Machine servicing in industry - how to plan and implement effective maintenance to avoid downtime

Estimated reading time: approx. 10 minutes

TL;DR

• Machine service minimises breakdown and downtime costs
• Regular maintenance increases product quality and safety
• Key elements of the service strategy include scheduling, monitoring and preventive exchanges
• Implementation of the service plan requires an audit, proper parts logistics and training
• Integrated systems such as ERP or MESsupport the maintenance of machines and robots

Table of contents

• Introduction
• Why is machine maintenance crucial in industry?
  • Costs associated with failures
  • Quality increase and employee safety
• Key elements of the service strategy
  • Periodic inspection and maintenance schedule
  • Monitoring of operating parameters
  • Preventive replacement of wearing parts
  • Documentation and repair history
  • Training for operators and technicians
• The most common challenges in machine maintenance
  • Limited maintenance budget
  • Incomplete or outdated documentation
  • Lack of qualified service personnel
  • Inadequate communication between departments
• How to implement effective machine maintenance - step by step
  • Step 1: Audit of the current state
  • Step 2: Creating a personalised service plan
  • Step 3: Streamline spare parts logistics
  • Step 4: Regular training and communication within the team
  • Step 5: KPI analysis and continuous improvement
• Example of a solution - cooperation with an external service provider
  • Advantages of working with an external service provider
• Machine servicing and robotic workstations
  • Differences in service between classic machines and industrial robots
• Machine service in the context of integrated control systems
  • Automatic alerts and maintenance planning
  • Decision-making support
• Additional legal and certification aspects
• How do you calculate the ROI of regular machine maintenance?
• Practical tips to extend the life of your machinery
• Summary and benefits of a well-organised machinery service
• Applications and invitation to contact
• FAQ

Introduction

Machine servicing is a key element in ensuring production continuity and efficiency in today's industrial plants. In an era of dynamic market changes and rising customer expectations, even a minor fault can affect delays in the supply chain. In this article, we discuss why machine maintenance is so important, what strategies are worth adopting in your service plan and the benefits of regular equipment maintenance. You will learn step-by-step how to take care of maintenance and what mistakes to avoid when designing and implementing machine maintenance in a company.

This guide is mainly aimed at managers, engineers and owners of production companies wishing to optimise the maintenance process. Michale Automation has been supporting companies in the field of complex automation, machine building and production lines for years. We also provide machine service and enjoy the trust of many industrial operators.

In the rest of the article you will find information on:

• The nature of machine servicing and its impact on business profitability.
• Key elements of a well-planned service strategy.
• The most common challenges in the maintenance and repair of industrial equipment.
• Practical tips for implementing machine maintenance in a production facility.

In addition, we outline how to combine maintenance with modern automation solutions, and share tips to help reduce the risk of failure and lower operating costs.

Why is machine maintenance crucial in industry?

Machine servicing is not just about repairing when something stops working. It is first and foremost a comprehensive system for preventing faults, optimising operation and reducing downtime. In a production environment, machine reliability is fundamental to maintaining process continuity.

Costs associated with failures

According to various market studies, each hour of production downtime can generate costs ranging from several to even several hundred thousand PLN, depending on the scale of the company. These costs include not only the repair of the machine, but also:

• Need to stop the production line.
• Losses related to unfulfilled orders.
• Contractual penalties, if any, resulting from missed delivery dates.
• Additional workload required to address quality issues.

For this reason, regular health checks on equipment increase the chance of avoiding major breakdowns, minimising operational losses.

Quality increase and employee safety

Well-maintained and properly calibrated machines operate more precisely, which has a direct impact on product quality. In industries where strict quality control counts (e.g. pharmaceuticals, food, automotive), any deviation can affect consumer satisfaction and possible claim costs.

In addition, the proper condition of the machinery increases the level of safety for workers - efficient safety systems, brakes or sensors protect against accidents at work.

Key elements of the service strategy

Well-planned machinery maintenance prevents long-term downtime and drastic repair costs. It is worth looking at five key elements that determine the effectiveness of a service plan.

Periodic inspection and maintenance schedule

Without regular servicing, it is difficult to talk about effective maintenance. Periodic maintenance, in which the condition of bearings, drive belts or lubrication systems is checked, is essential. Depending on the type of machine and how intensively it is used, servicing can take place every month, quarter or six months.

The review plan should include:

• Technical documentation of the equipment.
• Manufacturer recommendations.
• Operating conditions (e.g. dust, high humidity, temperature fluctuations).
• Intensity level.

Monitoring of operating parameters

Increasingly, IIoT (Industrial Internet of Things) solutions are being found in modern production plants, which allow machine parameters (e.g. engine temperature, pressure, vibration) to be tracked in real time. This makes it possible to detect worrying symptoms and counteract failures before they become a serious problem.

At Michale Automation, we support companies in the selection of sensors and monitoring systems that can be integrated into existing production lines, as well as ERP or MES systems. This allows for an immediate response as soon as symptoms of impending faults are noticed.

Preventive replacement of wearing parts

Some components on machines are subject to constant wear (e.g. seals, belts or filters). Replacing them on an ongoing basis before they are completely worn out can be much cheaper than repairing a major breakdown and will reduce downtime.

Documentation and repair history

Every service and maintenance operation should be carefully recorded: date performed, scope of work, parts replaced, tests and calibrations. This makes it possible to:

• Analyse which elements break down most frequently.
• Precisely establish the next date for replacement of the part in question.
• Only allow proven equipment to work.

Training for operators and technicians

It is not enough just to take care of maintenance if there is no properly trained team. Sometimes a trivial operating error can contribute to equipment damage or even an accident. When implementing a service plan, it is always necessary to include training so that staff are familiar with safety procedures, how to operate and maintain the equipment and can react quickly to alarming signals.

The most common challenges in machine maintenance

Even the best service plan can encounter barriers. Properly identifying and resolving potential problems is the key to keeping production running without unnecessary downtime.

Limited maintenance budget

Many managers still see the maintenance department as a cost centre. As a result, they try to reduce maintenance expenditure. However, the lack of regular maintenance results in the need for emergency repairs once a breakdown has occurred. This in turn generates a much higher cost, not to mention production line stoppages.

Incomplete or outdated documentation

The lack of up-to-date diagrams, technical drawings and operating data information contributes to increased fault diagnosis time and the risk of incorrect spare parts selection. It is good practice to keep documentation up to date and create digital archives accessible to all departments concerned.

Lack of qualified service personnel

In times of skills shortages in the market, maintenance departments are often under-invested. This creates difficulties in responding to sudden breakdowns, staff shortages and the need to outsource some tasks (which can be costly).

Inadequate communication between departments

Implementing consistent maintenance procedures requires the cooperation of many teams - from machine operators to the engineering department to logistics and spare parts procurement. Poor communication can result in delays to planned maintenance or hinder rapid responses to minor faults.

How to implement effective machine maintenance - step by step

Implementing effective machinery maintenance requires the development of consistent procedures at all levels of the organisation. Below you will find a practical pathway to help maximise the reliability of your plant equipment.

Step 1: Audit of the current state

To begin with, it is worth conducting a multidimensional audit that includes:

• Checking the technical documentation.
• Analysis of failure and repair history.
• Interviews with operators on the most common faults.

The aim is to identify those areas where the risk of failure is greatest and which need urgent action.

Step 2: Creating a personalised service plan

Based on the findings of the audit, a detailed maintenance strategy can be developed, taking into account:

• Critical equipment whose failure generates the highest downtime costs.
• Frequency of reviews and specific scope.
• List of spare parts requiring regular replacement.
• Crew safety and training procedures.

At Michale Automatika, we always focus on an individual approach when working with customers, tailored to the specifics of the company's production lines and technology.

Step 3: Streamline spare parts logistics

Even the best-planned machinery service can fail if the necessary spare parts are not available at the right time. It is therefore worthwhile:

• Set minimum stock levels for critical components.
• Work with reliable suppliers to ensure prompt delivery.
• Use ERP systems to automatically generate orders.

Step 4: Regular training and communication within the team

It is crucial that the service team, operators and engineers know what the service plan looks like in practice and what its role is. Training should include, but not be limited to:

• Fundamentals of workplace safety rules.
• Defect reporting and review standards.
• Methods for responding quickly to minor faults.

Step 5: KPI analysis and continuous improvement

Once the service plan has been implemented, it is important to measure the effectiveness of the activities carried out. The most common things to monitor include:

• The number of failures in a given time interval.
• Mean Time To Repair (MTTR).
• Mean Time Between Failures (MTBF).
• The cost of repairs versus the cost of scheduled maintenance.

On the basis of the collected data, the service plan can be continuously refined, maintenance schedules optimised or the scope of preventive repairs modified.

Example of a solution - cooperation with an external service provider

Not all companies have an extensive maintenance department. In such a situation, it makes sense to partner with an external company to service the equipment.

Advantages of working with an external service provider

• Access to an experienced team of specialists.
• Only be able to use the service when there is a real need.
• Access to professional diagnostics and tools that usually require high investment.

As well as building machines and designing automated production lines, Michale Automation also provides service and maintenance of production workstations for various industries. If you would like to find out more about the scope of these services, take a look at the website:
servicing and maintenance of stations.

Machine servicing and robotic workstations

In recent years, there has been a rapid increase in interest in the robotisation of industrial processes. Robots provide repeatability and precision, but they too require servicing and maintenance. For example, as an official distributor of SIASUN robots, Michale Automatika offers comprehensive robot implementation and service.

Differences in service between classic machines and industrial robots

Although the basic maintenance objectives remain the same (preventing failures, minimising downtime), robots are often equipped with more complex control and sensor systems. They require insightful digital diagnostics and advanced software tools to detect and analyse possible faults in the automation area.

If you are interested in what a comprehensive process robotisation offering looks like, you can visit:
Automation and robotics.

Machine service in the context of integrated control systems

More and more companies are opting for the integration of machines into production management systems (ERP, MES). This makes it possible not only to control production efficiency and quality, but also to automatically generate information about upcoming maintenance dates.

Automatic alerts and maintenance planning

In integrated software environments, it becomes possible to set up automatic alerts, e.g. when a certain number of engine hours or production cycles have been reached or after a certain period of time. The ERP system then almost 'reminds' itself to carry out maintenance, order spare parts or calibrate.

Decision-making support

With data collected in real time, managers and engineers can make decisions on possible modifications to the production plan or carry out accelerated servicing when a machine starts to show worrying performance. This increases overall production flexibility.

Additional legal and certification aspects

Depending on the industry (e.g. food, pharmaceuticals, automotive), there may be standards and regulations that require specific service standards and regular inspections.

• In the food industry, maintaining hygiene and eliminating the risk of product contamination will be key.
• Special guidelines for periodic safety inspections apply to machinery that comes into contact with chemical or medical substances.
• In the automotive industry, certifications to meet quality standards (e.g. IATF 16949), which require frequent equipment inspections, can be important.

How do you calculate the ROI of regular machine maintenance?

Many owners and managers are sometimes sceptical about the additional costs of equipment maintenance, so it is worth providing them with a look at the figures.

• Costs of planned reviews: include, among other things, spare parts, man hours of the service team, possible downtime if the service cannot be carried out "on the run".
• Costs of failures and unplanned downtime: include not only repair expenses, but also loss of revenue.
• Production capacity: efficient machinery often means greater productivity and the ability to deliver orders more quickly.

Comparing these values, it can quickly be seen that preventive maintenance measures are more cost-effective in the long term.

Practical tips to extend the life of your machinery

Finally, a few tips to put into practice so that the machines remain highly efficient for many years to come.

1. Use lubricants according to the manufacturer's recommendations - using the wrong oil or grease can accelerate component wear.
2. Clean and remove debris regularly - dust, dirt and chemicals accumulating inside the housing can lead to overheating and electronics failure.
3. Use genuine spare parts - substitutes of inferior quality do not always guarantee the same service life and safety as the manufacturer's recommended parts.
4. Maintain stable operating conditions - although not possible in every industry, adherence to recommended temperatures and humidity is crucial to the longevity of machinery.
5. Monitor vibration and noise - abnormal vibrations or a sudden increase in noise levels often signal that some components need to be checked quickly.

Summary and benefits of a well-organised machinery service

• Reducing the risk of failure and downtime: with scheduled maintenance, part replacements and ongoing inspections, your plant will avoid unexpected production line stops.
• Greater efficiency and better quality: machines operating at optimum performance enable higher product quality to be achieved and orders to be completed more quickly and efficiently.
• Employee safety: efficient safety systems, brakes and sensors ensure a higher level of safety, reducing the risk of accidents at work.
• Lower overall costs: although maintenance requires some money, the investment pays off in the form of reduced emergency repair costs and lost production.
• Longer fleet life: proper use and maintenance extends the life cycle of the equipment, which affects the company's capital expenditure plan.

If you want to explore the topic of machine maintenance and modernisation in the context of larger projects, including complex automation and robotisation implementations in your plant, it is worth reading the details on our website:
Explore Michale Automation's full range of services.

Applications and invitation to contact

Properly designed and implemented machine maintenance is key to maintaining high production efficiency and quality. With precise maintenance schedules, staff training and the use of modern machine monitoring tools, the risk of breakdowns can be significantly reduced.

At Michale Automation, we offer comprehensive support in the area of building and servicing machines and entire production lines. If you are looking for a reliable partner in the field of maintenance, we encourage you to take a look at our offer and contact us for an individual consultation.

We also encourage you to read related articles on our blog and to visit the service section regularly:
Maintenance services

We hope that with these practical tips you will effectively improve the efficiency and reliability of your machinery fleet, which will translate into tangible benefits for your entire company. Good luck in optimising your machine service and feel free to contact us directly if you need professional support!

FAQ

How often should machinery be serviced?
The frequency of inspections depends on the type and intensity of use of the equipment. In some cases, once every six months is sufficient, but critical machines even require monthly inspections to prevent sudden failures.

Is downtime during servicing always necessary?
Not always. In many situations, servicing can be carried out with minimal reduction in production or during production downtime. By developing a good schedule, downtime can be reduced or eliminated altogether.

How to reduce maintenance costs?
The best method is planned maintenance, using monitoring of machine performance and prompt replacement of components that wear out. Many companies also opt for partial outsourcing of maintenance services, which can be cheaper than maintaining extensive in-house resources.

Is it complicated to implement IIoT systems?
Implementation of IIoT solutions requires integration of hardware and software, but with the support of an experienced partner, the process can be relatively smooth. IIoT solutions bring long-term benefits in the form of early fault detection and process optimisation.