On every shift, safety and maintenance work together: clear procedures, trained people, and the right CMMS workflow turn good intentions into consistent outcomes. Use this 10-step playbook to reduce incidents, stay compliant, and cut downtime with practical actions you can roll out team-wide.
In practice, safety + maintenance is a single discipline: assess risk → control hazards → train and verify → monitor performance → improve continuously. When these steps live inside your CMMS—checklists on work orders, photos on completion, and recurring inspections—you get proof, accountability, and faster corrections.
Regulatory frameworks (e.g., OSHA, ISO 45001, NFPA) set the bar; operations excellence makes it daily reality. The payoff is real: fewer injuries, fewer equipment failures, and less unplanned downtime. For broader program guidance, see our overview of Workplace Safety.
Why Safety and Maintenance Belong Together
Here’s why treating safety and maintenance as one integrated system pays off across people, assets, and performance.
- Protect workers: A unified safety-and-maintenance program bakes hazard controls (LOTO, PPE, guarding) into every task, reducing injuries and near-misses.
- Protect assets: Standardized inspections and condition-based checks prevent minor issues from becoming costly failures—extending equipment life and warranty compliance.
- Keep production on time: Proactive PMs, safe start-ups/shut-downs, and clear escalation paths cut unplanned downtime and stabilize throughput.
- Boost morale: When teams see consistent procedures, working tools, and swift fixes, trust rises—so reporting improves and safety becomes everyone’s job.
Compliance note: Aligning procedures to recognized standards—such as OSHA, ISO 45001, and NFPA—keeps documentation audit-ready while turning safety requirements into everyday maintenance routines.
Risk Assessment Before the Wrench Turns
Before anyone touches a tool, run a quick, fit-for-purpose risk assessment to surface hazards, choose controls, and embed them into the work.
- HIRA (Hazard Identification & Risk Assessment)
What it is: a structured scan of tasks/equipment to list hazards, estimate risk (likelihood × severity), and prioritize controls.
Use when: scoping projects, writing/refreshing SOPs, or onboarding new equipment/areas.
- JSA (Job Safety Analysis)
What it is: a step-by-step breakdown of a single job, identifying hazards and specifying controls at each step.
Use when: planning pre-task work orders, non-routine jobs, contractor tasks, or anything with elevated energy/isolation risks.
- Bowtie Analysis
What it is: a visual map of a potential incident’s causes (left), consequences (right), and the barriers that prevent or mitigate it.
Use when: analyzing high-consequence scenarios (e.g., energized work, confined spaces) to validate barrier strength and resilience.
Mini example: A pre-task JSA for a motor alignment job flags stored electrical and mechanical energy; the PM is updated to include LOTO steps, test-for-zero verification, coupling guard reinstallation with photo proof, and sign-off fields for both the tech and supervisor.
The 10 Foundations of Maintenance Safety
Use these ten foundations to translate safety principles into repeatable maintenance routines your team can execute, consistently, audibly, and with proof.
1. Develop Comprehensive Safety Policies and Procedures
Create detailed safety guidelines that cover all aspects of maintenance work. These policies should:
- Address specific risks in your industry
- Comply with OSHA and other relevant regulations
- Be easily accessible to all employees
- Undergo regular reviews and updates
Tip: Involve experienced maintenance staff in policy development to ensure practicality and relevance.
2. Deliver Comprehensive Safety Training
Create a robust training program that covers all aspects of safety, including:
- Safety orientation for new hires to ensure they understand basic protocols
- Ongoing training on the correct use of equipment and adherence to safety guidelines
- Clear instruction on how to respond in emergency situations
- Practical, hands-on training with safety gear to reinforce proper usage
Tip: Use your CMMS to track and schedule safety training sessions, ensuring all employees are up-to-date on essential procedures and certifications. This keeps safety training organized and accessible across the team.
3. Implement a Robust Preventive Maintenance Program
Consistent equipment maintenance is crucial for avoiding accidents. To ensure effectiveness:
- Utilize a CMMS to efficiently schedule and monitor maintenance tasks
- Perform routine inspections of equipment to catch issues early
- Proactively resolve potential hazards before they escalate
- Maintain thorough and accurate maintenance records for future reference
Tip: Use your CMMS to generate automated reminders for inspections and follow-up actions, helping you stay ahead of equipment issues and minimize risks.
4. Foster a Culture of Safety
Encourage a workplace environment where safety is everyone’s responsibility. This includes:
- Promoting open communication about safety concerns
- Implementing a near-miss reporting system
- Recognizing and rewarding safe behaviors
- Regularly discussing safety topics in team meetings
Tip: Lead by example—when managers actively participate in safety discussions and recognize safe behaviors, it reinforces the importance of safety and motivates employees to prioritize it as part of their daily routine.
5. Provide and Maintain Proper Personal Protective Equipment (PPE)
Ensure all maintenance workers have access to appropriate PPE for their tasks. This typically includes:
- Safety glasses
- Hard hats
- Gloves
- Steel-toed boots
- Hearing protection
Tip: Schedule routine PPE inspections through your CMMS to ensure gear is in top condition and replaced as needed, reducing the risk of equipment failure and ensuring workers are always protected.
6. Implement Strict Lockout/Tagout Procedures
Prevent accidental machine start-ups during maintenance by:
- Establishing clear lockout/tagout protocols
- Training all employees on these procedures
- Conducting regular compliance audits
- Updating procedures as equipment changes
Tip: Post visual reminders near machinery and equipment to reinforce lockout/tagout protocols, ensuring that procedures are always top of mind and consistently followed by all team members.
7. Conduct Regular Safety Inspections
Perform routine safety audits of your maintenance areas and equipment. To maximize effectiveness:
- Use standardized checklists
- Involve employees from different levels in inspections
- Address identified hazards promptly
- Track and analyze inspection results over time
Tip: Involve team members from various departments in safety inspections to gain different perspectives on potential hazards, fostering a shared responsibility for maintaining a safe work environment.
8. Ensure Proper Tools and Equipment
Maintain a well-equipped and safe work environment by:
- Providing the right tools for each job
- Implementing a regular tool inspection and maintenance schedule
- Replacing outdated or damaged equipment promptly
- Training employees on proper tool use and storage
Tip: Use your CMMS to manage and track tool inventory, scheduling regular inspections and maintenance to ensure all equipment is in optimal condition and reducing downtime due to tool-related issues.
9. Improve Safety Communication
Establish clear channels for safety-related communication:
- Implement a safety management system
- Use multiple communication methods (e.g., meetings, digital displays, newsletters)
- Encourage two-way communication about safety concerns
- Share safety success stories and lessons learned
Tip: Regularly review and update safety communication materials to reflect current procedures and feedback, ensuring that all employees are informed about the latest safety practices and improvements.
10. Monitor and Analyze Safety Performance
Track key safety metrics to drive continuous improvement:
- Incident rates
- Near-miss reports
- Safety audit results
- Employee participation in safety initiatives
Tip: Use data from your CMMS to generate detailed safety performance reports, enabling you to identify trends, assess the effectiveness of safety measures, and make data-driven decisions for continuous improvement.
AED Safety and Maintenance Procedures
Use this standards-aligned, copy-paste set to keep your AED program simple, checkable, and compliant as part of facility safety and maintenance.
AED Safety and Maintenance—What Good Looks Like
- Pad and battery expiry tracking: record expiration dates; replace before expiry.
- Monthly visual inspections: confirm status indicator shows ready/OK and case is accessible.
- Post-use replenishment: replace pads immediately after use; check/replace battery per manufacturer guidance.
- Self-test verification: ensure the unit performs/passes automated self-tests; investigate any alerts.
- Cleaning & storage: disinfect surfaces per manufacturer instructions; store in a clean, dry, clearly marked location.
- Training records: maintain responder certifications and refresher schedules (CPR/AED).
- Spares on hand: keep backup pads (adult/child if applicable) and a spare battery available.
Notes align with guidance from recognized authorities and AED manufacturers (e.g., AHA, FDA, and leading OEMs).
AED Maintenance Checklist (Monthly)
- Status light/indicator shows ready/OK.
- No beeps/chirps or error codes; device passes self-test.
- Pads sealed and in-date; backup pads present (adult/child as required).
- Battery in-date/within service life; spare battery on site.
- Unit, case, and connectors undamaged; cables free of cracks/kinks.
- Required accessories present: razor, trauma shears, gloves, wipes, barrier mask.
- Location signage visible; cabinet alarm (if fitted) working.
- Access unobstructed; device is easy to grab in an emergency.
- Inspection logged with initials/date and any corrective actions taken.
Log these as recurring WOs in your CMMS and attach the checklist for proof-of-completion—see CMMS Safety.
After Any Use
- Replace pads; inspect/replace battery or recharge if required by model.
- Disinfect unit/case; restock all accessories.
- Record the incident (time, location, outcome) and update training logs for involved responders.
- Verify the AED passes self-test and shows ready/OK before returning to service.
Build It Into the Work (How to Operationalize Safety in Your CMMS)
Hard-wire safety into daily work by building controls, checks, and accountability directly into your CMMS workflows.
- Make safety checks recurring PMs: Create scheduled PMs for machines, tools, emergency systems, and PPE inspections so safety-critical tasks never depend on memory.
- Embed controls in the work order: Add step-by-step LOTO instructions, task-specific PPE checklists, and acceptance criteria; require photos and e-sign at completion to create auditable proof.
- Control who can operate equipment: Use authorization fields to restrict start/operate permissions to qualified personnel; track tool and key check-in/out for accountability.
- Report what matters: Monitor training expiries, overdue safety PMs, failed inspections, and near-miss trends; review dashboards in shift meetings and monthly audits.
Explore CMMS Safety to templatize these controls across your teams.
Documentation, Audits, and Proof of Compliance
Turn safety from practice into provable compliance by capturing the right evidence and auditing it on a clear, repeatable cadence.
What to store (centralized and searchable):
- Risk assessments: JSA/HIRA packs and Bowtie diagrams tied to the asset/job.
- Training records: role-based matrices, certificates, expiries, and refresher logs.
- Incidents & near-misses: standardized forms, RCA (e.g., 5 Whys), and corrective-action follow-through.
- Inspections & PM evidence: pass/fail results, photos/videos, and sign-offs.
- Calibration certificates & permits: current docs with traceability to equipment IDs.
How to audit (lightweight, repeatable cadences):
- Monthly dashboard review: incidents, near-misses, failed checks, overdue safety PMs, and training nearing expiry.
- Quarterly safety walkdowns: sample WOs/SOPs on the floor, verify controls are present (LOTO points, PPE staging), spot-check documentation.
- Annual program review: evaluate trends, update SOPs/controls, retire ineffective measures, and reset targets.
Make it real in your CMMS:
- Store documents against assets, PMs, and WOs with version control; require e-sign and photo proof for critical steps.
- Use saved reports and subscriptions for audit cadences; track corrective actions to closure with owners and due dates.
- Maintain an evidence binder view (export or filtered dashboard) for regulators and insurers.
For a broader view of building a resilient program, see Workplace Safety.
Trends: From Reactive Rules to Predictive Safety
Safety programs are shifting from static, reactive rules to proactive, data-informed systems—here’s what’s changing and how to apply it responsibly.
- Connected sensors (IoT): Inline vibration, temperature, and current sensors surface early warning signs so teams intervene before a hazard becomes an incident.
- AI-assisted anomaly alerts: Models flag out-of-pattern readings (e.g., overheating bearings, nuisance trips) and recommend checks without replacing human judgment.
- Autonomous maintenance tasks: Low-risk routines (lubrication, minor adjustments, visual checks) shift to operator-led AM with guided steps and escalation paths.
- Digital traceability: Every safety action—JSA approvals, LOTO confirmations, PPE checks, photos, and sign-offs—creates an audit trail that shortens investigations and improves accountability.
Get Results in Weeks, Not Months
In your first 30 days, focus on high-yield moves: identify the top hazards, spin up a PM safety board (recurring inspections, LOTO kit checks, PPE audits), implement AED monthly checks, train a small group of area leads, and track incident rate plus near-miss submissions to prove momentum fast.
See how this looks in eWorkOrders—CMMS Safety—or explore broader Workplace Safety practices.
FAQ
What is maintenance and safety?
Maintenance and safety is the integrated discipline of preventing failures and injuries by embedding hazard controls (e.g., LOTO, PPE), inspections, training, and documentation into day-to-day maintenance work—so assets run reliably, people work safely, and compliance is provable.
What are the five basic rules for safe maintenance?
- Plan the job and assess risks (JSA/HIRA).
- Isolate energy and lockout/tagout.
- Use the right PPE and tools.
- Verify the state of the equipment (test for zero; guards reinstalled).
- Document work, restore safely, and close out with sign-off and photos.
What are the 4 types of maintenance?
- Reactive (run to failure): fix after breakdown.
- Preventive (time/usage-based): scheduled checks/tasks.
- Predictive (condition-based): sensor/data-triggered interventions.
- Proactive/Prescriptive: eliminate root causes and optimize tasks based on analysis.
Why is safety important in maintenance?
Maintenance often exposes workers to energized systems, moving parts, heights, and confined spaces. Robust safety practices reduce injuries and liability, protect equipment from damage, shorten downtime, and ensure regulatory compliance—ultimately improving reliability, morale, and total operating cost.
