Facility and equipment maintenance is most effective when performed proactively and regularly. This kind of routine maintenance can take many forms, ranging from the most basic approaches to complicated strategies using sensors and data to trigger maintenance. Time-based maintenance (TBM) is a useful part of even the most sophisticated maintenance programs, but it’s also a great place to begin if you’re just starting your maintenance journey.

In this article, we’ll provide a quick but comprehensive overview of the steps, benefits, and challenges involved in implementing an effective TBM program.

What is time-based maintenance?

Time-based maintenance, or routine maintenance, is a type of proactive maintenance in which tasks are performed at fixed time intervals, regardless of their condition. The purpose of TBM is to ensure that assets receive the regular maintenance they require to keep operations running smoothly and prevent breakdowns.

Performing regular maintenance tasks at set intervals keeps equipment running smoothly and within manufacturer specifications. This slows equipment deterioration and, in turn, reduces the likelihood of breakdowns and equipment failures—which we all know can be very costly and disruptive to any business.

Time-based maintenance is particularly useful for assets with predictable wear patterns, where maintenance needs can be anticipated based on time or use. By adhering to a strict schedule, organizations can maintain the reliability and efficiency of their equipment, ultimately extending asset lifespan and improving overall operational performance.

When to use TBM

Preventive maintenance strategies are beneficial for most assets, but TBM is a smart choice for critical assets that would cause major disruptions should they fail. TBM will keep the wheels turning and ensure that assets remain functional and efficient for as long as possible.

Some other areas to consider for TBM include:
• Low-cost maintenance activities on assets that would be costly if they fail
• Safety-related tasks like smoke detector inspections
• Assets with predictable wear and tear patterns like vehicles, HVAC systems, and industrial machinery
• Regulated industries, such as aviation, healthcare, and food processing, that mandate tasks to be completed at predetermined time intervals
• Settings where minimizing downtime is a high organizational priority

Benefits of TBM

Time-based maintenance offers plenty of benefits when performed correctly. It’s also a predictable strategy that can be easily managed by maintenance teams of any size. Here are some other key benefits.

Proactive maintenance

Time-based maintenance is the first step in transforming your maintenance program from reactive to proactive. A regular maintenance schedule helps prevent equipment breakdowns, increasing uptime and decreasing the need for reactive or emergency repairs.

Cost savings

Proactive approaches to maintenance lead to major cost savings. By preventing equipment breakdowns, teams can minimize costly and time-consuming repairs and equipment replacements. Overall, the cost of routine maintenance is typically much lower than the cost of emergency repairs and unplanned downtime. Plus, a well-maintained asset operates more efficiently, saving on energy and operational costs.

Increased equipment lifespan

Regular maintenance activities contribute to an extended lifespan for each piece of equipment. TBM ensures regular inspection of all assets and their components according to manufacturer recommendations. This helps maintenance teams stay aware of wear and tear or other issues that could potentially lead to premature failure.

Improved safety

Safety is extremely important in industrial workplaces, and poorly maintained equipment increases the risk of dangerous incidents. Through regular inspections and reliable upkeep, TBM contributes to a safer work environment and improved OSHA compliance by ensuring that equipment is in optimal working condition. Regular inspections and maintenance also reduce the chance of unexpected failures that could pose safety risks to employees.

For instance, maintaining the integrity of critical components like brakes, pressure vessels, and electrical systems helps prevent accidents and injuries. Prioritizing proactive maintenance activities in the service of employee well-being also fosters a culture of safety, which protects assets—including personnel.

Better efficiency and reliability

Efficient and reliable operations help organizations maximize revenue and gain an edge in the marketplace, and TBM ensures that equipment performs at peak productivity. Machines that undergo regular maintenance operate better, produce higher-quality outputs, and experience fewer interruptions in production, ultimately improving overall equipment effectiveness. 

Challenges of time-based maintenance

Time-based maintenance, while beneficial, does have its challenges and limitations, particularly if organizations use it as their sole maintenance strategy. Here are some things to consider when implementing TBM.

Doesn’t address all failure causes: Time-based maintenance can help prevent failures, but typically only those caused by age and wear and tear that come with regular use. However, equipment condition can be affected by many other factors.

Activities can become too frequent: When maintenance occurs based on a predetermined maintenance schedule rather than the actual machine’s condition or needs, there’s potential for activities to be scheduled too frequently, which increases the risk of wasted time and resources, or human error that affects performance.

Activities can be too infrequent: Similarly, if the right balance isn’t achieved and maintenance activities aren’t scheduled frequently enough, the strategy can fail to prevent breakdowns or other issues.

Increased costs due to excessive maintenance: Frequent maintenance requires personnel and resources. It’s important to ensure that your TBM schedule doesn’t become excessive, resulting in higher costs.

Might not be right for all assets: Machines that run only occasionally or aren’t essential to business operations don’t require such a rigorous maintenance schedule.

How to implement a time-based maintenance strategy

Setting up a TBM plan for your organization is a great step toward creating a more proactive approach to maintenance. The following steps provide a general guide for getting started.

Step 1: Identify equipment

First, you must identify the equipment or assets that can benefit from TBM. Create a list of assets that are critical to your operations. Include any that have predictable wear patterns and those that are subject to regulatory maintenance requirements. Prioritize equipment based on its importance for production, safety, and compliance.

Step 2: Establish maintenance intervals

After you’ve categorized the equipment, it’s time to determine the best maintenance intervals for each asset’s tasks. Start by creating a checklist for each asset to determine what kind of maintenance it requires. Then, consult manufacturer recommendations and look at historical maintenance data to establish time intervals for each task.

Consider factors such as frequency of use, operating conditions, and lifespan of components and consumables. Establishing the right intervals is important for ensuring that maintenance teams perform these tasks at optimal times.

Step 3: Develop a schedule

With your lists in place, you can develop a comprehensive maintenance schedule. Maintenance management software, like a computerized maintenance management system (CMMS), can be invaluable for helping set up and create accountability for schedules. A CMMS can automate reminders and notify users of repeat tasks while also tracking completion.

Your schedules should include all necessary tasks for each asset, such as inspections, lubrication, parts replacement, and calibrations. Coordinate the schedule with operation schedules to minimize downtime and disruptions.

Step 4: Conduct training

Proper training is a must whenever you implement a new process. Be sure that maintenance staff are well trained in the specific procedures and protocols for each piece of equipment, as well as the “why” behind shifting toward proactive TBM. Provide training on how to use any new tools or software effectively.

Emphasize the importance of adhering to the new maintenance schedule and recording maintenance activities. Ongoing training will be helpful for maintaining these standards and adapting to changes as they occur.

Step 5: Execute and improve

Execute and stick to the new TBM schedule. Monitor its performance and track key metrics like downtime, maintenance costs, and equipment reliability. Ask maintenance staff and machine operators for feedback to identify areas for improvement.

Continue to optimize the TBM strategy over time to ensure it remains effective and aligned with organizational goals.

Best practices to optimize your TBM strategy

As with most industrial processes, certain best practices can help you reap the numerous benefits of a TBM strategy. These include:

Continuously review and adjust intervals: Use historical data, maintenance KPIs, and feedback from maintenance activities to determine whether intervals need adjustment.

Leverage predictive maintenance tools: This can enhance the effectiveness of TBM strategies by improving the precision of maintenance planning and preventing unnecessary tasks.

Implement a robust documentation system: Thoroughly document all maintenance activities, including steps taken, tasks performed, parts replaced, and any issues that came up during task execution.

Involve operators in maintenance plans: Machine operators are often the first to notice changes in equipment performance. Encourage them to report any anomalies or issues immediately to quickly identify potential problems and enhance the overall effectiveness of your strategy.

Use maintenance management software: Systems such as CMMS software are essential to running an efficient proactive maintenance strategy because they can automate scheduling, track maintenance activities, manage parts inventory, help with asset management, and generate reports with just a few clicks, replacing time-consuming and error-prone manual and paper-based methods.

Prioritize critical assets: Focus your TBM efforts on critical assets that have the most significant effect on your operations. Ensure that these assets receive the attention they need to remain reliable and efficient.

Plan for spare parts and inventory management: Implement an inventory management system that ensures your team is always prepared with the necessary parts on hand when maintenance is due. This planning minimizes downtime and keeps your maintenance activities on schedule.

Use alongside other maintenance strategies: TBM is a great strategy for certain assets and maintenance activities. But pairing this strategy with other preventive maintenance plans like condition-based maintenance (CBM) and predictive maintenance can enhance your entire maintenance operation.

Improve time-based maintenance with a CMMS

Implementing a TBM strategy is a proactive step toward improving your organization’s maintenance operations. Tools like a CMMS further enhance your ability to manage maintenance activities, optimize performance, and achieve cost savings.

With a well-executed TBM plan, you can extend the lifespan of your equipment, improve safety, and maintain high levels of efficiency and reliability in your operations.

To learn more, check out this free demo from Limble.

Published Oct. 21, 2024, on the Limble blog.