How to create and maintain a data-rich equipment maintenance log

  • 23 June 2022
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How to create and maintain a data-rich equipment maintenance log
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While many things in maintenance are not predictable, equipment maintenance logs are. They help you perform preventative maintenance to ensure equipment is in good condition, runs as efficiently as possible, and provide a useful reference point for discovering failure patterns, expenditure, and repair. 

This post will explore how you can create and maintain a top-notch equipment maintenance log and the 6 ways you can make the most of the data you’re collecting within them. 


How to create an equipment maintenance log

This will all depend on a variety of factors that are specific to your team and facility, but any log should keep these 3 questions in mind: 

  1. What asset and maintenance information do you need most?
  2. How detailed does that information need to be?
  3. Who will be using this information and how will they use it?

Your log will include two sections: 

Asset Information Maintenance Work Information
  • Equipment name
  • Serial number
  • Location within your facility
  • Manufacturer details (name, part number, contact details, manufacture date)
  • Purchase date
  • Date in service
  • Date of maintenance task
  • Brief description of the task
  • Name of the person who performed the work
  • Date of the next scheduled maintenance
  • Additional observations, notes, or comments


You should end up with something like this:

💡Pro tip: You don’t want to make it hard for technicians to complete the log, so keep descriptions short and have all key details laid out plainly. 



How to maintain your equipment maintenance log

Follow these 3 simple rules:

  1. Create a standard template for every asset to avoid errors and make future data analysis much easier.
  2. Keep your logs in a designated location so they are easy for all maintenance workers to find.
  3. Have a routine for exchanging logs between shift changes so everyone is kept in the loop on completed or outstanding work, problems, safety risks, and other useful information.


6 ways to use data collected in equipment maintenance logs

A well-kept equipment maintenance log can help you create a better future for your assets, maintenance team, and organization. 

Maximize equipment ROI
  • Compare the record of equipment from different suppliers to see which is more reliable to reduce frequency of breakdowns and save money
  • You’ll know which assets are breaking down most often which allow you to compare the cost of extra maintenance vs the cost of a new asset
  • Become proof that an asset has been well-maintained which increases its resale value 
Optimize preventive maintenance schedules and tasks
  • Tells you if a piece of equipment is breaking down right after scheduled maintenance of before its next scheduled maintenance date, allowing you to be more preventive
  • Provides necessary information to make PMs quick and effective (e.g., tells you how past issues were resolved or if changes were made and how they impacted equipment)
Track preventive maintenance compliance
  • See when maintenance is scheduled and if any action has been taken on it to help avoid unplanned downtime
Identify opportunities to upgrade your maintenance strategy
  • Helps you identify patterns that can answer questions like, “are you using preventive maintenance when run-to-fail could be just as effective with lower costs,” and “is this asset a good candidate for condition-based maintenance?” 
Improve accountability and communication
  • Puts people’s names beside work which allows meaningful conversations to happen between staff working different shifts
Make training and onboarding easier
  • Helps new technicians learn faster, make decisions with confidence and stay safe during the process


By following these steps, your equipment maintenance logs will become the best way to use the past to create a better future for your facility and its assets.

What are your tips for making the most of your equipment maintenance logs? Share them in the thread below👇. 

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