The maintenance execution process in many industries continues to rely on paper-based systems, but these traditional methods present significant challenges that negatively impact productivity, asset reliability, and overall operational efficiency. From the administrative burden placed on planners, schedulers, supervisors and tradespeople to the lack of real-time visibility into maintenance progress, paper-based processes are holding businesses back from achieving optimal performance and continuous improvement.
The Limitations of Paper-Based Maintenance Processes
1. Administrative Burden
One of the biggest issues with paper-based maintenance execution is the significant amount of time spent on administrative tasks. Planners, schedulers, and supervisors often spend excessive time printing, collating, and reviewing paperwork for completion, compliance, and defects. This manual effort diverts attention away from critical activities such as planning, scheduling, and frontline supervision of job safety, quality, and efficiency.
2. Disconnected Information Systems
The paper-based process also leads to disconnected information systems, where workers don’t have access to all the information they need on the frontline. They often access multiple systems to retrieve supporting details such as parts lists, technical references, and to reserve unplanned parts required to complete the job. This fragmented access interrupts workflow, leading to delays and reduced productivity.
3. Lack of Standardisation and Continuous Improvement
Another drawback of paper-based maintenance is the lack of standardisation. The process does not enforce consistent completion of check sheets, nor does it efficiently capture and address feedback from tradespeople on opportunities for improvement. Elements such as work sequencing, Bill of Materials (BOM), maintenance strategies, tooling requirements, and work instructions are not easily addressed or updated in real-time, causing variability in job execution and inconsistent adherence to standards.
4. Lack of Real-Time Visibility
A significant limitation of paper-based systems is the lack of real-time visibility into maintenance progress. Without the ability to monitor job status and defect identification in real time, supervisors are unable to take proactive action when issues arise. This lack of short-interval control over maintenance execution can lead to delays, incomplete maintenance, lower asset reliability and production disruptions.
5. Inadequate Data Capture
Paper forms are prone to a variety of issues, including illegible handwriting, omissions, and inconsistencies, which can result in incomplete or inaccurate data. Additionally, paper systems cannot capture detailed information such as images, system-generated data, or timestamps, limiting the ability to perform predictive maintenance or make informed, data-driven decisions. This poor data capture reduces opportunities for continuous improvement and hinders the ability to drive efficiency in maintenance practices.
The Digital Solution to Maintenance Challenges
Corehesion offers a comprehensive maintenance mobility solution that streamlines processes, enhances data capture, and empowers teams to make proactive decisions. Focal goals include:
1. Enhancing Quality
Corehesion systems enforce standardised work processes, ensuring consistent execution across all maintenance tasks. By improving adherence to quality standards and streamlining maintenance practices, the platform helps to minimise breakdowns and reduce variability in job execution. It also improves the capture and visibility of maintenance data, enabling businesses to implement higher-quality maintenance practices that support asset longevity and performance.
2. Boosting Productivity
The platform eliminates the need for paper-based forms and manual tasks, reducing the administrative overhead for planners, schedulers and leads. By automating tasks such as data entry and report generation, Corehesion frees up valuable time for maintenance teams to focus on the job at hand, rather than spending time on administrative work. This boosts schedule compliance and allows for more corrective maintenance to be completed within the available timeframe.
3. Enabling Short-Interval Control
Corehesion’s platform provides real-time information on maintenance progress, allowing supervisors to track job status and proactively address issues before they escalate. With immediate visibility into job progress and defect identification, team members can quickly identify potential risks to asset reliability, such as incomplete maintenance or unresolved defects, and take corrective action promptly. This short-interval control helps maintain schedule adherence and prevents downtime.
4. Improving Data Capture and Decision-Making
Corehesion’s platform captures detailed, accurate data in real time, including images, system-generated data, and timestamps. This ensures that all maintenance activities are tracked and documented accurately, reducing the risk of incomplete or incorrect data. The platform also enforces input validation to eliminate issues like illegible handwriting and omissions. With more accurate and comprehensive data, businesses can leverage predictive maintenance capabilities and make data-driven decisions to improve operational efficiency and support continuous improvement.
The limitations of paper-based maintenance execution systems are clear—administrative burden, disconnected information, lack of standardisation, and inadequate data capture all contribute to reduced productivity and higher maintenance costs. However, by implementing Corehesion’s connected frontline workforce platform, businesses can overcome these challenges and unlock the full potential of their maintenance teams.
In today’s fast-paced, digital-first world, embracing digital transformation is essential to staying competitive. Corehesion’s platform provides the tools and solutions needed to ensure that your maintenance processes are optimised, streamlined, and ready for the future. Reach out to discuss your requirements and we can customise a tailored solution.
