Poor documentation has long been a cost generator in maintenance departments. Here are some tips:
- Work orders. Maintenance techs aren't mind readers. Use precise language to describe the work that needs to be done. There is a big difference between “Check the drive motor” and “Perform these tests on the drive motor: ultrasonics on all bearings, power analysis report on input power using Model XYZ analyzer, and vibration analysis report using Model XYZ vibration analyzer.” A similar approach applies to repair tickets.
- PM procedures. You don't make up for vagueness by adding more text. First, break each task down into its simplest verb noun form (e.g., “lubricate mechanism”) and then add clarifying language (e.g., “Use ABC lubricant on breaker trip mechanism”). The same applies to troubleshooting and repair procedures.
- Field reports. Provide simple forms that collect only useful information. If you have multiple choices, always include an “Other” rather than force people to choose an inapplicable one.
About the Author
Mark Lamendola
Mark is an expert in maintenance management, having racked up an impressive track record during his time working in the field. He also has extensive knowledge of, and practical expertise with, the National Electrical Code (NEC). Through his consulting business, he provides articles and training materials on electrical topics, specializing in making difficult subjects easy to understand and focusing on the practical aspects of electrical work.
Prior to starting his own business, Mark served as the Technical Editor on EC&M for six years, worked three years in nuclear maintenance, six years as a contract project engineer/project manager, three years as a systems engineer, and three years in plant maintenance management.
Mark earned an AAS degree from Rock Valley College, a BSEET from Columbia Pacific University, and an MBA from Lake Erie College. He’s also completed several related certifications over the years and even was formerly licensed as a Master Electrician. He is a Senior Member of the IEEE and past Chairman of the Kansas City Chapters of both the IEEE and the IEEE Computer Society. Mark also served as the program director for, a board member of, and webmaster of, the Midwest Chapter of the 7x24 Exchange. He has also held memberships with the following organizations: NETA, NFPA, International Association of Webmasters, and Institute of Certified Professional Managers.