When assets go down, a disciplined troubleshooting and maintenance loop restores flow faster and at lower cost. By standardizing diagnostics, capturing asset history in your CMMS, and turning fixes into preventive tasks, teams typically cut unplanned downtime by [insert verified stat, e.g., 25–40%] and stop repeat failures.
The payoff is clear: fewer emergency callouts, lower parts spend, and a reputation for reliability that keeps production on schedule. Facing frequent failures? See Overcoming Maintenance Challenges.
The Troubleshooting & Maintenance Cycle
A clear, repeatable troubleshooting and maintenance cycle keeps teams fast, safe, and consistent. Use these six steps as your field-ready playbook.
- Identify & Describe the Symptom (what changed, when, scope)
- Quick checklist:
- What exactly is wrong (noise, heat, drift, no-start, intermittent)?
- When did it begin (after a change, PM, part swap, software update)?
- Where is it observed (single asset/line/site; constant vs periodic)?
- Safety first: apply LOTO as required; tag-out and notify operators.
- Capture a short description in the work order to align everyone.
- Quick checklist:
- Gather Evidence (history, manuals, recent WOs, sensors)
- Pull asset history (failures, PMs, parts, readings), attach OEM manuals, and review recent changes or alarms.
- Check condition data (vibration, temperature, current draw, pressure), photos, and operator notes.
- Confirm spare parts availability and known-good replacements before testing.
- Form Hypotheses & Prioritize (most likely, least invasive first)
- List probable causes using the classic categories: mechanical, electrical, control, human/process.
- Start with low-risk, non-invasive checks; prioritize based on likelihood, consequence, and time-to-test.
- Tie to the P–F curve: target inspections that detect failure earlier (e.g., condition indicators) to reduce time in the “F” window.
- Test Methodically (task list, safety checks, instrument readings)
- Use a numbered task list: verify power → inspect connectors/wiring → confirm sensors/I/O → validate calibration → run functional tests.
- Measure and record instrument readings (e.g., voltage, resistance, vibration velocity, temps) against spec.
- Change one variable at a time; document each result in the work order.
- If production pressure is high, agree a test window with ops and communicate rollback criteria.
- Fix, Verify, and Monitor (return to spec; document parameters)
- Implement the chosen fix; replace or adjust components per OEM torque/clearance values.
- Verify: run to spec, compare pre/post readings, and complete a short observation period.
- Monitor for a defined interval (e.g., next 3 shifts) with a quick-check checklist to confirm stability.
- Prevent Recurrence (RCA, update PMs/checklists/failure codes)
- Run a lightweight RCA (e.g., 5 Whys) and assign a failure code for trend analytics.
- Update the PM library and digital checklists with proven inspection points and limits.
- Add photographs, diagrams, and settings to the asset record so the next technician can resolve it faster.
Download ready-to-use Maintenance Checklists to embed directly in your work orders.
Techniques That Separate Guesswork from Good Work
These proven techniques turn troubleshooting and maintenance from guesswork into a repeatable, data-driven process that pinpoints true causes, standardizes fixes, and steadily improves reliability.
Root Cause Analysis (5 Whys) — Keep digging until the failure can’t recur
Use 5 Whys to move beyond symptoms and turn troubleshooting and maintenance into prevention.
Mini example (compressed):
- Problem: Conveyor motor overheats after lunch changeover.
- Why 1? Load spiked. Why? Boxes jam at merge.
- Why 2? Photoeye misaligned. Why? Bracket vibrated loose.
- Why 3? No threadlocker or torque spec applied. Why? Task list lacks fastening step.
- Why 4? PM didn’t include verification of sensor mounts post-changeover.
- Why 5? We never codified the lesson from last year’s similar incident.
Action: Add a torque/Loctite step to the maintenance and troubleshooting checklist, standardize the photoeye alignment check after each changeover, and log a failure code for “sensor mount loosened.”
Failure Codes & FMEA — Faster diagnosis, better trend analysis
- Failure Codes: Create a simple taxonomy tied to assets: Cause (e.g., “sensor misalignment”), Mode (e.g., “overheating”), Effect (e.g., “line stop”). Require a code on every corrective WO so trends become visible (e.g., repeat electrical connectors on Line 3).
- FMEA (Failure Modes & Effects Analysis): For critical assets, list likely failure modes and rate Severity, Occurrence, Detection to compute RPN = S × O × D.
- Use the highest-RPN items to prioritize inspections, spares, and training.
- Tie FMEA outputs to your industrial maintenance and troubleshooting plans (e.g., add early-detection checks to PMs; stock high-risk spare kits).
Pro tip: Map common failure codes to ready-to-run task lists. When a tech selects “motor over-temp,” the CMMS auto-loads the exact diagnostic steps and expected readings.
Asset Histories that Matter — Capture evidence you can act on
To turn fixes into lasting reliability, make your CMMS asset record a single source of truth. Capture:
- Dates & runtime context: install date, hours since last PM/repair, shift, ambient conditions.
- Work order lineage: problem → cause → remedy, failure code, tech notes, test results.
- Parts & materials: part numbers, quantities, torque/clearances, vendor, warranty.
- Parameters & readings: voltage, current, temperature, vibration, pressures, setpoints (pre/post).
- Attachments: annotated photos, wiring diagrams, PLC program/firmware versions, change logs.
- Checklists & sign-offs: who performed which step, time stamps, e-signatures.
This structured history shortens future maintenance and troubleshooting time, strengthens RCAs, and feeds better PMs.
Industrial Maintenance & Troubleshooting — Field-Tested Playbook
This field-tested approach turns industrial maintenance and troubleshooting into a disciplined loop: clear symptoms, targeted tests, verified fixes, and measurable reliability gains, without compromising safety or production.
Example — Conveyor Drift & Belt Slippage
Symptom: Belt walks to the right, occasional rub on guard; motor current spikes and product mis-tracks after lunch changeover.
Likely causes (prioritize least-invasive first):
- Build-up on pulleys/rollers causing uneven diameter
- Incorrect belt tension or take-up spring settings
- Misaligned head/tail pulleys or out-of-square frames
- Worn or unlagged drive pulley (reduced friction)
- Off-center loading or surging feed rate
- Damaged/worn idlers; seized bearings
Tests (methodical & measurable):
- Visual/cleanliness check; scrape/steam clean, then re-observe tracking
- Tracking test: chalk line on belt edge; measure lateral drift over 5–10 revolutions
- Alignment: string/laser across idlers; check pulley squareness with straightedge/feelers
- Tension: gauge or deflection method vs OEM spec; verify take-up travel remaining
- Slip check: tachometer on belt vs drive pulley to estimate slip %
- Condition checks: IR camera for hot bearings; spin-test idlers for roughness/noise
- Process check: observe loading point; verify centered drop and steady feed
Verified fix (apply, then verify):
- Clean pulleys/rollers; re-square head/tail; center and lock troughing idlers
- Set belt tension to spec; confirm take-up travel; replace seized/worn idlers
- Lag or replace drive pulley; add/repair belt plow and belt cleaner where carryback caused build-up
- Re-profile the loading chute to center product; set a max feed ramp to avoid surges
Metrics improved (track in CMMS/shift report):
- Unplanned downtime ↓ 35–50% on the conveyor over 30 days
- Scrap/rework from off-spec flow ↓ 20–30%
- MTBF ↑ (log failure code: “belt tracking/slip”)
- Motor current draw stabilized within ±5% of baseline; belt edge temperature normalized
- Post-fix observation: <3 mm drift across 10 revolutions (within site limit)
Lock-in the win (prevent recurrence):
- Add PMs: weekly clean/inspect pulleys & idlers; monthly alignment check; quarterly lagging inspection
- Update maintenance and troubleshooting checklist with the tension spec, alignment points, and slip test steps
- Attach photos, alignment readings, and tension values to the asset history for future reference
Safety First (LOTO) and Smart Sequencing Under Production Pressure
- LOTO essentials: Obtain permit-to-work; notify ops; isolate power; test for dead; release stored energy (gravity, pneumatic, hydraulic); install physical guards/barriers; sign-on/sign-off log; supervisor verification.
- Sequencing for minimal disruption:
- Schedule a test window with ops; define rollback criteria and who calls it
- Pre-kit parts/tools; stage idlers, lagging kit, cleaners, torque tools, alignment laser
- Run diagnostics that don’t require shutdown while live (visuals, load observation) from a safe distance; shut only for intrusive checks
- Perform fix in the shortest critical path; keep a runner for emergent parts
- Verification run: low speed → no-load → gradual load; document readings and photos in the WO
- Final sign-off and handover with limits and any temporary restrictions noted
PLC Troubleshooting and Maintenance (for Controls & Automation Teams)
This fast, battle-tested PLC troubleshooting and maintenance path diagnoses faults safely, restores control quickly, and locks in preventive improvements.
Fast Path from Symptom to Stable Runtime
Follow this plc troubleshooting and maintenance flow to cut MTTR without risking control integrity:
- Symptom triage — Reproduce safely; note exact fault codes, time stamps, affected stations/axes, and any recent changes (mechanical, electrical, software).
- I/O & sensor validation — Check field power, fusing, and LOTO; verify input states with a meter/test lamp and output actuation with a known-good load; confirm scaling and calibration.
- Comms & network health — Inspect media/connectors; ping devices; check switch port errors and bandwidth; validate IP/subnet, node IDs, and any daisy-chain/loop issues; review retry counts.
- Ladder logic/blocks review — Trace rungs/function blocks around the fault; confirm permissives/interlocks; monitor timers, counters, and scan time; compare tags against HMI/SCADA values.
- Firmware & version control — Confirm controller, module, and HMI firmware against approved baselines; check for mismatches; validate that the loaded program matches the released revision.
- Revert plan (safe rollback) — If behavior is suspect post-change, roll back to the last known-good program/firmware; document why and schedule a controlled re-test window.
CMMS Tie-In — Make Every Fix Reusable
- Log firmware versions and module part numbers on the asset record; record approved baselines and dates.
- Attach backups (PLC/HMI programs, tag databases, network configs) to the work order with clear filenames and change notes.
- Add screenshots of rung logic, I/O maps, and diagnostic counters to accelerate future diagnosis.
- Schedule periodic validation: comms error review, I/O health checks, firmware audit, and battery/RTC checks where applicable.
- Standardize failure codes (e.g., “PLC-NET-TIMEOUT,” “ANALOG-SCALING-DRIFT”) for trend reporting.
Micro-Checklist (Copy/Paste in Your WO)
Use this five-step plc troubleshooting and maintenance checklist to keep diagnostics fast and consistent:
- Confirm field power, fuses, and safe states; verify inputs/outputs with a meter/known-good load.
- Check network health (link status, errors, IP/node, switch logs); reseat/replace suspect connectors.
- Trace logic around the fault (interlocks/permissives, timers/counters, scan time) and compare tag values end-to-end.
- Validate firmware/program versions against the approved baseline; back up the current image before any change.
- Document root cause + corrective action, attach screenshots/backups, and update PMs/failure codes to prevent recurrence.
From Fixing to Preventing — Turn Findings into PM/CBM Tasks
You already champion preventive maintenance, now formalize it by converting each troubleshooting insight into a repeatable task or condition trigger inside your CMMS.
Map Every Root Cause to Preventive Action
Use this simple chain to “lock in” what you learned:
- Root cause → define the PM task (inspection/adjustment/replacement) or CBM threshold (sensor limit, alarm, counter) → add a checklist step with pass/fail criteria and expected readings → assign failure codes for trend analysis.
Examples (copy-ready):
- Loose photoeye bracket → PM: “Torque & threadlock sensor mounts monthly” → Checklist: torque to 3.0 Nm, verify alignment LED within spec.
- Belt slippage on drive pulley → PM: “Inspect/clean lagging; verify tension” → Checklist: slip test < 2%, take-up travel ≥ 25%.
- Overheating motor due to blocked airflow → PM: “Clean guards/vents; IR temp check” → Checklist: surface temp < 80°C at steady-state.
- Analog scaling drift → CBM: trigger recalibration when offset > ±2% of span → Checklist: record as-found/as-left values.
- PLC network timeouts → CBM: alert when retry count > 50/hr → Checklist: inspect connectors, switch logs, replace damaged patch leads.
Build It Into the CMMS (What Good Looks Like)
- Standard tasks with clear tools, specs, and tolerances; embed photos/diagrams for each checklist step.
- Measured fields (readings, torque, gaps) to turn observations into data; auto-fail on out-of-range.
- Condition monitors (run hours, cycles, vibration, temp) to schedule work by usage, not calendar.
- Failure codes required on every corrective WO to feed RCA/FMEA and prioritize PM updates.
- Review cadence: monthly review of top failures → update PMs/CBM rules; quarterly stop-start check to retire low-value tasks.
Rollout Without the Drag
- Start with the Top 10 repeat faults; convert each to one PM or one CBM trigger + one checklist step.
- Pilot on one line/area for 2–4 weeks; compare MTTR/MTBF/OEE vs baseline; then templatize to similar assets.
- Train techs on why each step exists to improve adherence and data quality.
- Document the operating window (limits, alarms) directly in the asset record for quick reference.
Next step: See our CMMS Implementation approach to roll this out in weeks
How CMMS Accelerates Troubleshooting
A modern CMMS holds the power to revolutionize your maintenance operations, bringing efficiency, organization, and automation to the forefront. With the right CMMS, both time and money are saved, benefiting your team and your company.
As a centralized repository of maintenance data, a modern CMMS proves invaluable during the troubleshooting process by providing access to crucial information, such as OEM manuals, contact details for vendors, maintenance logs, work request records, and maintenance checklists. Additionally, it stores past and present machine-condition and performance data gathered through CBM sensors.
These user-friendly and accessible CMMS features have prompted organizations to embrace cloud-based maintenance solutions, fostering efficiency and preparedness for the future of troubleshooting. As factories become more automated and require fewer operators, technology continues to pave the way for easier, faster, and safer troubleshooting solutions on plant floors.
- Single source of truth for OEM manuals, work orders, and complete asset history (failures, fixes, readings).
- Embedded checklists/task lists inside WOs so every diagnostic step, spec, and tolerance is followed consistently.
- Failure codes & parts availability at a glance to speed root-cause identification and cut wait time for spares.
- Mobile capture of photos, instrument readings, and notes—plus e-signoffs to close the loop on the floor.
- Insights → PM library updates: convert recurring fixes into PM tasks or CBM thresholds directly from WO data.
Quick-Reference Troubleshooting Checklist
Use this 12-point checklist to keep troubleshooting and maintenance swift, safe, and consistent—from first symptom to verified fix and long-term prevention.
- Make it safe: Apply LOTO, verify zero energy, set barriers, brief operators.
- Define the symptom: What changed, when, frequency/scope (asset/line/site).
- Open a WO & describe clearly: short problem statement + impact + last good run.
- Pull evidence: asset history, manuals, recent WOs/changes, sensor/alarm data.
- Pre-check resources: tools, test equipment, drawings, and spares on hand.
- Form hypotheses & prioritize: most likely → least invasive, aligned to P–F curve.
- Test methodically: follow a numbered task list; change one variable at a time.
- Measure & record: capture readings (e.g., V/Ω/°C/vibration) versus spec in the WO.
- Apply the fix to spec: torque/clearances, calibration, parts replacement as required.
- Verify & monitor: confirm to-spec performance; short observation window with checks.
- Document for reuse: root cause, failure code, photos, parts used, PLC/firmware backups.
- Prevent recurrence: quick 5 Whys, update PM/CBM thresholds and digital checklists.
Grab our full Maintenance Checklists set.
Get Results in Weeks, Not Months
Standardizing your troubleshooting and maintenance process inside a CMMS pays off fast—teams capture cleaner data on day one, convert fixes into PM/CBM tasks within the first sprint, and start seeing lower MTTR, longer MTBF, and steadier OEE by the end of the first cycle.
If you’re ready to compress time-to-value, book a demo to see eWorkOrders in action, or explore our CMMS Implementation steps.
FAQ
What is the meaning of troubleshooting and maintenance?
Troubleshooting and maintenance is the combined practice of diagnosing equipment problems (troubleshooting), fixing them, and then preventing repeat failures with scheduled preventive or condition-based tasks (maintenance) so assets run safely, efficiently, and reliably.
What are the 5 basic troubleshooting phases?
- Identify the symptom, 2) Gather evidence (history, manuals, readings), 3) Form and prioritize hypotheses, 4) Test methodically (one change at a time), 5) Fix, verify, and document for reuse.
What are the 7 steps of troubleshooting?
- Make it safe (LOTO), 2) Define the problem precisely, 3) Collect data (logs, sensors, WOs), 4) Hypothesize likely causes, 5) Test against specs, 6) Implement the fix and verify, 7) Prevent recurrence (RCA, update PM/CBM and checklists).
What is system maintenance and troubleshooting?
It’s the end-to-end approach to keep systems healthy: monitor and service components on a plan (updates, inspections, calibrations), troubleshoot issues when they arise, and feed lessons learned back into PM/CBM routines, failure codes, and checklists to improve reliability over time.
Other Resources
Ultimate Library of Maintenace Checklists
