Ad-hoc approach to planning 

Implementing lean maintenance is a big project and some organisations underestimate or rush the planning stage in a bid to quickly reap its benefits (e.g. increased machine efficiency, safer facilities, better workforce utilisation, etc). 

They end up launching without developing a comprehensive project plan. Inevitably, several frustrating issues begin to manifest during implementation such as:

• Wasted time and poor allocation of other valuable resources. Because goals, timelines, and schedules for important milestones during implementation are unclear. Without specific details of steps to take, when to take them, and how to track progress, it is difficult to monitor progress and course correct. This significantly increases the chances of a failed lean maintenance implementation. 

• Equipment history is inadequate and unclear. There is little data to give clear insights about persistent issues with the mission-critical equipment in the plant and the maintenance unit in general. Thus, planning for improvements becomes difficult.

• Lack of top management commitment and accountability. No top management staff is assigned to the process thus the advantage gained from leading by example is lost.

That being said, it’s essential. to ensure that the planning effort is led by people that understand the effect the changes will have on maintenance processes and that they work closely with the maintenance team at every step.

Poor change management 

Lean maintenance requires a strict commitment to waste reduction and continuous improvement in all maintenance operations. As a result, there will be major changes to workflow and activities within the maintenance unit. Depending on the current state of maintenance processes, implementing lean may become quite a struggle for the entire organisation. 

This challenge is very common in older companies where the staff has become comfortable doing things in a particular way for years – there will be some inevitable resistance to change. In fact, there is a tendency for long term employees to put up more resistance to a lean culture. 

Resolving this issue requires that staff are engaged frequently, trained, and made to understand the direct long term benefits to them and the entire company. 

This step should not be overlooked because poor change management is enough to ruin the entire project.

Initial costs 

The improved processes that come with lean maintenance will require some initial expenditure. For instance, it may be necessary to redesign or modify some major equipment for improved production quality. Or the entire facility may require some layout modifications to facilitate orderliness and safety. And of course, staff will need to be trained to get accustomed to the new way of doing things.

In addition, lean encourages as much automation as possible so companies can expect to invest in technologies and tools that will boost lean maintenance such as mobile maintenance software, condition monitoring sensors, and predictive analytics.

Carrying out several audits to investigate and permanently resolve recurring problems may cost money as well. It’s important that the organisation understands this reality and makes adequate provision for these expenses. Fortunately, with time, the rewards from these improvements will become noticeable through improved quality, speed, and less customer complaints.

Supply chain issues 

A major precept of successful lean maintenance is minimal storage of spare parts – better known as just-in-time ordering.

Although this approach has its benefits, it can quickly turn into a problem if there is the slightest delay in the supply chain. This means that organisations that struggle with  their ordering system will likely not be able to truly implement lean maintenance.  

To make this work, structures need to be in place for close coordination with suppliers as well as adopting automated re-ordering systems so that spare parts and tools for equipment servicing and repair arrive at the perfect rate to meet maintenance demands.

Final thoughts

Just like lean manufacturing, lean maintenance focuses on eliminating waste and reducing costs in operational processes through automation, more engaged staff, and continuous improvements in every endeavor. 

At every stage of implementation, it is advisable that the entire organisation recognises the potential challenges and understands the steps to take to push through and achieve a truly efficient lean maintenance system.