5 Common Mistakes to Avoid While Drafting a Preventive Maintenance Plan

In today's fast-paced world, industries and organizations heavily rely on their machinery and equipment to maintain smooth operations and maximize productivity. However, without a well-designed preventive maintenance plan in place, unexpected breakdowns, costly repairs, and significant downtime can wreak havoc on productivity and profitability. To avoid such pitfalls, it is crucial to draft an effective preventive maintenance plan that ensures the longevity and optimal performance of your assets.

5 Common Mistakes to Avoid While Drafting a Preventive Maintenance Plan

While creating a preventive maintenance plan may seem like a straightforward task, it is not uncommon for organizations to make critical mistakes that can undermine the effectiveness of their efforts. To help you navigate these potential pitfalls, this blog post will highlight five common mistakes that you must avoid while drafting a preventive maintenance plan.

What is a Preventive Maintenance Plan?

A preventive maintenance plan is a proactive strategy that outlines scheduled maintenance activities aimed at preventing equipment failures, minimizing downtime, and optimizing asset performance. It involves regularly inspecting, cleaning, and servicing machinery to identify and address potential issues before they escalate into major problems. By following a preventive maintenance plan, organizations can extend the lifespan of their assets, reduce the risk of unplanned breakdowns, and maintain optimal operational efficiency.

Why is Creating a Preventive Maintenance Plan Important?

Creating a preventive maintenance plan is of paramount importance for any organization that relies on machinery and equipment to run its operations smoothly. By proactively identifying and addressing potential issues before they turn into costly breakdowns, a well-designed preventive maintenance plan helps minimize unplanned downtime and the associated loss of productivity. It enables organizations to optimize the lifespan of their assets, reduce repair and replacement costs, and improve overall equipment reliability.

Moreover, a preventive maintenance plan enhances workplace safety by ensuring that equipment is regularly inspected and maintained, reducing the risk of accidents or malfunctions. Additionally, a well-executed maintenance plan can foster a culture of efficiency and accountability within the organization, as employees understand the importance of regular upkeep and take pride in maintaining high-quality equipment. Ultimately, a carefully drafted preventive maintenance plan provides a structured framework that maximizes equipment performance, supports operational continuity, and contributes to long-term business success.

The five common mistakes to avoid while drafting a preventive maintenance plan are as below:

Not Prioritizing Assets

A common mistake in preventive maintenance planning is not properly prioritizing assets. This is crucial because some assets are more critical to operations than others, and their failure could lead to significant production losses or safety hazards. One of the best ways to avoid this error is to adopt a risk-based approach, like Failure Modes and Effects Analysis (FMEA) or Criticality Analysis, to evaluate and rank assets based on their risk factor and potential impact on operations. This approach ensures that resources are allocated effectively, focusing on critical assets that require immediate attention.

Ignoring Manufacturer’s Recommendations

Equipment manufacturers often provide detailed maintenance guidelines, and ignoring these can result in premature failure and potential voiding of the warranty. To avoid this mistake, always consider the manufacturer’s recommendations when drafting a preventive maintenance plan. Integrating these recommendations with real-world operational data can help create a balanced and effective preventive maintenance plan.

Failing to Adapt the Plan

Preventive maintenance plans should not be static, but dynamic and adaptable to changes. Rigid adherence to a plan, without considering changes in operational conditions or asset performance, can lead to ineffective maintenance. The key here is to make use of CMMS software's analytic capabilities, regularly reviewing and adjusting the plan based on new data, changes in operations, or feedback from the maintenance staff.


Over-maintenance or performing maintenance too frequently can lead to unnecessary costs and downtime. "more is better" does not necessarily apply to equipment maintenance. To avoid this, implement a condition-based maintenance (CBM) approach where maintenance tasks are performed based on the actual condition of the equipment, typically monitored through IoT sensors and predictive analytics. This can lead to more effective use of resources and less unnecessary maintenance.

Not Training Staff

Your preventive maintenance plan is as effective as the people implementing it. Adequate training is crucial for maintenance staff to understand not just how to perform maintenance tasks, but also the rationale behind them and the broader preventive maintenance strategy. Regular training sessions and workshops can be useful to educate staff about the importance of preventive maintenance and the role of each individual in ensuring its success. This will also ensure they're adept at using the tools at their disposal, such as CMMS software, to properly implement and record maintenance activities.

In summary, to avoid these common mistakes, you need a blend of good planning, data-driven decision-making, proper training, and the right use of technology. By keeping these points in mind, you can ensure an effective and efficient preventive maintenance program.

Top 5 Strategies for Enhancing Your Preventive Maintenance Plan

Incorporating effective strategies into your preventive maintenance planning process can help you reduce downtime, increase equipment lifespan, and ultimately, improve your bottom line. Remember, a good preventive maintenance plan is dynamic, incorporates data-driven decision-making, and involves the whole maintenance team. Below are 5 proven strategies for enhancing your preventive maintenance plan.

Risk-Based Maintenance Planning

Not all assets are equal in terms of their impact on operations, safety, and overall business performance. Conducting a risk-based assessment, such as Failure Modes and Effects Analysis (FMEA), can help identify high-priority assets that need more rigorous maintenance. By allocating more resources toward these assets, you can potentially prevent severe disruptions or safety incidents.

Implement Condition-Based Maintenance

Leveraging technology like IoT sensors and data analytics can significantly improve your preventive maintenance plan. Condition-based maintenance involves performing maintenance activities based on the real-time condition of an asset, as indicated by sensor data, rather than sticking to a pre-determined schedule. This not only helps to prevent unnecessary maintenance but also identifies issues that might be missed in a traditional Time-Based Schedule.

Utilize Predictive Analytics

Predictive analytics uses historical data, machine learning, and statistical algorithms to predict future outcomes. In the context of preventive maintenance, this means using these tools to predict potential equipment failures before they occur, allowing you to perform maintenance activities ahead of time and prevent downtime.

Involve Your Maintenance Team in the Planning Process

Your maintenance staff are the people on the ground who know your assets the best. Involve them in the preventive maintenance planning process. Based on their hands-on experience with the equipment, their input can be invaluable in creating an effective maintenance plan.

Continuous Improvement

Make sure to review and update your preventive maintenance plan regularly. As your business grows, technologies evolve, and equipment ages, your preventive maintenance plan should adapt to these changes. Use the data from your CMMS to identify trends, measure effectiveness, and continuously improve your preventive maintenance strategy.

An Introduction to Cryotos Preventive Maintenance Management Software

Cryotos's preventive maintenance tool is designed with the ultimate goal of helping maintenance professionals to foresee and prevent issues with their assets. The software allows users to maximize their equipment's useful life. As a result, maintenance professionals get the most out of their investments and enjoy greater asset reliability.

Features of Cryotos Preventive Maintenance Management Software That Makes You Proactive

Work Order Management

With Cryotos, you can create and track work orders, schedule maintenance tasks, and assign them to specific technicians or teams. In addition, we provide tools for tracking work order progress and managing inventory.

Workflow Automation

Cryotos helps you manage and automate your workflows, so you can keep your business running smoothly. With Cryotos CMMS software, you can easily track and manage your workflows in one place.

Maintenance Requests

A maintenance request, aka maintenance ticket, is a formal request for repair or fix submitted by a party outside the maintenance department. With Cryotos CMMS, you can get a clear view of Maintenance requests highlighting an issue that might be preventing a machine from working or a building from functioning properly.

Asset Tracking

Track your assets with ease using Cryotos CMMS software. You can track assets by location, type, or status and see which assets are being used most often. Cryotos's QR code scanning and GPS features make asset tracking more efficient which makes preventive maintenance easy.

Maintenance Checklist

The Cryotos CMMS Software contains several features to streamline your preventive maintenance tasks, including a customizable maintenance checklist and work order management system. These tools assist you in keeping track of work that needs to be done regularly, ensuring nothing gets overlooked.

Analytics and Reporting

With our mobile apps, you can easily track your preventive work orders and get any data. Using our strong reporting and analytics platform, we crunch large data sets and simplify reporting, allowing you to make smarter decisions. Since the data is retrieved from a centralized location, it is accurate and trustworthy.

Below are some of the benefits of Cryotos Preventive Maintenance Management Software.

  1. Minimize Unplanned Downtime
  2. Enhance Asset Lifecycle
  3. Reduce Total Maintenance Costs
  4. Optimize Maintenance Schedules
  5. Define Maintenance Frequency

Therefore, drafting preventive maintenance plans is a crucial task that organizations cannot ignore. By being aware of and avoiding the common mistakes discussed in this blog, organizations can lay a strong foundation for an effective maintenance strategy. Neglecting equipment documentation, ignoring asset criticality assessment, overlooking regular inspections, failing to optimize maintenance frequencies, and lacking continuous improvement can all hinder the success of a preventive maintenance plan.

However, by taking the time to gather relevant information, prioritize assets, conduct regular inspections, optimize maintenance frequencies, and embrace a culture of continuous improvement, organizations can enhance equipment reliability, minimize downtime, reduce costs, and improve overall operational efficiency. A well-crafted preventive maintenance plan ensures that assets are well-maintained, extends their lifespan, and contributes to the long-term success of the organization. By avoiding these common mistakes, organizations can proactively protect their investments, streamline operations, and achieve sustained productivity and profitability. Contact us to know more about our services!


Preventative Maintenance Plans: 5 Common Mistakes You Need to Know

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What Do Our Clients Says ?

Amrapali Exports - Esteemed Clients of cryotos
Anuraj Sharma - Maintenance Manager

The best thing about Cryotos CMMS software is that it always tells me when something needs to be fixed - before it breaks and cost me a fortune!

The software is very user-friendly, and even if I don't know how to do something, the support team is always there to help me out.

Most importantly, unlike other such software, Cryotos is editable and hence the user can modify how the software works as per their need, we made several changes in the workflow & flowchart with the help of development team.

I don't know what I would do without Cryotos! I've been using it for years, and it has saved me so much time and money. I highly recommend it to anyone who wants to manage their assets efficiently.

Resil Chemicals - Esteemed Clients of Cryotos
Jeevan Belliappa - Head, Information Technology

Since we've been using Cryotos CMMS Software, our asset maintenance management has been running more smoothly than ever. We're able to track and optimize our preventive maintenance with ease, thanks to the customized process workflow. This has been a lifesaver for our team!

The Cryotos CMMS software has allowed us to manage our assets more effectively and efficiently. It has helped us to improve our asset utilization. The software is user-friendly and easy to navigate, and the support team is always quick to help with any questions we have. We're very happy with the results we've seen so far and we're confident that we'll continue to see improvements in our asset management as we use the Cryotos CMMS software.

Planys - Cryotos Esteemed Client
Antony Jacob Ashish - Lead, R&D

Cryotos goes above and beyond when it comes to customer satisfaction. Planys Technologies use Cryotos for preventive/ corrective maintenance of our critical systems and not once did we face a problem that was not dealt with immediately. The team is extremely professional and helpful. We can rely on Cryotos when it comes to the operations and processes.

Thanks to the whole team for the amazing performance and thought leadership. It's rare to see teams that can put themselves in the customer's shoes and think from their perspectives - Cryotos team doesthat and more.

We recommend Cryotos if you are looking to put an end to your preventive maintenance problems and sign up with them!

Thanks to the team for an awesome job.

Xpert IFM - Esteemed Clients of Cryotos
Siva Shankar - AGM, (Operations & BD)

On behalf of Xpert FMS we would like to express our sincere appreciation for the excellent support Cryotos team have provided us for our building and facility management. Cryotos has always provided support that is timely and meets our expectations. Professionalism and quick response are the hallmarks of this team.

Sincere appreciation for the team's brilliant performance and wish them continued success. We highly recommend Cryotos as they have executed well on all assigned tasks and continue to outperform.

Thanks to all the hard work, our lives have become easier.

ST Jude India Childcare Centers - Cryotos Esteemed Client
Mukesh J - CIO

We are able to raised the workorder and tracking of these till the closure as helped us to provide better services our beneficiaries. Workflow-based work order management has helped us to define processes for each locations separatley. System provide notification once order is raised for assignment to engineer.

Maspro - Esteemed Clients of Cryotos

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Al Zain Farms LLC - Esteemed Clients of Cryotos
Mr. Vishnu S Nair

Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.

Dinex - Esteemed Clients of Cryotos
B S Vijaya K. - Maintenance Engineer

At starting it felt some what difficult for scheduling but now it made to easy access.

Review from Capterra

Korrun - Esteemed Clients of Cryotos
Nithin G. - Maintenance Incharge

Overall: Nice Software
Pros: Scheduling, work order creation, asset inventory, records.
Reasons for Choosing Cryotos: Compared to other products it's easy to use and easy to understand the feature.

Review from Capterra

Aptiv8 IT Solutions
Hashim - Business Project Manager

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Gurit - Esteemed Clients of Cryotos
Mr. Mohanmurali R

I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!

Metro Tyres - Esteemed Clients of Cryotos
Mr. Sanjay Beri

Before using Cryotos, asset management and maintenance seemed like an uphill task for my team. Manual processes laden with human errors did not work for us at all. We decided to go with Cryotos after checking out similar products in the market.

The user interface of the software is intuitive and easy to use, making it simple to navigate through the different features and functionalities. I particularly appreciate the ability to track all assets in real-time, allowing me to keep a close eye on their performance and maintenance needs.

Customized work order and workflow creation has reduced the needs to always follow a particular template. Depending on our needs we can create tailor made workflows to suit our requirements.

I highly recommend Cryotos to anyone who would like to unburden themselves of maintaining and managing their critical assets.

Dinex - Esteemed Clients of Cryotos
Mr. Yuksel Aksin

As a customer of Cryotos CMMS software for asset management needs, I must say that I am thoroughly impressed with the features and functionality offered by the platform. Cryotos CMMS software has made managing my assets a breeze, and I no longer have to worry about missing maintenance or inspections.

One of the standout features of Cryotos CMMS software is the ability to generate work orders and schedule maintenance tasks. This has made it easy for me to stay on top of maintenance and repair tasks, ensuring that my assets are always in optimal condition.

The software also allows me to track inventory levels which has streamlined my inventory management process. The ability to generate reports and analyze asset performance data has also been invaluable in helping me make data-driven decisions about my assets. Overall, I would highly recommend Cryotos CMMS software to anyone looking for a reliable and efficient asset management solution.

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