How to Ask the Right Questions About Restaurant Maintenance Management

Asking the right questions is an important first step in getting ahead of any challenge.

Albert Einstein is quoted saying, "If I had an hour to solve a problem, I would spend the first 55 minutes determining the proper questions to ask. For once I know the proper question, I can solve the problem in less than five minutes." 

For restaurant operators, the challenge of repairs and maintenance (R&M) is unending. To help, here's a compilation of questions (and answers) to help you with restaurant maintenance management. And don't worry, you won't need 55 minutes to think of them! 

Common Questions to Ask About Preventative Maintenance Planning

Each piece of equipment will have a different preventative maintenance schedule. We provide a deeper dive in this blog post, and will share a few general recommendations below:

1. Check commercial ovens daily for wear and tear or potential mechanical issues, weekly for specialty components, and annually for professional maintenance. 
2. Clean fryers daily and follow the manufacturer's guidelines for routine maintenance checks. 
3. Follow the manufacturer's recommendations for routine maintenance (at least twice per year, or even quarterly) to keep refrigeration units running smoothly. 

There are lots of free online templates for preventative maintenance, including the checklist we provide in our annual State of Repairs Report. 

Use the freebies as a starting point, and customize the list based on the specific equipment and setup that keep your restaurant kitchens running. 

What are the most critical maintenance tasks to prevent equipment breakdowns?

Equipment-Specific Questions

At a glance, here are the most common HVAC maintenance issues:

• The A/C unit won't turn on. 
• Warm air is coming from the A/C unit. 
• The air coming from the A/C unit isn't cool enough. 
• A leak is present in the A/C unit.

Check out our HVAC troubleshooting guide for detailed steps to prevent and address these common issues. 

For some general pointers, we recommend the following: 

Avoid straining your HVAC system with extreme temperature settings. The standard industry recommendation is to keep your system set between 72-75° F.

If the thermostat is set too low, the coils may freeze or overheat, preventing the system from working at all. You still have an option to reset the system if this happens to you. Turn the A/C off completely to allow the unit to "breathe" and thaw or cool.  

Ah, the million dollar question. At least, it could be if you're not asking the right questions first! 

Repair vs. replace decisions are much easier when you track your costs for each asset in the kitchen. You'll want to document what you paid for the equipment originally, as well as each incurred expense to maintain the equipment. 

When the cost to maintain your equipment approaches or exceeds the cost to replace it with a new model, it's probably time to start planning for a new purchase. Similar to totaling a car, you want to be careful not to invest in a "lemon." 

Additionally, old equipment may start to pose other repair challenges if elements like replacement parts are no longer manufactured. For all of your essential kitchen equipment, you want to avoid long wait times for replacement parts.  

Sometimes you get lucky with a classic. Follow the adage, "If it ain't broke, don't fix it" for timeless equipment that continues to run smoothly year after year. Just make sure you stay on top of routine, proactive maintenance to keep the asset humming. 

What to Ask About Vendor Management