In shop and facility management, maintenance costs can represent a significant part of the operating budget. Optimising these expenses is essential to improve profitability and ensure the efficiency of day-to-day operations.

Reducing maintenance costs is not only about reducing the amount of money spent, but also about implementing strategies to get the most out of every available resource. From digitisation to the correct distribution of tasks, every step counts in transforming the maintenance processes in the shop.

How the right distribution of tasks improves efficiency

Efficiency in shops depends on the correct distribution of maintenance tasks among staff. As experienced in several retail environments, a disorganised distribution not only generates delays, but also leads to under-utilisation of available talent and resources. The key is to allocate tasks according to the availability and skills of each technician.

A clear example of this can be seen in the personal experience of the shop where a new work allocation methodology was implemented. This consisted of assessing each technician’s workload and assigning tasks based on their availability and expertise. This not only improved productivity, but also reduced downtime, ensuring that technicians were constantly busy with jobs that matched their skills.

Minimising waiting times: keys to an efficient workflow

One of the main factors affecting a shop’s efficiency is time wasted waiting for jobs to be approved or parts to arrive. These delays can create a chain of inefficiencies, with technicians wasting valuable time waiting for these obstacles to be resolved. Implementing a system that minimises these waiting times is crucial to improving profitability.

In the case of the aforementioned shop, forward planning was adopted to ensure that technicians had all the necessary parts before starting a job. In addition, job approval was done immediately, preventing technicians from having to wait while other jobs were being resolved. By integrating these practices, the shop was able to maintain a steady flow of work without interruption, which significantly increased overall efficiency.

The impact of forward planning on operational cost reduction

Advance planning is one of the most powerful strategies for reducing operational costs in any work environment. Lack of planning not only causes chaos, but also leads to inefficient use of resources. In the shop in question, an early diagnostic system was implemented to identify parts and resource needs before problems arose.

By planning ahead, technicians did not have to wait for parts or tasks were delayed due to lack of preparation. This planning allowed repair times to be optimised, which in turn reduced operating costs by avoiding downtime and improving the use of available resources.

How to choose the right technology to manage maintenance

Technology plays a crucial role in optimising in-store maintenance processes. Digital management tools allow for more accurate control of operations, efficient scheduling of maintenance and detailed tracking of resource and parts usage. Choosing the right platforms, such as computerised maintenance management systems (CMMS), helps improve coordination and reduce the possibility of errors.

Implementing technology not only improves accuracy, but also helps reduce long-term costs. These platforms allow real-time tracking of equipment status, forecasting future needs and managing parts inventories more effectively.

Avoid costly mistakes with correct parts and spare parts management

A key aspect of reducing maintenance costs is the effective management of parts and spares. Common mistakes, such as ordering the wrong parts or not anticipating requirements in advance, can result in costly delays. In the shop mentioned above, a more rigorous inventory management system was adopted to ensure that the correct parts were available before any work began.

In addition, staff were trained to identify exact parts needs using VIN codes and other specific diagnostic tools. In this way, costly errors arising from incorrect orders were avoided, significantly reducing downtime and additional costs.

The importance of ongoing training for maintenance staff

Ongoing training of maintenance personnel is essential to maintain efficiency and reduce operating costs. Well-trained technicians not only complete jobs faster, but are also less likely to make mistakes, which reduces costs related to incorrect or mismanaged repairs. The aforementioned shop constantly invests in training its technicians, ensuring that they are up to date with the latest technologies and maintenance practices.

In addition, training allows technicians to be more autonomous, reducing the need for constant supervision and increasing the speed with which jobs can be completed.

Benefits of digitisation in shop maintenance management

Digitalisation has revolutionised many aspects of maintenance management, enabling greater accuracy in task tracking, scheduling and inventory management. In the aforementioned shop, the adoption of digital platforms allowed for the automation of many manual processes, such as task allocation and inventory management, which reduced human error and improved overall efficiency.

Digitisation also enables better data analysis, making it easier to identify areas for improvement and make informed decisions on how to allocate resources more efficiently.

Case study: How one shop optimised its maintenance costs by 30%.

A success story in reducing maintenance costs was experienced by a shop that was able to reduce its operating expenses by 30% by implementing efficiency strategies. By adopting forward planning, distributing tasks correctly and ensuring the right parts were available, the shop was able to maximise its productivity without incurring additional costs. This integrated approach helped improve profitability and customer satisfaction, while optimising the use of resources.

Conclusions and best practices to reduce maintenance costs

Reducing maintenance costs in shops is a task that requires strategy, organisation and the right implementation of technology tools. Through advanced planning, proper distribution of tasks, continuous training and the use of technology, shops can significantly reduce their operating expenses and improve maintenance efficiency. Applying these best practices not only leads to cost reductions, but also improves service quality and customer satisfaction.