Protect Your Equipment Investments

You’ve heard the old saying, “The bigger they are, the harder they fall.” That’s especially true when it comes to your cleaning equipment. You’ve spent thousands of dollars on machines, large and small, to help keep your facility looking its best. But far too many cleaners overlook one of the most important aspects of a successful cleaning operation — preventative maintenance.

A good rule of thumb is the bigger and more expensive the machine the more important it is to have a preventative maintenance program. As we mechanize an operation we become more productive. As the equipment we use becomes more complex, it becomes even more important that the equipment is “on-line.”

When evaluating different cleaning operations, I’ve seen $8,000 auto scrubbers pushed into corners with boxes and cartons stacked on top of them because the machines didn’t work. But the only thing that was wrong was the batteries were improperly charged or the squeegee was worn-out.

Broken equipment costs organizations thousands of dollars every year. An auto scrubber does the job eight to 20 times faster than scrubbing a floor with a mop. But if that machine is out of service because the battery wasn’t cared for properly, your staff ends up doing the job by hand or not at all. Neither of those options results in the productivity and appearance you’re paying for. The cost of a preventative maintenance program is a fraction of downtime expenses.

There are basically three reasons for preventative maintenance. First, it ensures the reliability of the equipment. I believe 50 to 80 percent of equipment problems could be avoided or eliminated with preventative maintenance. Second, good maintenance prolongs life of the machine by catching small problems before they become large ones. Finally, routine maintenance will reduce costs over a period of time because equipment will perform better and last longer.

Steps to preventative maintenance
Here are some steps you can take to keep your cleaning equipment running smoothly:

Hold on to equipment manuals. Keep manufacturer information where you can find it easily. Make note of service checklists usually found in owner’s manuals.

Follow the manufacturer’s daily maintenance guidelines. Daily maintenance needs usually are listed in the owner’s manual. Sometimes daily maintenance is as simple as wiping the machine surface or cleaning filters. In addition to the the manufacturer’s recommendations, check electrical systems, attachments, hoses, switches and warning lights.

Train employees. The two best times to train cleaning staff on equipment use is when the employee is new and when the equipment is new. Make sure employees learn from a certified operator. Manufacturers often provide written tests or other materials.


Track equipment use and maintenance. Nobody wants to be responsible for breaking an expensive machine. That’s why the boss seldom knows when equipment isn’t working. You can solve this problem with a log sheet. Have users sign the machine in and out. Anyone will be able to look at the log and see when the machine was last used and who used it. Also, keep a record of maintenance, including a description of service and who did the service.

Take advantage of service agreements. Service contracts allow you to call a technician in when there’s a funny noise or a vibration that doesn’t feel right without an additional cost. Catching a potential problem early may save you money and time in the long run.


Budget for replacement costs. Eventually, equipment will need to be replaced regardless of how well it has been maintained. Build that cost into your budget. You’ll eliminate downtime and improve productivity by being able to replace a machine as soon as it breaks.

John P.Walker is the owner of ManageMen consulting services in Salt Lake City. He also is the founder of Janitor University, a hands-on cleaning management training program.