Planned Downtime

What is planned downtime?

Planned downtime refers to the scheduled periods when production systems, equipment, or facilities are deliberately taken offline or shut down for maintenance, upgrades, or other predetermined activities. Unlike unplanned downtime, which is often unexpected and costly, planned downtime is strategically built into operational schedules to reduce disruptions and control costs.

Companies deliberately build this strategic equipment and facility management approach into their operational schedules.

To understand planned downtime better, let’s examine its key components and implementation:

Purpose and Activities Planned downtime typically encompasses several types of activities:

• Preventive maintenance like lubricating machines, replacing worn parts, or calibrating equipment
• System upgrades or software updates
• Process improvements or facility modifications
• Equipment testing and quality checks
• Deep cleaning of facilities or equipment
• Staff training on new procedures or equipment

Types of Downtime

Downtime can be categorized into two main types: planned and unplanned.

Understanding the differences between these two types is crucial for effective maintenance planning and execution.

Planned Downtime

This is when production systems, equipment, or facilities are deliberately taken offline for maintenance, upgrades, or other predetermined activities.

By scheduling downtime, companies can perform routine maintenance, system upgrades, and staff training without disrupting production cycles.

Planned downtime is a proactive approach to equipment management. It helps to reduce excessive maintenance and unscheduled downtime and prevent unexpected breakdowns.

Unplanned Downtime

Unlike planned downtime, unplanned downtime occurs unexpectedly due to equipment failures, system crashes, or other unforeseen issues.

These downtime events can be costly and disruptive, often leading to significant production losses and emergency repair costs.

Effective maintenance strategies aim to minimize unplanned downtime by increasing the frequency and quality of scheduled maintenance activities.

By distinguishing between planned and unplanned downtime, organizations can better allocate resources, optimize maintenance schedules, and enhance overall operational efficiency.

How to strategically use planned downtime?

First, they often schedule it during natural production lulls or off-peak hours to minimize impact on operations.

For example, a manufacturing plant might schedule maintenance during off-peak times when production demands are lower, or a retail website might schedule updates during early morning hours when user traffic is minimal.

The maintenance team is crucial in coordinating these scheduled downtimes to ensure efficient communication and minimize production delays.

Second, organizations typically plan these downtimes well in advance, sometimes months ahead, allowing them to:

• Coordinate with various departments and stakeholders for scheduling maintenance and finding the ideal time for necessary repairs and upgrades
• Arrange for essential replacement parts for critical assets or specialized technicians
• Prepare alternate production schedules
• Notify customers or end-users of the upcoming interruption
• Plan multiple maintenance activities during downtime to maximize efficiency and effectively perform maintenance strategies.

Benefits of Planned Downtime

Reduced Costs

While planned downtime does involve some production loss, it’s significantly less expensive than emergency repairs or unplanned breakdowns.

Think of it like regular oil changes for your car – spending a little time and money on maintenance prevents more costly repairs later. Scheduling downtime strategically can minimize production losses and ensure maintenance activities are conducted during low-demand periods.

Improved Equipment Reliability

Regular maintenance during planned downtime helps equipment run more efficiently and extends its operational life. This is similar to how regular medical check-ups help maintain human health rather than waiting for an emergency.

Planned downtime is crucial for managing the production cycle, allowing companies to perform necessary maintenance without disrupting ongoing operations.

However, unplanned downtime events can cause unexpected interruptions, significantly impacting processes and productivity.

Better Resource Management

Companies can optimize their maintenance schedules by coordinating various tasks during planned downtime.

This might include scheduling preventive maintenance alongside system upgrades or staff training, making the most efficient use of the downtime period.

Enhanced Safety

Scheduled maintenance allows proper safety protocols to be followed without the pressure of emergencies.

Technicians can work methodically and thoroughly, reducing the risk of accidents or incomplete repairs.

To implement planned downtime effectively, companies typically follow a structured approach:

1. Assessment: Analyzing equipment performance data and manufacturer recommendations to determine optimal maintenance intervals
2. Scheduling: Creating a master maintenance calendar that aligns with production schedules and business cycles
3. Planning: Developing detailed work plans, including required resources, personnel, and safety procedures to reduce equipment downtime
4. Communication: Informing all stakeholders about the scheduled downtime and its impact
5. Execution: Carrying out the planned activities while monitoring progress and documenting all work performed
6. Evaluation: Reviewing the effectiveness of the downtime activities and adjusting plans based on outcomes

Data and Illustration: WorkTrek.com

When implementing planned downtime, companies must balance several considerations:

Production Demands: Finding the right time for maintenance while meeting customer needs and production targets

Resource Availability: Ensuring necessary personnel, parts, and tools are available during the scheduled period

Cost Implications: Weighing the immediate cost of planned downtime against the long-term benefits and potential costs of equipment failure

By carefully managing these factors, organizations can use planned downtime to maintain operational excellence and prevent more costly unplanned disruptions.

Difference between planned downtime and scheduled downtime

Planned downtime refers to the scheduled periods when production systems, equipment, or facilities are deliberately taken offline or shut down for maintenance, upgrades, or other predetermined activities.

Companies deliberately build this strategic equipment and facility management approach into their operational schedules.

Scheduling maintenance is crucial to minimize disruption to production, especially in environments that operate continuously or lack night shift options for maintenance crews.

To understand planned downtime better, let’s examine its key components and implementation:

Purpose and Activities Planned downtime typically encompasses several types of activities:

• Preventive maintenance like lubricating machines, replacing worn parts, or calibrating equipment
• System upgrades or software updates
• Process improvements or facility modifications
• Equipment testing and quality checks
• Deep cleaning of facilities or equipment
• Staff training on new procedures or equipment

Strategic Use of Scheduled Maintenance

First, they often schedule it during natural production lulls or off-peak hours to minimize impact on operations.

For example, a manufacturing plant might schedule maintenance during weekend shifts when production demands are lower, or a retail website might schedule updates during early morning hours when user traffic is minimal.

Managing the production cycle to find suitable windows for planned downtime can be challenging, especially for companies operating continuous production cycles.

Second, organizations typically plan these downtimes well in advance, sometimes months ahead, allowing them to:

• Coordinate with various departments and stakeholders
• Arrange for necessary replacement parts or specialized technicians
• Prepare alternate production schedules
• Notify customers or end-users of the upcoming interruption
• Plan multiple maintenance activities during the same downtime window to maximize efficiency

Calculating Planned Downtime

Calculating planned downtime is essential for effective maintenance planning and execution. The planned downtime KPI helps organizations measure their maintenance activities’ efficiency and identify areas for improvement.

Planned Downtime Calculator

The average overall equipment downtime should be 10 percent or less to ensure optimal performance and minimal disruption to production cycles. Regularly calculating and monitoring planned downtime helps maintenance teams schedule planned downtime more effectively, reducing the risk of excessive maintenance and unplanned downtime events.

Tracking Planned Downtime with a CMMS

A computerized maintenance management system (CMMS) like WorkTrek makes scheduling and managing planned downtime easy. A CMMS can inspect and maintain equipment proactively, track planned downtime, and prevent unnecessary downtime. It can also help to improve operational efficiency and reduce maintenance costs.

With a CMMS, maintenance teams can:

• Schedule Planned Downtime: Easily create and manage maintenance schedules, ensuring all necessary tasks are performed during planned downtime.
• Track Maintenance Activities: Keep detailed records of all maintenance tasks, including preventive maintenance, system upgrades, and equipment testing.
• Monitor Equipment Performance: Use real-time data to identify potential issues before they lead to unplanned downtime, allowing for timely interventions.
• Optimize Resource Allocation: Ensure the right personnel, parts, and tools are available when needed, reducing delays and improving maintenance efficiency.

Data and Illustration: Worktrek.com

By leveraging a CMMS’s capabilities, organizations can streamline their maintenance processes, reduce excessive maintenance, and minimize the impact of downtime on production cycles.

Conclusion

Planned downtime is crucial to facilities management, ensuring that equipment remains reliable and efficient.

By understanding the types of downtime, calculating planned downtime, and tracking planned downtime with a CMMS, organizations can improve their overall maintenance operations and reduce the impact of downtime on production.

Compelling maintenance planning and execution can help to minimize downtime, eliminate inefficiencies, and control costs.

Incorporating these strategies into your maintenance schedule will enhance equipment performance and contribute to your organization’s long-term success.

You can maintain operational excellence and achieve your production goals by proactively managing planned and unplanned downtime.