Smarter Week

How to automate it

How to automate “hunt for spare parts in the stores or order them”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Track spare parts with bin locations and min/max in the CMMS

When every spare has a bin location and a reorder point in the CMMS, you search on your phone instead of walking the stores, and stock-outs drop.

Typically saves about 40% of the time8 h to set up
  1. 1Start with critical spares for your bottleneck machines.
  2. 2Label bins and record locations in the CMMS.
  3. 3Set minimum and maximum levels so it raises a reorder request.
  4. 4Book parts out against the work order on your phone.

Tools: MaintainX, UpKeep, Fiix or Limble

Fix 2 of 2

Process fix

Put a QR code on every machine for maintenance requests

Operators scan the code, pick the problem and add a photo; the request lands in the CMMS with the right machine attached. You arrive knowing what is wrong and which parts to bring.

Typically saves about 35% of the time2 h to set up
  1. 1Print a QR code from your CMMS for each machine and stick it where operators can reach it.
  2. 2Set a short form: what happened, is the machine stopped, photo.
  3. 3Route urgent requests to the on-shift technician's phone.
  4. 4Stop taking requests by shout or radio except for safety emergencies.

Tools: MaintainX, UpKeep, Fiix or Limble

Quick wins

Have you tried…

Is there a QR code on each machine that operators scan to report a problem?
Scanning the code opens a short form with the machine already filled in. The request reaches maintenance with a photo, so they know what to bring.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Maintenance technician

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Other common tasks for Maintenance technicians