Costs & KPIs · Advanced
Perform a Daily Maintenance Management Review
Learn to conduct a concise daily management review by bringing together operational exceptions, maintenance costs and performance indicators. Turn the findings into management decisions with named owners and follow-up deadlines, rather than rebuilding the daily work schedule.
A daily maintenance management review is a critical, short meeting designed to quickly identify and address operational deviations, cost fluctuations, and performance issues. Its purpose is not to re-plan the day's work but to make rapid, informed decisions, assign responsibilities, and ensure critical issues are escalated or resolved efficiently.
Where it's available and step by step
Step by step in ManWinWin Desktop
- 1
Define the equipment or operational area covered by today's review and the reporting cut-off, keeping the same scope as the previous review.
- 2
Check the previous review's actions and identify unresolved decisions or missed follow-up deadlines that still require management attention.
- 3
Consult maintenance requests and active work orders for changes since the last review, noting new urgent issues and equipment downtime using your organisation's urgency labels.
- 4
Consult the preventive maintenance schedule and outstanding work orders, selecting only overdue or blocked work whose operational consequences require a management decision.
- 5
Review available performance reports for indicators such as MTTR or MTBF, checking the reporting period and comparing like-for-like results with agreed targets before flagging a deviation.
- 6
Review recorded maintenance costs for the same equipment or area, noting significant changes since the previous review and consulting the related work orders or cost records to establish what explains them.
- 7
For each significant exception, cross-check the supporting records and decide whether to escalate an operational risk, seek resources or request further investigation; distinguish confirmed facts from information still to be verified.
- 8
Record a concise review note in your team's agreed review record, identifying each decision, its supporting request or work order, an action owner and a follow-up deadline, then communicate the decisions to those responsible.
Theory and technical background
The Purpose of Daily Maintenance Reviews
Daily maintenance reviews are a lean management practice, often associated with a 'Gemba walk' approach, focusing on real-time operational data. They help identify emergent problems, potential risks, and opportunities for immediate corrective action, aligning with the principles of proactive maintenance management. The goal is to move from problem identification to resolution quickly, preventing minor issues from escalating into major disruptions, thereby enhancing operational availability and reliability.
Integrating Performance Indicators (KPIs)
Incorporating key performance indicators (KPIs) like Mean Time To Repair (MTTR), Mean Time Between Failures (MTBF), or OEE (Overall Equipment Effectiveness) into daily reviews provides a quantitative basis for decision-making. Reviewing these metrics, especially against established baselines or targets, allows for early detection of performance degradation or improvement trends. This data-driven approach supports ISO 55000 asset management principles by enabling continuous monitoring and optimization of asset performance and reliability.
From Data to Actionable Decisions
The effectiveness of a daily review lies in its ability to translate data (work order status, cost reports, KPI deviations) into concrete management decisions with clear ownership and deadlines. This process avoids endless discussions and ensures accountability. Decisions might include reallocating resources, escalating a safety concern, initiating a root cause analysis, or validating a new maintenance procedure. This systematic approach fosters a culture of continuous improvement and rapid problem-solving.
Best practices
- Keep reviews concise (15-30 minutes) and focused strictly on exceptions, not detailed work planning.
- Assign clear ownership and deadlines for all decisions and action items to ensure accountability.
- Utilize CMMS reporting tools to quickly access relevant work orders, costs, and KPI data.
- Distinguish between verified facts and information that requires further investigation to avoid premature decisions.
Frequently asked questions
What is the primary goal of a daily maintenance review?
Its main goal is to identify and address critical operational exceptions, cost deviations, and performance issues quickly. The aim is to make swift, actionable decisions, assign ownership, and prevent minor problems from escalating.
How does a daily review differ from regular maintenance planning?
A daily review focuses on immediate, short-term exceptions and deviations, whereas regular planning involves scheduling, resource allocation, and long-term strategy. The daily review is about quick problem-solving, not re-planning the entire schedule.
What kind of data should be reviewed daily?
Focus on new urgent work orders, equipment downtime, overdue PMs, significant cost variances, and key performance indicator (KPI) deviations such as MTTR or MTBF. Only review data relevant to current operational exceptions.
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