Step 1: Know Your Assets 

To inspect your assets, you first need to know what you’re working with. Make a list of everything you own that needs checking. 

How to Start: 

• Create an Inventory: Write down all your assets, like machines, vehicles, or building systems. Include details like brand, model, and purchase date. 

• Group by Type: Organize assets into categories, like “heavy equipment” or “electrical systems,” to make inspections easier. 

• Track Usage: Note how often each asset is used and under what conditions (e.g., harsh weather or heavy loads). This helps you decide how often to inspect. 

Tools to Help: 

• Spreadsheets: Use Excel or Google Sheets to keep your list organized. 

• Asset Management Software: Tools like UpKeep or FTQ360 can track assets and schedule inspections. 

• Labels: Tag assets with IDs or QR codes for easy tracking. 

Knowing your assets sets the foundation for a solid inspection plan. 

Step 2: Set Up an Inspection Schedule 

Inspections only work if you do them regularly. Create a schedule based on your assets’ needs and stick to it. 

How to Schedule: 

• Follow Manufacturer Guidelines: Check manuals for recommended inspection intervals (e.g., every 500 hours for a machine). 

• Consider Usage: Assets used daily need more frequent checks than those used occasionally. 

• Factor in Environment: Harsh conditions, like extreme heat or dust, mean more frequent inspections. 

• Use a Calendar: Set reminders for daily, weekly, monthly, or yearly checks, depending on the asset. 

Types of Schedules: 

• Daily: Quick visual checks for high-use equipment, like looking for leaks or unusual noises. 

• Weekly/Monthly: Deeper inspections, like testing controls or checking fluid levels. 

• Yearly: Thorough reviews, often by professionals, for things like building roofs or HVAC systems. 

Maintenance software can automate reminders, so you never miss a check. 

Step 3: Use the Right Inspection Methods 

Not all inspections are the same. Different assets need different approaches to spot problems. 

Common Methods: 

• Visual Inspections: Look for obvious issues, like cracks, rust, or worn parts. This is often the first step. 

• Preventive Maintenance Checks: Test specific parts, like lubricating joints or calibrating gauges, to prevent wear. 

• Functional Tests: Run equipment to ensure it works properly, like testing a vehicle’s brakes or a machine’s controls. 

• Specialized Inspections: Use tools like infrared thermometers or vibration pens to detect hidden issues, like overheating or misalignment. 

Tips for Effective Inspections: 

• Use Checklists: Create a list of things to check for each asset, like fluid levels or safety features. This ensures nothing gets missed. 

• Train Your Team: Make sure everyone knows how to spot problems and use inspection tools. 

• Document Everything: Take notes, photos, or videos of what you find. This helps track issues over time. 

Using the right methods catches problems early and keeps your assets in top condition. 

Step 4: Act on What You Find 

Finding an issue is only half the battle—you need to fix it before it becomes a bigger problem. 

How to Follow Up: 

• Prioritize Repairs: Fix safety hazards or critical issues first, like a broken guardrail or a leaking hydraulic system. 

• Schedule Fixes: For non-urgent issues, plan repairs during downtime to avoid disrupting work. 

• Record Actions: Log what you fixed and when, so you have a history of maintenance. This is also useful for audits or warranty claims. 

• Communicate: If you’re part of a team, share findings with managers or coworkers to ensure everyone’s on the same page. 

Software like SafetyCulture or Fieldwire can streamline this process by letting you assign tasks and track repairs. 

Step 5: Protect Your Assets Between Inspections 

Inspections are important, but what you do between them matters too. Proper care extends asset life and reduces repair costs. 

Maintenance Tips: 

• Clean Regularly: Dirt and debris can wear out parts faster. Clean machines, vehicles, or building systems as needed. 

• Store Properly: Keep assets in dry, secure places to avoid rust or damage. 

• Use Correctly: Train users to operate equipment properly to prevent misuse. 

• Lubricate Moving Parts: Apply oil or grease to reduce friction and wear. 

• Monitor Conditions: Check for signs of trouble, like strange noises or slow performance, and address them quickly. 

Good habits between inspections keep your assets running smoothly and reduce the need for major repairs. 

Step 6: Stay Compliant with Regulations 

Many assets have to meet safety or industry standards. Regular inspections ensure you’re following the rules and avoiding penalties. 

Key Regulations: 

• OSHA: Requires regular checks for workplace equipment to ensure safety. 

• EPA: Sets standards for assets like HVAC systems to protect the environment. 

• Industry Standards: Groups like ASTM or API set rules for specific equipment, like construction gear or oil rigs. 

How to Stay Compliant: 

• Know the Rules: Research regulations for your assets, like OSHA’s heavy equipment standards. 

• Keep Records: Save inspection reports and repair logs to prove compliance during audits. 

• Hire Experts: For complex assets, bring in certified inspectors to ensure you meet standards. 

Staying compliant protects your wallet and keeps your workplace safe. 

Step 7: Invest in Technology 

Technology makes inspections easier, faster, and more accurate. It’s worth considering if you manage a lot of assets. 

Tech Tools to Try: 

• Inspection Software: Apps let you create digital checklists, log findings, and track repairs. 

• Mobile Devices: Use tablets or phones to record data on the go, with features like GPS stamps or photo uploads. 

• Sensors: Install sensors to monitor things like temperature or vibration in real time, alerting you to issues. 

• Drones: For hard-to-reach assets like roofs, drones can capture images or videos. 

These tools save time and help you catch problems that might be missed in manual checks. 

Common Mistakes to Avoid 

Even with good intentions, people make mistakes that can lead to costly repairs. Here’s what to watch out for: