Work Equipment Maintenance: A Guide to Extending Workplace Asset Life
As people return to work after the holiday season festivities, the New Year is a time for planning.
Many of us will be making and breaking new year resolutions, some will be researching the next holiday destination trips, or maybe working out how they are going to get through January on a tight budget.
Some however will go back to work and find that a vital piece of work equipment has broken and is in need of repair or even replacement causing disruption and loss of productivity.
Regular maintenance of work equipment is not only crucial for workplace safety, operational efficiency, and cost management it’s also a legal requirement under Provision & Use of Work Equipment Regulations (PUWER).  Whether you're dealing with heavy machinery, office equipment, or specialised tools, following correct maintenance protocols can significantly extend equipment life and prevent costly breakdowns.
Here are some tips to help you comply with PUWER, plan ahead and prevent costly breakdowns.
1.Create a Comprehensive Maintenance Schedule
The foundation of effective equipment maintenance is a well-planned schedule. Document all workplace equipment and establish regular maintenance intervals based on manufacturers recommendations and usage patterns. Include daily, weekly, monthly, and annual maintenance tasks. This proactive approach helps prevent unexpected failures and maintains optimal performance.
2.Daily Inspection and Basic Care
Train your staff to start each workday with basic equipment checks. Look for obvious signs of wear, loose components, or unusual sounds. Clean equipment regularly, removing dust, debris, and any substances that could affect performance. Pay special attention to moving parts, ensuring they're properly lubricated when necessary. Address minor issues immediately before they develop into major problems.
3.Training and Documentation
Ensure all employees are properly trained on equipment operation and basic maintenance procedures. Create detailed maintenance logs for each piece of equipment, recording all inspections, repairs, and replacements. This documentation helps track equipment history and identify recurring issues that may require additional attention.
4.Professional Servicing
While many maintenance tasks can be handled internally, schedule regular professional servicing for complex equipment. Professional technicians can perform detailed inspections, calibrations, and preventive maintenance that may be beyond the scope of regular staff. This investment in professional care often pays for itself by preventing major breakdowns.
5.Storage and Environmental Considerations
Proper storage is essential for equipment longevity. Store equipment in appropriate environmental conditions, protecting it from extreme temperatures, moisture, and dust. Use covers when equipment is not in use and ensure storage areas are clean and organised. Consider factors like humidity control and temperature regulation for sensitive equipment.
6.Replacement Parts Management
Maintain an inventory of essential replacement parts and supplies. Having critical components on hand reduces downtime when repairs are needed. Develop relationships with reliable suppliers and keep contact information readily available for emergency repairs or part replacements.
7.Regular Updates and Assessments
Periodically assess equipment performance and maintenance needs. Stay informed about manufacturer updates, recalls, or improved maintenance procedures. Update maintenance schedules and protocols based on equipment age, usage patterns, and performance history. Consider upgrading or replacing equipment that becomes unreliable or costly to maintain.
Some workplaces which use large amounts of machinery or operate equipment that could cause significant harm if things go wrong, will need more thorough and complex risk assessments undertaken by specialist engineers or H&S competent persons. Software systems can help with monitoring this equipment both when in use and from a maintenance perspective.
Conclusion
If your business or organisation uses work equipment or is involved in providing work equipment for others to use (e.g. for hire), you must manage the risks from that equipment. The requirements for this are laid out in PUWER which although on first glance looks complex, it is fundamentally underpinned by the requirement to assess the risk presented by work equipment and manage those risks.
The Arinite Factsheet 0430 Work Equipment provides some further information about the requirements of PUWER.
By following these maintenance guidelines and PUWER as outlined above, organisations can maximize equipment lifespan, ensure workplace safety, and maintain operational efficiency while controlling maintenance costs and minimising unexpected downtime.
Contact us
Arinite clients worldwide appreciate we provide practical, no-nonsense advice about what you need to do to establish and maintain a safe and healthy working environment.
Our team of Global health and safety consultants take pride in keeping health and safety simple.
If you need to call upon our expert assistance, or just for an informal chat, please call our office +44 207 947 9581, or type an enquiry to: https://www.arinite.co.uk/contact-us/.
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