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Maintenance templates, tools and guides.
83 free resources, sorted by the job you are trying to do.
Where to start
Not sure what is broken first? Score the system, then pick one thing to fix.
- ToolMaintenance reliability scorecardYour next three priorities
- WorksheetMaturity Self-AssessmentFive questions, one per stage of the cycle. Score yourself honestly — land on a tier, spot the stage holding you back most.
- Quick Start30-Day Quick StartPick your current level, pull the triggering metric, open the right playbook, and start the first 30 days after finishing the book.
- ToolMaintenance Tool RoadmapA staged tool roadmap
- GuideFix the System PlaybookA 25-page maintenance field guide
- WorksheetLoss List and System Priority WorksheetThe Ray and Carl whiteboard, made printable. Observed loss → system that closes it → ninety-day install order.
- One-PagerThe Three Wrong AnswersThree seductive, wrong answers to 'what is the job of a maintenance manager?' — and the one right one.
- One-PagerStage Failure SymptomsThe Five-Stage Cycle has five ways of breaking. Catch a leaking stage on the floor before the KPI report tells you it's already slipped.
- PickerPlaybook PickerPick your worst KPI and start there. Not the easiest one. The one that is costing the most.
- InfographicThe 10-Playbook IndexOne card. Ten playbooks. Pick the one whose trigger fires in your plant and run it.
Planning and scheduling
Get jobs ready, build a week the crew can finish, and protect it.
- GuideMaintenance planning and schedulingThe five-stage weekly system
- TemplateMaintenance job plan templateWith a worked example
- ToolWhat a maintenance planner doesJob description and weekly schedule
- ToolFactory maintenance schedulingBuild a weekly schedule
- GuideWhy weekly maintenance schedules fall apartFind the first failed handoff behind missed work. Separate parts, access, scope, capacity, and break-in problems before changing the schedule.
- AgendaWeekly maintenance planning meeting agenda30 minutes, minute by minute
- TemplateFrozen-Zone PolicyThe one-page signed standard that protects the scheduled week from casual disruption. Without this, the weekly scheduling meeting produces a wish list.
- ChecklistPM Kitting ChecklistForty-eight hours before the job. Parts laid out, tag hung, photo on the WO. Includes the Friday RESTOCK step most plants skip — the one that keeps kitting from quietly decaying inside a quarter.
- WorksheetSchedule compliance trackerWeekly sheet
- WorksheetSchedule Compliance Root-Cause WorksheetWhen schedule compliance slips, trace the drop to a specific stage of the cycle instead of blaming operations by reflex.
- ToolMaintenance planning auditA 30-day corrective action report
- ToolWhere Did the Week Go?A weekly capacity review and walkaround worksheet
Work requests and backlog
Capture the work, triage it fast, and keep the backlog honest.
- TemplateMaintenance work request formFour fields, ninety seconds
- Checklist24-Hour Triage ChecklistFifteen minutes, first thing in the morning. Every notification routed, every operator heard back from within 24 hours.
- AgendaMonthly Reject-Pile Review AgendaThirty minutes. Once a month. Operations and maintenance together. The meeting that keeps identification installed.
- GuideMaintenance requests outside the CMMSTrace requests from radio calls, messages, and conversations into a visible review process. Find the friction, assign intake ownership, and close the loop with the requester.
- WorksheetMaintenance backlogMeasure it, then clean it up
- Decision TreeWork Reclassification Decision TreeFour levers. Every aged work order goes through one. No exceptions and no coming back to it later.
- RubricIncoming Work Triage RubricEvery incoming work order goes through the four-question test at intake. Maintenance classifies, not the originator.
- WorksheetReactive Work Two-Week Audit SheetTwo weeks, every incoming work order, classified against the four-question rubric instead of gut feel.
- ToolPriority Impact MatrixA clearer set of quick wins
KPIs and benchmarks
Formulas, targets and the tools to track them.
- GuideMaintenance KPI examples12 formulas and targets
- WorksheetWorld class maintenance metrics8 KPI benchmarks
- WorksheetMean time to repair (MTTR)Formula and clock worksheet
- GuideMTBF and MTTFFormulas and a free calculator
- CalculatorWrench time calculatorDefinition, formula and benchmarks
- GuideSchedule compliance KPITarget and what moves the number
- ToolMaintenance KPI dashboardFree builder and template
- ToolKPI Cascade FrameworkA connected KPI path with an owner and next action
- ToolKPI System MapA connected improvement path
- Claude skillPlant Pulse ReportReport overview and access
Failures and root cause
Stop fixing the same failure twice.
- TemplateRoot cause analysis templatePrintable RCA form
- Worksheet5 whys templateWorksheet with an example
- GuideRoot cause analysis exampleA gearbox, start to finish
- GuideWhy the same failure keeps coming backConfirm the failure pattern, separate evidence from assumptions, and turn a repeat-failure investigation into actions you can verify.
- FlowchartRCA Picker FlowchartThree decision questions and three tools. Pick by the problem, not by the tool you already know.
- ChecklistRCA Close-Loop ChecklistEvery RCA produces an action list. This checklist keeps the actions from dying after the meeting.
- WorksheetRepeat Failure Watch ListEvery asset that has failed the same way three or more times in twelve months belongs on this list.
- One-PagerFailure Code Cheat SheetCanonical failure codes for common asset classes. Pick the closest match and write the code with a one-line description.
- WorksheetDowntime analysis worksheetTop failure modes
PMs, inspections and spare parts
Keep preventive work honest and the right parts on the shelf.
- WorksheetPM compliance and planned maintenance %Formulas and a calculator
- ChecklistPM Kitting ChecklistEvery PM due on day N has its full parts kit staged by end of shift on day N-2. No PM goes to the floor without its kit.
- WorksheetInspection Route Audit WorksheetAudit active inspection routes, code missed work, and verify the findings pipeline before compliance numbers count.
- WorksheetSpare Parts ABC Classification WorksheetClassify storeroom items by consequence of stock-out, audit parts delays, and set the scheduling gate for confirmed parts.
- WorksheetCBM Pilot Setup WorksheetSelect pilot assets, match techniques to failure modes, document baselines, and set thresholds before condition monitoring begins.
Supervisors and crews
Shift routines, close-out, skills and who owns what.
- ChecklistMaintenance supervisor shift start checklistHandover to floor walk, one page
- GuideWork order close-out notesFindings, work done and follow-up
- GuideOperations and maintenance handoffsUse a handoff checklist to separate work status, open decisions, and accepted responsibility. Diagnose why commitments disappear between teams and shifts.
- WorksheetMaintenance skills matrix templateCoverage gaps and cross-training
- WorksheetAccountability Conversation Prep SheetPrepare for a standards conversation by separating unclear expectations, missing support, and true performance gaps.
- TemplatePre-Job Briefing CardFive minutes, at the asset, before the first tool comes out of the bag. Four items the crew lead reads aloud.
- RubricWrench-Time Self-AuditThe Chapter 1 follow-a-crew exercise, formalized for ongoing quarterly use so you can prove the installation is working.
- WorksheetFollow-a-Crew Field Audit SheetA one-day exercise to measure your crew's wrench time. Walk behind one crew. Log every minute. Do the math.
- RubricClose-Out Quality RubricThe five-element standard. A close-out that meets all five feeds the cycle. A close-out that meets fewer starves it.
- TemplateClose-Out Coaching ScriptFive minutes, private, with one technician at a time, about one specific weak close-out.
- ToolRACI MatrixClear roles and accountability
Safety, emergencies and shutdowns
Lockout, incidents, contractors and turnarounds.
- ChecklistLockout tagout checklistVerify every isolation
- ToolShutdown and turnaround planningEight phases, who owns each
- FlowchartEmergency Triage FlowchartThree questions to run within five minutes of any out-of-schedule request. If all three answers are no, it is not an emergency.
- One-PagerThe False Urgency TestFive patterns of not-actually-an-emergency. Route matching requests to the planning queue with an explanation.
- Role CardsIncident Command Role CardsFive roles, one person per role, designated in writing at incident declaration and deactivated at incident closure.
- TemplatePost-Incident Debrief TemplateEvery war room event gets a 90-minute debrief within 72 hours of incident closure. Six questions, one two-page memo.
- ChecklistContractor Arrival ChecklistThe pre-arrival gate. Every item verified before the contractor's first boot touches plant concrete.
- RubricContractor Close-Out RubricThe plant's record of what the contractor actually did, written by a plant technician and filed in the CMMS.
SOPs and AI tools
Draft procedures and clean up maintenance data faster.
Leadership
From Leadership Isn't Personal: find where results depend on one person.
- ToolLeadership Drift DiagnosticYour leadership archetype
- DiagramThe Leadership LoopThe book's hero diagram. Inputs → Signals → Behavior → Outcomes → feedback. Leadership as a closed-loop system, not a personality type.
- One-PagerThe 5 Early Signals of DriftLinguistic hedging, shifting questions, normalized exceptions, retroactive compliance, repeated restatements. Spot them before drift hardens.
- RubricThe One-Person Dependency TestIf person X is out for two weeks, what breaks? Turns gut feeling into a chart you can show your VP.
- DiagramThe Intervention Timing MatrixEarly & Light, Early & Heavy, Late & Light, Late & Heavy. The 2x2 that separates guidance from overcorrection.
- RubricThe Two-Week Disappearance TestIf you vanished for 14 days, what stalls, slips, or strains? Map each item back to a missing input.