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Preventative Maintenance Checklists

A preventative maintenance checklist is a way to minimize or stop the possibility of equipment breakdown. It's a step-by-step, regularly scheduled list of specific tasks. 

In his Checklist Manifesto: How To Get Things Right, American surgeon and author, Dr. Atul Gawande wrote: “Checklists remind us of the minimum necessary steps and make them explicit. They not only offer the possibility of verification but also instill a kind of discipline in higher performance.” 

Preventative maintenance checklists are used every day by all kinds of different people and organizations. They're used in healthcare, heavy manufacturing, aviation, construction, even in the home. A "how-to" manual that comes with a newly bought item, or an expensive piece of machinery, each describe what needs to be done and how. Step by step.

A preventative maintenance checklist is more than a how-to guide

While maintenance records are typically kept on paper, mobile forms apps are replacing traditional paper forms more and more often. 

This smart technology adds lots of value for those conducting regular maintenance checks. Besides outlining key steps to maintain or increase equipment and facility uptime, these digitized preventative maintenance forms make it easier for administrators and operations managers to:

  • Automate maintenance workflows
  • Provide technical instructions or equipment manuals – instantly, on demand
  • Include rich photos and technical sketches 
  • Customize maintenance checklists, add or remove new equipment or facility maintenance requirements without having to print new copies
  • Trigger inspection and maintenance activities based on user inputs
  • Dispatch tasks from the office to people or groups in the field
  • Enable technicians of any skill level to reliably complete complex maintenance tasks
  • Pull insights from the data collected to find opportunities for improvement or flag concerns
  • Ensure accurate work completion 
  • Use GPS timestamps

In addition, collecting rich and complete inspection and maintenance records that help organizations:

  • Avoid expensive repairs
  • Improve equipment reliability
  • Reduce replacement-parts inventory and connected costs
  • Extend the life of systems and equipment
  • Optimize efficiencies


How inspection and preventative maintenance apps improve efficiencies and ROI

HVAC systems are one of the many areas where careful examinations and regular inspections can very much improve efficiencies. 

In the U.S., it is estimated that commercial and industrial facilities spend $400 billion every year on energy alone. HVAC systems (and lighting) are the biggest energy users. The best measures of output versus waste are gained by organizations that incorporate HVAC inspection checklist templates into their maintenance programs. The use of an HVAC service report template helps to keep HVAC equipment in good operating condition.

TEC Services, a national janitorial company providing service mostly to retail/grocery chains across 27 states changed to an automated inspection service report from ProntoForms

With the desire to scale and become a nationwide provider, they needed to have a platform that allowed them to manage their service in smarter ways. Account managers now meet with store managers to inspect and discuss services. Everything is noted in the app. The store manager's sign-off signature is captured on-site in real-time. The report is GPS time-stamped, linked to Google maps, uploaded to the cloud, and distributed to the appropriate managers in the TEC Services organization. Everyone can see what the issues are. Nothing is held back. Everybody is on the same page. 

Used to measure and flag performance trends, these inspection reports have resulted in:

  • 74 percent fewer callbacks
  • 50 percent reduction in preventative maintenance for customers 
  • 95 percent customer satisfaction (from meeting a need or reaching a goal), with 100 percent customer retention.



For Pesado, a pipeline construction company, moving from paper to automated installation and maintenance forms allowed the company to see details in the business in real-time. With ProntoForms, they can measure performance indicators, monitor costs, and make better business decisions because of the data. 

For their field staff, the mobile approach is lightweight, easy to move from screen to screen, and saves hours every day by not having to fill out forms or reports while on the job or after work. As far as ROI goes, Pesado reports it has saved big in terms of administrative labor, estimating savings of over $250,000 just in that area alone.

Having a preventative maintenance program definitely helps to avoid production lines from stopping. Changing from paper forms to automated inspection and preventive maintenance checklists tell organizations where they’re going, what needs to happen tomorrow, next week or next month, and guides business decisions as the organization looks to the future.