates clear roles and responsibilities within a process.

What are the elements of a SOP?

The core elements of a well-framed SOP comprises these key elements:

1. Purpose: Clearly define the scope of SOP and what it is supposed to accomplish.
2. Procedures: Provide the sequence of steps in correct logical order accompanied by visuals or document attachments wherever needed.
3. Resources: List tools, prerequisites, or materials required to perform the task
4. Responsibilities: Apart from clear role definitions define points of contact and approvals(serial or parallel).

What are the different types of SOP formats?

Different tasks require different SOP formats. Here are the four most common ones:

1. Simple Checklists

Checklists suit simple tasks like:

• Turning on/off machinery
• Recording maintenance logs
• Activating the alarm

These checklists can easily be modified to suit changing business processes.

2. Step-by-Step Instructions

Ideal for easier tasks with sequential steps, such as:

• Clean and lube motorcycle chain
• Replacing worn-out machine parts
• Fire protection maintenance inspection

This SOP format best suits tasks comprising multiple sub-steps that do not require detailed description or explanation.

3. Hierarchical Checklists

Best for complex procedures involving sub-steps. Examples:

• Engine overhaul to restore optimal functioning
• Conducting a diesel spill cleanup

It disintegrates complex tasks into understandable pieces of work.

4. Flowcharts

Perfect for processes with variable outcomes, such as:

• Troubleshooting software errors
• Handling safety incidents (e.g., gas leaks)
• Flowcharts allow for more flexibility and adaptability compared to other SOP types.

How to Write and Implement an SOP?

Crafting an effective and practicable SOP is not mere back-office automation—it involves strategic planning and collaboration.

Follow these steps:

1. Define Purpose and Scope

• After fixing the PPM schedule, list the tasks under the schedule.
• Decide on the PPM task that the SOP will cover.
• Decide on the scope of the SOP considering the department, job roles, and functions involved.
• State the issue the SOP is to solve or the desired result it must produce
• Craft the SOP in a clear, concise, and simple language understandable by the intended audience.

2. Gather Information

• Observe tasks in action to be aware of practical challenges.
• Consult subject matter experts for their valuable insights.
• Speak to people who regularly execute tasks for ideas on usability.
• Review existing documentation including diagrams.

3. Draft the SOP

Use simple, clear, and concise language. Modern CMMS also have GenAI integration capabilities to auto-generate SOPs based on the task description.

A standard SOP template includes:

• Title: A meaningful and relevant title
• Introduction: Brief the SOP’s purpose.
• Materials: List required tools and resources.
• Procedure: Step-by-step instructions in a legible format
• Safety Tips: Outline risks and compliance guidelines.

4. Review and Test

• Get SOPs reviewed by a Subject Matter Expert(SME).
• Connect with the field service team for feedback.
• Test the SOP for clarity and feasibility.
• Revise the SOPs to include practical insights.

5. Implement

• Familiarize technicians with using the SOP.
• Provide centralized access to the SOPs

6. Review and Update

Go through the SOPs at periodic intervals to ensure it is in tune with advancements in technology, standards, or workflows. This is important to keep the document relevant and viable for successful execution.

Best Practices for Effective SOPs

To maximize SOP utility:

• Illustrate complex steps with complementary Use visuals.
• Avoid difficult language.
• Keep up consistency in terminology and formatting.
• Schedule periodic reviews, especially after the arrival of new tools or processes.

On a concluding note, Standard Operating Procedures are essential for successful preventive maintenance automation.

They enhance efficiency, greatly minimize errors, and ensure thorough service.

By paying attention to the steps and best practices detailed in this guide, you can craft SOPs that truly make a difference.

FAQs About SOPs

What Are SOPs?

SOPs are digital checklists that guide the user over the systematic execution of planned preventive maintenance tasks consistently.

Why Are SOPs Important?

They standardize operations, reduce risks, and make training new employees a breeze.

How Often Should SOPs Be Reviewed?

Review them annually or following significant organizational or technological changes.

Who Develops SOPs?

Facility managers, subject matter experts, safety officers, and senior technicians create and update SOPs. Nowadays CMMS can auto-generate SOPs.