Restaurant Preventive Maintenance Checklist - A Guide to Get Started

What is Preventive Maintenance for Restaurants?

Like any other industry, preventative maintenance in the restaurant business is key. If you are one of those owners who go by the saying, “If it ain’t broke, don’t fix it”, it’s high time you re-evaluate your maintenance strategy. 

Preventative maintenance is a meticulous process where restaurant managers/owners take a proactive approach to identify and address issues in a systematic manner before they lead to a breakdown. In the restaurant industry, on average one piece of equipment runs 77.7 hours per week, and if one of these equipment were to break down, the loss could be anywhere between $1500 to $1700 per day.

For example, if you run a fast-food restaurant that uses a fryer, your hourly sales depend on its smooth functioning. If your fryer is down for four hours due to a lack of maintenance or routine maintenance, you could be losing thousands of dollars in revenue. This should be a major concern for all managers responsible for maintaining a consistent day-to-day restaurant business.

Managing the condition of your equipment puts you in the best position to make financial decisions and estimates without considering unexpected maintenance costs due to inspections This approach ensures that your business runs smoothly only and your customers always have the best experience in your restaurant.

Why Do Restaurants Need Preventive Maintenance?

1. To Reduce Operating Costs

It's easy to understand how preventative maintenance can save you money. If you're keeping a watch on your kitchen equipment, noting what's about to fail, or detecting the beginnings of a potentially larger problem, you can take action now to avoid a greater problem later. Repairs that you wind up reacting to in a hot moment, spending more than you had budgeted for, might be avoided with a focused project management plan. 

2. To Reduce Downtime of Your Equipment

It goes without saying (but we'll say it anyway) that if your equipment fails, your guests and, most likely, your workers will be unhappy. Due to a lack of functional equipment in your restaurant, guests are either suffering longer wait times, lower quality dishes, or a limited menu. Preventive maintenance allows you to avoid those less-than-ideal circumstances, keep your appliances in peak condition, and provide excellent customer experience.

3. To Reduce High Costs of Energy Bills

A PM strategy might also help you save money on your energy expenses. It may be a line item that you've already assessed and determined is unchangeable, but performing preventative maintenance on your back-of-house equipment can help you find machines and appliances that are operating overtime—and increasing your power cost. 

4. To Gather More Data to Identify Operational Efficiency

Actionable insights provide a deeper comprehension of the equipment in your back office. With data to back up your decisions, you will be able to make smarter business decisions, streamline procedures and purchases, and plan ahead of time.

Scheduling Preventive Maintenance for Restaurants

• Back of the house: These are places, like the kitchen, where normally only employees are permitted.

• Front of the house: This includes spaces like the dining room and restrooms that are accessible to customers.

• Building systems: This is equipment for facilities that isn't used for trade. The HVAC and electrical systems in the building are two examples.

• The building exterior: Facility equipment that isn't utilized for commerce is referred to here. The electrical and HVAC systems in the building are two examples.

Back of the House

Regular back-of-house equipment maintenance tasks usually prioritize maintaining the kitchen and storage equipment's operational efficiency. When carrying out these duties, health and safety remain the top priorities.

The kitchen area's daily maintenance focuses on essential tasks that affect worker productivity, equipment performance, and workspace cleanliness. Cleaning grills, taking out the trash, and checking the interior temperatures of cold storage spaces are typical responsibilities. 

Weekly tasks typically give priority to buildup and other elements that would be impractical in daily chores. Check filters to see if they need to be replaced, and inspect drain lines to verify they are clear and flowing freely.

Preventive maintenance inspections and thorough cleaning are usually assigned as monthly responsibilities. Workers clean grease accumulation from cooking appliances, descale coffee makers, and inspect stovetops, cutting machines, and other kitchen appliances for wear and tear that may require replacement or repair. 

The bigger picture and higher impact parts of the kitchen, storage rooms, and other places reserved for employees are the focus of quarterly back-of-house maintenance duties. Restaurants frequently hire a reputable maintenance specialist for inspections and repairs of their more intricate systems, such as the HVAC or electrical ones. Employees in restaurants can inspect simpler parts like range knobs for indications of malfunction or potential future equipment problems.

Front of the House

Restaurant owners often invest a significant amount of resources in maintaining an aesthetically pleasing dining area and other customer-access areas to keep the restaurant running efficiently. 

Prioritizing customer safety and aesthetic appeal is a daily challenge for most front-of-house staff. Workers clean and sterilize surfaces, and sweep, and mop floors multiple times each day. Cleaning and disassembling front-room equipment, such as soft-serve dispensers and soda machines, is a typical part of the daily opening and closing duties. Other responsibilities include giving the dining area and restrooms an additional inspection. It's common practice to let parts air dry overnight before reassembling them the next morning. 

Beverage dispenser syrup connectors should be disconnected and cleaned on a weekly or monthly basis, as well as other food processing equipment should be thoroughly cleaned. Before reinstalling, let everything dry by air.

Examine interior signage every three months and replace any that are damaged. Check the stability of the furniture. Make sure there are no tripping hazards in the dining area, such as elevated flooring or curled mats. It is imperative to repair or replace any item that poses a risk to the safety of customers.

Building Systems

The comfort, health, and safety of both staff and customers are greatly impacted by facility systems including HVAC and electrical work. Maintaining building systems properly lowers future costs and enhances the overall client experience. 

Keep an eye out for frayed wires and other indications of electrical problems every day. Spot-check timers and power supply components, and take quick action to fix any issues or hazards.

Make sure that you check important systems at least once every week. Examine panelboards, outlets, circuit breakers, and other electrical distribution systems for wear indicators that could indicate a breakdown. Examine the available vents, drain lines, and refrigerant levels. Verify the heating and air conditioning controls as well.

Conduct a monthly inspection of the machinery, moving systems, HVAC, and electrical systems. Verify that the equipment is running at appropriate levels and that the warning lights are functioning properly. If you have any problems, make an immediate appointment for maintenance and repair.

Make sure to clean the area around your outside heating and air conditioning units and arrange for an HVAC system inspection at least once every three months. An expert will check the equipment, check the fan blades, and make sure everything is level. To get the greatest results, schedule any maintenance for high-level systems and restaurant equipment with a top-performing restaurant maintenance supplier.

Building Exterior

The two main considerations when it comes to a restaurant's outdoor spaces are aesthetics and safety. While making sure that both customers and employees can move around the property with ease, you want to keep things neat, vibrant, and aesthetically pleasing.

Check every day to make sure there are no tripping hazards or debris on the sidewalks or in the ADA parking spaces. Make sure ramps and wheelchair access to the sidewalk are sturdy and easy to use by giving them a second inspection. Verify that locks and doors are clear of impediments and that they operate properly.

To maintain the landscaping attractive and appealing, make sure the grass is trimmed and weeds are picked at least once a week. Outdoor cosmetic tasks go a long way toward giving your customers a positive first impression.

Examine all external doors on a monthly or quarterly basis to ensure the locks are still secure. Verify the door seals to make sure that the heat and cold that escape don't affect your energy bills.

To keep curb appeal, arrange periodic shrub pruning services and annual spring planting.

What is a BOH Preventative Maintenance Checklist?

A restaurant preventive maintenance checklist is a less complex and less labor-intensive way to stay on top of your maintenance. When you incorporate a checklist into your maintenance approach, you reduce the likelihood of sabotaging the budget by making fixes in response to problems. Breakdowns are most likely avoidable if a checklist of preventative tasks had been in place and those tasks had been completed correctly and on time.

What to Include in Your Checklist

Preventive maintenance is essential for keeping your kitchen operating smoothly. Being proactive about equipment maintenance can help you avoid costly repairs as well as health and safety concerns. Every restaurant preventive maintenance checklist will appear slightly different, but in general, you should cover the following categories.

1. Griddles & Grills

A griddle is a critical piece of equipment in the core of a restaurant or quick-service facility that sees plenty of food on a daily basis. Typically, the griddle is the last piece of cooking equipment that food touches before being presented to your customers.

Aside from cleaning the flattop grill or industrial griddle throughout daily shifts or working hours, wipe down the front, backsplash, and inner and outside side splashes at least once a day.

• Invest in quality cleaning tools
• Clean and scrape regularly between uses
• Avoid using ice or ice water

2. Dishwashers & Sinks

Dishwasher maintenance on average can round up to a cost of $3,000 to more than $50,000. This makes them one of the most expensive kitchen appliances. Such a significant investment must be carefully managed to avoid early failures and issues. Regular maintenance must be a part of any restaurant's operational practices.

Creating an easy-to-read restaurant preventive maintenance checklist can help everyone in the kitchen understand the most critical dos and don'ts. A list like this should be displayed prominently near the control panel or loading doors. Keep this list succinct and to the point so that individuals are more likely to complete each step rather than bypass tasks that appear difficult or irrelevant to cleaning dishes.

• Clean the filter every 15-20 cycles
• Train employees to rinse food and debris from plates and cookware before loading the dishwasher to prevent clogs and drainage issues.
• Check chemical levels (detergent, sanitizer, rinsing aids)
• Inspect tank water and change regularly
• Look for chips, dents or damages to dish racks

3. Fryers

Any kitchen that offers a lot of fried food will have a gas or electric fryer. Countertop fryers can save floor space in smaller kitchens and diners, whereas bigger, busier kitchens may require numerous floor versions to meet the demand for fried meals. Your maintenance checklist should include the following:

• Extract filthy oil on a regular basis
• Clean fry baskets and check for damage
• Check and clean the combustion fans
• Pay great attention to the quality of the oil you use in the fryer
• Check for gas leaks

4. Ranges

The stove is arguably the most popular piece of kitchen equipment. If it breaks down, it could not only cost you a lot of money but also significantly diminish the efficiency of your kitchen. To guarantee that your commercial range continues to perform properly, include these things in your restaurant preventive maintenance checklist:

• Grease valve knobs regularly
• The burners and grates are clean and secure
• Move the range and clean up behind it
• Check if the thermostat is working properly
• To avoid safety dangers and damage, train kitchen personnel to utilize stoves correctly

5. Fridges & Freezers

Almost every restaurant has a refrigerator and a freezer for food storage. If not both, then nearly always includes a refrigerator, most likely one with a frozen area. Many restaurants also utilize specialized freezers to preserve meat. If there is one common feature that unites this diverse variety of cooling systems, it is that they all require upkeep.

In fact, the requirement for additional maintenance in restaurant refrigerators and freezers could be considered epidemic.  Correct temperature adjustment guarantees the durability of food items kept in the refrigerator. If a fridge or freezer malfunctions, this could lead to huge financial losses that may go up to thousands of dollars. Do not forget about the following:

• Look over door hinges and closers
• Clean gaskets and lubricate hinges
• Check refrigerant level
• Check and adjust defrost timers
• Check electrical connections
• Inspect suction line insulation
• Calibrate thermometers

6. Storage Spaces

Areas used to store dry food should be routinely cleaned, arranged, and checked for leaks, signs of electrical problems, or problems with temperature control. Some items to add to your restaurant preventive maintenance checklist about your storage rooms are:

• Food and supplies are stored off the floor and appropriately labeled
• Temperatures in dry food storage facilities are up to code
• Employees are instructed on FIFO food storage methods (First In, First Out)

7. Floor Maintenance

When it comes to commercial kitchen maintenance, you may focus on the equipment inside the kitchen while also inspecting the restaurant's basic elements, such as floors. To ensure kitchen safety, floors must be solid, clean, and slip-free. The most critical step in maintaining a commercial-grade kitchen floor is to keep it clean. Some things to add to your restaurant preventive maintenance checklist for kitchen flooring include:

• Use a degreaser to remove grease and dirt
• Remove floor mats, sweep and mop regularly
• Ensure that all floor drains are draining properly
• Look for cracks, holes, or irregularities in the floor that may pose a tripping danger

Next Steps After Creating Your Preventative Restaurant Maintenance Checklist

1. Put Together an Asset Inventory

Make a detailed inventory of all the systems and equipment in your restaurant that need to be maintained. To make the inventory easier to track, divide it up by location and group items related to the building's exterior, interior, and building systems together.

2. Implement a Thorough Asset Analysis

Determine which assets are most critical to your restaurant’s operations and prioritize them for maintenance. More essential assets and equipment with the highest potential for producing hazards should be inspected at every interval, with the quarterly inspection being the most comprehensive.

3. Create a Maintenance Schedule

Create a thorough schedule that outlines the due dates for all maintenance tasks. Daily, weekly, monthly, quarterly, and annual tasks should all be included in this calendar. It should also specify when a service call could be necessary and which team or individual is in charge of the tasks listed on the schedule.

4. Divide and Assign Responsibilities

Allocate roles for examining and restoring every item in your asset inventory. For example, back-of-house work such as daily and weekly cleaning are typically handled by chefs and kitchen personnel, whereas front-of-house maintenance tasks are typically handled by waiting and wait-support staff.

Due to the highly specialized nature of the work, monthly and quarterly activities typically depend on a professional or facilities maintenance staff. The automation of asset management that a software solution offers can further simplify tasks for every member of your team.

5. Establish Maintenance Procedures

Regardless of how small the maintenance activity is, develop protocols and procedures for it. Give detailed instructions so that everyone who performs the task will follow them exactly each time. Set up the required instruments and safety gear, together with the safety guidelines.

6. Set an Emergency Response Plan in Place

Create a clear emergency response plan for your personnel that covers the most frequent safety incidents and equipment failures that the restaurant business encounters. Carry out fire drills and make sure all emergency exits are marked properly in case of a fire. Make sure that everyone on staff understands where to find your well-stocked first aid kit.

Xenia for Preventative Maintenance Management

Introducing Xenia, a mobile-first solution to all your restaurant preventative maintenance needs. Xenia helps you significantly reduce repairs and stay on top of your maintenance activities with the help of custom features that enable restaurant managers to streamline operations. 

Our restaurant preventative maintenance checklist software offers a comprehensive library of inspections, checklists, SOPs, and logs to standardize processes. And the best part? Users get a dual advantage of being able to choose from ready-made templates or customize them as per their business requirements. 

That is only one of the many features that this software offers. Restaurant managers can also utilize Xenia to develop SOPs. This innovative AI-powered SOP generator allows for the instant creation of SOPs of any kind, and it does so while taking into account assignees, responsibilities connected to work orders and activities, and the general productivity of team members.

Restaurant managers don't want to deal with the headache of individually creating work orders to handle every back-of-house operations issue, differentiating Xenia from all the other clunky software. 

Efficiently log everything and keep records and documents simultaneously, with a digital solution that offers a consolidated method of resolving such problems. To ensure continuous monitoring, use your temperature and humidity sensors automatically. Set templates for food safety inspections and keep thorough records to guarantee smooth compliance.

Real-time temperature sensors help identify problems before they compromise your food inventory, resulting in proactive alerts and corrective actions.

Streamline equipment maintenance with Xenia's work order management and preventative maintenance technology. Avoid problems or deal with them quickly to spare your team from expensive unnecessary repairs. 

Ready to get proactive? Book a Demo Today

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Final Thoughts

Regular maintenance, carried out at predetermined intervals, is necessary for effective asset management. Continuous inspection and upkeep with the help of a restaurant preventive maintenance checklist software can reduce expenses, prolong asset life, and avoid downtime. 

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