How to Hire a Maintenance Planner

To hire an effective maintenance planner, look for candidates with strong analytical and organizational skills, technical knowledge in relevant equipment/systems, and experience developing preventive maintenance schedules.


Prioritize those with proven project management, resource coordination, data analysis, and problem-solving abilities. Assess their communication skills to ensure they can collaborate effectively with various teams and convey maintenance plans clearly. Consider candidates with relevant certifications or training in maintenance planning software and methodologies. Conduct practical assessments or case studies to evaluate their ability to optimize maintenance activities, manage spare parts inventory, and minimize operational downtime. A qualified maintenance planner can streamline processes, reduce costs, and improve equipment reliability.

Maintenance Planner Role 101

Primary Function

As a hiring manager, you must understand that a maintenance planner with excellent communication skills is responsible for coordinating and scheduling organizational maintenance activities. Their primary function is to ensure that all maintenance tasks and work steps are planned efficiently and organized to minimize downtime and maximize productivity.

Key Duties and Responsibilities

A maintenance planner’s duties include creating maintenance schedules, identifying necessary resources, and coordinating with different departments to execute maintenance plans effectively. They are also responsible for documenting maintenance procedures and hazards and ensuring compliance with safety regulations and organization.

Importance in Operational Efficiency

A maintenance planner ensures operational efficiency by streamlining maintenance processes, reducing equipment breakdowns, and optimizing resource utilization. They also help prevent costly repairs by implementing proactive maintenance strategies and ensuring that equipment is regularly serviced to maintain peak performance.

Critical Responsibilities of Maintenance Planners

Planning and Scheduling

As a maintenance planner, your main responsibility is to create detailed work plans for maintenance activities, including steps and a list. This involves scheduling tasks, allocating resources, creating a work plan, and ensuring timely completion.

Managing Spare Parts

Part of your role as a maintenance planner includes overseeing the inventory of spare parts. By effectively managing spare parts and creating a list, you ensure that maintenance activities run smoothly without delays due to missing components.

Coordinating Plant Shutdowns

As a maintenance planner, you are crucial in coordinating plant-wide shutdowns for maintenance purposes. This involves liaising with different departments to schedule downtime strategically, minimizing disruptions to operations.

Documentation and Asset Management

Another essential aspect of the maintenance planner’s role is maintaining accurate documentation and asset records within the Computerized Maintenance Management System (CMMS). You facilitate efficient tracking of maintenance history and asset performance by keeping detailed records.

Essential Traits for Effective Maintenance Planning


Effective maintenance planning requires clear and concise communication at all levels of the organization. To plan and coordinate maintenance activities efficiently, you must ensure information flows smoothly between work groups. By fostering open communication, you can address issues promptly and prevent delays in maintenance tasks.


Being self-directed is a crucial trait for successful maintenance planners. You need to take initiative and prioritize tasks based on the equipment’s reliability needs. You should also be able to guide other team members, ensuring that everyone is aligned with the overall maintenance objectives.

Process Improvement

Identifying process improvement opportunities is critical to enhancing the efficiency of maintenance operations. As a maintenance planner, you should continuously evaluate existing processes and seek ways to streamline workflows. By implementing improvements effectively, you can optimize the allocation of resources and reduce equipment maintenance downtime.

Skills Every Maintenance Planner Needs

Computer Skills

When hiring maintenance planners, you should seek proficiency in various CMMS software. Familiarity with these tools is crucial for efficient work steps and task management.

Organizational and Time Management Skills

Strong organizational skills are essential for a maintenance planner to handle the intricacies of scheduling tasks, managing resources, and prioritizing work orders effectively. Without a plan for these skills, tasks may become chaotic, and deadlines might be missed.

Technical Knowledge

In addition to soft skills like communication and problem-solving, a maintenance planner must possess technical knowledge related to maintenance operations. Understanding the intricacies of equipment, machinery, and processes is vital for accurately planning preventive maintenance schedules.

Who Benefits from Hiring a Maintenance Planner

Large Plants

Hiring a maintenance planner can significantly benefit your operations when considering large manufacturing plants. With their complex machinery and extensive equipment, these facilities often require meticulous upkeep to ensure smooth functioning.

Transitioning Efficiency

By bringing in a maintenance planner, you are taking a proactive approach towards maintenance. Instead of waiting for breakdowns to occur, maintenance planners help you transition from reactive maintenance to proactive strategies. This shift can lead to increased equipment lifespan and reduced downtime.

Cost-Saving Measures

One key benefit of having a maintenance planner is the potential for significant cost savings. You can avoid costly emergency repairs and unplanned downtime by conducting regular inspections, scheduling preventive maintenance tasks, and identifying issues before they escalate.

The Scheduling Aspect of Maintenance Planning


Scheduling maintenance tasks can be challenging when managing a large plant due to the sheer volume of planned work. Balancing proactive maintenance and responding to avoidable delays requires meticulous prioritization.


As a maintenance planner, you focus on creating the overall plan, including generating work orders and ensuring timely completion. In contrast, a maintenance scheduler assigns specific tasks and coordinates repairs and services.


To streamline operations, consider developing separate job listings for Maintenance Planners and Schedulers. This specialized approach ensures that each position can focus on its core responsibilities efficiently.

Advantages of Employing a Maintenance Planner

Improved Work Order Prioritization

When you hire a successful maintenance planner, you benefit from enhanced work order prioritization. Planners strategically organize tasks based on urgency and importance, promptly addressing critical maintenance issues.

Efficient prioritization by a planner minimizes downtime by focusing on crucial equipment and systems first. This approach streamlines operations, boosting productivity and reducing disruptions in your facility’s workflow.

Enhanced Resource Allocation

With a maintenance planner overseeing your operations, resource allocation becomes more efficient. By analyzing maintenance needs and scheduling tasks effectively, planners ensure that resources like workforce, materials, and equipment are utilized optimally.

Proper resource allocation leads to smoother workflows and prevents overburdening of specific resources. Your team can work more effectively when resources are allocated wisely, improving overall operational performance.

Cost Savings and Operational Effectiveness

Engaging a maintenance planner can achieve significant cost savings through preventive maintenance strategies. Planners implement proactive measures to prevent breakdowns, reduce unexpected repair costs and prolong equipment lifespan.

Moreover, the meticulous planning by a successful maintenance planner enhances operational effectiveness. Regular maintenance schedules and timely repairs optimize equipment performance, minimizing downtime and enhancing overall efficiency in your facility.

Future Outlook and Career Prospects


There is a growing demand for skilled maintenance planners across various industries. Many companies are recognizing the importance of proactive maintenance planning to ensure smooth operations, and this trend is likely to continue in the coming years.

Career Growth

By honing your excellent communication skills and embracing new technologies, you can position yourself for significant career growth in maintenance planning. With the proper skill set, you can advance from entry-level to managerial roles.

Technological Evolution

The role of technology in maintenance planning is evolving rapidly. As a maintenance planner, you must stay updated on new technologies such as predictive analytics software and IoT devices. Embracing these advancements will streamline your job plans and open up exciting opportunities for advancement.


In hiring a maintenance planner, you gain a strategic asset for your organization. By understanding the role, responsibilities, and skills required, you can ensure efficient maintenance planning that optimizes resources and minimizes downtime. The benefits of employing a maintenance planner extend beyond immediate operational improvements to long-term cost savings and enhanced equipment reliability. The field offers promising career prospects as industries increasingly recognize the value of proactive maintenance strategies.

Consider integrating a maintenance planner into your team for successful operations and sustained growth. Their scheduling, coordination, and problem-solving expertise can elevate your maintenance practices to new heights. Embrace this opportunity to streamline your processes and stay ahead in a competitive market.

Frequently Asked Questions

What is the role of a maintenance planner?

A maintenance planner is responsible for scheduling and coordinating maintenance activities, ensuring equipment reliability, and optimizing resources to minimize downtime.

What are the critical responsibilities of maintenance planners?

Maintenance planners create maintenance schedules, coordinate with technicians, order parts and materials, document work orders, and analyze data to improve maintenance processes.

What traits are essential for effective maintenance planning?

Effective maintenance planners should possess strong organizational skills, attention to detail, problem-solving abilities, excellent communication skills, and a proactive approach to identifying issues before they escalate.

What skills should every maintenance planner have?

Maintenance planners need project management skills, technical knowledge of equipment and systems, proficiency in computerized maintenance management systems (CMMS), data analysis capabilities, and the ability to prioritize tasks efficiently.

Who benefits from hiring a maintenance planner?

Hiring a maintenance planner benefits organizations by improving equipment reliability, reducing downtime costs, increasing operational efficiency, extending asset lifespan, enhancing safety protocols, and streamlining maintenance processes.