Published: June 11, 2025  Updated: June 06, 2025

What Does a Maintenance Planner Do? Roles & Planning Insights

This time, we'll look at the role of a maintenance planner. Who is this person? What duties and responsibilities does this person have? What challenges does he/she face? To solve those challenges, what traits and skills are necessary?

Let's look at these topics, plus provide some industry examples and delve into the next step of planning—scheduling. Does the planner take on this role as well? Read further for further insight.

What Is a Maintenance Planner? Roles and Responsibilities

As with many roles in any company, the planner, to use a cliché, wears many hats. The role involves a blend of technical know-how, organizational skills, and a knack for problem-solving.

Whether this person does only planning depends on the company. You could have this role assumed by someone with the title of manager or supervisor.

A maintenance planner has a day-to-day mix of planning, coordination, and problem-solving. Their core responsibilities include:

• Processing work requests. These might originate from fellow department members, production personnel, or other company staff. The planner must prioritize these requests, then move to the next point.
• Creating and managing work orders. This involves breaking down complex maintenance tasks into smaller, manageable steps. A work order consists of several steps, including inventory and labor availability.
• Scheduling maintenance activities. Does a planner schedule? While the title might suggest it, a maintenance planner doesn't always schedule maintenance jobs directly. In smaller organizations, they might handle scheduling, but in larger companies, there's often a dedicated scheduler. The planner focuses more on planning the work itself. In this role, he might provide insight into optimal scheduling.
• Managing maintenance inventory. By keeping a close eye on spare parts and supplies, maintenance planners prevent costly delays.
• Developing preventive maintenance plans. This proactive approach helps to extend equipment life and reduce unexpected breakdowns.
• Analyzing equipment performance. By studying equipment data, maintenance planners can identify potential issues and schedule maintenance accordingly.

Common Challenges in Maintenance Planning

What obstacles do planners face? Let's discuss a few, then move on to the solutions.

• Unpredictable breakdowns. Equipment failures can happen at any time, disrupting carefully laid plans. A maintenance planner must be agile enough to adapt to these unexpected interruptions and prioritize repairs without compromising other scheduled tasks.
• Resource constraints. Limited budgets, manpower, and spare parts can hinder effective planning. A planner must find creative ways to optimize resource utilization and prioritize tasks based on their impact on production.
• Balancing proactive and reactive maintenance. While preventive maintenance provides so many benefits, urgent breakdowns often demand immediate attention. Striking the right balance between planned and unplanned work always poses a constant challenge.
• Data accuracy. To plan effectively, you need accurate data. This comes from equipment readings, historical maintenance, and key performance indicator reports (KPIs). Inconsistent data or outdated information can lead to incorrect decisions and inefficiencies.
• Communication breakdown. Miscommunication between the maintenance team, production staff, and management can lead to misunderstandings and delays.
• Changing priorities. Production schedules can change frequently, impacting maintenance plans. A planner must be flexible and able to adjust to shifting priorities without compromising equipment reliability.
• Skill gaps. A shortage of skilled maintenance technicians can impact the efficiency of maintenance tasks. Planners may need to find creative solutions to overcome these limitations.
• Changing technologies and methods. Business changes. The way technicians work changes. Planners must keep up to date on new trends and better methods.

Overcoming these challenges requires a combination of planning, problem-solving, and effective communication. Let's look at those and more.

Key Skills Every Maintenance Planner Needs

To excel in this role and overcome obstacles, a maintenance planner needs unique traits and skills but also those common to many workers.

• Technical proficiency. Obviously, you need a solid understanding of machinery and equipment. This comes from previous experience, manufacturer's guidelines, and historical asset data.
• Organizational skills. Juggling multiple tasks and priorities keeps you at the top of the game.
• Problem-solving abilities. This means you have the ability to think on your feet and find solutions under pressure.
• Communication skills. The biggie. Should top the list. Effective communication with maintenance teams, production staff, and management means you have a better chance of success.
• Detail-oriented. Attention to detail means better accuracy.
• Proactive. Don't fall into a reactive mindset where you tend to assets only when they break down. Use equipment readings and condition-based concepts to anticipate problems and take preventive measures.
• Collaboration. Working effectively with cross-functional teams benefits everyone.
• Resiliency. Dealing with unexpected equipment failures requires a calm and collected demeanor.

Discover how streamlined maintenance processes can elevate production. Learn more.

Industry Applications of Maintenance Planning

Manufacturing

In a manufacturing plant, a maintenance planner takes responsibility for scheduling preventive maintenance on assembly lines. This person coordinates repairs on critical machinery and manages a spare parts inventory for hundreds of different components.

Remember, assets go beyond conveyors and pumps and processors. They also include structures and vehicles. If the manufacturing plant also cares for these assets, the planner has an even bigger responsibility for the department.

Healthcare

In a hospital, a maintenance planner has specialized assets. PMs could include equipment calibrations, coordinating repairs on medical imaging machines, and ensuring compliance with safety regulations.

How CMMS Software Supports Maintenance Planning

One of the "tools" that benefits a planner, a computerized maintenance management system helps to organize existing programs. It serves as the central database for asset, inventory, PM, and work order management. It can also help with areas such as purchasing, barcoding, and even human resources.

A planner can use the Maintenance menu to create and organize work orders. Here, you'll find all the information relevant to the jobs. Of course, depending on the company and the job, you may not need all of the information available, but you have those data fields for better clarification.

With a CMMS, the planner adds checklists and safety protocols. Include attachments such as images or URLs for video instructions.

With the same system, the planner has an overview of resources. Inventory quantities and availability. Labor options such as whether the job requires a solo effort, a crew, a specialized craft, or a general shift.

Why the Maintenance Planner Role Is Vital to Success

The role of a maintenance planner means better organization and efficiency for the department and the company. Discuss with your team the goals you want accomplished. Work with production personnel for better employee relations.

Use and develop the best skills for the job to be successful. Don't forget about technology and the power of a CMMS. For the best system, call MAPCON at 800-922-4336. Ask for a free demonstration and discuss how MAPCON can benefit your maintenance planner.