Developing a Repair and Maintenance Schedule

A store relies on its equipment, as well as the staff it employs to ensure that the customer receives the level of service they expect. Imagine the result of a cash register breaking down during a busy trading period. Now imagine how you would feel if you found out that the breakdown could have been avoided through maintenance.

It's possible that no amount of servicing and/or maintenance could stop a cash register from breaking down but a maintenance schedule at least helps to identify the possibility of it happening before it does.

The average retail store uses many pieces of equipment on a daily basis. If this equipment is not in good condition there is the potential for:

Accidents to happen Injuries to customers or team members Customer inconvenience caused by delays Team frustration because of constant equipment failure Resources to be wasted or further damaged.

When developing your maintenance schedule you should consider:

• Fittings and fixtures
• Trolleys, pallet jacks and ladders
• Cash registers, scanners and calculators
• EFTPOS machines and other electronic equipment
• Fire extinguishers and hoses
• Security equipment

Depending on the size of your store and its policies, the maintenance and repairs could be carried out internally or externally. It is worth noting that some equipment must be repaired and services by licensed contractors (for example Fire extinguishers).

Maintenance Checklists

A maintenance checklist is an effective way of recording information about on-going maintenance or repairs that take place when a problem occurs with equipment. Some headings could include:

Reporting Systems

It is important to have systems in place to ensure that any faults or problems are communicated promptly. If a problem occurs, the team must know the correct and most efficient action to take.

Your communication system should cover:

Which people to contact How to report the problem - verbally or in writing Emergency procedures

In addition to a communication procedure, there should be a monitoring system in place to make sure that the process is working effectively and that the team knows how these procedures are activated.

Constant monitoring allows changes to be made when necessary. It is important to have a system that works for everyone and to the benefit of the store.

Maintenance Records

Maintaining accurate records enables you and/or other relevant people to identify if maintenance is required. They also enable you to be aware of any problems that may need further investigation.

It is important to maintain complete and accurate records to: Base decisions on Ensure the continued smooth running of your store.

For example:

• Some problems may need you to consult other departments or higher levels of management to resolve them.
• The replacement or repair of equipment and the lead times involved may need to be closely examined before a decision can be made.

The recording system you use is likely to be influenced by your store's maintenance policy. What ever system you use, it is important that it:

Congratulations you have completed this unit.