Equipment Maintenance Workflow Checklist Template

The Equipment Maintenance Workflow Checklist

1. 1
   Phase 1

   Maintenance Planning & Work Order Generation

   5 tasks

   Every maintenance event begins with a work order — whether generated by a PM schedule, a condition trigger, or a breakdown report. A maintenance event without a work order is a maintenance event without a record.

   • Confirm the maintenance trigger — scheduled PM (calendar/usage-based), condition alert (sensor or operator observation), or corrective (post-failure or defect identified)
   • Generate the work order — in the CMMS or maintenance management system; with asset ID, location, required work description, required parts and tools, and estimated labour time
   • Confirm parts and materials are available — all required spare parts and consumables confirmed in stock before scheduling the maintenance event
   • Schedule the maintenance window — coordinated with production planning; planned during scheduled downtime where possible; equipment owner notified
   • Assign the work order — to a qualified technician with the skills for this equipment type; confirm training and authorisation for LOTO procedures
2. 2
   Phase 2

   Pre-Maintenance Safety — Lockout/Tagout (LOTO)

   7 tasks

   Lockout/Tagout is the safety prerequisite for any maintenance work on equipment that could unexpectedly re-energise. OSHA 1910.147 requires a written, machine-specific LOTO procedure for each piece of equipment. 2,443 LOTO citations were issued in FY2024. Skipping LOTO to save time is the leading cause of maintenance worker fatalities.

   • Confirm a written, machine-specific LOTO procedure exists — posted at the equipment or accessible in the CMMS; for this specific asset
   • Notify all affected employees — that equipment will be shut down for maintenance; document notification in the work order
   • Shut down the equipment — following normal shutdown procedures; all energy sources (electrical, pneumatic, hydraulic, thermal, mechanical, gravity) identified and addressed
   • Isolate all energy sources — at each identified isolation point; disconnect switches, valves, and circuit breakers operated to the off position
   • Apply locks and tags — one lock per authorised employee working on the equipment; tag applied at each isolation point
   • Dissipate residual stored energy — bleed pneumatic pressure, discharge capacitors, block gravity loads, release spring tension; do not proceed until residual energy is at zero
   • Verify zero energy — attempt to start the equipment (using the normal controls) to confirm it does not energise; confirm zero energy state before proceeding
3. 3
   Phase 3

   Maintenance Task Execution

   9 tasks

   • Reference the equipment maintenance procedure — OEM manual or facility-specific SOP; follow the defined procedure, not improvised practice
   • Complete inspection checks — visual inspection for wear, corrosion, cracks, leaks, unusual erosion, or damage on all components
   • Lubricate all designated points — per the lubrication schedule and specifications; correct lubricant type and quantity; not over-lubricated
   • Inspect and replace wear components — belts, filters, seals, or other scheduled replacement items per the PM procedure
   • Check mechanical systems — moving parts for alignment, bearing condition, fastener torque, and proper operation; any unusual wear noted
   • Inspect electrical systems — wiring condition, connections, terminals, and electrical components for damage, overheating signs, or degradation; insulation integrity checked
   • Inspect hydraulic/pneumatic systems — hoses, fittings, cylinders, filters, fluid levels; check for leaks and proper pressure
   • Check safety devices — guards, interlocks, emergency stops, and safety sensors verified present, intact, and functional
   • Confirm equipment is clean — debris, dust, and buildup removed; cleanliness affects cooling, lubrication, and contamination risk
4. 4
   Phase 4

   LOTO Removal & Controlled Restart

   5 tasks

   • Confirm maintenance work is complete — all tools and materials accounted for; nothing left inside the equipment
   • Confirm all employees are clear — area around the equipment is clear of personnel before re-energisation
   • Remove LOTO devices in reverse order — each employee removes only their own lock; confirm all locks and tags are removed
   • Re-energise the equipment — in the correct sequence; gradually, monitoring for unusual sounds, vibrations, or conditions
   • Notify affected employees — that the equipment is operational again
5. 5
   Phase 5

   Post-Maintenance Functional Testing

   4 tasks

   • Run the equipment through its normal operating cycle — confirm all functions operate correctly; no unusual noise, vibration, temperature, or fluid leakage
   • Test safety devices — emergency stop function, guards, interlocks, and safety sensors operate correctly
   • Check performance against specifications — output, speed, accuracy, or other performance parameters within the defined acceptable range; recalibrate if required
   • Confirm no new issues identified — any defects found during testing that were not present at work order issue are documented and a corrective work order raised
6. 6
   Phase 6

   Documentation & CMMS Update

   6 tasks

   What is not documented did not happen — for maintenance audits, equipment history tracking, and reliability engineering. A maintenance team that completes work without documentation is generating costs it cannot analyse.

   • Record all work performed — specific tasks completed, parts replaced (with part numbers), lubricants applied, measurements taken, and any anomalies found
   • Record actual labour time — by technician; against the estimated; variance feeds productivity analysis
   • Record any open findings — conditions noted during maintenance that require future attention but were not addressed in this work order; new work order raised
   • Update the equipment maintenance history — in the CMMS; every completed PM is the data point that drives the next schedule
   • Schedule the next PM — based on the maintenance interval; confirmed in the CMMS before closing the work order
   • Close the work order — with technician sign-off and supervisor verification; all fields complete