What Is a Maintenance SOP? Benefits, Examples, & More

Navigating the Meaning, Importance, and Implementation of Maintenance Standard Operating Procedures (SOP) Templates

Imagine starting your new job as a maintenance technician and being required to know how to fix dozens of assets. 

Yes, you receive training. And, yes, you know how to do most of it. But you don’t want to be responsible for an asset malfunction.

Maintenance standard operating procedures (SOPs) help ensure a process is done right every time, but they must be written correctly to be effective.

Learn why maintenance SOPs are important, how to write effective SOPs, and how to work them into your organization for success.

What Are SOPs for Maintenance?

Standard operating procedures (SOPs) are a set of written and detailed instructions outlining tasks that should be performed to complete a specific function. SOPs brief maintenance workers on the necessary steps they should follow while performing maintenance duties. 

Maintenance SOPs typically work well for:

• Creating, managing, and completing work orders

• Assigning maintenance tasks

• Preventive maintenance scheduling

• Data input into a CMMS

• Routine asset inspections

By integrating SOPs into a CMMS, like UpKeep, maintenance teams can guarantee that every procedure is easily accessible for consistent quality work.

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Why Are Maintenance SOPs Important?

Any organization or line of work can benefit from utilizing SOPs, some more so than others. Maintenance SOP templates are even more crucial because they help workers minimize errors by eliminating miscommunications, misinterpretations, and misinformation.

But there’s more. 

Many maintenance SOP documents are used during training, especially during the onboarding process, to provide a clear set of instructions for people unfamiliar with a company’s processes and needing to learn them quickly.

Overall, standard operating procedures streamline companies' process management by defining important tasks done regularly. 

Regarding preventive maintenance, SOPs clearly outline the steps maintenance workers should follow to complete various maintenance tasks for assets that will minimize malfunctions in the future.

According to the U.S. Environmental Protection Agency, SOPs:

• Help avoid variations in tasks, regardless of the operator or time of operation

• Provide maintenance workers with the information needed to properly perform the job

• Facilitate consistency in a quality end result

• Address safety concerns

• Minimize the chances for miscommunication

Research from McKinsey & Company, a global management consultant firm, has suggested that facilities with well-documented SOPs may increase their productivity by 15-25%. With clear guidelines for maintenance tasks, organizations:

• Help their employees complete tasks faster with fewer errors. 

• Ensure vital maintenance prevents breakdowns and downtimes.

• Remain compliant in their maintenance activities.

• Free up time and resources spent on reactive repairs for more important activities. 

Which Maintenance Processes Need SOPs? 6 Processes That Benefit From SOPs

SOPs are great for many maintenance processes, but some processes benefit more than others. Of them, these six maintenance processes may be enhanced the most by SOPs.

#1: Preventive Maintenance

Preventive maintenance — regular inspections, services, and repairs of assets — helps prevent unexpected equipment failures that result in downtime, productivity loss, added costs, and more. 

With a well-defined SOP for each asset, organizations can ensure that maintenance workers carry out these tasks consistently and accurately each time, reducing the chances of errors and improving the effectiveness of preventive maintenance. 

When successful, preventive maintenance may save companies 12-18% more resources than reactive maintenance. 

UpKeep helps maintenance workers stay on top of critical assets with our preventive maintenance feature. Here, maintenance professionals can integrate SOPs to help prevent asset breakdowns before they happen.

#2: Predictive Maintenance

Predictive maintenance is a technique that helps businesses determine when preventive maintenance should be performed based on the equipment's condition. This approach is highly cost-effective, saving roughly 8-12% over preventive maintenance and up to 40% over reactive maintenance.

Similar to preventive maintenance, SOPs help outline the procedures for each task to correctly perform maintenance on assets.

#3: Corrective Maintenance

When issues are identified during preventive or predictive maintenance or there is a maintenance emergency, corrective maintenance is the process used to repair and address these issues.

Using SOPs for corrective maintenance helps guide maintenance workers in following the correct established protocols and procedures when addressing each specific issue. This not only results in an effective outcome but also reduces response time and minimizes equipment downtime.

#4: Safety and Compliance Procedures

Having SOPs for safety and compliance procedures ensures that maintenance tasks are carried out safely, minimizing the risks and occurrences of injuries to maintenance technicians. 

Because safety is a crucial aspect of maintenance operations, integrating these procedures in CMMS software and taking the initiative to follow them could reduce workplace injuries and asset downtime.

SOPs for safety and compliance procedures can include:

• Guidelines for using personal protective equipment

• Lockout/tagout (LOTO) procedures

• Proper handling of hazardous materials

#5: Equipment Calibration

Calibrating equipment helps ensure accurate measurements and reliable asset performance. Using SOPs for equipment calibration is beneficial because:

• It provides step-by-step instructions for different assets.

• It ensures consistent and accurate calibration processes.

• It maintains the accuracy of measurement results.

By following a detailed SOP, maintenance workers help maintain the accuracy of measurement results and prevent or minimize asset malfunction.

#6: Inventory Management

Maintenance, repair, and operations (MRO) inventory  — the necessary materials, supplies, and equipment needed for the correct function of assets — is crucial to ensure necessary spare parts and materials are available as they’re needed.

SOPs for inventory management may include procedures for ordering, receiving, storing, and issuing items and maintaining proper stock levels for items to reduce the chance of stockouts or excess inventory.

What Should Be Included in Maintenance Standard Operating Procedures?

When striving to create a successful maintenance SOP for a procedure, the first step is to gather insight from your maintenance team. Since they are the ones most familiar with common tasks and will be implementing the SOPs, they know how to do the tasks best. Popular components of a maintenance SOP might include:

• Noting the specific skills, licenses, or qualifications that are required

• Safety hazards, complaint measures, and related procedures

• A detailed, step-by-step explanation of which tasks must be performed and in what order

• How many people are needed to complete each task

• Applicable compliance regulations or standards

• Additional reference documents, such as schematics, instruction manuals, or historical data

• Which parts, tools, and equipment, including personal protective equipment (PPE), should be used

3 Major Types of Maintenance Standard Operating Procedure Templates

#1: Step-by-Step SOP

Step-by-step SOPs outline the processes one step at a time, allowing maintenance workers to focus on the procedure in a linear way.

With each step clearly outlined, there should be little room for interpretation and the chance of mistakes occurring.

The most efficient step-by-step SOPs are usually:

• Annotated pictures

• Sequential processes

• Guided checklists

#2: Hierarchical SOP

If procedures are multi-processes or seem complicated, a hierarchical SOP is likely a better option. 

For example, a maintenance team conducting a complete facility maintenance check would probably benefit from a hierarchical SOP because they’re dealing with multiple pieces of machinery, rooms, equipment, and employees being examined and evaluated. In this scenario, if something is not in place, you cannot simply move on to the next step. Instead, an alternative action must be taken.

Because hierarchical SOPs cover many processes and instructions, the clarity of the document takes precedence over everything else. Not only must instructions be laid out, but alternate instructions should be available as well. 

#3: Hybrid SOP

Hybrid SOPs are a collection of standard operating procedures under one main process in a set series of events. They combine linear methods (similar to step-by-step SOPs) with a variety of media, checklists, and other smaller SOPs (similar to hierarchical) to produce a clear and easy-to-understand set of instructions.

Because hybrid SOPs try to cover multiple standard operating procedures, they tend to be overwhelmingly long. To avoid this, organizations should consider splitting each procedure into its own document to avoid scope creep, which could quickly become harmful.

Tips for Creating a Successful Maintenance SOP 

An SOP is used to provide clear instructions for a standardized task. Generally, they include:

• Identifying the job objective

• Finding and listing any potential hazards

• Listing the required steps for completing the job

• Identifying necessary safety equipment

While maintenance SOPs do include these general steps, they must be short, detailed, and concise to be preventive and avoid any asset malfunctions and setbacks.

Be Detailed

Focus on being as clear and detailed as possible to ensure the greatest chance of success. Sometimes, it can be helpful to examine an SOP from the perspective of someone who has never done this job before. Could you perform the task being outlined?

Consider these tips:

• Avoid using people’s names. Instead, use job titles and/or functions.

• Use as few words, phrases, and paragraphs as possible.

• Write using plain English.

• Use bullet points to break procedures into multiple steps, if necessary.

• Include as much helpful information as possible without being wordy or lengthy.

• Include written facts only. Any extra information can be included in an appendix or manual.

Utilize Visual Literacy

It could be helpful for some maintenance technicians to have visuals of the procedures available. If a visual isn’t available, tailor the writing to be as descriptive as possible for more effective communication.

Try this:

• Include graphics, photos, icons, and flowcharts when possible.

• Tailor the writing to fit the type of person reading the SOP – in this case, maintenance technicians.

• Be logical in creating the procedure, numbering all of the steps to complete the task.

• Include a flowchart to provide a visual representation of the entire procedure.

• Start each step with an action word to provide better direction for each task – for example, make, take, turn, activate, etc.

• Utilize the flowchart to write the necessary steps, writing as if you were talking yourself through the process.

Edit and Revise for Efficacy 

Once the SOP is complete, run through it while performing the steps in your head. Edit and revise as necessary. Consider these questions during the process:

• Is it complete? 

• Did you miss any steps? 

• Does it make sense? 

• Is it clear and concise?

• Is it written in logical order?

• Are any new ideas introduced and explained?

• Is it easy for any technician to understand?

• Are any areas too vague?

Maintenance SOP Example

To give you a better picture of how a maintenance SOP can be structured, we’ve provided a generic example below:

1. Objective:

To detail the standard operating procedure for when  [specific machinery] breaks down.

1. Scope:

This SOP applies to specific equipment, machinery, and facility breakdown scenarios.

1. Responsibility:

Technician, officer, operator, executive, etc.

1. Accountability

Head of Maintenance Management and Head of Engineering

1. Procedure

1. Immediately communicate the breakdown with the maintenance department and provide relevant notes about it in a report. 

2. A supervisor or maintenance manager will authorize a technician to attend to the breakdown scene.

3. While carrying out the breakdown maintenance, the following steps must be taken:

4. Switch off the power supply of the machine and install a visible sign that says “Under maintenance” near the machine. 

5. Discuss the breakdown details with the operator and consult the work order and other provided documentation to understand the situation.

6. Inspect the machine and seek the cause of the breakdown.

7. After finding the cause, mark any machine parts that need dismantling and repairs.

8. Store the dismantled parts of the machine in a clearly labeled tray.

9.  Clean the components thoroughly.

10. Lubricate the necessary parts as per the manufacturer’s instructions.

11. Reassemble the machine. 

12. After the breakdown has been satisfactorily repaired and the machine has been reassembled and cleaned, turn it on to demonstrate a trial operation to the operator and confirm that the repairs are sufficient.

13. Remove the “Under maintenance” sign from the machine and ensure the area is as clean as it was before maintenance was performed.

14. Record the repair using the machine history card or CMMS entry.

15. If a major part needs to be replaced, follow a change control procedure (this will need to be a separate procedure that can be attached to maintenance SOPs with the power of UpKeep.).

With UpKeep, you can create maintenance SOP templates with ease while storing everything you need in one convenient location. 

No more submitting work orders through your email or archaic maintenance software. No more paper schedules and filing cabinets filled with maintenance manuals in total disarray. No more hassle. 

Our software provides a digital ecosystem that allows you to:

• Integrate communication technology.

• Track work or progress and maintenance data and trends.

• Automate work orders and use KPIs and IoT technology to trigger them.

• Color code and prioritize specific tasks.

• Create and maintain preventive maintenance checklists. 

• And more!

How UpKeep’s CMMS Software Can Help You Create an Optimized Maintenance SOP Template

Using CMMS software to streamline workflows and ensure better maintenance management is beneficial for almost any company. And when it comes to utilizing and optimizing maintenance SOPs, taking advantage of CMMS software is no different. 

With UpKeep, maintenance teams can:

• Store and manage all maintenance SOPs in one easy-to-access centralized location. Each team member can refer to an asset’s SOP whenever necessary, even just to double-check their work.

• Easily define steps and dependencies between tasks to ensure that SOPs are followed correctly. This simple feature reduces the chance of human error, which leads to reduced costs and downtime.

• Easily train new team members by providing access to relevant SOPs.

• Assign and keep track of maintenance tasks to provide accountability for the person completing each task.

• Track task progress with real-time updates triggered by events like upcoming maintenance tasks or deviations from standard procedures. 

Take advantage of the opportunity to optimize maintenance SOP templates with CMMS software to guarantee that every procedure is executed with quality work. Request a demo with UpKeep today.

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