A complete guide to troubleshooting for maintenance and tips for improving your troubleshooting skills to elevate your whole operation.
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Troubleshooting for maintenance can be both an art and a science. The problem is, while art can be beautiful, it isn’t known for its efficiency. When taken to the next level, troubleshooting can ditch the trial-and-error moniker and become a purely scientific endeavour. This helps technicians find the right problems and solutions more quickly. When troubleshooting is done correctly, your whole maintenance operation can overcome backlog, lost production, and compliance issues much more efficiently.
Let’s take a look at what troubleshooting actually is, why it matters to maintenance professionals, and how your team can fine-tune its approach.
What is troubleshooting?
Systems break down—that’s just a fact of life. Whether it’s a conveyer belt or an industrial drill, we’ve all run across a piece of equipment that is unresponsive, faulty, or acting abnormally for seemingly no reason at all. It can be downright frustrating.
Troubleshooting is the process of identifying what is wrong with these faulty systems when the problem is not immediately obvious. Troubleshooting usually follows a systematic, four-step approach; identify the problem, plan a response, test the solution, and resolve the problem. Steps one to three are often repeated multiple times before a resolution is reached.
Identify the problem
Plan a response
Test the solution
Repeat until problem is resolved
Think about it this way: When a conveyor belt breaks down, you may try a few different methods to fix it. First, you identify which part of the conveyor belt isn’t working. Once you’ve identified the problem area, you plan a response and test it, such as realigning or lubricating a part. If this fails to fix the problem, you might replace the part, which makes the conveyor belt work again. This is troubleshooting.
How is troubleshooting usually done in maintenance?
Stop us if you’ve heard this story before. An asset breaks down and no one knows why. You talk to the operator, read some manuals, and check your notes about the asset. You try a couple of things to get the machine up and working again with no luck. Before you can try a third or fourth possible solution, you get called away to another emergency, with the asset still out of commission.
This is often how the process happens when troubleshooting for maintenance, especially when a facility relies on paper records or Excel spreadsheets. The process is based on collecting as much information as possible from as many sources as possible to identify the most likely cause of the breakdown. You can never go wrong when you gather information, but it’s the way that information is gathered that can turn troubleshooting from a necessity to a nightmare.
Why does troubleshooting matter in maintenance?
Unexpected equipment failure is the entire reason troubleshooting exists. If assets never broke down without any clear signs of imminent failure, there would be no need to troubleshoot the problem. But we know that’s just not the case.
Asset failure doesn’t always follow a predictable pattern. Yes, maintenance teams can use preventive maintenance and condition-based maintenance to reduce the likelihood of unplanned downtime. However, you can never eliminate it entirely. What you can do is put processes in place to reduce failure as much as possible and fix it as soon as possible when it does occur. This is where strong troubleshooting techniques come in handy.
Because troubleshooting will always be part of the maintenance equation, humans will also always have a role. Maintenance technology does not erase the need for a human touch in troubleshooting; it simply makes the process much more efficient. When troubleshooting isn’t refined, it could lead to time wasted tracking down information, a substantial loss of production, an unsafe working environment, and more frequent failures. In short, knowing some troubleshooting best practices could be the difference between an overwhelming backlog and a stable maintenance program.
Tips on troubleshooting for maintenance
The following are just a few ways your operation can improve its troubleshooting abilities to conquer chaos and take control of its maintenance.
Quantify asset performance and understand how to use the results
It probably goes without saying, but the more deeply you know an asset, the better equipped you’ll be to diagnose a problem. Years of working with a certain asset can help you recognize when it’s not working quite right. But exceptional troubleshooting isn’t just about knowing the normal sounds, speeds, or odours of a particular machine. Instead, it’s about knowing how to analyze asset performance at a deeper level, which is where advanced reporting factors in.
Get best practices for tracking and using asset data
When operators and technicians rely solely on their own past experience with a piece of equipment, it leaves with them with huge gaps in knowledge that hurt the troubleshooting process. For example, it leaves too much room for recency bias to affect decision-making, which means that technicians are most likely to try the last thing that fixed a particular problem without considering other options or delving further into the root cause. Also, if troubleshooting relies on the proprietary knowledge of a few technicians, it means repairs will have to wait until those particular personnel are available.
Maintenance staff should have the know-how to conduct an in-depth analysis of an asset’s performance. For example, technicians should understand how to run reports and understand KPIs for critical equipment, such as mean time between failure and overall equipment effectiveness. If using condition-based maintenance, the maintenance team should also know the P-F curve for each asset and what different sensor readings mean. When technicians are equipped with a deeper understanding of an asset, it will be easier for them to pinpoint where a problem occurred and how to fix it, both in the short and long-term.
Create in-depth asset histories
Information is the fuel that powers exceptional troubleshooting for maintenance. Knowing how a particular asset has worked and failed for hundreds of others is a good place to start a repair. That’s why manuals are a useful tool when troubleshooting. However, each asset, facility, and operation is different, which means asset failure doesn’t always follow the script. Detailed notes on an asset’s history can open up a dead end and lead you to a solution much more quickly.
A detailed asset history can give you an edge in troubleshooting in a variety of ways. It offers a simple method for cross-referencing symptoms of the current issue with elements of past problems. For example, a technician can see if a certain type of material was being handled by a machine or if there were any early warning signs identified for a previous failure. The more a present situation aligns with a past scenario, the more likely it is to need the same fix. Solutions can be prioritized this way, leading to fewer misses, less downtime, fewer unnecessary spare parts being used, and more.
When troubleshooting is done correctly, your whole maintenance operation can overcome backlog, lost production, and compliance issues much more efficiently.
When creating detailed asset histories to help with troubleshooting (as well as preventive maintenance), it’s important to include as much information as possible. Make sure to record the time and dates of any notable actions taken on an asset or piece of equipment. This can include breakdowns, PMs, inspections, part replacement, production schedules, and abnormal behaviour, such as smoke or unusual sounds. Next, document the steps taken during maintenance, including PMs or repairs. Lastly, highlight the successful solution and what was needed to accomplish it, such as necessary parts, labour and safety equipment. Make sure to add any relevant metrics and reports to the asset history as well.
One way to capture all this information in one place is to create a well-built equipment maintenance log, like this one:
Use root cause analysis and failure codes
Effective troubleshooting for maintenance starts with eliminating ambiguity and short-term solutions. Finding the root of an issue quickly, solving it effectively and ensuring it stays solved is a winning formula. Root cause analysis and failure codes are a couple of tools that will help you achieve this goal.
Root cause analysis is a technique that allows you to pinpoint the reason behind a failure. The method consists of asking “why” until you get to the heart of the problem. For example:
- Why did the equipment fail?: Because a bearing wore out
- Why did the bearing wear out?: Because a coupling was misaligned
- Why was the coupling misaligned?: Because it was not serviced recently.
- Why was the coupling not serviced?: Because maintenance was not scheduled.
- Why was maintenance not scheduled?: Because we weren’t sure how often it should be scheduled.
This process has two benefits when troubleshooting for maintenance. First, it allows you to identify the immediate cause of failure and fix it quickly. Second, it leads you to the core of the issue and a long-term solution. In the example above, it’s clear a better preventive maintenance program is required to improve asset management and reduce unplanned downtime.
Failure codes provide a consistent method to describe why an asset failed. Failure codes are built on three actions: Listing all possible problems, all possible causes, and all possible solutions. This process records key aspects of a failure according to predefined categories, like misalignment or corrosion.
Failure codes are useful when troubleshooting for maintenance because technicians can immediately see common failure codes, determine the best solution, and implement it quickly. Failure codes can also be used to uncover a common problem among a group of assets and determine a long-term solution.
Build detailed task lists
Exceptional troubleshooting requires solid planning and foresight. Clear processes provide a blueprint for technicians so they can quickly identify problems and implement more effective solutions. Creating detailed task lists is one way to bolster your planning and avoid headaches down the road.
A task list outlines a series of tasks that need to be completed to finish a larger job. They ensure crucial steps aren’t missed when performing inspections, audits or PMs. For example, the larger job may be conducting a routine inspection of your facility’s defibrillators. This job is broken down into a list of smaller tasks, such as “Verify battery installation,” and “Inspect exterior components for cracks.”
Maintenance technology does not erase the need for a human touch in troubleshooting; it simply makes the process much more efficient.
Detailed task lists are extremely important when troubleshooting for maintenance. They act as a guide when testing possible solutions so technicians can either fix the issue or disqualify a diagnosis as quickly as possible. The more explicit the task list, the more thorough the job and the less likely a technician is to make a mistake. Comprehensive task lists can also offer valuable data when failure occurs. They provide insight into the type of work recently done on an asset so you can determine whether any actions were missed and if this was the source of the problem.
There are a few best practices for building detailed task lists. First, include all individual actions that make up a task. For example, instead of instructing someone to “Inspect the cooling fan,” include the steps that comprise that inspection, such as “Check for any visible cracks,” and “Inspect for loose parts.” Organize all steps in the order they should be done. Lastly, include any additional information that may be helpful in completing the tasks, including necessary supplies, resources (ie. manuals), and PPE.
Make additional information accessible
We’ve said it before and we’ll say it again; great troubleshooting is often the result of great information. However, if that information is difficult to access, you will lose any advantage it provides. That is why it is crucial for your operation to not only create a large resource centre, but to also make this it highly accessible. This will elevate your troubleshooting abilities and get your assets back online faster when unplanned downtime occurs.
Let’s start with the elements of a great information hub. We’ve talked about the importance of reports, asset histories, failure codes and task lists when troubleshooting for maintenance. Some other key resources include diagrams, standard operating procedures (SOPs), training videos, and manuals. These should all be included and organized by asset. If a technician hits a dead-end when troubleshooting an issue, these tools can offer a solution that may have been missed in the initial analysis.
Now that you’ve gathered all your documents together, it’s time to make them easily accessible to the whole maintenance team. If resources are trapped in a file cabinet, on a spreadsheet, or in a single person’s mind, they don’t do a lot of good for the technician. They can be lost, misplaced and hard to find—not to mention the inefficiency involved with needing to walk from an asset to the office just to grab a manual. One way to get around this obstacle is to create a digital knowledge hub with maintenance software. By making all your resources available through a mobile device, technicians can access any tool they need to troubleshoot a problem. Instead of sifting through paper files to find an asset history or diagram, they can access that same information anywhere, anytime.
Everything you need to know about maintenance metrics
Using maintenance software for troubleshooting
If it sounds like a lot of work to gather, organize, analyze and circulate all the information needed to be successful at troubleshooting, you’re not wrong. Without the proper tools, this process can be a heavy lift for overwhelmed maintenance teams. Maintenance software is one tool that can help ease the load every step of the way. A digital platform, such as a CMMS, takes care of crunching the numbers, organizing data and making it available wherever and whenever, so you can focus on using that information to make great decisions and troubleshoot more effectively.
For example, when building a detailed asset history, it’s important to document every encounter with a piece of equipment. This is a lot of work for a technician rushing from one job to another and difficult to keep track of after the fact. An investment in maintenance software will help you navigate these roadblocks. It does this by allowing technicians to use a predetermined set of questions to make and retrieve notes in real-time with a few clicks.
The same goes for failure codes. The key to using them effectively is proper organization and accessibility. Without those two key ingredients, failure codes become more of a hindrance than a help. One way to accomplish this is to use maintenance software. A digital platform can organize failure codes better than any filing cabinet or Excel spreadsheet and make it easy for technicians to quickly sort them and identify the relevant ones from the site of the breakdown.
The bottom line
Troubleshooting will always exist in maintenance. You will never be 100 percent sure 100 percent of the time when diagnosing the cause of failure. What you can do is take steps toward a more efficient troubleshooting process to ensure equipment is repaired quickly and effectively. By combining a good understanding of maintenance metrics with detailed asset histories, failure codes, task lists, and other asset resources, and making all this information accessible, you can move your troubleshooting beyond trial and error to a more scientific approach.