Preventive Maintenance (PM) is often seen as the foundation of reliable asset performance. However, the reality in the field is that not all PM work delivers value. Poorly executed PMs can be just as harmful as having no maintenance strategy at all – at least with no maintenance you truly know where you stand! This is where PM quality audits come in. By auditing your PM tasks, you ensure that every inspection, adjustment, and lubrication activity contributes to equipment health rather than becoming a tick-box exercise. You are also validating that the maintenance work you had planned to be done, was in fact fully carried out on the equipment, and not just partially done or even worse, the equipment wasn’t touched at all.
In this article, we’ll explore what PM quality audits are, why they matter, and how to execute them effectively and ensure your maintenance plan isn’t failing.
What is a PM Quality Audit?
A PM quality audit is a structured review of preventive maintenance tasks to assess:
- Effectiveness: Is the task preventing failures or identifying them early?
- Execution quality: Are technicians performing tasks to the right standard and following the job plan? Are the team doing what you think they are doing?
- Relevance: Is the PM task still necessary, or is it outdated? Is it optimised for the equipment type?
- Documentation: Are results captured properly in the CMMS, and are any follow-ups actioned?
Unlike general maintenance audits, PM quality audits focus on how well PMs are designed, planned, and executed.The goal is to eliminate waste, improve reliability, and maximize the ROI of your maintenance strategy.
Why PM Quality Audits Matter
Even the most well-designed PM program can fail if the execution quality is low. Here are a few reasons why audits are essential:
1. They Ensure Work is Value-Adding
Without audits, PM tasks risk becoming repetitive and almost robotic, performed with little thought as to their effectiveness. Quality audits verify that every step in the job plan is purposeful.
2. They Highlight Training Gaps
Audits can reveal where technicians might need refresher training or clearer instructions. For instance, a lubrication PM may fail to include the right oil type or quantity.
3. They Improve CMMS Data Quality
If PM results aren’t being documented correctly, audits will uncover gaps in your CMMS data, which is critical for reliability analysis and compliance.
4. They Drive Continuous Improvement
PM audits aren’t about catching mistakes — they’re about building a feedback loop that improves job plans, checklists, and execution over time.
When to Conduct a PM Quality Audit
- Regular intervals: Conduct audits quarterly or semi-annually for high-priority assets.
- After equipment failures: If a failure occurs despite regular PM, auditing recent PMs can reveal what was missed.
- After PM changes: When job plans are updated, audits confirm that changes are being followed correctly.
- For critical PMs: Focus first on PM tasks that directly impact safety, compliance, or critical production assets.
In an ideal world, PM quality auditing will form part of your weekly routines as a planner, with support from shift supervisors. Sample checks every week mean that your whole facility is in scope as you complete an audit cycle.
How to Conduct a PM Quality Audit
Performing a PM quality audit doesn’t have to be complicated. Here’s a step-by-step approach:
1. Define the Scope
Identify which PM tasks or assets you’re auditing. Start with high-value or critical equipment where the cost of failure is highest.
2. Review the Job Plan
Before observing the PM, examine the job plan or checklist:
- Are all steps clear and actionable?
- Are specifications (e.g., torque values, measurements) included?
- Are the required tools and parts listed?
3. Observe the Execution
Join a technician during the PM task and look for:
- Adherence to job steps.
- Use of correct tools, parts, and techniques.
- Any workarounds or deviations from the plan.
4. Review CMMS Data
Check how the PM is logged in your CMMS:
- Are completion notes clear and accurate?
- Were any defects or observations recorded?
- How much labour time was recorded? How does that compare against the planned time?
- Any spare parts logged against the job? Should there have been?
5. Evaluate Outcomes
Did the PM achieve its objective? For example, was a potential fault detected early? Were measurements within acceptable ranges?
6. Provide Feedback
Summarize your findings and give constructive feedback to technicians and planners. Highlight what worked well and where improvements are needed.
7. Update Job Plans
Feed your observations back into the job plan. If steps are unclear or ineffective, update the PM checklist in your CMMS.
Common Findings in PM Audits
- Vague job instructions: Steps like “inspect pump” without clear criteria.
- Incomplete/Inaccurate documentation: Technicians closing out PMs without notes or readings.
- Wrong frequency: Tasks performed too often (wasting time) or not often enough (risking failure).
- Tool or part unavailability: Jobs delayed because planners didn’t verify readiness.
- Failure to report defects: Observations made but not recorded, leading to missed corrective work.
Best Practices for PM Quality Audits
- Use a checklist: Standardize your audits with a predefined template (like our free PM Audit Checklist).
- Engage technicians: Audits should be collaborative, not confrontational. Use them as learning opportunities.
- Document everything: Keep records of audit findings to track progress over time.
- Focus on critical PMs: Start with tasks that impact uptime, safety, or compliance.
- Close the loop: Ensure audit findings lead to action — whether that’s job plan updates, training, or changes to PM frequency.
Free PM Audit Checklist
To make your audits easier, we’ve created a free PM Audit Checklist as part of our FREE Planner HQ Toolkit. This checklist helps you:
- Evaluate PM job steps for clarity and effectiveness.
- Rate the quality of execution.
- Identify gaps in documentation.
- Record opportunities for improvement.
Download the PM Audit Checklist here to start improving your PM quality today.
PM Auditing is also covered in more detail within The Maintenance Planners Playbook – a valuable resource for any Maintenance Planner, CMMS Administrator, Asset Manager or Reliability Engineer.
Conclusion
PM quality audits are a powerful way to ensure your preventive maintenance program is more than just a series of tasks — it’s a reliability strategy that works. By auditing job plans, execution, and documentation, you can catch gaps before they cost you time, money, or safety.
High-quality PM execution isn’t about perfection; it’s about continuous improvement. With regular audits and tools like our PM Audit Checklist, you can take a major step toward world-class maintenance.
For more planning resources and practical insights, visit www.theplannerhq.com and follow our updates on LinkedIn.