Plan the month's preventive maintenance from the machine list
In the last week of the month Claude reads your maintenance list and next month's production plan, works out which tasks fall due, and places each one where the machine is free. Overdue tasks come first.
FullProductionWhen you need it
Set it up6 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Once for the whole company: your Microsoft admin approves Claude's Microsoft 365 connector and turns on its write tools, so Claude can save drafts and files. If connecting asks for an admin's approval, this is still to do: send them this step.
- Keep a maintenance sheet in your Production folder, one row per task: machine, task, interval (days, weeks, running hours or cycles), the date last done or the counter reading then, how long it takes, whether the machine must stop, who does it (your team or a service company) and the spare parts it uses.
- No production plan to hand? Claude spreads the tasks over the month's weeks and marks every date for you to check with planning.
- Connect Microsoft 365 under CustomizeConnectors, and in Cowork connect your Production folder in OneDrive or SharePoint (the one synced to this computer).
- In the last week of the month, open Cowork, paste the prompt and add this month's counter readings for the machines planned by hours or cycles.
- Agree the dates with production planning, then book the service visits yourself. Claude only drafts; you send.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Read the maintenance sheet in my Production folder and the counter readings I give below, and plan next month's preventive maintenance. Write the plan as a new sheet named with next month in my Production folder.
- 1. For each task, work out when it falls due: from the date last done and the interval, or from the counter reading and the hours or cycles. List what is overdue first, with by how much, then what falls due next month. Where a reading or an interval is missing, write [CHECK: what is missing] and do not guess a date.
- 2. Place each task in a week, on a day or shift when the machine is free, spreading the tasks over the weeks, since I have no plan to hand, and marking every date [CHECK with planning]. Put tasks on the same machine into one stop where their due dates allow, and never place a task later than it falls due.
- 3. For each week, list the machine stops and how long each takes, so planning sees the hours lost.
- 4. List the spare parts and consumables the month's tasks use, with quantities, so they can be ordered in time.
- 5. For each task a service company does, draft a short email asking for a visit in the week planned, in the language of our last email with them. Save each as a draft in my email. If you cannot save drafts, put them in your answer for me to copy. Do not send anything.
- Use only the intervals in the sheet; never take one from a manual or a rule of thumb. Statutory inspections, such as lifting equipment and pressure vessels, are tracked with the certificate and permit dates, not here: list any you find in the sheet at the end.
What you get
Next month's maintenance plan by week and machine, the overdue tasks at the top, the spare parts the tasks need, and a visit request drafted for every outside service company.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence