Prioritizing Maintenance Tasks 101: Tips to Help Improve Efficiency

A maintenance task is essentially any action taken to keep assets or systems running smoothly, and it includes everything from a scheduled inspection to asset lubrication to parts replacement. That said, maintenance tasks can vary widely in degree of importance, so knowing which tasks to carry out first is critical to keeping operations efficient.

Take, for example, the maintenance of a factory’s main conveyor belt. By not prioritizing its lubrication, the belt could seize up and shut down production. Instead of a quick fix, the factory must now deal with costly repairs to the belt and lost operation time.

Prioritizing maintenance tasks ensures the right tasks get done at the right time, allowing teams to prevent bigger problems before they happen — but it’s not always easy to know what to prioritize. Read on to learn some tips and tools to prioritize maintenance tasks and improve operational efficiency.

Understanding Priority Levels for Maintenance Tasks

Not every maintenance task is urgent, but some can’t wait. Tasks are typically divided in the following ways: 

• Emergency tasks: Emergency (or urgent priority) tasks are those that cannot wait; they require a team’s immediate attention. They can involve safety issues, key asset breakdowns and security problems. 
• High-priority tasks: This type of task is important and needs to be completed as soon as possible, as it will likely affect operations in the near future. Examples of high-priority tasks include safety inspections, leaks and asset repairs.
• Medium-priority tasks: A task that is medium priority does not have to be completed right away; however, not performing it will eventually affect business operations. Medium-priority tasks typically involve those that make up a preventive maintenance schedule — i.e., vendor services or cleaning assets.
• Low-priority tasks: Tasks that are low priority are the least important — they can be completed at a later date and have little to no impact on operations. Examples include restocking parts that are not needed immediately and updating employee training materials.

Benefits of Maintenance Prioritization 

Prioritizing maintenance makes a huge difference in how your business runs. It’s not just about knowing when to fix things but about keeping production moving and avoiding bigger problems down the road. Key benefits include:

• More efficient workflows: By handling the most important tasks first, prioritizing maintenance keeps your business’ workflow running without a hitch. Instead of scrambling to fix unexpected breakdowns, teams stay ahead of problems, which means less unplanned downtime and fewer disruptions. 
• Better equipment reliability: When teams prioritize maintenance, assets stay in top shape. Well-maintained machines run better, last longer and perform consistently. It also gives businesses confidence that the equipment they rely on will work when they need it, keeping operations steady.
• Decreased maintenance costs: Prioritizing maintenance tasks and regularly maintaining assets allows teams to identify small issues before they become larger problems, preventing costly emergency repairs and contributing to lower maintenance costs overall. 
• Improved safety: Prioritizing tasks also helps teams plan for potential hazards and makes everything safer because it keeps equipment in good shape. When assets are properly maintained, you’re less likely to face breakdowns that could lead to accidents or unsafe conditions. When equipment is reliable, everyone can work with peace of mind, knowing things are less likely to go wrong. 

How to Prioritize Maintenance Tasks 

Prioritizing maintenance tasks is all about knowing what needs attention first so you’re not constantly putting out fires. Knowing how to prioritize tasks keeps operations running, prevents breakdowns, and saves time and money. Here are seven steps you should take when determining which tasks you should tackle first: 

1) Determine the Urgency & Impact 

When prioritizing tasks, your team should assess the risks associated with each by creating a risk matrix. This visual tool allows you to see how potential risks will affect a business based on intersecting factors, including the likelihood a risk event will occur and how it will affect operations. 

In other words, a risk matrix helps you determine the urgency and impact of a task. For example, a task that has a high likelihood of occurring with a high severity of impact should be prioritized over a task that is less likely to occur and has less of an impact on operations.  

2) Think About Resources & Dependencies 

In prioritizing tasks, estimate the cost and effort of your maintenance tasks based on their difficulty, duration, resources (i.e., time, money, materials, tools and staff) and dependencies (for example, some tasks require others to move forward before they can begin, while others may have constraints or may share or affect common parts) required for completion. 

Use various tools like expert opinions, historical data and estimation techniques to calculate the effort and cost as well as a contingency factor to calculate uncertainties and risks. The goal is to strike the right balance between each task’s value and its cost. 

3) Communicate & Collaborate 

Communication and collaboration help teams prioritize maintenance tasks by making sure everyone is on the same page about what needs attention first. Asset operators are the first to notice unusual sounds, leaks or performance drops, so their input can help flag potential issues early. Technicians provide insight into recurring problems and the time or resources needed for repairs. Management balances maintenance needs with operational goals and budgets.

When team members share information, they get a clearer picture of what’s urgent and what can wait.

4) Apply the Criteria 

Once you’ve identified key factors like equipment importance, risk level and maintenance history, it’s time to gather that information and assess the ranking of maintenance tasks based on urgency. Don’t forget to make adjustments as new issues come up — task priority can shift based on production demands, unexpected breakdowns or resource availability.

5) Monitor & Tweak 

Prioritizing maintenance is an ongoing process in need of adjustments to stay proactive and aligned with what your team and equipment actually need. Track how well your system is working over time and adjust task prioritization based on real-time data, team feedback and the shifting needs of your business. If an asset keeps breaking down or tasks are constantly delayed, it’s a sign something needs to change in your process.

6) Automate When Possible 

Automation can make prioritizing asset maintenance tasks easier and more efficient. Using a computerized maintenance management system (CMMS) to set up automatic reminders for routine checks or tracking equipment performance helps you stay ahead without manually keeping track of everything.

7) Review & Learn 

After going through the above, take note of what worked and what didn’t, and use that feedback to refine your approach. Tweak your methods and tools for better results. Maybe you’ll spot areas that need attention or opportunities to improve. Setting up a feedback loop or continuous improvement cycle helps you keep track of those changes and measure how well they’re working.

Using a CMMS to Prioritize Maintenance Tasks

Coast’s CMMS software allows you to track equipment health, performance and maintenance history, so you can quickly gauge what needs attention. Our app helps you organize tasks by priority, making sure the most critical repairs or inspections are carried out first. You can also create and assign work orders, track a task’s progress, communicate with members of your team in real-time and adjust maintenance priorities as needed — all in one place.