Planned downtime example Planned downtime is all about creating a strategy for future work. Scheduled downtime example Scheduled downtime is about deciding when downtime will happen and who oversees it. Maintenance strategies for downtime Different maintenance strategies are linked to planned downtime and scheduled downtime: Planned downtime scheduled at a later date: Run-to-failure , usage-based preventive maintenance , condition-based maintenance , and predictive maintenance Planned downtime scheduled in advance: Time-based preventive maintenance Unplanned scheduled downtime: Reactive maintenance.
The benefits of planned downtime Being able to plan downtime impacts every part of your maintenance operation, including helping you control costs, reduce downtime , eliminate inefficiencies, and more. Planned downtime can reduce the total time equipment is offline, which reduces costs. Planned downtime can extend the lifespan of equipment and machinery. Following a regular schedule for maintenance also improves asset performance.
Planned downtime can reduce the cost of downtime by identifying potential problems before they become larger and lead to unexpected equipment failure. Planned downtime can be scheduled when it will have the least impact on production, ensuring efficiency and profitability remain high.
Production downtime translates into an under utilization of capacity that impacts the bottom line. By tracking and analyzing production downtime, managers can identify production flow problems and develop action plans that focus on corrective and preventive measures. Identifying repeated causes for system and equipment malfunctions can lead to improvements in:.
In setting up the spreadsheet, you will need to track production data to help you document the 5 Ws who, what, where, when and why to have a complete picture of what happened when the equipment came offline. To begin, setup your data columns on Worksheet1 renamed Log to collect the following information related to the each downtime event:. To make it easier to enter data into this Excel spreadsheet, create separate worksheets to store the lists that will be become drop down options on the log.
Here are the ones used in the example spreadsheet to store lists and reports. Desktop Tickers provide helpful status updates at a glance. Scrolling newsfeed-style messages appear at the bottom of employee screens, delivering timely information without disrupting busy staff. Templates for Alerts and Tickers combine best practice design with pre-written content to make delivering successful messages fast, simple and efficient.
Use these templates as a guide for your IT outage notifications. Try our pre-configured IT outage notifications for yourself with a free day trial of SnapComms.
How you handle an unplanned outage is crucial in mitigating its effects. Alerting users to an incident of an outage or degraded service is vital. When an IT outage strikes, having a well-defined plan in place for system outages drives operational efficiency, improves recovery time, reduces cost and alleviates panic.
That means if something does go wrong, you know what to do, who to call and where to start. Training the wider team in security awareness using Quizzes can also help reduce the number of high-risk security incidents that occur. Crafting the perfect communication takes time that you might not have. Having pre-configured outage notification templates ready to go saves time and effort. You can then easily edit specific details closer to the time.
Have a clear and simple process for identifying, notifying and bringing together subject matter experts. For smaller incidents, the Incident Commander subsumes this role. A defined service outage notification strategy streamlines workflow, minimizes impact and contributes to a faster resolution. Tool toggling wastes time, creates opportunities to miss important information, and makes it difficult to manage and track responsibilities.
Here are some good general IT communication tips:. This may include patches that need to be applied quickly to avoid security vulnerability. Unless there are redundant systems in place, all practices with software applications and systems will most likely experience downtime; for instance, during routine maintenance or back-ups that are performed at established intervals, often on a daily, monthly, or quarterly basis. Downtime may affect a single application or be systemwide.
But no matter how many departments are involved, each area affected by the downtime will need to be familiar with the policies affecting their area to keep patient care and operations running smoothly and information complete and intact.
All system users should have regular training on downtime procedures. The first session should occur when the system is being installed. New employees should be trained on downtime procedures as part of their system training.
All users should receive refresher training on a regular basis. Providing staff with answers to the following questions offers a template for announcing planned downtimes. With modification, the same template can form the basis for communicating unplanned downtimes. Communication plans are a part of downtime policies and procedures. Communicating planned and semi-planned downtime to staff in advance will minimize frustration and confusion as to why the system is unavailable.
As soon as an unplanned downtime is discovered, notifications are sent immediately to physicians, staff, and leadership. Every organization needs to identify the individual responsible for sending out the notification.
Notifications will often originate in the IT department or with the IT vendor. Developing a communication template will ensure quick and effective communication see sample. Scheduled maintenance dates and times may be posted. Planned downtime communication begins when or near the time dates for downtime are established. The change control approval is generally the first notification distributed to key staff in IT and operations. Scheduling planned or semi-planned downtimes for times of the day when the medical practice is closed or has low patient volumes reduces the impact on operations.
Reviewing application utilization reports helps determine the best time. Short downtimes may need just one notification a day or two prior to the downtime. This may include maintenance, updates, or patches. Multiple notifications are needed for large upgrades or other modifications that will affect staff access to applications for an extensive period of time.
Notifying staff of the impending downtime will allow them to make necessary adjustments and preparations. Depending on the expected length of the downtime, communication may be necessary one to two months in advance. Tailoring communication to staff based on their roles and the impact they can expect will provide information to the staff as to what they need during the downtime. Notifications include what, when, details, and impact. Communicate to staff in multiple formats for extended downtime, such as upgrades to the system.
Forms of communication include e-mails, newsletters, intranet sites, flyers posted at computer stations, online calendars, and a notification when the staff logs into the system. For those practices with a help desk, a notification on the help desk line when the system is down may also be used. Staff also require notification if planned downtimes are postponed. It is helpful if the notification includes the date and time of the rescheduled downtime, if known, or at least indicates that more information will follow.
During unplanned downtime, it is important that staff receive timely and effective information. Practices may use a paging system to get out communications or access e-mail off-site to send messages or text pagers. The communications plan itself requires contingency planning—it should be maintained in both electronic and paper form to increase its accessibility.
The communication should be sent to all physicians, providers, and staff, as well as senior leadership, management, and IT. If possible, one mass communication may be sent to everyone. Senior leadership and IT may have additional notices as determined by the situation.
Updates are recommended at defined intervals. This frequency will be determined by the practice and the situation. It may be helpful to indicate when the next communication will be sent. This will minimize staff constantly calling in for updates. The communication may also include the estimated time the system will be back up and running.
If that is not known, that, too, should be communicated. There will be times when [insert software name] will have a planned downtime. In the event that the [insert software name] system is going to be down and your staff has advanced notice, there are several steps that can be observed before the system goes down and again once the system becomes available for use. In the event of an unplanned, unscheduled downtime, staff will need to be prepared to handle working without computerized technology and be able to transition to a paper process until the system is online.
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