Manually creating a maintenance schedule can feel like a mix of logistics, timing, and crossed fingers. If you’ve ever tried to keep track of every oil change, filter replacement, and equipment inspection with a spreadsheet and a dream, you know it can get messy—fast.

That’s where a CMMS comes in. It’s like your maintenance team’s personal assistant—one that never sleeps, never forgets, and doesn’t spill coffee on your work orders.

How to Create a Maintenance Schedule

Ready to get your maintenance schedule up and running? Here’s how to get started.

Step 1: Create a Maintenance Schedule List

Start by gathering a complete list of your assets. Think HVAC systems, production equipment, lighting, plumbing—you name it. If it needs attention to keep running smoothly, it goes on the list.

Bonus points if you also note model numbers, serials, and manufacturer recommendations. That info will come in handy when setting up service intervals later.

Step 2: Set the Rules of Engagement

Now that you know what needs maintaining, figure out how often it needs love. This might be every 3 months, 500 miles, 100 hours of use—or whatever works for your equipment and industry.

Not sure? Start with manufacturer guidelines, then fine-tune over time based on wear-and-tear, usage, or past issues. Your CMMS will let you tweak it as you go.

Step 3: Let CMMS Do Its Thing

Once your assets and schedules are ready, then plug everything into your CMMS. Most systems let you create recurring tasks with triggers based on time (like every 30 days), usage (like every 200 hours), or events (like after a breakdown).

Then sit back and watch the magic. Your CMMS will automatically generate work orders when it’s time, assign them to the right people, and send reminders to keep everyone in the loop.

Step 4: Track It Like a Pro

As your team completes tasks, make sure they’re logging what they did, when they did it, and any parts or notes involved. Your CMMS turns all that into a goldmine of data you can use to plan budgets, spot trends, and impress the boss.

Step 5: Adjust as You Go

Things change. Equipment gets older. Schedules shift. Maybe a quarterly inspection becomes monthly. No problem—your CMMS can adapt. Just tweak the task, adjust the frequency, and move on. No reprinting binders or rewriting the whiteboard.

Creating a Maintenance Schedule

Setting up a maintenance schedule with a CMMS isn’t rocket science. It’s more like setting your GPS before a road trip—do it once, and it helps you stay on track the whole way.

So if you’re still playing calendar roulette with your maintenance tasks, it might be time to switch gears. With CMMS, you can spend less time chasing problems and more time preventing them.

Your equipment—and your future self—will thank you

Get started today with a free trial.