Maintenance Handbook

(1) As Maintenance Team Members, your role is to provide as much machine uptime as possible. This is done through both preventative maintenance, keeping machines in a condition so that they are less likely to break in the future, and corrective maintenance, fixing machines that have broken of natural or user reasons.

Mon - Thurs: 10am - 10pm

Fri: 10am - 6pm

Sat - Sun: 12pm - 6pm

Slack

where all workspace communication occurs

1. It is your responsibility to have notifications on and check slack to make sure you are up to date on any important information regarding the lab and other work related things.
2. If you have any questions, use slack to ask them.
3. Using slack is a part of your employee responsibilities - ie. if you are not using slack, you’re not doing your job.
4. To ensure that management knows you are checking Slack, react to messages that you’ve read on slack with an emoji.

Clickup

where all tasks are listed and your contributions are tracked

1. You are responsible for completing every task that is assigned to you by the listed due date.
2. If you cannot complete a task on time, are unsure on how to complete a task, or are unable to complete a task due to school/personal reasons you must communicate with your lead about it on Slack.

Inventory Management

keeping track of the private tools we stock as well as items that maintenance is responsible for replacing

• such as the 3D Printer Filament or the Alligator Clips at the Electronics Station

1. Via the #maintenance channel on Slack, report damaged/missing tools and communicate about what items need to ordered to the lead
2. Unpack delivered shipments.
3. Keep inventory metrics on Airtable up to date.

Sling

find your schedule here as well as who else is working with you

1. It is your responsibility to fill out your availability.
2. If you have issues with your schedule, be sure to communicate these issues to your lead via Slack.

Use your softwares.

1. Follow the priority of tasks as they are outlined on ClickUp:
   1. Highest Priority: 1 - Tasks at this level focus on preventative maintenance. It is essential that we complete these before we move onto fixing any broken tools because it will save us a lot of time in the long run
   2. Lowest Priority: 5 - After we have performed all preventative maintenance and fixed all tools/machines within the space, we can move onto projects focused around space improvement and making guides.
2. At the end of every shift, you will have to spend some time cleaning up and leaving the maintenance desk (or any busy project areas) looking tidy. You are required to take a picture of the maintenance desk at the end of your shift and attach it to the “Clean Up” task in ClickUp before you leave.

As there are always more projects to complete and more guides to make, there is never a reason to be doing homework while on the clock.

1. When starting a task, move the task to the ‘in progress’ state.
2. When you’ve completed the task, move the task over to the ‘review’ state.
3. Do not move the task to the ‘close’ state - your lead is responsible for doing this.
   1. Make sure you are assigned (or assign yourself) to the tasks that you complete or your baseball cards will not accurately reflect the work you’re doing while on the clock.
   2. Make sure you read the task description and all subtasks/checklists associated with each task - this is where directions and guidelines related to tasks are kept.
   3. If you moved a task to the ‘review’ state and it was moved back the ‘in progress’ state by your lead, this means that the task was not done correctly, message your lead on slack if you have questions about a task.

1. We will be doing a full inventory check once every month. We will look at all tools and hardware needed to perform regular maintenance. An item is completely out of stock if the item has a quantity of 0 in the backstock. When items are out of stock:
   1. Notify your lead in the #maintenance channel on Slack. Your lead will then mark these items for urgent purchases and work with the accounting team to get replacements ordered.
   2. ‘Reserve Quantity’ column on Airtable should only be updated when:
   3. start of shift inventory check leads to item being removed/decreased from backstock
   4. end of week inventory check reveals that reserve quantity column does not match the quantity of that item in the cabinet
   5. shipment is received and item quantity increases
   6. During the monthly inventory check, make sure out of stock items have been added to the weekly inventory check document
2. When a shipment of ordered items arrives:
   1. Check cabinet #2 for items that have arrived in shipment
   2. If the floor needs to be restocked with those items, restock the floor
   3. If the maintenance cabinet needs to be refilled with those items, place them in the correct box in the cabinet
   4. Update Airtable metrics to reflect these increases in stock

It is not expected that any team members come on with pre-existing knowledge of how exactly any machines within the space work. It is expected that team members come on with a willingness to learn about how these machines work and how they are best fixed. It is also expected that team members come hoping to make the Technology Lab, and Innovation Labs in general, a better place through projects and continuous improvement.

It is understood that you are a busy college student. If you absolutely need to get homework or projects done, communicate with your lead via slack and clock out before starting that homework.

Subject to change