In this Ask the Expert session, our team covers best practices for building effective preventive maintenance programs in UpKeep using checklists and PM triggers. This session includes live customer questions, real-world examples, and practical guidance for improving consistency and reducing downtime.
What we cover
How to structure preventive maintenance schedules for reliability and efficiency
How to build clear, actionable checklists that technicians actually use
When to use time-based vs. meter-based PM triggers
What consistent PM completion looks like—and why it matters for reporting and uptime
How to refine and optimize your PM program over time
Key takeaways
Preventive maintenance works best when it’s standardized: clear schedules and clear checklists reduce missed steps and confusion
Checklists drive consistency: every technician follows the same steps, improving quality and compliance
Completion quality impacts reporting: accurate statuses, time, parts, and notes give you meaningful PM reporting
Start simple, then optimize: build lightweight PMs first, then refine based on technician feedback and performance data
Preventive maintenance is proactive—not reactive: strong PM programs reduce emergency work and extend asset life
Best practices at a glance
For Administrators
Keep PM schedules clear and realistic—avoid overloading technicians
Choose the right trigger type (time-based, meter-based, or hybrid)
Build checklist steps that are specific and action-oriented
Standardize what “complete” means for preventive work
Review PM performance regularly and adjust intervals as needed
For Technicians
Follow checklist steps in order to ensure consistency
Update work order status as work progresses
Log time, parts, and costs accurately
Add clear closeout notes to document findings and completed tasks
Flag recurring issues so PM schedules can be improved
Using NOVA for Preventive Maintenance
NOVA can help streamline PM management by reducing manual review and surfacing gaps in your process. Use it to:
Identify overdue or high-priority PM work orders
Surface PMs missing critical information
Generate detailed closeout notes after completing preventive work
Review trends in recurring PM findings