Tips for Good Turf Equipment Maintenance Record-keeping

As we discussed in our previous blog post about four reasons to perform routine maintenance on turf equipment, having a preventative maintenance program is an excellent way to prevent disruptions to your operation. Part of a good preventative maintenance program is good record keeping because if you don’t know what maintenance has already been done on a piece of equipment, you won’t know what needs to be done. Here are some tips to improve the record-keeping in your turf equipment maintenance shop.

Keep manuals up to date

Make sure you have the most up-to-date versions of all the manuals for your equipment, and that these manuals are available in the maintenance shop. In the case of most turf equipment manufacturers, including Toro, manuals can be downloaded from the company’s website. You can also order printed manuals from the Toro University Bookstore.

You’ll also want to keep track of any service bulletins issued by the manufacturer pertaining to your equipment.
In addition to manuals, you’ll also want to create checklists for each piece of equipment that list everything that needs to be inspected before or after every use. The checklist should include things like checking the oil level, electrical system, and cutting equipment, but it should also include a reminder to record any problems discovered during an inspection. These problems should be promptly addressed and not allowed to pile up.

Use Log Books

The use of logbooks is an essential part of good turf equipment maintenance record keeping. Each piece of equipment should have its own logbook where routine maintenance and other repairs are recorded. The mechanic who performed the maintenance can sign off on the work-this will help hold employees accountable. Ideally, the logbook should be an actual book that is kept in the maintenance shop, but there should also be a digital version as a back-up.

Don’t forget the details

When recording maintenance activity, be sure to record as much detail as possible. For example, instead of simply reporting that an oil change was performed, record the type of oil used, the brand, and the condition of the oil drained from the equipment (dirty, watery, etc). Details like that can be very helpful in troubleshooting a problem later on.
Also, if a part is replaced on a piece of equipment, record the part number. That way, if the part fails again, it will be easy to determine if it is still under warranty.

Use software to help

Having printed turf equipment maintenance records is a great start, but eventually, you may want to use purpose-built software to help improve your record-keeping. You could even use some document management software from FilecenterDMS to help organize all of your documents. If you’re someone who often loses important documents, this sort of software may turn out to be a lifesaver for you! Another example of useful software is the TRIMS Grounds Management Software, which not only keeps track of equipment maintenance but also tracks things like costs, inventory, facility maintenance, chemical applications, daily workload, and employee productivity. Of course, there is a cost associated with using software, but it can make your record-keeping job much easier. Using software to keep track of data is an integrated part of many businesses nowadays. Even payroll data is now outsourced online with systems like cloudpay, with all information kept in one place for a smooth-running payday. Another option is Toro’s myTurf Fleet Management system that offers a unique combination of web-based tools that increases the efficiency of your maintenance team and adds automation for routine management tasks, all the while being one of the easiest systems to use. The result is increased productivity and protection of the long-term health and performance of your equipment. The myTurf program allows you to track operating hours automatically, order parts online, 24×7, create and manage work orders and track maintenance costs. If you have many employees within your business and need to make sure you keep on top of their performance and the results they give to the company, you could always use OKR Software which focuses on Objectives and Key Results, helping your business thrive.

If you follow the guidelines listed above, your records will give you all the information you need to make your preventative turf equipment maintenance program effective and keep your equipment running smoothly.