The maintenance report is nothing more than a document filled in during or after the service has been carried out. It contains information such as: identification of the equipment, the technician responsible and questions about what needs to be checked or changed, as well as space for photos.
The processes for generating this type of report, as well as its format, change according to the type of maintenance being carried out (preventive and corrective are the most common types). Thus, with the rise and democratization of new technologies, demands common to Health, Safety and Environment (HSE) teams can and will be carried out more and more frequently with technological support.
Considering that the inspection and maintenance of emergency equipment, for example, must be a top priority for the industry, optimizing this process has become a determining factor in ensuring competitiveness, bringing better results and, of course, avoiding risks. The report is of great importance when it comes to identifying which equipment requires more routine maintenance, proving that everything done in the field by the technicians has been carried out and seeking continuous improvement in service.
After all, what does a good equipment management report need?
A good report needs to be able, first of all, to compile information and thus facilitate decision-making by the team. In addition, it must be able to support the following demands:
Actions taken
In order to organize the structure of a good report, it is essential that the document makes it clear what actions were carried out at each stage: inspection, maintenance, replacement, among others. In this way, it is possible to have a macro view of all the tasks carried out and/or pending.
Responsible for each action
In addition to the actions carried out, an equipment management report also needs to identify those responsible for each stage. If this is the case in your company, it may be interesting to identify those responsible by segmentation, such as: position, function or sector in the industry.
Recording breakdowns or expired equipment
Records of breakdowns or expired equipment from an inspection are some of the key points in an efficient report. It may seem obvious, but avoid forgetting any of the steps in the inspection checklist, especially recording this type of information!
Due dates
If we are so careful with any type of expired resource, in the case of an industry, the context highlights even more the importance of identifying and recording expired equipment. It is also very important to pay attention to dates close to expiry. This helps to create a warning radar to assist and remind you to map the expiration date and replace this equipment in the future.
Dates of next inspections and maintenance
As well as the expiry date of the equipment, we must not forget to enter the dates of the next inspections and maintenance. This makes it possible to organize the processes and actions involved in advance, so that nothing goes unnoticed!
Observations made
Do you have any observations that deserve attention? This also needs to be made clear in the report so that no potential problems are overlooked (even if they don’t seem serious at first glance).
Charts
An excellent equipment management report needs to show you, in the form of graphs, all the centralized data, forming a complete overview. These graphs need to contain, above all: percentage information on equipment inspected, replacements and maintenance carried out, as well as broken and/or expired equipment. As well as being visually more user-friendly, the practicality of viewing data in this way can be decisive in reducing risks and improving decision-making!
But how do you assess whether the tool has what it takes to produce good reports?
Now that you’ve understood the wealth of information that an equipment management report needs to produce, you may be wondering: how do I do all this with my HSE team?
You can’t just rely on paper records or computer spreadsheets. One of the first steps to generating a good equipment management report is to understand that abandoning paper, long spreadsheets and isolated information can make all the difference.
Digitalization processes are already a reality in the HSE sector and are increasingly present in our daily lives. From this perspective, we are broadening our view of risk reduction, considering new ways of including technology in the generation of increasingly intelligent equipment management reports.
Here’s what to consider when hiring a tool to produce equipment management reports:
Centralized information
To facilitate an overview of processes and consultation of emergency equipment, measurements and related accessories, for example, it is essential to have all the information gathered in a single interface. Ideally, it should be practical and intuitive – after all, too much information in one place can also lead to confusion.
Digitalization
The more the process is digitized, the less effort it will take to centralize information and the less chance there will be of possible errors. Look for solutions that add equipment records, notifications of due dates and maintenance to an automated calendar, practical dashboards, etc. All of this will optimize and improve the quality of work, both in terms of practicality and organization.
Accessibility
If you’re going to use a tool, such as software, for example, it’s worth exploring how accessible it is in practice. Does it work well on computers and tablets? And on cell phones? The device on which the tool will run can bring a lot of practicality (or reduce it) to everyday processes.
Data security
Centralizing and digitizing all the HSE team’s inspection and maintenance steps is already a big step. Now, have you stopped to think about whether the information is in a secure environment? A tool with a cloud server makes all the difference. This type of storage not only saves space, but also offers the team greater data security.
Reliability
It’s also important to ensure that 100% of equipment is effectively monitored! Having on-site verification (QR code scanning) and multiple user and administrator permissions, for example, can ensure that inspections are carried out more quickly and effectively.
Organization
Organization is fundamental, even for an automated process. Without it, the process won’t flow! That’s why it’s important to have a history of checks, inspections and maintenance, as well as a control management calendar, for example.
Ensure excellence in equipment management reports with GEEQUIP
Now you know what a good equipment management report needs to contain and how to use technology to your advantage. That’s why we’re now introducing you to GEEQUIP, a solution developed by GAP Sistemas especially to simplify the process of inspecting and maintaining emergency equipment such as:
✓ Fire extinguishers;
✓ Industrial equipment;
✓ Hydrants;
✓ Laboratory items;
✓ Emergency lights;
✓ First aid kits;
✓ Agricultural machinery;
✓ Escape set;
✓ Measurement equipment;
✓ And any other equipment or asset you want to register!
All in a dynamic, practical and intuitive tool. Designed to make your team much more efficient!
Want to know more about the GEEQUIP solution?
