The maintenance board template: a real-time collaborative tool

What is maintenance planning?

Maintenance planning helps facility teams to effectively identify any issues that could affect any equipment, and fix them as fast as possible. From this continuous anticipation, they can build up an end-to-end process that takes into account the expertise in the team, each potential situation that could happen, and the time it would take to fix it.

The rules for effective maintenance planning

To nail the whole process and optimize the maintenance team’s schedule, there are several guidelines for you to keep in mind:

• Identify the issue,
• Report to the maintenance department to create a task,
• Plan the actions to be taken to fix the issue,
• Pick up experts to be assigned the task,
• Make sure the actions are executed the right way,
• Think about how you can prevent the issue from occurring again on the long run.

How do you draft a maintenance plan

There is some key information to be gathered before starting drafting a maintenance plan. To make it effective right away and reduce all the possible waste in time and workforce, you must have the following on the table:

• The number of maintenance team members and their level of expertise when it comes to each equipment. Maybe you’ll find out that some of them are only a little familiar with some specific material, but still could assist someone who is more of an expert if needed.
• Make a checklist of all the available equipment items, and categorize it to deal with it at a larger scale: are there some similar issues that could happen? A similar way to fix them, or generally the same time to do it?
• Be ready to think of a plan for the short, medium and long term all at once. List the best, medium and worst case scenarios in terms of time and workforce required. Give yourself a view on what solutions you could come up with if a lot of material is suddenly facing issues on the same day. What would be the maximum allowance you could manage for the same period, based on the various expertise of the maintenance team members regarding each type of item?

7 key elements for effective preventive maintenance of your equipment

What is an inventory in the security sector?

The inventory is the census of the equipment and/or installations necessary for the good functioning of the place of activity. It states the quantity of the objects considered, their distribution in space and their technical characteristics in order to carry out any action necessary for their use or their maintenance in time by all the actors considered.

Why carry out an inventory and check the equipment?

The inventory is necessary to ensure the availability of the services offered to the actors and occupants of the premises. It is the first step, essential for an optimal deployment of maintenance and service construction operations.

The regulation imposes the realization through the obligation to verify the good state of its equipment contributing to the good functioning of the place and to the safety of the people and the goods.

Who is in charge of making the inventory and checking the equipment?

The setting up of periodic verification is a regulatory obligation that involves actors at different levels of control. First, the occupant of the premises must ensure a visual inspection of the equipment. Then, competent maintenance technicians must carry out first level verification tasks. Finally, for some installations, the implementation of these verification operations is carried out and/or completed by control offices or manufacturers, whose objective is to ensure the good working order of the installations according to their original state of reception, and their harmlessness for people. This last verification must be the subject of a periodic verification report. In this last case, observations are put forward and must be treated. These reports are then requested by the competent authorities (work inspection, safety and accessibility commission, DREAL...).

Using the "Equipment Inventory and Verification" template: what are the benefits?

The fact is that the inventory is organized through the mobilization and coordination of a large number of actors. Usually, it is carried out using several inventory and planning tools, which must be bridged and compatible in order to process the data in the best conditions. Thus, the use of a computer-aided maintenance management tool (CMMS), whose use is reserved for the initiated, must be subject to numerous parameterizations. Its application is complex and time-consuming.

With Klaxoon, all the players are invited to use a single tool from the start of the process, within a framework that is adapted and adaptable: Board. The logistics of the information are fully ensured at the same time and in the right measure for all the parties involved.

The deployment of periodic verification operations, and the associated maintenance, or the use that is made of these installations, are considerably and durably improved. Time is also saved and redistributed on more essential tasks for the customer and end user of the activity place.

How do you take inventory and check equipment with Klaxoon?

With Klaxoon, it is possible to carry out an equipment inventory by creating a Board containing the plans and technical documents necessary for a good description of the equipment and the physical spaces concerned. Each category of equipment has a dedicated space in order to mobilize and bring together all the players involved in the equipment inventoried and verified.

Then, each piece of equipment is tracked by the creation of a QR code that is specific to it in order to link the physical and virtual space with the collaboration space, where the information about their maintenance status and availability can be updated in real-time with the participation of the actors.

You will find directly in the Template a detailed user guide with all the instructions to animate it step by step and discover the functionalities put forward for an optimal use.

Why use the Equipment Inventory and Security template?

Julien Legrand's testimony, as fire safety manager and founder of Securpartner:

As a fire safety manager of a 1st category public reception facility, checking that the verification work is done correctly and that the fire safety system is operational at all times is a real challenge. Trust is a key value. And with this Template, we have the opportunity to reinforce and build collective trust by involving everyone.

Proof of quality maintenance and verification:

"With Board, we have a more qualitative approach to our services. Indeed, we can demonstrate to the customer in real-time by communicating a photo or a video of the condition of the equipment and its proper control."

Strengthen operational security:

‍"We can focus on our expertise and involve all building occupants in maintaining the operational security system."

Stop the multiplication of tools:

We know that the multiplication of maintenance management tools and periodic verification mobilize different actors. The operator finds himself using multiple tools, making these operations time-consuming. "So today we have the opportunity with this Template to centralize, manage in complete autonomy and build an operator service."

Innovation Promise:

"Digitizing the holding of the devices of the emergency means by involving all the occupants participate in this will of innovation of our customers."

Maintenance Board templates for every need

Here are several Board templates you can use with your team depending on the need and the context, during meetings or in an asynchronous way.

Risk management template

The Risk management template consists of a comprehensive approach for effective risk management of a team project. It allows to visually identify the project risks, and assess their urgency and probability to build a detailed risk pathway.

For reporting the results of your analysis, the template’s main asset is a dedicated risk matrix that will make it easy to examine both the causes and the impacts of the highest-risk situations, and define the most appropriate tasks as a solution.

Finally, work together to create an appropriate action plan for each situation to get the team on board while reducing project risk.

Prevention plan template

Use the Prevention plan template to simply develop a preventive maintenance checklist when working on a project as a team. This Board model allows you to easily identify the risks and determine the safety measures to set up in your organization.

Once you have a view of the risk perimeter with your team, everyone is invited to brainstorm around the preventive measures that could be a solution to prevent the occurrence of dangerous events. Make a checklist of these preventive measures, that can include some statements about protective equipment, safety instructions and the necessary worker authorizations and training.

Try our Maintenance Board Templates

As you are in charge of the maintenance of a fleet of equipment, test this Template without delay to save time and fluidity between the various actors in this management. Klaxoon's digital whiteboard will simplify your task.

Find other templates related to security, such as Risk Management or the Prevention Plan, and others to come in our library of templates that is enriched every week.