When it comes to maintaining equipment reliability and reducing maintenance costs, lubrication is a critical component of any maintenance plan. But simply using quality lubricants isn’t enough. You must know how to apply the lubricant properly and remove it for testing and analysis. In almost every lubricant program, these are the two weakest links in the chain, and the most significant source of contamination problems and false analysis reports.
Without clear handling, application, and sampling protocols, even the best oils can lead to poor outcomes. So in today’s blog, we’ll explore these two crucial steps and how you can improve your application and sampling practices for the best results.
Why lubrication protocols matter
Lubricants are engineered to perform in specific conditions, on particular components. But if they’re contaminated, misapplied, or stored incorrectly, they can do more harm than good. When lubricants are improperly stored or applied without care, it’s easy for contamination to occur from outside sources. Dirt, water, and even air that contaminate lubricants during storage or before application can cause oxidation, corrosion, and equipment wear without realizing it.
The solution? Creating standardized procedures for how lubricants are received, stored, transferred, and applied. These procedures establish a reliable foundation that prevents contaminants from entering and extends the equipment’s lifespan. Investing in training to ensure your team knows the proper procedures for lubricant application is key to avoiding the contamination pitfalls that can happen during application. It takes time and experience to learn practical methods for different equipment, lubricants and engines.
A critical component of the process will be creating an effective documentation path that allows you to track the following details: which lubricants were applied, the method of application, the date, the lubricant batch, and other essential information. This documentation trail can be key, especially when combined with an effective oil analysis program for identifying application or contamination issues over time.
Lubricant storage matters
Even if your team members who aren’t directly applying lubricants, lubricant training matters. Lubricant storage can be a significant source of contamination, so ensuring that you have an effective system in place is crucial. You will need clear labeling systems, dedicated storage and transfer tools, and training for every team member on the best storage practices.
In a recent article entitled, Don’t Blow It at the Barrel, Machinery Lubrication drew a helpful analogy for lubricant storage practices: In the article, the author likened lubricant storage to food storage at a fancy restaurant, and how mishandling or storing the food improperly, can be a disaster, even if the resturant is using the finest ingredients.
The same is true for lubricants. Improperly stored lubricants are susceptible to contamination, which can compromise their performance and effectiveness. By taking the time to establish an effective storage program, your lubrication program can become even more effective. To learn more about best storage practices, read this previous blog of ours!
Don’t let bad sampling sabotage your analysis results
We’ve shared before that we think that oil analysis is one of the most powerful tools in a preventive maintenance program. It can help you:
- Determine when to change the oil
- Predict impending machine failure
- Diagnose equipment issues before they escalate
But to effectively rely on your oil sampling results, you need to know the best sampling practices. It’s easy to introduce contaminants during the sampling process without adequate training. If that happens, it’s likely your analysis results will be less effective, or even flat out wrong. That’s a big problem when you’ve invested time and money in an oil analysis program to guide your lubrication and maintenance processes.
How do you get a reliable oil sample?
To get meaningful oil analysis data, samples must be:
- Repeatable (taken from the same spot, under similar conditions)
- Data-rich (capturing oil from the active zone while the machine is running)
- Clean (free of external contaminants)
Unfortunately, standard methods like drawing from a drain valve or using a drop-tube and vacuum pump often introduce variability and contamination. These methods can produce false positives or negatives, leading to either unnecessary maintenance or missed failures.
To reduce this issue, it’s essential to have clear sampling processes in place and to work with clean equipment. Your goal should be to ensure that every sample is taken under the same conditions each time, so you can trust the results you obtain.
Install sampling valves
If you’re concerned about sampling problems, installing sampling valves that allow technicians to draw oil from pressurized systems or gearboxes can help. These valves must be usable while the machine is running. However, with these values in place, you have a better chance of reducing both contamination and inconsistency. They are a reliable method for adequate sampling, which can significantly improve sample quality.
See the benefits of effective sampling
Proper oil sampling goes hand in hand with proper lubricant handling and application. Both are required for a strong, data-driven maintenance program. When done correctly, these efforts can:
- Extend equipment life
- Reduce unplanned downtime
- Cut costs related to unnecessary oil changes
- Support better decisions with more precise oil analysis data
Where is your lubricant program at risk?
You don’t need to overhaul your entire lubrication process overnight to avoid contamination issues. Start small as a team by identifying the potential contamination risks your program may face, and then work to reduce those risks. Examine each stage of the lubricant process and determine where your program is most vulnerable.
- Receiving: Are oils checked and verified before storage?
- Storage: Are lubricants kept in sealed, climate-controlled environments?
- Transfer: Are dedicated tools and methods used to avoid cross-contamination?
- Application: Are the correct lubricants used in the specified amount, as indicated by the manufacturer? Is this process adequately documented?
- Sampling: Are samples taken with valves, from active zones, consistently and cleanly?
From there, work with your maintenance team to document procedures, label everything clearly, and ensure everyone understands the “why” behind each step. As you work together, you’ll identify weaknesses in your program and be able to implement new processes to mitigate the risk of contamination.
Let Greg’s Petro Help
At Greg’s Petro, we provide more than just high-quality lubricants. We help our customers build reliable lubrication programs from end to end, utilizing practical oil analysis to track the effectiveness of their lubrication practices. We can help you implement the necessary tools, training, and processes to enhance the performance of your lubricant program and reduce your maintenance costs. Reach out for our help today.