Mobile maintenance: Accelerating processes with digital checklists

Checklists are a core component of modern mobile maintenance and support every phase of the process. From the planning stage on, they ensure that all necessary documents, tools, and resources are on hand. They also help guarantee that essential precautions, such as access permissions to sensitive areas and safety protocols, are taken into account. 

During the actual maintenance work, digital checklists guide technicians through each step in the correct order, enabling efficient execution and quick identification of system faults. Finally, checklists – such as inspection or measurement logs – ensure thorough documentation of all maintenance activities and outcomes. 

There are three key reasons why checklists are so widely used in maintenance: 

1. They enhance effectiveness, efficiency, and quality. If a technician only discovers that a required tool or spare part is missing once work has begun, it leads to unnecessary delays and extended downtime for the asset. 
2. They ensure the safety of the maintenance team.  
3. In many industries, proper documentation of maintenance activities is required by law. 

Given their critical role, it’s surprising how many companies still rely on paper-based checklists, using clipboards, pens, and manual signatures. 

Analog checklists: inefficient and error-prone

Paper-based checklists come with a range of disadvantages. They are time-consuming to manage and especially vulnerable to errors. In practice, the process often looks like this: Employees pick up paper checklists from a central location and return them after use. These documents may then be scanned or manually entered into an Excel spreadsheet or IT system for further analysis. 

Audits create even more work, as the necessary checklists must be located and compiled, often through time-consuming manual search. 

It’s no surprise, then, that many checklists are either incomplete or filled out incorrectly. Errors can easily occur during data entry or transfer.  

Moreover, paper-based checklists offer no real-time control over the process. For example, a safety checklist can only be reviewed after the task is finished and when it’s already too late to address any missed steps. 

Digital checklists: efficient and reliable

The shortcomings of analog checklists can be effectively eliminated by switching to digital alternatives. With mobile devices such as handhelds or industrial smartphones, maintenance staff can access and complete relevant checklists anytime, anywhere – with just a few taps. This not only minimizes effort but also significantly reduces the risk of errors. 

Digital checklists also offer real-time process control and transparency. Returning to the earlier example: A safety checklist must be completed before the next task becomes accessible. This ensures that every critical step is followed in the correct order, enhancing both compliance and operational safety. 

How should companies approach the transition from analog to digital checklists?

Paper-based processes cannot simply be transferred to digital formats one-to-one. To ensure a successful and sustainable transition, a structured approach is essential. We recommend a three-step process: 

1. Analyze the status quo 
2. Define clear objectives 
3. Select suitable technology 

Step 1: Analyzing the status quo

Before implementing new technologies, a close look must be taken at the current state of checklist use. A thorough analysis provides the foundation for informed decisions and effective planning. 

To gain a comprehensive overview, companies should consider the following key questions: 

• In which processes are checklists currently used, and for what purposes? 
• What are the primary goals behind their use? For example: 
  • Effectiveness – e.g. identifying errors and initiating appropriate corrective actions 
  • Efficiency – e.g. completing tasks quickly 
  • Quality – e.g. ensuring the effectiveness of maintenance activities 
  • Safety  
  • Legal compliance 
• How are the checklist results used or integrated into subsequent processes? 
• What is the current handling process in terms of procedure, quantity, scope, time required, and error rate? 
• How much effort is involved – and how user-friendly is the process – when it comes to: 
  • creating checklists 
  • filling them out 
  • archiving and transferring data 

Step 2: Defining clear objectives

The insights gained from the previous questions serve as the foundation for setting clear objectives and selecting appropriate strategies for implementing digital checklists. 

For instance: If a checklist is used solely to meet legal documentation requirements, the data does not need to be systematically analyzed. In such cases, a basic solution – like an interactive PDF – may be entirely sufficient. 

However, if the checklist is intended to trigger downstream processes, the requirements change significantly. The recorded data must be not only stored but also processed and integrated into systems like an ERP. For example, if a maintenance checklist is used on a machine, it might instruct the machine to continue production at reduced capacity until a temporary part is replaced. 

Checklists can also support broader goals such as establishing a continuous improvement process (CIP). In such cases, the data must be analyzable using statistical or mathematical methods. 

In practice, companies often pursue multiple goals with various checklists. They must therefore decide whether to adopt different technologies tailored to each purpose or to implement a unified solution that addresses all objectives. 

Step 3: Selecting suitable technology

A basic approach to using digital checklists is to provide interactive PDF documents on a collaboration platform such as SharePoint. While simple to implement, such solutions offer minimal options for data evaluation or process integration. More advanced alternatives include web-based tools that display checklists similarly to online surveys. These offer greater flexibility but are typically not embedded in core maintenance processes. For tighter integration, it is advisable to use checklist solutions that are directly linked to the ERP system. 

With ERP-integrated systems, actions can be triggered automatically with a tap on a smartphone. For example, production can be notified immediately about reduced machine output, while a service ticket is generated at the same time for further action. 

In addition to functionality, user experience plays a critical role in successful implementation. The technology must be intuitive and convenient for the team – both when creating and completing checklists, as well as during documentation.  

Practical needs vary: Being able to duplicate and modify checklists easily is useful during their creation, while voice control can be a real benefit when filling them out hands-free, for example, during maintenance work under a machine. 

Digital technology continues to evolve rapidly. Voice interfaces, once futuristic, are now mainstream. Similarly, AR and VR solutions may soon become viable options, allowing technicians to view checklists directly through smart glasses. 

As machines increasingly come equipped with sensors and connectivity, checklist data can be captured automatically by the equipment itself. To support this level of automation and innovation, the chosen checklist solution must be capable of interacting seamlessly with modern technologies. 

Change management: a key factor for success

To identify requirements early and ensure a smooth transition, it is essential to involve employees from the very beginning. Effective change management plays a central role in fostering acceptance of digitalization across the organization. New technologies and increased data collection often provoke skepticism, but when employees are invited to participate actively and voice their concerns, resistance can be gradually overcome. 

An additional benefit of structured change management is the early involvement of key users. By engaging with the new tools from the outset, they gain valuable experience, build internal know-how, and can act as multipliers, supporting their colleagues and promoting a smoother rollout. 

Frequent challenges – master data and legal compliance

Consistent master data and structured master data management are fundamental prerequisites for successful digitalization. Only with accurate and harmonized data can information flow reliably throughout digital processes. Yet, many companies still face significant gaps in this area. Often, ERP systems contain only partially maintained master data – a legacy of analog processes where completeness and accuracy were less critical. 

Legal compliance is another key consideration when implementing digital checklists. Beyond proper archiving, it is essential to ensure that each checklist is clearly and immutably linked to a responsible individual. While a handwritten signature is sufficient for paper-based checklists, digital versions require a secure digital signature. Various identification and verification methods are available, and the appropriate choice depends on the specific use case and the relevant legal requirements.