Starting out as a warehouse manager? You’ve got a lot on your plate. Between schedules, inventory, safety checks, and keeping your team on track, it’s easy to let equipment upkeep slide to the bottom of your list. But here’s the thing—ignoring it can lead to breakdowns, slowdowns, and unexpected costs that throw everything off.
You don’t need to be a mechanic to stay on top of it. You just need a clear, simple system that fits into your daily or weekly routine. The goal isn’t to fix every problem yourself. It’s to catch the small stuff early, keep records organized, and make sure the people using the equipment are paying attention, too. Let’s break it down.
Make Preventive Maintenance a Priority
If you only react when things break, you’re setting yourself up for bigger problems. Unplanned downtime slows your team down. It messes with schedules. And it can lead to higher repair costs.
That’s why preventive maintenance matters. You don’t have to check everything daily, but your warehouse should follow a simple routine. Some key things to look at regularly include:
- Fluid levels (oil, hydraulic fluid, coolant)
- Tire condition and air pressure
- Brake wear
- Battery health
- Signs of leaks or loose parts
Even 15 minutes of weekly checks can save hours of downtime later.
When it comes to replacing worn parts, having a dependable source helps. Intella Parts Company is a great option if you need aftermarket forklift parts. They carry products for major brands like Hyster, Yale, Toyota, and more. Instead of waiting days for an OEM part, you can often get what you need faster—and at a better price.
Staying ahead of problems is cheaper and safer than trying to fix emergencies under pressure.
Learn the Basics of Your Equipment
No one expects you to be a forklift expert on day one. But it helps to know the basics.
Spend some time reviewing manuals for the equipment your warehouse uses. Understand which models are in rotation. Pay attention to weight capacities and fuel types. Know how to recognize common issues like uneven tire wear or slow lift performance.
This helps you spot small problems before they become big ones. It also makes you more confident when talking to repair techs or ordering parts.
If your team uses any specialized attachments or tools, get familiar with those too. The more you know, the more effective your decisions will be.
Build a Relationship with Your Maintenance Team
Whether you have in-house mechanics or work with an outside service provider, make an effort to build a strong working relationship.
That doesn’t mean daily check-ins. But stopping by for a quick update or asking for a monthly summary shows you care about what they’re doing. It also keeps communication open.
Maintenance teams notice the little things that others miss. If something sounds off or looks unusual, they’ll usually catch it early. And if they feel supported, they’re more likely to speak up.
Try to involve them when planning new equipment purchases, too. Their input can help avoid compatibility issues or hidden upkeep costs.
Train Your Team to Spot Red Flags
You’re not the only one responsible for keeping equipment in good shape. Your team is using machines every day. They’re often the first to notice when something feels “off.”
Give your staff quick, simple training on what to look for. You don’t need a long workshop—just a short rundown during a meeting works.
Some common red flags include:
- Unusual sounds or vibrations
- Slower-than-normal performance
- Leaks or puddles under machines
- Loose bolts or parts
- Warning lights staying on
Encourage your team to report problems as soon as they notice them. A “better safe than sorry” mindset goes a long way. It’s also a good idea to set up a simple way for them to share concerns—whether that’s a clipboard in the breakroom or a group message app.
Keep Good Records of Service and Repairs
If you’re not tracking maintenance, it’s easy to lose sight of what’s been done—and what hasn’t.
Create a shared log or spreadsheet where you record the following:
- Date of service
- Type of service performed
- Parts replaced
- Notes from the mechanic
- Next recommended service
You don’t need fancy software. Even a basic system works as long as it’s updated regularly.
These records help in a few ways. First, they give you a clear picture of the equipment history. Second, they make it easier to spot patterns. If one machine needs frequent brake repairs, that could point to a deeper issue. Third, they make warranty claims or part returns more straightforward.
If someone new takes over your role, good records also make the transition smoother.
Don’t Forget About Accessories and Attachments
Forklifts and pallet jacks aren’t the only things that need upkeep. Smaller parts and accessories matter, too.
Think about:
- Forklift lights and warning strobes
- Mirrors and backup alarms
- Propane tank brackets and latches
- Seat belts and seat assemblies
- Safety decals and labels
These items often get overlooked. But if they fail, they can lead to safety risks or OSHA violations.
Make it a habit to check these once a month. You don’t need to inspect every detail daily—but a quick walk-around is enough to catch most issues.
You can also save money by ordering replacements ahead of time instead of waiting until something breaks. Look for vendors that carry a variety of accessories so you can stock up when needed.
Keeping your warehouse running smoothly starts with the basics. Equipment upkeep doesn’t have to be complicated or expensive. You just need to stay consistent.
Start with a preventive maintenance plan. Learn what your machines need. Build a solid line of communication with your maintenance team. Teach your staff what to look for. Track repairs. And remember that even small accessories matter.
With just a few habits and the right vendors on your side, you’ll avoid headaches, reduce downtime, and keep your operation moving. Being a warehouse manager comes with pressure—but with the right systems in place, equipment upkeep won’t be one of your stressors.
