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.