Machine Maintenance Checklist for MSME Businesses

May 23, 2024
Updated on

Machine maintenance is a crucial aspect for all businesses, including Micro, Small, and Medium Enterprises (MSMEs). MSMEs heavily rely on industrial equipment to support their small-scale manufacturing businesses and production processes, making it essential to prioritise maintenance. The industrial equipment used by MSMEs is a valuable asset that must be safeguarded to ensure smooth operations and optimal productivity.

The new machine’s maintenance is easier as it is designed with simplified upkeep procedures. It also features automated alerts for preventive maintenance. At the same time, older devices can present greater challenges in terms of upkeep. These older machines may lack the advanced technologies and built-in maintenance features found in newer models. This makes those machine maintenance more complex and requires additional effort.

However, MSMEs cannot afford to overlook the importance of maintaining their industrial equipment, regardless of its age. Neglecting machine maintenance can have severe consequences for these businesses. Equipment breakdowns can lead to costly downtime, disrupted production schedules, and compromised product quality, impacting the reputation and financial stability of businesses.

By prioritising machine maintenance, MSMEs can reap multiple benefits. Regular maintenance inspections and servicing, help identify and address potential issues before they escalate, reducing the risk of unexpected breakdowns. Well-maintained equipment operates efficiently, resulting in improved product quality. It also reduces waste and increases customer satisfaction. 

Additionally, proper machine maintenance extends the lifespan of industrial machinery, minimising the need for costly replacements. This allows MSMEs to allocate their financial resources to other critical areas of business growth. Furthermore, proactive machine maintenance promotes a safe working environment by minimising the risk of accidents caused by faulty machinery.

7 Ways MSMEs Can Make Machine Maintenance Easier

Let’s have a look at some of the ways in which MSMEs can make machine maintenance easier:

Learn About Gear and Equipment

Gaining a deeper understanding of the heavy gear and equipment utilised by a firm is an essential initial step in effective equipment management. By learning more about the machinery employed on a daily basis, businesses can make informed decisions and implement appropriate maintenance strategies. Educating equipment operators on correct operational procedures is paramount to ensure optimal performance and minimise the risk of accidents or errors. Equally important is providing comprehensive training to plant-maintenance workers, enabling them to conduct thorough checks, evaluate equipment conditions, and perform necessary repairs.

To further enhance equipment management practices, valuable information can be derived from the user’s manual and other relevant documents. These resources offer a wealth of insights, including recommended maintenance schedules, troubleshooting guidelines, and proper handling techniques. By leveraging the information within these resources, businesses can strengthen their ability to maintain and care for their equipment. This, in turn, leads to prolonged equipment lifespan, optimised performance, and reduced downtime.

By taking these essential steps, companies establish a culture of responsibility and accountability for equipment management. This ensures that equipment is operated correctly, maintained regularly, and repaired promptly when needed. Ultimately, a comprehensive understanding of heavy gear and equipment, coupled with proper education and training, empowers businesses to make informed decisions and effectively manage their machinery for sustained success.

Servicing and Machine Maintenance

MSMEs can proactively identify and address problems before they become noticeable. This early problem detection empowers businesses to conduct minor repairs promptly, preventing them from developing into more significant and costlier issues.

The benefits of spotting problems early on lie in the ability to intervene and rectify them when they are still manageable. By performing timely repairs, MSMEs can save substantial costs that would otherwise be incurred if the problems were left unattended and allowed to worsen. 

Regular servicing and maintenance also contribute to the longevity and optimal performance of the machinery. Proper upkeep ensures that the equipment operates efficiently, reduces the risk of unexpected breakdowns, and promotes a safe working environment. By prioritising regular machine maintenance, MSMEs demonstrate a commitment to efficiency, reliability, and cost-effectiveness.

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Maintain a Good Relationship with a Service and Repair Firm

Machinery service contracts can be a valuable asset for MSMEs. These contracts provide access to a team of service and repair technicians who can perform repairs on the spot, preventing costly downtime. MSMEs often have difficulty getting repairs done on schedule if they do not have a good relationship with a service and repair firm. This is because larger companies typically have priority when it comes to repairs, and MSMEs may have to wait days or even weeks for their equipment to be repaired.

Additionally, dealing with an unfamiliar repair firm hired at the last minute can be more expensive than working with a company that is familiar with the small manufacturing business and machine maintenance. This is because unfamiliar repair firms may not be familiar with the specific equipment that the SME uses, and they may charge more for labour and parts. Machinery service contracts can help to mitigate these risks by providing MSMEs with access to a team of experienced technicians who are familiar with their equipment. This helps ensure that repairs are done quickly and efficiently without causing costly downtime.

Have an in-house Service Specialist to give Professional Guidance

MSMEs rely on their machinery to produce their products. However, machinery can break down, which can lead to lost productivity and revenue. To prevent this, MSMEs should have an in-house service specialist who can regularly inspect and maintain their machinery. An in-house service specialist can check all moving parts, such as power transmissions and gears, and see if they need to be lubricated. They can also identify any potential problems before they cause a breakdown. In addition, a professional can instruct all employees on how to use the machinery to prevent wear and tear properly. 

They can also teach certain employees how to perform minor repairs. Having an in-house service specialist can save MSMEs money in the long run. By preventing breakdowns, they can avoid the cost of emergency repairs. They can also avoid the loss of productivity and revenue that can occur when machinery is down. Having an in-house service specialist can also improve the safety of MSMEs. By properly maintaining machinery, they can reduce the risk of accidents. This is important for the health and well-being of employees, as well as the legal liability of the business.

Inspecting and Replacing Worn Components

Regular maintenance is essential to ensure the longevity and optimal performance of various mechanical components. Among these components, seals, gaskets, bearings, v-belts, and pulleys are particularly prone to wear and tear caused by friction. It is crucial to closely monitor their condition and promptly replace them, if necessary, to prevent potential failures and subsequent operational disruptions. Additionally, bolts, over time, may experience elongation and creep, compromising their effectiveness and structural integrity. Hence, conducting regular torque checks on bolts is highly recommended to identify any potential issues and address them proactively. 

Another crucial aspect of machine maintenance involves inspecting sprockets for breakage and verifying their proper meshing with roller chains, as improper alignment can lead to accelerated wear and decrease overall system efficiency. By diligently attending to machine maintenance tasks, MSMEs can enhance the reliability and efficiency of mechanical systems, promoting smooth operations and reducing the risk of costly downtimes.

Operate Machinery Safely

The proper and safe operation of machinery is crucial to prevent breakdowns and other mechanical issues. Overutilisation or neglecting to follow operational guidelines significantly increases the likelihood of equipment failure. Even with diligent preventive maintenance efforts in place, the effectiveness can be undermined if workers and employees do not adhere to operational requirements.

Adhering to operational guidelines includes using the machinery within its designated capacity, avoiding excessive strain, and ensuring proper handling of materials. Operating machinery beyond its recommended limits or pushing it beyond its intended capabilities can lead to accelerated wear and tear, decreased performance, and an increased risk of breakdowns. Neglecting to follow safety protocols, such as ignoring maintenance schedules, overlooking proper lubrication, or bypassing safety mechanisms, can also have detrimental effects on the machinery’s operational life.

Manufacturing equipment is typically designed to withstand demanding conditions, but it is not invulnerable to misuse or neglect. Inappropriate use can result in premature wear of critical components, decreased efficiency, and potential safety hazards. Regular inspections and machine maintenance efforts can help identify and address issues caused by improper operation, but it is essential to ensure that employees receive proper training on equipment usage and safety protocols.

By fostering a culture of proper equipment operation and providing comprehensive training to employees, small manufacturing businesses can minimise the risk of breakdowns and extend the operational life of their machinery. Emphasising the importance of following operational guidelines, promoting regular machine maintenance, and investing in employee education and awareness will contribute to the overall efficiency and longevity of the equipment, ultimately supporting the productivity and profitability of the business.


Machine maintenance holds significant importance for MSMEs. These small manufacturing businesses heavily rely on their machinery to drive production and meet customer demands. Regular maintenance ensures that machines operate optimally, minimising the risk of breakdowns and costly downtime. 

By conducting routine inspections, lubrication, and repairs, MSMEs can detect and address potential issues early on, preventing major breakdowns and expensive repairs. Proper maintenance also extends the lifespan of machinery, preserving the initial investment. Moreover, by prioritising machine maintenance, MSMEs can enhance safety in the workplace, reducing the risk of accidents caused by faulty equipment. Ultimately, effective machine maintenance boosts productivity, saves costs, and promotes a sustainable and successful business for MSMEs.

Kinara Capital recognises the critical role that machinery plays in the success of a business. We understand the need for MSMEs in the manufacturing, trading, and service sectors to have access to funds for purchasing both new and used machinery. Kinara offer loans of up to INR 30 Lakhs specifically tailored to meet these requirements. With Kinara Capital, MSMEs can secure asset purchase business loans quickly, often within one day, without the need for property collateral. Kinara aims to empower businesses by providing efficient financial solutions that enable them to acquire the necessary machinery and propel their growth and productivity. 

MSME owners can apply for a business loan easily from Kinara Capital by visiting the company’s official website or using the user-friendly myKinara digital app. Also, we have a dedicated customer support team available between Monday – Friday (9.30 AM – 6.00 PM) at our toll free number 1800-103-2683 for any questions or assistance. This ensures that entrepreneurs can get the help they need throughout the loan process.

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