An advantage your park district fitness center has over the private health club is price. One common disadvantage is having less start-up capital, resulting in having fewer equipment pieces, so it is important for your facility to keep all of the equipment in optimum working order.

During a recent visit to a private Chicago area health club chain, I noticed preprinted cards taped on a handful of equipment stations throughout the club. Upon closer inspection, I saw they were signs informing members that the machines were broken. It indicated the date the station went down, who discovered it, and when it was scheduled for repair, usually in a one to two week time frame. I could think only of how much time and effort had been taken to let members know the equipment was broken; if only the same effort were put into preventative maintenance.

How do you spot potential problems and where do you start?

Begin by hiring a part-time staff person, who is mechanically inclined, to complete maintenance checks and minor repairs. Do not rely on work orders through your maintenance department for the simple jobs. The operator's manual for each equipment item will give you clear step-by-step guidelines to follow. Many companies will show you, upon delivery or during a service call, exactly what is required in terms of maintenance.

Next, order replacement parts for your most popular equipment. Many companies will provide you with a parts replacement kit. If the machine is new to your facility, discuss potential maintenance problems with other club managers who have the same product. Budget for repair expenses. A six-year-old fitness center may need $500 per month for repair parts, while a newer facility will obviously require a smaller expenditure.

As a manager, get to know your equipment. Use your facility's equipment, perform maintenance checks, and assist in cleaning the equipment. These procedures will help you spot potential problems, from equipment pad tears to rusty parts caused by sweat. Your members can also assist in your preventative maintenance program. Encourage your members to notify the staff if they notice something is wrong, such as squeaks, rattles, or worn parts. Provide hand towels for the members to use and encourage them to assist in cleaning the equipment after each use. Sweat creates rust and computer chip problems.

When an equipment station breaks down without the needed replacement part in stock, remove the station from the exercise area. Broken equipment has a negative effect on your members.

Equipment maintenance is a vital component of any club's customer service. A member who comes once a month may see Stairmaster I disabled on his January visit. If the member had intended to use the Stairmaster, he would not only be annoyed by a wasted visit, but will also feel negatively about the facility in general. If three weeks later he returns, and Stairmaster 2 is down, the immediate impression is that Stairmasters are unreliable and your facility has not responded to break-downs.

For your vital equipment stations, most manufacturers have overnight parts shipping. The extra $10.00 is minor compared to losing a member.

In addition, purchase a quality set of tools. To start with include: a standard and metric socket set; screw-driver set; two adjustable wrenches; standard pliers; open-end wrench set; hammer; rubber mallet; utility knife; snap ring tool and additional teeth; hex-head wrench set; Tefflon lubrication spray; high-grade oil or grease.

Developing your maintenance log book

First, organize manufacturer maintenance guidelines for each type of equipment onto one plastic-coated page that will be kept in a three-ring binder.

Next, create a checklist for every station in the center. At least once a month all equipment should be thoroughly checked. Larger facilities should check all equipment every two weeks.

Log all repairs and preventative checks on the log sheets. The list should include the date, and possible future problems. Facilities also will want to keep track of all repair part costs and labor per item.

A preventative maintenance manual has many advantages to you as a manager. For example, potential break-downs can be spotted during regular equipment checks. Also, proper oiling and cleaning is always being completed on a regular schedule, allowing the machine to work at its most efficient level. When a new part is needed, you will usually have time to order the spare part with standard shipping charges. Preventative maintenance minimizes expensive service calls from the manufacturer, as well, and it creates a safety checklist for your facility which may be needed for its insurance plan.

These simple maintenance guidelines will help keep your equipment performing properly, and more importantly, the results will keep your members happy.

About the Author

Jejf Greenwald is facility coordinator for Elk Grove Park District and a member of IPRA 's facility management section.