Can you imagine performing your maintenance tasks without a well-structured schedule? No maintenance tasks would be performed properly and in a timely manner. If more than 20 percent of your work orders are consistently completed late, it indicates you need to improve your scheduling practices.
That’s why maintenance scheduling is considered essential for all organizations, as it helps you plan, organize, and coordinate your maintenance activities so you can perform them correctly and on time.
In a facility setting, maintenance teams are responsible for gathering all the necessary resources to ensure tasks are completed accurately and within the allotted time. This process is known as maintenance scheduling.
With the right maintenance schedule in place, you can boost your facility’s efficiency, improve accuracy, and reduce costs.
But, how can you create the best maintenance schedule?
Every facility strives for top-notch quality while attempting to reduce expenses, downtime, and potential issues. Coupled with the maintenance planning process and preventive maintenance, maintenance scheduling helps you strategically map out the best ways to achieve this goal. In fact, a preventive maintenance checklist helps in implementing a successful PM strategy.
In this blog post, we will explain maintenance scheduling, its differences from maintenance planning, its benefits, the process involved, common scheduling challenges, and how to improve maintenance scheduling.
What is maintenance scheduling?
Maintenance scheduling is the process by which the maintenance department plans, organizes, and coordinates all maintenance activities needed to ensure equipment is in optimal condition.
According to maintenance experts, the primary reasons for unscheduled equipment downtime include aging equipment (34%), mechanical failure (20%), operator error (11%), lack of time for maintenance (9%), and poor equipment design (8%). (Source: Plant Engineering, 2020)
Maintenance scheduling helps reduce unscheduled downtime by proactively planning and allocating the resources required for maintenance tasks, solving issues before they become major breakdowns. Moreover, it helps increase equipment lifespan and enhance overall operational efficiency.
Maintenance scheduling examples
Some common examples of maintenance scheduling include:
- Scheduling quarterly inspections for HVAC systems
- Planning monthly generator tests for emergency backup
- Coordinating oil changes for a fleet every 3,000 miles
What is the difference between maintenance scheduling and maintenance planning?
Maintenance scheduling and maintenance planning are two distinct processes and have different roles in maintenance management.
As mentioned before, maintenance scheduling is a process that entails all the planned work performed by the maintenance team to ensure equipment is working in good condition.
On the other hand, maintenance planning is a strategic process that involves identifying and solving potential issues before they escalate.
An example of maintenance planning would be creating a schedule for regular checks and repairs on a machine to prevent unexpected downtime and ensure optimal efficiency.
What are the benefits of scheduled maintenance?
According to a 2018 Plant Engineering survey, scheduled maintenance takes about 19 hours a week, with 31% reporting more than 30 hours a week and 14% spending between 20 and 29 hours.
Although effective maintenance scheduling and planning have distinct roles, they are usually interconnected. When both are utilized accurately and to their maximum potential, maintenance scheduling can offer various benefits, such as:
Enhanced productivity
With maintenance scheduling, you can ensure that maintenance tasks are systematically organized, leading to maximum output.
Increased efficiency
A well-planned maintenance schedule optimizes resource allocation, leading to more efficient operations.
Reduced spare part consumption
With a proper maintenance schedule set in place for inventory management, you can minimize the need for excessive spare parts.
Streamlined workflows
Maintenance scheduling helps align maintenance activities with available resources and streamlines processes for smoother operations. It helps streamline workflow automation within the organization.
Minimized injuries and stress
A well-organized maintenance schedule helps prevent rush jobs, which reduces the probability of accidents and lowers stress levels.
Decreased downtime
Maintenance scheduling helps minimize unexpected breakdowns, which decreases downtime and improves overall equipment performance. Combined with GPS tracking for heavy equipment and AI-powered maintenance solutions, scheduled maintenance in CMMS software can help reduce equipment downtime.
Reduced resource relocations
Effective maintenance scheduling ensures accurate and adequate resource allocation, minimizing redundant movements.
Lower costs
Efficient maintenance scheduling optimizes the usage of resources, ultimately leading to cost savings across the entire maintenance process.
What is the maintenance scheduling process?
Maintenance scheduling is generally performed by:
- Maintenance supervisors
- Maintenance planners
Maintenance supervisors are an integral part of maintenance teams as they are responsible for managing and overseeing all maintenance activities. On the other hand, maintenance planners are specialists who map out maintenance operations.
In large operations with complex maintenance requirements, dedicated and specialized schedulers are often necessary. On the other hand, in smaller setups, this responsibility may fall on individual supervisors or even the planners themselves.
When scheduling and planning maintenance operations, it is essential for maintenance teams to consider various factors.
To ensure everything is included, make sure to follow all the steps outlined in the maintenance scheduling process below.
1. Review work orders
Examine the work order, which contains details about the maintenance activity. The maintenance supervisor teams up with the maintenance planner to ensure a clear understanding of the job’s requirements, including the nature of the maintenance task, the required tools, safety protocols, and the expected results.
2. Procurement of resources
As soon as the work order details are explained, the maintenance supervisor begins the process of gathering all necessary resources, including tools, skilled workers, essential supplies, spare parts, and safety equipment. With proper resource allocation, maintenance tasks can be performed efficiently and on time.
3. Asset accessibility and preparation
Before beginning the maintenance task, it is essential to check whether the asset or equipment scheduled for maintenance is readily accessible and prepared for the task. At the same time, it is crucial to ensure the equipment is in a safe and suitable condition for maintenance operations, which leads to a smoother and more efficient process.
4. Allocation of tasks
Once the asset is prepared and all necessary resources are in place, the maintenance supervisor assigns the maintenance task to an expert technician or maintenance team member. This step ensures that the right individual with the necessary skill set is responsible for performing the task.
5. Monitor progress and implement enhancements
After the maintenance task is assigned, the maintenance supervisor continues to supervise the progress of the task. Monitoring progress ensures the task aligns with the established schedule and quality standards. Moreover, any unexpected issues or roadblocks are addressed in a timely manner to prevent delays.
By following all the steps of the maintenance scheduling process, organizations can plan and execute tasks to optimize maintenance operations, increase asset reliability, and reduce equipment downtime. Moreover, the benefits of work order tracking allow organizations to closely monitor each task, enabling them to control costs, improve allocation of resources, and evaluate the maintenance performance effectively.
What are the common scheduling challenges?
The maintenance scheduling process may seem quite simple and straightforward, but it is often affected by challenges that can interrupt workflows and reduce schedule compliance. Some of the common scheduling challenges include:
- Ineffective Maintenance, Repairs, and Operations (MRO) inventory management
- Lack of communication with operations teams
- Insufficient in-house training for specialized tasks
- Problems with suppliers
- Misunderstandings with contractors
Typically, these challenges arise from the difficulty of working with multiple parties at the same time. As a result, maintenance supervisors should have strong communication skills and, in some cases, a determined attitude to ensure that all maintenance tasks are performed on time.
What are the common pitfalls (And how to avoid them)
There’s always a way to prevent common pitfalls to improve your schedule compliance and reliability. Below, we’ve discussed some common pitfalls and how you can avoid them.
- Overbooking technicians: One of the most significant issues arises when you overbook technicians without knowing whether they are available. It is better to avoid assigning too many tasks to your technicians without considering their availability.
- No emergency buffers: It is important to ensure there are no emergency buffers. You can always allocate some capacity to handle emergency repairs or reactive tasks.
- Ignoring operational calendars: It’s best to always follow operational calendars. Therefore, maintenance professionals are recommended to coordinate with production or facility teams to prevent conflicts.
- One-size-fits-all schedules: You can customize frequencies based on criticality, asset age, or historical failure data.
When you implement these adjustments, you can significantly improve overall scheduling outcomes.
Interactive checklist: Is your schedule effective?
Use this quick self-assessment to evaluate your current process:
✅ I use a CMMS to track task creation and completion
✅ Work orders are assigned based on technician skill sets and availability
✅ Emergency work is factored into weekly workload planning
✅ Spare parts are pre-checked before maintenance begins
✅ Completed jobs are reviewed, and feedback is documented
If you’re missing more than two, it’s time to revise your maintenance approach.
Maintenance checklists you can use (and how to build your own)
Well-structured maintenance checklists can help you ensure consistency in performing all your maintenance tasks. Below, we have provided some examples of maintenance checklists that you can use:
Sample checklists:
- HVAC systems: Air filter replacement, thermostat inspection, and airflow testing
- Fleet vehicles: Oil changes, tire pressure, and brake checks
- Industrial equipment: Filter cleaning, lubrication, and bolt tightening
Checklist building tips:
- Define inspection intervals based on the manufacturer’s recommendations or the asset’s history.
- Break maintenance activities into clear, actionable steps.
- Incorporate safety protocols for all procedures.
- Use a standardized format for documentation and record-keeping.
With the help of downloadable templates, it becomes easier to create custom checklists tailored to your assets and operational needs.
Free resource: Maintenance scheduling template
Need a starting point? Download our free maintenance scheduling template to organize tasks, assign technicians, track status, and align schedules.
The template includes fields for:
- Task title and frequency
- Asset and location
- Assigned technician
- Due date and status
This spreadsheet is perfect for teams not yet using a CMMS solution or as a backup tool during implementation.
Real-world examples of maintenance scheduling by industry
Manufacturing
Weekly visual inspections and monthly calibrations for CNC machines used within the manufacturing industry not only reduce precision drift but also limit unexpected stoppages.
Construction
Pre-shift safety checks and monthly servicing of heavy machinery, which is extensively used in the construction industry, ensure that equipment stays compliant and operational in remote environments.
Healthcare
Bi-weekly testing of defibrillators and backup power systems used in hospitals helps safeguard patient safety and ensure regulatory compliance.
Fleet maintenance
Tire pressure checks every 5,000 miles and oil changes every 3,000 miles help prevent breakdowns and maximize your vehicle’s lifespan.
Retail & hospitality
Quarterly inspections of POS systems, elevators, and kitchen appliances help maintain operational uptime and a positive customer experience.
Maintenance strategies 101: Reactive vs. preventive vs. predictive
Different maintenance strategies can impact your scheduling priorities. Let’s understand how:
- Reactive maintenance: Repairs are required only after equipment breaks down (high risk, high cost)
- Preventive maintenance: Repair and servicing are scheduled at fixed intervals to avoid unexpected failures or breakdowns
- Predictive maintenance: This type of maintenance strategy helps monitor asset condition using IoT data to predict upcoming failures
- Condition-based maintenance: Maintenance triggered by real-time condition thresholds (vibration, temperature, etc.)
A combination of preventive and predictive maintenance leads to optimal scheduling efficiency.
Key metrics to track your maintenance scheduling success
You can track your maintenance scheduling success by using key metrics. When you track these KPIs, you can ensure continuous improvement in your maintenance operations.
Here are some key metrics that you can track:
- MTBF (Mean Time Between Failures): Longer intervals = better asset reliability.
- MTTR (Mean Time to Repair): Shorter repair times = faster restoration.
- Schedule Compliance: Percentage of work orders completed on or before due dates.
- Planned Maintenance Percentage (PMP): Higher percentages mean fewer emergency repairs.
Benchmarking these metrics will allow your organization to quantify scheduling effectiveness and drive process enhancements.
Leveraging AI in maintenance
Modern CMMS tools powered by AI, like EZO CMMS, take scheduling to the next level:
- Automatically generate recurring schedules
- Assign tasks based on technician workloads and availability
- Link spare part requisitions to work orders
- Monitor completion in real time with a mobile app
Advanced AI features in a CMMS solution can even recommend optimal frequencies and identify patterns that indicate asset wear. This way, you can always stay ahead of problems, not behind them.
Visual guide: The scheduling workflow
Here’s a visual walkthrough of the typical scheduling process:
- Create Plan → 2. Assign Resources → 3. Schedule Tasks → 4. Monitor Execution → 5. Evaluate & Improve
Maintenance scheduling is crucial because it helps ensure that all planned maintenance activities are performed correctly and on time. Organizations can overcome challenges by improving scheduling practices.
This involves several important considerations, such as using CMMS software to effectively log data from work orders and assets, assigning schedules to full capacity without accounting for potential emergency tasks, and conducting Root Cause Analysis (RCA) to detect and address any inefficiencies within the workflows.
Remember, the primary objective for scheduling maintenance work through a CMMS solution is to ensure equipment is properly maintained and is working in optimal condition. MaintainX, UpKeep, and EZO CMMS are a few of the top CMMS solutions to consider for your organization’s maintenance needs.
