Blog

Key Takeaways: The U.S. Marine Corps increased operational efficiency after digitizing its work orders.  Unplanned downtime is costing the UK economy an estimated £23 billion a year. Air India came under scrutiny for maintenance lapses tied to poor record-keeping. Have you ever had a technician misplace a work order, sparking a chain of delays and chaos?  Or ordered too many spare parts, only to watch them gather dust in a warehouse until they became obsolete?  Without an efficient system, problems like these are all too common. However, it doesn’t have to be this way.  With modern maintenance management software, you gain visibility and control over your operations like never before.  Are you wondering how it works?  Continue reading to discover the benefits of maintenance management solutions, accompanied by real-world examples from various industries. Improved Work Order Management With maintenance management software, your day-to-day tasks become less chaotic and more efficient, thanks to automated work order management. Take our own system, WorkTrek, for example.  It automates every step of the work order process, from start to finish, beginning with the request.  With WorkTrek, work requests can be submitted through multiple channels, including our mobile app, email, a request portal, or an app created just for you.  You can quickly approve them, create and assign tasks or work orders, and track progress, all from a centralized database like this: Source: WorkTrek Additionally, requests are fully customizable, so you decide what information is required each time, from priority levels and locations to categories and even photos of the issue.  Work orders are just as efficient.  You can create, schedule, assign, and prioritize them all in one place, capturing the right data with required fields, like time and materials, signatures, and more.  Source: WorkTrek Once the work has been completed, all stakeholders are automatically notified, eliminating the need for text messages or calls to check request statuses.  In short, WorkTrek ensures every team member knows what to do, how to do it, and by when, ultimately boosting overall productivity and operational efficiency. The U.S. Marine Corps is a great example of how transformative automated work orders can be.  Earlier this year, they switched from a paper-based system to a digital one and noticed improvements almost instantly.  Much like WorkTrek, their system serves as a central repository for detailed work documentation, organizing every step of the maintenance, repair, and overhaul process.  Business Support Specialist Wesley Crocker praised the system, noting it is far more effective than the paper-based approach they had before:  “What we have now is a digital version of the work orders within a program that is easily accessible, has a convenient search function, and houses inspection plans and quality call points. It’s making operations more sustainable and efficient.” Paper is no longer wasted, and teams no longer need to search through binders, folders, and filing cabinets, or chase signatures. Instead, all information is stored in a single system, allowing teams to focus on their work rather than on coordination tasks. And that’s exactly what maintenance management solutions like WorkTrek are built to do. Simplified Preventive Maintenance Scheduling If you’re struggling with preventive maintenance and find yourself caught in a cycle of reactive fixes, maintenance management software is the solution you’ve been waiting for. This kind of software automatically schedules preventive maintenance (PM) based on your own parameters, enabling you to execute your proactive strategy effectively. For instance, you can set up scheduling by time triggers—daily, weekly, monthly, or yearly—or by usage metrics like mileage, operating hours, temperature, or pressure.  Source: WorkTrek The system notifies you when maintenance is due, ensuring assets receive the care they need, right when they need it. This enables you to break free from reactive maintenance and significantly reduce unplanned downtime.  That is no small thing.  The 2025 Mainstream survey found that UK organizations spend 55% of maintenance budgets on reactive activities, costing the economy an estimated £23 billion a year in avoidable downtime.  Illustration: WorkTrek / Data: Mainstream In contrast, organizations that keep reactive maintenance below 30% experience 78% fewer unplanned production interruptions, according to the survey.  This is because preventive programs help catch problems early, giving you time to act before breakdowns occur. Chad Tearman, Senior VP of Distribution at Sonny, a car wash equipment manufacturer and a service leader with 30 years in the vehicle wash industry, agrees.  He has seen the difference PM can make in car wash equipment firsthand: Illustration: WorkTrek / Quote: Carwash However, this principle applies not only to car washes but also to every industry and every type of asset, including brand-new ones.  As Tearman explains: “You might think it’s brand new and doesn’t need maintenance, but a year later it could be in shambles and now you’re really behind, missing out on revenue.” He compares it to buying a car.  You can drive it off the dealership lot brand new, but neglect the oil changes, and sooner or later, it’s going to let you down. Maintenance management software ensures situations like that never occur.  It gives you a consistent, smart way to prevent issues, extend the life of your equipment, and minimize any operational disruptions. Accurate Inventory Tracking With maintenance management software, you never have to worry about overstocking or understocking spare parts and key materials again.  Compared to outdated manual inventory tracking, this technology provides more accurate and current data. Benjamin Reichenecker, Founder and CEO of the inventory management solution PartsCloud, agrees, explaining why manual methods typically fall short:  Illustration: WorkTrek / Quote: EU-Startups Indeed, manual tracking takes too much time, drains energy, and inevitably leads to errors that require even more effort to fix.  Maintenance management software eliminates these problems.  It monitors your stock levels in real time, sending alerts when parts run low, even across multiple locations.  Your team can check and update stock, transfer inventory between warehouses, and access detailed data about each part, including make, model, quantity, and user manuals, all on the go.  Source: WorkTrek Some solutions even enable you to track parts by serial number, giving you insight into the history of the part, from initial warehouse through the installation to the disassembly.  That way, you know precisely how each part is used.  All of this helps you optimize your inventory, ensuring you always have just the right amount of stock.  It’s an effective way to reduce overspending and free up company cash flow. Take it from Alstom SA, the French multinational rail transport systems manufacturer.  After merging with Bombardier Transportation in 2021, their global operations expanded significantly, and so did their inventory.  To help manage this growth, they digitized their maintenance operations, which ultimately led to better inventory planning, more accurate availability tracking, and tighter cost control.  Alexandre Domingues, Chief Digital Services Officer at Alstom, explains:  Illustration: WorkTrek / Quote: Celonis Maintenance management software can do the same for your business.  It gives you full visibility and control over your inventory, ensuring you always have exactly what you need to get the job done, without wasting resources.  Organized Record-Keeping Before maintenance management software, upkeep teams struggled with disorganized paperwork, missing data, and the constant risk of noncompliance hanging over their heads.  Those days are over. Maintenance management solutions serve as a central digital hub for all your maintenance data, allowing you to access relevant information in seconds.  For instance, you can upload safety rules, LOTO procedures, and PPE reminders for technicians, or set hazard alerts for the field.  Source: WorkTrek Previous work orders are just as easy to find, complete with details on who performed the work, when it was done, what was repaired, which parts were used, and more.  Once the work has been completed, the system records it, and it stays there, always available when you need it.  That matters today more than ever.  Having complete, accessible digital records makes compliance far less stressful, especially during regulatory audits.  Instead of scrambling for paperwork, you can produce documentation instantly, ultimately avoiding hefty fines and penalties.  This is particularly crucial in industries like aviation, where the margin for error is tiny. Daniel Tautges, SVP at the aviation software company Component Control, puts it best: “The aviation industry is under constant pressure to increase efficiency, reduce downtime, and maintain the highest levels of safety and compliance. Digitalising aircraft records is no longer a luxury—it’s a necessity.” According to Tautges, well-organized digital records reduce safety risks from counterfeit parts, strengthen regulatory compliance, and protect airlines’ reputations.  With growing complexity and stricter oversight, paper-based systems simply can’t keep up with the speed, accuracy, and security modern aviation demands, he adds.  The recent situation with Air India is proof.  Earlier this year, the airline came under scrutiny for maintenance lapses tied to poor documentation.  Investigators discovered that some records were still in Excel, despite requirements to use dedicated software.  Source: Infra Even after switching systems, mistakes continued to persist.  Components were used beyond their service life, seatbelts malfunctioned, and other serious issues arose.  The fallout damaged their reputation and nearly derailed a merger.  And that was a relatively mild outcome. It could just as easily have led to lawsuits or serious safety incidents. The lesson is simple: when vital information is centralized, accurate, and instantly accessible, teams work safer, smarter, and in compliance with rules and regulations.  That’s where maintenance management software comes in, providing peace of mind and reliable data. Advanced Reporting However, this kind of software doesn’t just display static data.  It also generates dashboards and reports on KPIs like MTBF, MTTR, costs, and more, giving you the insights you need to make data-driven decisions and optimize maintenance strategies.  These dashboards are designed to be as intuitive as possible and to show you the current state of your operations at a glance.  You can see how much work is finished or unfinished, what it’s costing you, and where your attention is needed the most. Source: WorkTrek When you need deeper insights, customizable reports enable you to analyze various KPIs and evaluate your maintenance effectiveness in greater detail.  Many systems even allow you to schedule reports at regular intervals, automatically sending them to your team via email.  That way, the relevant people always have the right information at the right time.  The 2025 Mainstream survey we mentioned earlier offers some insight into why this matters.  As it turns out, the UK’s asset-intensive industries typically use less than 27% of the data they collect for operational decisions.  Illustration: WorkTrek / Data: Mainstream This means that modern maintenance operations generate huge volumes of data.  However, sifting through it, deciding what’s important, and turning it into actionable insights is a massive challenge.  Maintenance management software does that work for you, presenting insights in a clear, ready-to-use format. UK-based retail company NEXT understands how beneficial this can be.  They use their software to track key KPIs, which helps them identify the biggest opportunities for improvement.  Matt Winter, Head of Engineering at NEXT, explains: Illustration: WorkTrek / Quote: eMaint For example, they monitor the balance between reactive and preventive maintenance.  If the software reveals that too many hours are being spent on reactive work, they know action is required:  “So of course it means we have got to invest more time, maybe even lay on overtime, in order to get back on track.” In a way, the software acts like a virtual consultant that monitors operations, highlighting inefficiencies, and guiding teams on how to fix them.   No guesswork. No intuition.  Just clear, actionable data that drives smarter maintenance decisions. Conclusion Maintenance management software helps you work smarter, not harder.  It streamlines operations, reduces downtime, maximizes asset performance, and lowers costs, all in one easy-to-use platform.  At the end of the day, better systems lead to better results.  So, don’t let outdated processes hold you back when the tools to boost productivity, cut waste, and build resilience are already here.

Tired of managing equipment maintenance with spreadsheets, paper forms, emails, and phone calls? Frustrated by sudden breakdowns, emergency repairs, and safety incidents that keep setting you back? The right equipment maintenance software can make all the difference.  From work order management to predictive maintenance and compliance tracking, today’s solutions offer more than ever. In this article, we’ll review seven leading tools, their features, and pricing to help you streamline operations, reduce downtime, and control costs. WorkTrek Whether you’re managing a single facility or multiple sites, WorkTrek is designed to simplify and automate your maintenance operations. It includes all the core CMMS (Computerized Maintenance Management System) features you’d expect from equipment maintenance software, such as: Work request and work order management Preventive and predictive maintenance Parts and inventory control Asset management  Cost tracking  Another now standard feature is that the WorkTrek app can be accessed from any internet-connected device, like smartphones, desktops, or tablets. Source: WorkTrek When equipment malfunctions, the first challenge is often how quickly and clearly a request can be made. Whether it’s your staff or external users, WorkTrek makes it easy for anyone to report an issue. In other words, it allows unlimited guest access for requests, which speeds up and standardizes reporting.  Requests can be submitted in several convenient ways: through the mobile or web app, a dedicated web portal, or simply by scanning a QR code. Source: WorkTrek Once a request is submitted, managers or supervisors can: Review and approve maintenance requests Generate and assign work orders with priority levels Track work order progress and costs in real time On the other hand, technicians can: Receive instant notifications for new assignments Access detailed work orders with checklists, priority levels, and notes Log time, complete digital checklists, and close work orders directly from the field app Beyond work order management, WorkTrek also supports preventive maintenance.  Managers can schedule recurring tasks, create work orders for them, and set up automatic reminders to keep everything on track. Source: WorkTrek Managers and technicians benefit from easy access to updated inventory lists, covering tools and spare parts needed for maintenance.  This helps prevent unnecessary downtime caused by missing items. In the realm of predictive maintenance, WorkTrek lets you set work order triggers based on meter readings such as temperature, pressure, or mileage.  It can also integrate with third-party IoT sensors to track equipment performance, such as vibration monitoring, and send timely alerts when issues arise. Additionally, WorkTrek provides data analytics and pre-built reports, helping managers make faster, data-driven decisions. Source: WorkTrek Another useful feature is WorkTrek’s offline mode, which lets users continue working even with poor or no connection. Once connectivity is restored, the system automatically syncs the data. WorkTrek’s pricing is offered across three plans, detailed below: Source: WorkTrek You can also book a demo or sign up for a free trial to test the platform. Overall, WorkTrek is praised by users for its intuitive interface, ease of use, and responsive customer support. Taken together, these strengths make WorkTrek a flexible solution that covers all the essentials of effective upkeep, while also offering advanced options like IoT integrations for predictive maintenance. That’s why it’s a strong fit for maintenance teams across industries seeking three key outcomes: streamlined work orders, reduced downtime, and improved safety. UpKeep UpKeep is another well-known solution built for maintenance teams across industries with the aim of digitizing, automating, and streamlining maintenance and reliability operations.  Like WorkTrek, it includes all the essentials, from work order management to inventory tracking, but it also adds AI-powered features and its own IoT integrations.  For work order management, UpKeep supports the full workflow: from submitting requests to creating, assigning, and tracking work orders. Source: UpKeep Registered users can submit requests directly through the app, while guest users can send them at no extra cost through a dedicated request portal. Once a request is approved and assigned, technicians gain access to their work orders, review details, confirm inventory availability, and receive automated reminders. For preventive and predictive maintenance, UpKeep combines meter-based functionality with its own IoT sensors, which integrate directly into the platform to support sensor-driven upkeep. In practice, this means alerts are triggered automatically when thresholds for operating hours, pressure, vibration, temperature, etc., are reached, helping teams act before breakdowns occur. Source: UpKeep UpKeep also includes several AI-powered features such as work order summaries, a data importing and cleaning tool, and improved displays for preventive maintenance schedules. Keeping in mind that IoT integrations are charged separately, here are UpKeep’s pricing tiers. Source: UpKeep Take note that some advanced features, such as offline mode and detailed reporting, are only available in the higher-tier plans, with pricing provided on request. In user reviews, UpKeep earns high marks for ease of use and responsive customer support.  Common drawbacks include occasional work order glitches and slower system performance. To sum up, UpKeep is an all-in-one maintenance platform that combines intuitive dashboards and core CMMS features with optional IoT integrations and an expanding set of AI capabilities. Fiix Fiix, developed by Rockwell Automation, is designed to help industrial plant maintenance teams streamline and modernize their operations. Like the other platforms covered here, Fiix focuses on digitizing and automating maintenance tasks. This includes managing service requests and work orders, tracking assets, and integrating with sensors and other systems. Source: Fiix Like UpKeep, Fiix includes AI-driven capabilities through its Fiix Foresight feature. It automatically analyzes work orders, purchase orders, asset details, and other data to detect trends and deliver insights on a single dashboard. Fiix Foresight also sends automated alerts when costs exceed set thresholds, parts usage spikes, or too much reactive maintenance is performed. Source: Fiix This feature also includes a Parts Forecaster, which predicts which parts will be needed for upcoming maintenance.  This helps you avoid shortages while reducing excess inventory costs. You can even track the consumption of up to 25 selected parts in real time, making purchase planning much easier. Fiix also integrates with IoT sensors and connects with other business systems, expanding its functionality beyond core CMMS features. You can see Fiix’s pricing plans, including a free option, below: Source: Fiix As shown, Fiix Foresight is available with the Professional plan ($75 per user monthly) and the Enterprise plan (custom pricing).  Integrations, however, are only included in the Enterprise package. User reviews highlight drawbacks, including the strict six-month written notice requirement for downgrading or canceling, as well as occasional connectivity issues. Despite these concerns, Fiix remains a solid, all-around equipment maintenance solution. It’s particularly suited for industrial teams that want to combine core CMMS functions with AI-driven insights and forecasting. eWorkOrders As the name suggests, eWorkOrders is a CMMS that enables maintenance teams to manage work orders and other equipment maintenance functions digitally from any device. Like other solutions in this list, eWorkOrders offers a wide range of features, including: Work order management Service request portal Spare parts inventory Preventive and predictive maintenance Here’s a look at its work order list: Source: eWorkOrders Beyond the core functions, eWorkOrders also provides some other valuable features, such as asset reservations, automated work order assignment, and GIS mapping. Asset reservations enable managers and technicians to reserve the necessary tools and equipment for upcoming maintenance.  Automated assignments use predefined rules to generate work orders automatically and assign the right technician based on availability, location, and skill set.  Finally, the GIS mapping tool visually represents assets on plant, facility, or site floor plans and maps. Source: eWorkOrders This mapping function makes it easier to locate equipment, plan maintenance routes, and quickly respond to issues in large or complex facilities. For pricing, eWorkOrders offers two flat rate plans with unlimited users and the enterprise tier, which is charged per user with a minimum of 5 users. Source: eWorkOrders Note that system integrations are available only in the highest-tier package. Overall, eWorkOrders receives positive user feedback for its ease of use and comprehensive CMMS features.  Some common drawbacks include the lack of offline functionality, no custom reporting, and the absence of auto-populate for data fields. Despite these limitations, eWorkOrders is a solid choice for maintenance teams looking for a straightforward, all-in-one platform to manage work orders, inventory, and preventive maintenance across multiple sites. eMaint eMaint, developed by Fluke Reliability, is a comprehensive platform that combines CMMS functionality with Enterprise Asset Management (EAM) and IIoT (Industrial Internet-of-Things) capabilities. The software focuses on work order management, asset tracking, spare parts inventory, and reporting. Work order features include creating and assigning tasks, a drag-and-drop scheduling calendar, and automated work orders triggered by meter readings or connected Fluke IoT sensors. Source: eMaint Regarding maintenance requests, eMaint does not offer unlimited free guest access or request-only users without licensing fees. However, lower-priced request user licenses with limited access are available. eMaint provides condition monitoring, preventive, and predictive maintenance modules.  When condition monitoring is combined with Fluke sensors and the eMaint CMMS, it creates a complete equipment monitoring system with powerful analytics and AI-driven recommendations. Here’s what maintenance teams can do: Source: eMaint These features also support predictive maintenance, where the system uses sensors and equipment data to trigger alarms before failures occur. When it comes to pricing, eMaint offers three subscription tiers but does not publish rates.  Instead, you’ll need to submit a request for details. Source: eMaint A free trial is available, though it requires scheduling a demo with a sales representative via email. Users praise eMaint for its high degree of customization, intuitive interface, and responsive customer support.  However, commonly cited drawbacks include a steep learning curve, complex reporting setups, and additional costs for certain advanced features. To recap, eMaint is best suited for organizations that require a highly configurable CMMS with robust EAM and IIoT capabilities, and are willing to invest time in training to unlock its full potential. FieldEx FieldEx equipment maintenance software combines all the features maintenance teams need to streamline operations in one solution. It includes standard functions like work order management, asset tracking, spare parts inventory, and condition-based maintenance. Source: Google Play Like many other platforms here, FieldEx lets guest users submit maintenance requests via a dedicated web portal at no extra cost. Additional features include smart task assignment, which automatically routes work orders to technicians based on their expertise, availability, and location.  It also incorporates CRM (Customer Relationship Management) capabilities, enabling teams to manage service requests, sales orders, and client interactions within the same system. FieldEx’s standout functionality is AI-powered form digitization.  By simply taking a photo of paper forms, the software generates a digital version with predefined steps and fields, ready for immediate use. Source: FieldEx Where users are concerned, FieldEx receives high marks, particularly for its outstanding customer support.  Reported downsides include limited customization, fewer integration options, and occasional technical issues. As for pricing, FieldEx offers four plans, though only the Pro and Enterprise tiers provide the full range of equipment maintenance features. Source: FieldEx In summary, FieldEx combines essential CMMS features with innovative AI form digitization, offering maintenance teams a modern, user-friendly solution backed by excellent support. SafetyCulture  SafetyCulture (formerly iAuditor) is an equipment maintenance solution that focuses on the safety aspect of upkeep operations. This includes inspections, checklists, and lone worker monitoring functions. The platform allows users to create, assign, and track the progress of work orders, including specifying when and where tasks need to be done. It also supports task management related to corrective actions and maintenance activities and offers customizable forms/templates for work order management. Source: SafetyCulture The work order management workflow illustrated above does not provide a public or free unlimited guest submission portal for maintenance requests. Instead, the system relies on employees or authorized users submitting requests through the platform, with managerial review and approval. Additionally, SafetyCulture provides limited asset management and inventory tracking features, prompting some reviewers to say it’s not a full CMMS. What SafetyCulture does offer is templates to digitize any maintenance and safety-related processes, like inspection forms and checklists. Source: SafetyCulture Another notable feature is the lone worker functionality, which tracks workers in remote areas via a mobile app on their phone.  In case of an accident, they can press the panic button to alert their team. You can see SafetyCulture’s pricing below. Source: SafetyCulture As shown, Premium and Enterprise packages contain the essentials needed for equipment maintenance. Despite its focus on inspections and checklists, SafetyCulture remains a solid option for maintenance teams seeking an inspection-first platform that still covers the essentials of upkeep management. Conclusion  So, with so many similarities and differences between these seven solutions, how do you choose the right one?  Start by defining which features are essential, optional, and unnecessary.  Then, research thoroughly and contact the shortlisted providers with detailed questions, especially regarding pricing, included features, and contract terms.  Finally, utilize demos and free trials to ensure that multiple team members test the app.  These steps should help you confidently select the best equipment maintenance software. Good luck!

Key Takeaways: Maintenance management software centralizes work orders, preventive maintenance, and asset data. 66% of organizations use CMMS to increase reliability, reduce downtime, and improve visibility into maintenance work. Only 22% of maintenance professionals currently use EAM systems. Compliance can rise from 50% to 99% with automated maintenance schedules and centralized documentation. Is your maintenance team still drowning in spreadsheets and sticky notes?  Missed PMs, unexpected breakdowns, and confusing work orders are signs of a system that has outgrown manual methods.  Maintenance management software brings clarity, control, and measurable cost savings.  In this article, we will explore what it is, why it matters, the types of tools available, and how real companies benefit from maintenance management software. What Is Maintenance Management Software? Maintenance management software is a digital system that helps organizations plan, monitor, and optimize their maintenance activities.  At its core, it replaces paper records and spreadsheets with a centralized platform where all maintenance data is stored, updated, and accessible in real time.  Source: WorkTrek The software typically includes tools for:  Scheduling and tracking work orders Planning preventive maintenance tasks Monitoring asset performance Managing spare parts and inventory Generating reports and KPIs for better decision-making The use of maintenance management software is growing rapidly.  According to Market Growth Reports, the global market is projected to exceed $1 billion by 2033, with a compound annual growth rate of more than 6%.  Source: Market Growth Reports Much of this growth comes from organizations moving away from manual processes and siloed spreadsheets toward cloud-based, mobile platforms.  More than 64% of new deployments now take place in the cloud. This enables easier scaling, integration with other business systems, and mobile access for technicians in the field. Illustration: WorkTrek / Data: Market Growth Reports The broader adoption of digital technologies also influences the expansion.  Many companies are combining maintenance management software with IoT sensors, predictive analytics, and artificial intelligence to create more automated and data-driven operations.  These tools support the shift away from reactive maintenance, which has become too costly and unsustainable.  The 2024 State of Industrial Maintenance report by MaintainX reveals that 87% of surveyed facilities are currently utilizing scheduled preventive maintenance, underscoring the widespread adoption of this approach.  Illustration: WorkTrek / Data: MaintainX Industries leading the adoption include manufacturing, logistics, energy, public infrastructure, and healthcare, where asset reliability, safety, and regulatory compliance are especially critical. Types of Maintenance Management Software There is no one single model of maintenance management software.  Organizations adopt different solutions depending on the size of their operations, the complexity of their assets, and their strategic objectives.  Broadly, these tools fall into three categories: Work order management software, CMMS, and EAM platforms. Let’s explore each one of these in more depth. Work Order Management Software Work order management software is the simplest solution.  With it, maintenance teams can create, assign, and track work orders, giving them a structured way to manage tasks.  Staff can submit work requests, which are then converted into work orders.  You can attach checklists, photos, and other necessary documents to work orders, assign them to technicians, and monitor progress in real time.  Source: WorkTrek For smaller facilities, this provides much-needed work organization without the cost or complexity of more comprehensive platforms.  However, many work order solutions now include advanced features, such as automatically generating follow-up orders for flagged inspections or incomplete jobs.  Source: WorkTrek Some also allow multiple assets to be linked to a single work order, which simplifies complex tasks that involve related equipment.  Source: eMaint These capabilities are especially useful for teams managing equipment clusters or multi-step maintenance activities. Computerized Maintenance Management Systems (CMMS) CMMS usually has all of the capabilities of work order management software.  It then builds on this foundation by adding a wider set of features, including:  Preventive maintenance scheduling Asset tracking Inventory and spare parts management Task management Reporting and dashboards Mobile access for technicians One of the most important features is preventive maintenance scheduling. However, instead of relying only on simple calendar-based intervals, CMMS supports task scheduling based on criteria such as usage hours, production cycles, or meter readings.  Source: WorkTrek This way, equipment receives maintenance based on its actual condition, rather than arbitrary dates. Ultimately, this reduces unnecessary interventions while protecting critical assets from premature failure.  CMMS also provides detailed asset tracking.  Every piece of equipment has a complete maintenance history, including past work orders, inspections, and replacements. Our CMMS WorkTrek, for example, combines all these capabilities with additional functions.  Invoices can be created directly from work orders, covering services, labor, parts, and other related expenses. Predefined price markups, discounts, and tax rates can be applied to ensure consistency and compliance.  Source: WorkTrek Other features include QR codes that provide instant access to asset histories and interactive floor plans that help technicians locate equipment quickly.  Source: WorkTrek According to the State of Maintenance Report 2024 by UpKeep, 66% of organizations already use CMMS to increase reliability, reduce downtime, and gain greater visibility into operations. Enterprise Asset Management (EAM) Systems Enterprise Asset Management (EAM) solutions go beyond CMMS by covering the full asset lifecycle, from acquisition to retirement.  They integrate with ERP, HR, and SCADA systems, and support financial planning, depreciation tracking, contract and warranty management, as well as regulatory compliance.  These expanded capabilities are reflected in higher costs, making EAM more suited to large organizations with complex asset portfolios and strict compliance obligations.  Despite its scope, EAM adoption has declined in recent years.  A survey by the Institution of Mechanical Engineers found that only 22% of maintenance professionals currently use EAM systems, down from 39% the previous year.  Illustration: WorkTrek / Data: Institution of Mechanical Engineers One likely reason is that CMMS platforms have matured into purpose-built solutions that often provide stronger maintenance-focused features at a more accessible cost. Key Benefits of Using Maintenance Management Software Adopting maintenance management software has measurable effects on cost, performance, compliance, and team efficiency.  Faster Work Order Resolution One of the most immediate impacts of maintenance management software is the speed at which work orders are completed.  In manual systems, requests arrive through emails, phone calls, or sticky notes.  Prioritization is unclear, updates are difficult to track, and tasks are often delayed or lost.  This is both inconvenient and expensive.  Unplanned downtime costs manufacturers an average of $125,000 per hour, with costs rising much higher in highly automated or safety-critical industries.  Illustration: WorkTrek / Data: ABB Therefore, every hour saved in resolving work orders directly protects the bottom line.  With a centralized system, managers can: Triage incoming requests Assign them to technicians based on expertise or availability Ensure each task includes the necessary documentation (e.g., procedures, asset history, and safety notes) This is precisely what the facilities division in Dallas, Oregon, did.  They reduced average turnaround times from several weeks to just a few days after adopting maintenance software.  Facility foreman Matt Butler explained:  “Now, I can triage work requests on a city-wide level and get things scheduled like a doctor’s office.” Research further supports these outcomes.  The State of Industrial Maintenance Report cited earlier found that shifting from a fully reactive maintenance program to even a partially preventive one reduces unplanned downtime by 32% and improves work order completion rates by 53%.  Illustration: WorkTrek / Data: MaintainX Software plays a central role in this, as preventive maintenance schedules are almost impossible to manage effectively with manual systems. Lower Maintenance Costs Reactive maintenance is expensive: Emergency part orders, overtime labor, and repeated breakdowns often consume large portions of maintenance budgets.  For heavy industrial gearboxes, for example, a single catastrophic failure can cost between $10,000 and $100,000 in repairs, with full replacements exceeding $150,000.  Preventive maintenance programs supported by CMMS platforms can significantly reduce the risk of such events.  Moreover, software enables accurate inventory tracking and efficient labor allocation.  Managers can monitor stock levels to avoid unnecessary purchases and reduce reliance on emergency callouts. Put all of it together, and the financial impact of preventive maintenance is clear as day.  Zach Williams, Engineering Manager at Kito Crosby Australia, a custom hoists and lifting solutions supplier, summarizes: Illustration: WorkTrek / Quote: Manufacturers’ Monthly Real-world examples confirm the savings, too. Amalgamated Dairies Limited (ADL), a Canadian dairy processor managing 400 assets across six facilities, achieved significant cost reductions after adopting maintenance software.  By centralizing inventory, assigning labor directly to assets, and monitoring usage, ADL streamlined operations and cut excess costs.  Maintenance Supervisor Thomas Crowell explains: Illustration: WorkTrek / Quote: eMaint These cases demonstrate how software helps organizations move away from firefighting and toward a proactive model where every dollar spent on labor, parts, and services is optimized. Increased Regulatory Compliance In industries like manufacturing, utilities, food production, or pharmaceuticals, staying compliant is legally and operationally essential.  Equipment must be maintained according to strict schedules, safety-critical tasks must be thoroughly documented, and audits can occur at any time.  Without a centralized system, teams risk missing inspections, overlooking documentation, or losing track of regulatory requirements.  The consequences can include fines, legal liability, or even operational shutdowns.  Maintenance management software reduces this risk by automating compliance processes.  Preventive maintenance schedules can be programmed to recur at required intervals, while notifications alert teams well in advance of upcoming inspections or calibrations.  The Futamura facility in Kansas, a leading producer of cellulose packaging film, adopted software precisely for this reason.  Engineering and maintenance manager Paul Whitham explains: "We have lab equipment that needs to be calibrated to a set standard. We've set those assets up in (software)… this system indicates calibration is needed 30 days and 60 days in advance. As the due date approaches, technicians receive a notification and complete the job. That all feeds into a dashboard that tells us our compliance rate." This approach to calibration (and other preventive maintenance tasks) led to increased compliance.  Before implementing maintenance management software, the plant’s on-time preventive maintenance completion rate was only 50%.  After the system was deployed, compliance surged to 99%.  Illustration: WorkTrek / Data: eMaint Besides enabling preventive maintenance and ensuring tasks are done on time, maintenance management software stores documentation such as calibration certificates, repair logs, and technician notes in a single, accessible location.  Source: WorkTrek This ensures that all compliance-related evidence is readily available when needed, creating transparency and accountability across the organization.  Increased Team Communication Maintenance involves many moving parts: multiple technicians, overlapping schedules, different asset types, and urgent requests coming from across the organization.  Without a centralized system, instructions can get lost, status updates go unreported, and teams waste time checking in or waiting for answers.  Maintenance software, especially CMMS, brings everyone on the same page.  In fact, the aforementioned report by UpKeep reveals that for 28% of professionals, improved communication is the top benefit of using a CMMS.  Illustration: WorkTrek / Data: UpKeep It’s easy to see why.  A CMMS consolidates communication within work orders, dashboards, and mobile applications.  Each work order can contain all the necessary information from the start, including locations, procedures, manuals, photos, and safety checklists.  In a CMMS like WorkTrek, technicians can update progress in real-time, attach notes or images, and even communicate directly through the platform—all from their phones.  Source: WorkTrek There is no need for back-and-forth phone calls or fragmented email chains.  Moreover, WorkTrek’s work request management feature enables anyone in the organization to report issues through a web portal or branded mobile app.  Staff can describe the problem, attach photos, and submit requests instantly, ensuring maintenance teams receive clear, actionable information without delays. Source: WorkTrek Improved communication has both operational and cultural benefits.  Teams feel more connected, managers have visibility into task progress, and cross-departmental requests are handled with less friction.  The result is a more collaborative environment where information flows seamlessly, supporting the broader goal of efficient, reliable maintenance. How to Choose the Right Maintenance Management Software Choosing the right maintenance management software depends on the size of your operations, the complexity of your assets, and your industry’s specific requirements.  In other words, what works for a small facility will not meet the needs of a manufacturer with hundreds of machines across multiple sites.  To make the differences clearer, we created a comparison table that highlights which type of solution fits best under different conditions: FactorWork order management softwareCMMSEAM platformBest forSmall teams, single facilitiesMedium–large organizations with many assetsLarge enterprises with complex asset portfoliosCore focusTracking and assigning work ordersPreventive maintenance, asset history, inventory, and reportingFull asset lifecycle (planning, acquisition, maintenance, disposal)Industry fitGeneral facilities, schools, and officesManufacturing, logistics, healthcare, utilitiesHeavily regulated industries (pharma, energy, aviation)Deployment preferenceUsually cloud-based, quick setupCloud or on-premise, scalableOften integrated with ERP/SCADA, usually enterprise IT-managedCompliance needsBasic tracking and documentationReporting, audit trails, KPI dashboardsAdvanced compliance, warranty, and contract managementEase of useSimple, minimal trainingBalanced between usability and depthMore complex, requires training and change managementCost levelLowModerateHigh This table is not a checklist, but a starting point.  The best choice is the one that balances features with usability, scales with your operations, and fits seamlessly into your existing workflows. Conclusion Dallas facilities division, Amalgamated Dairies Limited, and Futamura have seen how maintenance management software changes the daily rhythm of maintenance work.  Work orders get resolved faster, preventive maintenance keeps assets running reliably, and communication flows smoothly across teams.  Technicians spend less time tracking down information and more time focusing on actual repairs and improvements.  When the system fits your operations and your team actually uses it, maintenance stops being a constant firefight and becomes a predictable, manageable part of your business.  So, if you haven’t already, now is the time for you to adopt maintenance management software, too!

Key Takeaways: Property managers spend 25% of their time organizing maintenance tasks. Some custodians perform light property maintenance alongside cleaning. Contractors handle specialized tasks that require training or specialized equipment. CMMS reduces manual coordination and improves workflow efficiency. Property maintenance looks very different from one organization to another. Some teams rely on a dedicated manager and technicians, while others spread the work among whoever is available. Without structure and the right tools, maintenance often becomes a cycle of delays, reactive fixes, and frustration. A computerized maintenance management system (CMMS) helps bring order, visibility, and efficiency to property maintenance. To see how, let’s look at the four key types of property maintenance employees and how each benefits from using CMMS. Property Manager Property managers are often the first line of responsibility when it comes to keeping buildings running smoothly. As such, they find themselves balancing multiple responsibilities at once. In addition to leasing, tenant communication, and budgeting, they coordinate maintenance, log requests, schedule repairs, and follow up on updates. Research in Canada shows that about a quarter of their workday is spent purely on organizing maintenance tasks. Illustration: WorkTrek / Data: Propra First-hand accounts from the field show how complex the job really is. One manager with nearly 20 years of experience described his daily routine as a blur of reports, inspections, purchase orders, and tenant communication, in addition to overseeing maintenance and justifying equipment replacements to upper management. Source: Reddit When you combine all these responsibilities, it becomes clear why the workload can quickly become overwhelming. This burden contributes to high turnover. The same research shows that 36% of property management employees in Canada leave their roles annually. Illustration: WorkTrek / Data: Propra This is where a CMMS transforms the role. Instead of fielding phone calls or scattered emails, property managers can collect tenant requests through a simple app or request portal. In a CMMS like WorkTrek, you can even brand it, such as below: Source: WorkTrek Then, managers can automatically turn each request into a work order, assign it to the right technician, and track its progress until completion. Source: WorkTrek Scheduling preventive maintenance is just as straightforward, with recurring tasks created once and then handled automatically. For example, managers can set up multiple schedules for the same asset, such as daily inspections, weekly cleaning, monthly servicing, or yearly replacements, all of which are planned. Source: WorkTrek This removes much of the manual coordination that consumes a property manager’s time. For those managing multiple properties, the benefits are even greater. A CMMS centralizes all maintenance-related communications, schedules, and documents in one platform, eliminating the need to search through spreadsheets or email chains. Source: WorkTrek Reports on asset performance and repair history make it easy to justify replacements to management, while parts tracking ensures the right materials are on hand when needed. By digitizing and automating these processes, a CMMS enables property managers to reclaim hours in their week, reduces stress, and ensures that maintenance work is completed faster and more reliably. Now, property managers can focus on higher-level priorities while still ensuring everything on the ground runs like clockwork. Maintenance Technician If the property manager keeps things running from above, the maintenance technician is the one turning the wrench, troubleshooting issues, and keeping the physical assets in good working order. Their work covers everything from HVAC repairs and plumbing fixes to electrical work, lock checks, and preventive maintenance. Jimmy Leaster, maintenance technician at Reside Living, a multifamily property management company, describes his typical day at work: “A typical day involves walking through the property, making sure all locks are working and all lights are functioning. I also check the building systems to confirm everything is running properly, including hot water and heat. The most common maintenance work we do is leaks and plumbing.” It is a role that demands constant movement, problem-solving, and hands-on skills. Traditionally, maintenance technicians have relied on paper checklists or verbal instructions, which left plenty of room for confusion, missed tasks, or safety risks. With a CMMS, technicians have everything they need on their phones, including: Prioritized work orders Step-by-step instructions Photos of the issue Detailed SOPs Importantly, when a technician opens a work order, they can view potential hazards, the required personal protective equipment (PPE), and any lockout/tagout procedures that must be followed. Source: WorkTrek This reduces the chance of accidents and ensures compliance with safety protocols. Some systems even integrate with floor plans, utilizing pinned task locations to help technicians locate faulty assets or navigate large properties more efficiently. Source: WorkTrek That’s particularly useful in bigger commercial or institutional buildings where tracking down a specific malfunction can waste valuable time. When the job is completed, technicians can log the time spent, record the spare parts used, and close the work order on the spot. This information directly informs labor planning, budgeting, and performance reviews, providing managers with a clear view of how resources are being utilized. For the technician, it means less paperwork, fewer follow-up questions, and more time to focus on the actual repair work. The importance of maintenance technician roles is only growing. The U.S. Bureau of Labor Statistics projects a 5% growth in general maintenance and repair jobs from 2023 to 2033, with more than 150,000 openings each year. Illustration: WorkTrek / Data: BLS As the workload expands, technology like a CMMS ensures technicians can work more efficiently, stay safe, and keep assets performing at their best. Janitor or Custodian Janitors and/or custodians are often unsung heroes of property maintenance, particularly in environments such as schools, office buildings, and apartment complexes. Their work keeps the environment safe, clean, and functional, covering tasks like: Floor care Trash removal Surface disinfection Restroom restocking But in many organizations, custodians also take on light maintenance duties like changing bulbs, minor repairs, and landscaping, as one Reddit user in the industry puts it: Source: Reddit Despite the importance of their work, custodial staff are often under-resourced and overworked. For example, Jason Hruby, Building and Grounds Supervisor for the Thief River Falls School District in Minnesota, once oversaw a crew of 30 janitors responsible for 600,000 square feet across four schools. Today, staffing shortages have cut that number in half, leaving the same workload to far fewer people. Many districts in similar situations have even turned to automation, deploying cleaning robots to bridge the gap. However, for those who still rely mostly on human staff, a CMMS can provide meaningful relief. With WorkTrek, for example, you can create different types of tasks, including cleaning and minor maintenance, that custodians can view directly on their phones. Source: WorkTrek These smaller, routine activities are easy to assign, schedule, and track, ensuring nothing is overlooked. This way, janitors can begin their day with a clearly defined list of responsibilities, organized and prioritized in the system. Source: WorkTrek Moreover, SOPs can guide janitors on how to complete each task, while managers can monitor progress in real-time or reassign work if priorities change. And while a CMMS may not solve deeper challenges, such as understaffing or lack of recognition for this role, it can help bring structure and predictability to a job that often lacks both. Contractors Not every maintenance task can or should be handled in-house. Many properties rely on external contractors or vendors for specialized services that require specific training, equipment, or certification. Andy McQuade, a real estate investor, explains: Illustration: WorkTrek / Quote: Reddit Specialized property maintenance tasks often outsourced to contractors include: Elevator maintenance and inspections Major HVAC repairs or replacements Roofing and siding repairs Plumbing beyond minor leaks (water mains, septic systems) Blacktop sealing and driveway repairs Landscaping for larger grounds A CMMS can make collaboration with these external professionals more efficient. Work orders can be shared directly with contractors, who can then track progress, leave notes, attach documents, and mark tasks as complete, all within the same system used by the internal team. Source: WorkTrek This kind of transparency reduces the back-and-forth and ensures everyone is aligned, whether the contractor is on-site daily or only called in for occasional jobs. CMMS platforms also facilitate the management of documentation and compliance for third parties, which is particularly important in regulated industries or when working with high-risk activities. Ultimately, managing both internal staff and external vendors through a single platform adds flexibility, control, and transparency to property maintenance. Conclusion Property maintenance is a team effort, and it’s not a one-size-fits-all job. From property managers overseeing entire portfolios to technicians handling daily repairs, from custodians keeping spaces clean to contractors addressing specialized tasks, each employee contributes to the maintenance of properties. Understanding the differences between these roles and equipping each with the right tools helps create a more efficient, less stressful, and better-organized work environment. Most importantly, a CMMS doesn’t just support one part of the team. It connects everyone, creating a streamlined workflow that benefits the entire organization. Whether you're managing a single building or a large portfolio of properties, the right system can help you do more with less—and do it better.

Key Takeaways: Property maintenance depends on property type, regulatory requirements, management considerations, and the right maintenance strategy. Strong programs use a mix of reactive, preventive, risk-based, and condition-based maintenance to ensure tenant safety and comfort while protecting property value. Well-maintained properties see 20–30% fewer emergency calls and 15–25% lower maintenance costs. Success comes from combining digital tools, standardized workflows, well-trained staff, and IoT monitoring. Property maintenance might not always take center stage, but it’s essential for keeping buildings and their surroundings safe, functional, and valuable. Effective maintenance ensures occupant satisfaction, reduces safety risks, and preserves property value. In this guide, we explain what property maintenance involves, its main types, the benefits it offers, and best practices for managing it effectively. What is Property Maintenance? Property maintenance, often equated with building maintenance, refers to the ongoing care and repair of a building, its systems, and its surroundings. The goal is to ensure the safety and comfort of occupants, while also preserving the long-term value of property owners. Property maintenance is a subset of property management, which encompasses broader responsibilities, including leasing, tenant relations, and financial oversight. To highlight this distinction, the following visual illustrates the difference between property management and property maintenance activities. Source: WorkTrek The list of activities on the right indicates that a property maintenance team is responsible for a wide variety of upkeep tasks. Some of them, such as cleaning common areas, landscaping, pest control, or plumbing, are often outsourced to specialized contractors. The balance between in-house staff and external providers usually depends on the property’s size, type, and budget considerations. It’s also important to consider that different property types require different maintenance approaches. Below, you can see some common commercial and residential property types, which help property managers understand how responsibilities may vary across settings. Source: WorkTrek For example, larger commercial buildings, apartment complexes, or mixed-use facilities often employ dedicated maintenance teams to manage daily operations, inspections, and minor repairs. In contrast, smaller residential buildings or single-family homes typically rely more on external contractors for specialized services. Regardless of the approach, property maintenance regulations are another factor to consider. Most countries enforce their own building codes, safety standards, and maintenance regulations. In the U.S., many local authorities follow the International Property Maintenance Code (IPMC), developed and published by the International Code Council (ICC). Source: ICC The IPMC is a model code, updated annually, that establishes minimum requirements for maintaining and using existing buildings. When local authorities in the U.S. adopt the IPMC, its provisions become legally binding within that jurisdiction. Source: Oregon Ohio Beyond the U.S., many countries adopt similar principles into national laws to ensure building safety and consistent standards for property maintenance. In many cases, the work itself is not the only aspect regulated. Whether in-house or outsourced, some property maintenance staff, such as electricians, plumbers, and HVAC technicians, are also subject to licensing and certification requirements. Types of Property Maintenance Property managers implement various maintenance approaches.  The approach depends on whether their goal is to prevent problems, respond quickly to breakdowns, or reduce expenses by concentrating on high-impact areas. Broadly, property maintenance falls into four categories: Reactive maintenance Preventive maintenance Risk-based maintenance Condition-based maintenance Each approach contributes to keeping properties safe, functional, and cost-effective. To understand when and why these strategies matter, let’s first look at the most common issues property managers deal with every day. Below are the top 10 most frequent property maintenance issues compiled by PropertyMeld: Illustration: WorkTrek / Data: PropertyMeld As you can see, plumbing dominates the workload, which highlights why property maintenance teams need a mix of strategies. While some plumbing issues can be prevented with routine checks, many incidents, such as sudden leaks, burst pipes, or clogged drains and toilets, occur without warning and must be addressed immediately. This is reactive maintenance, which involves responding to unexpected breakdowns or failures as they occur. Other examples include elevator malfunctions, HVAC system failures, or electrical outages. However, many of these problems can be prevented through planned preventive maintenance (PM or PPM). Ryan Windsor, co-founder of HMO Architects, explains what PM is about: Illustration: WorkTrek / Quote: HMO Architects He adds that PPM can lead to improved operations, fewer costly failures, and a more profitable property portfolio. Preventive maintenance involves routine tasks that keep a property running smoothly and reduce unexpected repairs. Common examples include: Regular building system servicing (HVAC, elevators, etc.) Routine inspections for leaks or wear (walls, ceilings, roof, etc.) Cleaning common areas and landscaping (gutters, walkways, grounds, etc.) Inspecting safety equipment (smoke detectors, sprinklers, fire extinguishers, etc.) With preventive measures in place, property managers can implement risk-based maintenance, which prioritizes assets whose failure carries the highest risk. Air-conditioning failure is a typical example that often affects resident satisfaction. Tim Choate, CEO of RedAwning, a solution for vacation rental owners, recommends this risk-based approach: Illustration: WorkTrek / Quote: Coast Choate adds that a robust risk-based property maintenance plan should also include PM measures, such as routine system checkups and safety protocol inspections. This demonstrates why property maintenance teams employ a mix of strategies, the last of which is condition-based maintenance. This method focuses on monitoring equipment or building systems for early warning signs of failure, such as unusual noises, vibrations, or wear patterns. For example, sensors can track elevator system performance variables like vibration, temperature, and load. When readings indicate excessive wear or anomalies, maintenance is scheduled to replace or repair components before a failure occurs, as illustrated below. Source: NCD Today, with IoT sensors and AI, condition-based maintenance evolves into predictive maintenance, enabling teams to anticipate issues before they arise. By combining reactive, preventive, risk-based, and condition-based strategies and leveraging modern technology, property maintenance teams can optimize operations and stay ahead of potential problems. When these approaches are combined effectively, they form a comprehensive maintenance framework that delivers tangible benefits. Benefits of Property Maintenance Organized property maintenance offers numerous benefits, including enhanced property safety, increased efficiency, and improved long-term value. One of the most immediate advantages is a reduction in unexpected equipment breakdowns. As previously discussed, preventive and predictive maintenance strategies enable property teams to: Identify issues early Avoid costly emergency repairs Keep critical building systems operating reliably According to Gatewise, properties with strong preventive maintenance programs report measurable improvements, such as fewer emergency calls, lower costs, and longer system lifespans, all resulting from reduced equipment breakdowns. Illustration: WorkTrek / Data: Gatewise A well-structured maintenance program also helps avoid costly liabilities tied to accidents and safety incidents. When critical assets like elevators, fire systems, or plumbing are neglected, the risks extend beyond property damage. Tenants, visitors, and even maintenance staff can be exposed to serious harm. One example comes from the CPWR report, which found that elevators cause about 17,000 injuries and 30 fatalities each year in the U.S. To illustrate the risks, here’s just one of many news stories linked to alleged property maintenance failures. Source: casino.org Examples like these show that property maintenance is ultimately about people as much as buildings. When tenants and visitors feel safe, they are more likely to trust property managers and remain satisfied with their experience. Reliable HVAC, consistent lighting, and smoothly operating elevators all directly contribute to daily comfort. This comfort has a strong influence on tenant satisfaction, which is one of the primary drivers of retention. A study by Maastricht University of more than 2,900 U.S. office buildings found that even a 1-point increase in satisfaction yields measurable advantages for landlords: Illustration: WorkTrek / Data: Eres This also shows why effective property maintenance directly impacts property value and investment returns. Well-maintained buildings require fewer costly repairs over time, slow depreciation, and support better energy efficiency. Addressing issues promptly prevents minor problems from escalating into major structural or system failures. As Zoe Harper from Steadily, a landlord insurance company, notes: “A well-maintained property not only retains its value but also attracts and keeps good tenants.” When responsive building management, timely repairs, cleanliness, and safety are all in place, they create a reinforcing cycle of satisfaction and reliability. Ultimately, a well-designed and implemented property maintenance program delivers long-term financial and operational benefits for owners, managers, and tenants. Now, let’s explore some best practices that make these outcomes possible. Best Practices for Property Maintenance Effective property maintenance requires systems and processes that keep residents safe, satisfied, and confident in the property’s management. One of the most impactful best practices is enabling tenants to report issues through multiple channels, ensuring problems are addressed quickly and efficiently. Beyond in-person requests and phone calls, this includes allowing residents and on-call staff to report issues digitally from their smartphones or computers. A mobile maintenance management app (CMMS) facilitates this by enabling: Property occupants to submit maintenance requests Property managers to create and assign work orders Staff and technicians to receive requests and report on completion Our CMMS, WorkTrek, further streamlines reporting with QR codes that link tenants to a web request form. You also have the option to create a branded app for your property. Source: WorkTrek Once a maintenance request is submitted, the property manager reviews and approves it. Depending on the type and urgency of the issue, they then create a work order, assign it to available in-house technicians or outsourced providers, and set the appropriate priority level. This streamlined process ensures that no request is overlooked and that critical issues are addressed promptly. Source: WorkTrek From there, managers can track the status of all work orders. They can also plan costs and compare planned versus actual expenses to keep the financial side under control. Beyond digital apps, modern property management increasingly leverages IoT sensors, AI, and predictive maintenance tools. These technologies monitor equipment and building systems in real-time, detect anomalies, and help anticipate potential failures. For example, a CMMS integrated with IoT sensors can trigger alerts not only on a time-based schedule (e.g., every month) but also based on meter readings (e.g., temperature exceeding a set threshold). Source: WorkTrek Another critical best practice focuses on people. A significant part of property management is how janitors, in-house staff, and external vendors interact with tenants and collaborate. Their professionalism and technical expertise are equally important. To ensure effectiveness and consistency, property teams should: Ensure staff and providers hold the appropriate qualifications and certifications Provide adequate training and the right tools to perform their jobs efficiently Standardize workflows and SOPs, such as digital checklists Here’s an example of a checklist for elevator inspection, which illustrates how standardized workflows help ensure consistency and compliance. Source: WorkTrek Digital tools, IoT-enabled monitoring, standardized workflows, and well-trained staff are essential for property teams who want to resolve issues efficiently, maintain high safety and comfort standards, and enhance tenant satisfaction. Finally, the effectiveness of any property maintenance program depends on tracking outcomes and measuring resident or occupant satisfaction. Metrics like completed work orders, response times, and tenant feedback help property managers identify where processes can be refined and improvements made. In summary, adopting these best practices creates a sustainable cycle of operational excellence, protects property value, and keeps tenants safe and satisfied. Conclusion Having covered the essentials, a few final notes remain. First, property maintenance goes beyond cleanliness and fixing what’s broken. It also includes service performance, risk management, and tenant satisfaction. Second, the right technology, structured processes, and skilled staff enable managers to establish proactive maintenance. This ensures resident safety and comfort, protects long-term property value, and maximizes returns. All this makes investing in effective maintenance one of the smartest decisions property owners can make.

Key takeaways: • Vibration analysis provides 2-6 months warning of rotating equipment failures • Oil analysis extends lubricant life while preventing catastrophic mechanical damage • Thermal imaging detects electrical and mechanical problems before visible damage occurs • Acoustic monitoring offers the earliest detection of bearing failures in low-speed equipment • Motor circuit analysis evaluates entire electrical drive systems in under 2 minutes The manufacturing sector loses over $50 billion annually to unplanned equipment downtime, yet only 51% of plants currently use predictive maintenance strategies. Illustration: WorkTrek / Data: RingCentral Pulse This is a staggering disconnect between problem and solution, which represents one of the biggest missed opportunities in modern industrial operations. What can be done? Recent studies show that organizations implementing comprehensive predictive maintenance programs consistently achieve 25-30% reductions in maintenance costs, 40-50% decreases in unplanned downtime, and ROI of 8:1 within the first year. Source: WorkTrek This article highlights the five core predictive maintenance approaches. Each one offers unique capabilities for detecting different failure modes. Predictive Maintenance Fundamentals Predictive maintenance is a major paradigm shift in maintenance. The foundation of PM is based on leveraging advanced technologies, which include IoT sensors, machine learning algorithms, and predictive models. Illustration: WorkTrek / Data: IIoT World These technologies are then used to analyze data and create equipment performance patterns. With this data-driven approach, maintenance teams can see equipment failures weeks or months before they occur. What is the result? Predictive maintenance dramatically reduces maintenance costs, increases equipment reliability, and eliminates unnecessary maintenance tasks. 1. Vibration Analysis Vibration analysis is likely the most widely adopted predictive maintenance technique. Equipment has a general heartbeat or vibration pattern. When those patterns change, these devices can detect issues long before a human will notice. The way it works is by measuring vibration levels and frequencies to analyze machine conditions. Illustration: WorkTrek / Data: Soar In simple terms, the technology operates on the principle that all rotating equipment generates characteristic vibration signatures, which change when problems develop. Fast Fourier Transform Analysis Another detection method vibration sensors utilize is using accelerometers and advanced Fast Fourier Transform (FFT) analysis to convert time-domain vibration signals into frequency-domain patterns. These frequency signatures are fingerprints for different failure modes. For example, unbalance appears at 1x running speed, misalignment shows at 2x and 3x frequencies, and bearing defects create specific frequencies related to bearing geometry. The technology is most effective in manufacturing plants, oil and gas facilities, and power generation, where high-speed rotating equipment operates continuously. Industry Examples General Motors achieved remarkable success implementing vibration analysis across 7,500+ robots, preventing 100 predicted failures over two years. This approach led to a savings of $20 million annually in maintenance costs. Machine Learning Machine learning algorithms then analyze the data from vibration sensors. Using the large volume of data generated by these sensors. Illustration: WorkTrek / Data: DISIGHTS ML models can be trained to detect even the smallest anomalies. Another benefit of these models is that they reduce the need for specialized staff members on the team to analyze this data. Automating Work Flows One of the biggest benefits of predictive maintenance is the ability to automate work order generation. Source: WorkTrek Imagine a scenario where a vibration sensor detects an anomaly. The automated system can then connect to a CMMS and auto-generate the work order and assign it to a maintenance technician. This approach can save maintenance teams a lot of time and, more importantly, improve operations. Future Proof At this point, you might be asking how good these sensors are? How much advance notice will I get before the equipment fails? The good news is that vibration sensors can predict equipment failure2-6 months before they actually occur. 2. Oil Analysis Another type of predictive maintenance is oil analysis. These are sensors that consistently test lubricants in critical equipment, looking for anomalies. This analysis evaluates oil health and can detect contamination. Illustration: WorkTrek / Data: TestOil Some advanced analysis includes atomic emission spectroscopy for measuring wear metals, infrared spectroscopy for detecting molecular changes, and particle counting for contamination assessment. The goal is to detect specific failure modes developing within equipment, such as iron particles which can indicate cylinder wear, copper suggests bearing problems, and water contamination points to seal failures or condensation issues. Industry Examples Shell uses oil analysis regularly as part of their predictive maintenance strategy. As an example, they can process 20+ billion data rows weekly from oil monitoring systems. The result was that this predictive maintenance program achieved 40% reduction in equipment failure incidents and $2 billion annual savings in maintenance costs. (WorkTrek). Ideal Industries There are several ideal industries that could benefit from using oil analysis. They generally include industries that operate in harsh operating conditions, such as mining, marine, and oil and gas. Illustration: WorkTrek / Data: Future Market Insights Another type of industry that can benefit from oil analysis is industries that operate in contaminated environments. These environments make manual inspection difficult, and generally experience accelerated wear due to harsh operating conditions. CMMS to the Rescue Like most IoT devices, oil analysis generates a substantial amount of raw data. To successfully analyze this data you need a modern computerized maintenance management system like WorkTrek. Source: WorkTrek CMMS platforms can automatically schedule sampling routes, track historical data, and generate maintenance recommendations based on test results. Predictive models can then analyze trending data to optimize oil change intervals and predict optimal maintenance timing. Waste Reduction Using oil analysis, organizations can reduce lubricant waste and save costs. This is primarily because of the shift from time-based to predictive maintenance. Illustration: WorkTrek / Data: History Tools Instead of performing lubricant changes on a schedule, maintenance organizations will only perform them when the oil has deteriorated and needs replacing. Depending on the size of the organization, this can lead to cost savings of 20-30%. 3. Thermal imaging Instead of using vibrations or sound, thermal analysis uses infrared cameras to detect patterns. Comparing those heat patterns to the baseline can help detect problems before visible damage occurs. A lot of equipment generates localized heating. This makes thermal imaging an ideal early warning system for both electrical and mechanical failures. Source: WorkTrek This approach is ideal for equipment that is difficult to reach, due to safety concerns, or to inspect. Thermal imaging systems can detect loose electrical connections, overloaded circuits, and failing components. It does this by identifying temperature variations that signal the development of problems. Industry Example BASF implemented comprehensive thermal monitoring across its chemical manufacturing facilities. This required deploying 100+ condition variables monitored continuously across 63 substation assets. The result was that this thermal monitoring system reduced catastrophic electrical failures and optimizes maintenance scheduling through early problem detection. Ideal Industries The technology works across diverse applications. This includes electrical panels, motors, heat exchangers, and process equipment. Manufacturing plants are an ideal area to utilize thermal cameras. These cameras can be used for routine inspections, enabling the detection of problems during normal operation without disrupting production processes. Data Analysis Similar to other IoT devices, such as vibration sensors and thermal imaging devices, these devices can generate a large amount of data that requires analysis. This data is analyzed using machine learning algorithms that can automate thermal pattern recognition. This can significantly reduce the specialized training traditionally required for thermographic analysis. Along with machine learning, AI algorithms establish normal thermal signatures and automatically flag anomalous patterns requiring investigation. Another benefit is the ability to receive real-time sensor data, which can automatically alert when temperatures exceed established thresholds. 4. Acoustic analysis While thermal imaging uses cameras to detect anomalies, acoustic analysis monitors equipment-generated sound frequencies. This predictive maintenance technique capitalizes on high-frequency sounds generated by friction, impact, turbulence, and electrical discharge within machinery. Illustration: WorkTrek / Data: Test4Less The way this works is by monitoring equipment ultrasonic ranges above human hearing, to detect performance problems and pinpoint their sources. The technology utilizes ultrasonic detectors that convert inaudible sounds to audible frequencies for analysis. In a way, this enables technicians to "hear" developing problems. Where acoustic analysis shines is with low-speed rotating machinery, where vibration analysis may lack sensitivity. It is also ideal for detecting leaks in pressurized systems. Industry Example Duke Energy Renewables achieved outstanding results using acoustic monitoring for wind turbine maintenance, developing models that provide one hour's warning of contactor failures that typically cause 2-10 day outages. Their acoustic analysis system achieved zero false positives during validation and saved hundreds of thousands of dollars per prevented failure event. Acoustic analysis excels at bearing monitoring across all speed ranges. It can even detect lubrication problems before damage occurs. For example, normal bearings produce rushing or hissing sounds. However, when a bearing is missing lubricants, it can create a loud rushing sound with roughness. Additionally, damaged bearings generate characteristic crackling or clicking sounds. Steam trap testing is another type of acoustic analysis. The way it works is that with failed steam traps, it creates a distinctive acoustic signatures that enable quick identification. Ideal Industry This is particularly popular in the oil and gas industry, where acoustic monitoring is used for pipeline leak detection and valve monitoring. Data Analysis Like other IoT devices, sensor data from acoustic monitoring systems can integrate with maintenance management platforms. Using the massive troves of data generated by these sensors, CMMS platforms like WorkTrek can enable trend analysis that predicts optimal maintenance timing. Source: WorkTrek Machine learning algorithms are the underlying mechanism that ingests this data and can analyze troves of data to provide pattern recognition. One of the benefits of acoustic monitoring is that it is non-intrusive. It enables inspection during normal operation without sensor installation or equipment contact in hazardous areas. This can reduce overall downtime. 5. Motor Circuit Analysis Motor circuit analysis (MCA) and electrical signature analysis (ESA) are sophisticated approaches to evaluating motor and electrical system health. In simple terms, MCA performs deenergized testing using low-voltage impedance measurements, while ESA analyzes voltage and current signatures of energized motors to detect both electrical and mechanical faults. Illustration: WorkTrek / Data: BES Group This predictive maintenance technique treats motors as transducers, devices that convert energy from one form to another, to reveal information about entire drive systems. Definition of MCA & ESA Motor circuit analysis can identify insulation degradation, rotor defects, winding faults, and cable problems between motor control centers and motors. All of this is accomplished through electrical testing performed at motor control centers. A typical MCA test completes in under 2 minutes per motor. This makes it highly efficient for larger facilities. This makes the technology invaluable for manufacturing plants, water treatment facilities, and any operation dependent on motor-driven equipment. Electrical signature analysis, on the other hand, can detect mechanical issues, including unbalance, misalignment, bearing defects, and process problems like cavitation. This capability complements mechanical monitoring techniques. When it comes to health and safety, the advantages of motor circuit analysis cannot be overstated. Technicians can perform a comprehensive motor system evaluation from motor control centers without direct contact with potentially hazardous rotating equipment. This approach aligns and improves modern safety protocols. Data Analysis The data that is generated by motor circuit analysis is then fed into machine learning models for analysis and anomaly detection. These algorithms analyze motor signatures to identify subtle changes that precede failures, often detecting problems months before conventional methods. Integration with CMMS like WorkTrek enables automated motor testing routes, historical trending, and predictive analytics. This data will optimize maintenance schedules based on actual motor condition rather than arbitrary time intervals. CMMS systems enable comprehensive predictive maintenance programs Computerized Maintenance Management System platforms like WorkTrek serve as the central nervous system that transforms predictive maintenance data into actionable maintenance strategies. Modern CMMS solutions can seamlessly integrate with IoT sensors and monitoring devices. These systems analyze the data to create comprehensive equipment health management systems. WorkTrek is an optimal CMMS solution for organizations implementing predictive maintenance programs. Source: WorkTrek Unlike complex platforms that require extensive training and customization, WorkTrek's intuitive design enables maintenance teams to deploy predictive maintenance capabilities quickly and efficiently. WorkTrek can easily integrate with various sensors, which include vibration monitors, thermal cameras, oil analysis equipment, and other monitoring devices. Organizations implementing WorkTrek CMMS for predictive maintenance typically achieve a 20-30% reduction in maintenance costs within the first year, while unplanned downtime decreases by 40-50%. The platform's comprehensive approach enables maintenance teams to allocate resources more effectively while extending equipment life through optimal maintenance timing. Industry Statistics for Predictive Maintenance The predictive maintenance market demonstrates explosive growth, with projections ranging from $47.8 billion by 2029 to $70.73 billion by 2032. This represents compound annual growth rates between 26-35%. This rapid expansion is due to the growing recognition of predictive maintenance's proven value across industries. A study by McKinsey reveals some staggering benefits for organizations that use predictive maintenance. Organizations achieved 30-50% reductions in machine downtime, a 20-40% increase in machine life, and 10-20% increase in equipment uptime after implementing predictive maintenance. Predictive Maintenance Cost Savings Implementing predictive maintenance leads directly to bottom-line savings. As an example, the US Department of Energy reports 25-30% reductions in maintenance costs and 70-75% decreases in equipment breakdowns. Manufacturing downtime can be expensive and continues to escalate, with median costs reaching $125,000 per hour according to recent studies. Unplanned downtime in industrial manufacturing creates $50 billion in annual losses, making predictive maintenance programs essential for competitive operations. Industry Acceptance There are significant opportunities when implementing predictive maintenance. A recent study showed that 84% of organizations recognize predictive maintenance benefits, but only 51% of plants actively use these strategies. This adoption gap represents a significant untapped opportunity for organizations ready to leverage data analytics and predictive maintenance solutions. Predictive Maintenance ROI 95% of companies implementing predictive maintenance report positive returns, with 27% achieving full payback within 12 months. Amazingly, these organizations average an ROI of 250%, which reflects the substantial value creation possible through strategic predictive maintenance implementation (Siemens). Illustration: WorkTrek / Data: IoT Analytics One of the biggest beneficiaries of predictive maintenance is the Oil and gas industry. The operations face particularly high stakes. For example, a typical oil and gas facility faces $38 million annual loss from unplanned downtime, and $500,000 per hour downtime cost. Leading companies, such as Shell, have achieved $2 billion in annual savings through comprehensive predictive maintenance programs. Future Outlook for Predictive Maintenance Similar to all other technical innovations, predictive maintenance continues evolving rapidly. IoT sensors are becoming more affordable, and machine learning algorithms are growing more sophisticated. Edge computing capabilities enable real-time processing of sensor data closer to the source equipment. This approach does not require cloud connectivity, making predictive maintenance viable in remote locations. Digital twin technology increasingly integrates with predictive maintenance systems. You can create virtual models that simulate equipment behavior under different operating conditions. Illustration: WorkTrek / Data: Anvil Labs These simulations enable maintenance tasks optimization and "what-if" scenarios that improve maintenance planning. These models can detect subtle patterns that human analysts might miss, improving failure prediction accuracy. Rotating equipment monitoring benefits from advances in wireless sensor technology that eliminate cabling requirements and reduce installation costs. Battery-powered sensors with multi-year operating life make rotating machinery monitoring economically viable for smaller equipment. The benefits of predictive maintenance extend beyond traditional maintenance metrics. This is mainly because organizations have recognized connections between equipment condition, product quality, energy efficiency, and environmental compliance. This holistic view drives broader adoption across industries. Conclusion The five types of predictive maintenance, vibration analysis, oil analysis, thermal imaging, acoustic monitoring, and motor circuit analysis, each offer unique capabilities. Organizations that implement these technologies strategically through modern CMMS platforms like WorkTrek can consistently achieve substantial returns on investment while transforming their operational reliability. The evidence is overwhelming. With $50 billion in annual losses from unplanned downtime and a proven ROI of 8:1 within 12 months, the question isn't whether to implement predictive maintenance. Still, how quickly can you realize these benefits in your operations?

Key Takeaways: In the US, elevators cause 31 deaths and 17,000 serious injuries each year. Over 80% of Chinese elevator accidents are linked to poor maintenance. Preventive maintenance is three times more cost-effective than reactive repairs. US elevator technicians’ jobs are projected to grow 6% by 2033. Most people step into an elevator without a second thought, until something goes wrong. A sudden jolt, a stuck door, or a malfunction can turn a routine ride into a serious hazard. Behind the scenes, elevator maintenance is what keeps these systems safe, compliant, and cost-effective. In this guide, we will explain why elevator maintenance matters, who is qualified to perform it, how it has evolved, and much more. Why Elevator Maintenance Matters Elevator maintenance is critical for several reasons. Here are the three most important ones. Safety How safe is the elevator you step into every day? The answer depends entirely on whether it has been maintained properly. In the United States alone, incidents involving elevators and escalators cause 31 deaths and around 17,000 serious injuries each year, according to an analysis by CPWR. Elevators are responsible for most of these tragedies, accounting for about 90% of fatalities and 60% of serious injuries. Many victims are not passengers at all but maintenance and repair workers who are in or near the shafts when something goes wrong. Illustration: WorkTrek / Data: CPWR The danger is not confined to one country. In China, government figures show that 48 elevator accidents in 2016 claimed 41 lives. Peng Jinsheng, Director of the Beijing Elevator Commerce Committee, said that the majority of them were linked to poor maintenance or repairs: “Over 80% of accidents are due to poor maintenance or repairs.” Moreover, media report says that cost-cutting and weak oversight have left five out of every 100 lifts or escalators posing a safety hazard. Source: SCMP These statistics underline a simple truth. When maintenance is skipped or done improperly, the risks climb sharply. Elevator maintenance failures can kill, and both passengers and maintenance workers are at risk if procedures and inspections are not followed to the letter. Compliance Elevator maintenance is not just a safety issue. In most countries, it is a matter of strict legal compliance. National and local regulations dictate how often inspections must take place, what specific checks are required, and who is authorized to carry them out. In North America, for example, the ASME A17.1–2022 and CSA B44–2022 safety codes set detailed standards, while OSHA requires thorough annual inspections along with additional monthly checks to ensure proper operation. Source: OSHA In Europe, rules are based on the Lifts Directive 2014/33/EU, enforced through national oversight bodies. In India, the Bureau of Indian Standards sets its safety framework. Compliance is not optional. Technicians must follow established procedures, such as those in the ASME A17.2 Inspection Guide, and building owners are legally responsible for ensuring that work is performed and documented. When these responsibilities are ignored, the consequences can extend far beyond fines, as the example below illustrates. Source: Duvar English In Turkey, four employees of a maintenance company were sentenced to prison after a fatal elevator accident was linked to maintenance negligence. Cost Avoidance The financial side of maintenance is just as important. According to Industry Arc, a preventive maintenance contract for elevators in a small building costs between $3,500 and $5,000 per year, while a high-rise building could require $8,000 to $10,000 annually. Illustration: WorkTrek / Data: Industry Arc These figures may seem significant, but they pale in comparison to the cost of emergency repairs and component replacements. Zach Williams, engineering manager at Kito Crosby Australia, the global leader of the lifting and securement industry, sums it up clearly: “Proactive maintenance is nearly three times more cost-effective than reactive maintenance.” The real savings, however, often come from avoiding the fallout of poor maintenance. Consider the recent case in Oakland, California, where an elevator in a six-story apartment building remained out of service for more than a month. Source: ABC7 News Tenants, many of them elderly or with mobility issues, repeatedly reported the problem to the maintenance provider, but nothing was done. The issue eventually reached the city attorney, triggering penalties under Oakland’s new Elevator Maintenance in Residential Buildings Ordinance. This law mandates prompt repairs, temporary housing for affected residents, and fines that can reach thousands of dollars per day for noncompliance. Source: ABC7 News Incidents and regulations like this make the value of regular maintenance impossible to ignore. Beyond safety and compliance, it is a safeguard against reputational damage, operational disruption, and the cascading losses that follow a single preventable failure. Who Can Perform Elevator Maintenance Not everyone is qualified to maintain an elevator. The work requires technical knowledge, practical skills, and formal certification. In most countries, only licensed and trained professionals can legally perform the job, and their credentials must align with national or local regulations. In the US, the National Association of Elevator Contractors (NAEC) and the National Association of Elevator Safety Authorities International (NAESA) offer key certifications: CertificationIssued byEligibility highlightFocusCertified Elevator Technician (CET)NAECTraining program or 10,000 hours of on-the-job experienceTechnical theory, industry codesCertified Accessibility and Private Residence Lift Technician (CAT)NAECTraining program or 6,000 hours of on-the-job experiencePrivate residence elevators, accessibility codesQualified Elevator Inspector (QEI)NAESAEducation plus experience requirementsInspection standards, safety compliance The demand for such professionals is only growing. The US Bureau of Labor Statistics projects that employment for elevator and escalator installers and repairers will rise by 6% from 2023 to 2033, a rate faster than the average for all occupations. Source: BLS Around 2,200 job openings are expected each year during this period, many created by retirements or career changes. This steady need reflects the essential role maintenance plays in both safety and business continuity. As more commercial buildings, residential complexes, and specialized facilities rely on elevators, the demand for skilled technicians will remain strong, and so will the need for their work to meet the highest possible standards. How Elevator Maintenance Has Evolved Historically, elevator service followed a fixed-interval approach. Technicians visited on a monthly or quarterly schedule to check for wear, lubricate components, and replace parts that were visibly worn. While simple, this method often led to reactive repairs because issues were only discovered during a scheduled visit. The introduction of Computerized Maintenance Management Systems, or CMMS, brought much-needed structure. With CMMS platforms like WorkTrek, service teams can schedule tasks, track maintenance histories, and store compliance documents digitally. Take a look at the image below. It shows how a maintenance request for an elevator can be turned into a detailed work order. Source: WorkTrek Photos can be attached, a priority level assigned, and the task scheduled on a shared calendar. The technician then receives a notification on their phone with all the necessary information, including past service history, reported problems, supporting images, and a checklist. Source: WorkTrek These features make organizing work faster and more transparent. Damir Fabijanković, Service Manager at METUS, has seen the difference firsthand: “As an elevator maintenance company, we had many challenges working in the field, such as a large amount of work orders and their organization. With the WorkTrek mobile application, our technicians have a clearer division of work tasks, which improves their efficiency.” Today, the industry is rapidly moving toward predictive maintenance powered by IoT sensors and artificial intelligence. These systems continuously monitor factors such as door speed, motor vibration, hydraulic pressure, and ride quality. The data is analyzed by machine learning models that can detect unusual patterns long before they cause downtime. For example, N2 Infotech has developed an AI-driven predictive maintenance system specifically for elevators. Source: Elevator World CTO Boeun Nam explains the idea behind it: “In the past, there was no way to measure elevator usage quantitatively, so maintenance schedules mostly relied on engineer experience and intuition. With our system, we overcome these limitations using sensors and AI analysis to enable more systematic and precise maintenance.” This shift in the industry is reflected in market trends. According to Fact.MR, the global IoT in elevators market was valued at $33.13 billion in 2024 and is projected to grow at an annual rate of 11.4%, reaching $97.53 billion by 2034. Illustration: WorkTrek / Data: Fact.MR As these innovations become standard, elevator maintenance will progress toward a fully digitized strategy that keeps people safer and systems running longer. What Is Involved in Elevator Maintenance Elevator maintenance includes mechanical, electrical, and safety checks to keep the system operating safely and in compliance with regulations. While exact steps depend on the elevator type, age, and jurisdiction, a typical service visit covers the following: LocationTypical tasksInside the carInspect lighting, ventilation fan, control panel, door operation, and emergency alarm; check for noise and vibrationOutside the car (landings)Check door panels, sensors, and interlocks; test floor indicators; verify car levelingIn the machine roomInspect the controller, motor, drive system, and main disconnect; check oil levels and electrical connectionsOn top of the carInspect safety gear, guide shoes, cables, and overspeed governor; test inspection station operationIn the pitCheck buffers, safety switches, lighting, ladder, and access door condition, and cleanliness For a more extensive list, check our ultimate elevator maintenance checklist. Now, a CMMS can store these checklists digitally. Beyond that, it can display relevant PPE and SOPs for each task, and record inspection results for compliance audits. Source: WorkTrek For example, EN 81-20:2014 requires stricter safe-access measures for pits deeper than 2.5 meters, including approved ladders and, in some cases, an access door. In a CMMS, these requirements can be added directly to the relevant inspection task. When the technician opens the work order on-site, the safety instructions appear on their mobile device, reminding them of the standard before they begin work. This reduces the risk of oversight and improves safety and compliance. Warning Signs of Trouble Small changes in how an elevator behaves are rarely random. They’re often early warnings of a bigger problem. If you notice any of these, the clock may already be ticking: Doors hesitate, bounce, or close more slowly than usual The car stops just above or below floor level Grinding, rattling, or humming noises Ignoring these symptoms can turn a quick fix into days of downtime, expensive repairs, or even safety hazards. The fastest way to act is to report them the moment they appear. With WorkTrek, anyone from building staff to tenants can submit a service request on the spot through the WorkTrek app, web portal, or even a branded app. Source: WorkTrek A quick description and a photo are enough to trigger an immediate alert to the maintenance team. Updates go out automatically to everyone involved, so no one has to chase status updates by phone or email. You get quicker responses, fewer emergencies, and a clear record of recurring issues, all of which keep the elevator running safely and reliably. Conclusion Hopefully, we made it clear that elevator maintenance is a critical safeguard for safety, compliance, and reliability. A well-structured elevator maintenance program backed by digital tools can keep elevators working properly, extend their service life, and protect everyone who steps inside. If you’re in charge of elevator maintenance, remember that the effort you invest today can prevent accidents, reduce downtime, and save significant costs tomorrow.

Key Takeaways Predictive maintenance market growing from $10.93B (2024) to $70.73B (2032) at 26.5% CAGR 95% of adopters report positive ROI, with 27% achieving full amortization within one year Organizations achieve 25-30% maintenance cost reduction and 35-50% downtime reduction 10x return on investment possible with comprehensive CMMS implementation The global predictive maintenance market is experiencing unprecedented growth, reaching $10.93 billion in 2024 and projected to surge to $70.73 billion by 2032 at a compound annual growth rate of 26.5%. This expansion is a fundamental shift in how organizations approach equipment management, moving from reactive firefighting to intelligent, data-driven maintenance strategies. What is even more amazing is that 95% of predictive maintenance adopters report positive ROI, with 27% achieving full amortization within just one year, according to recent industry studies. Illustration: WorkTrek / Data: itefy For maintenance organizations, the stakes couldn't be higher. On average, industrial manufacturers lose $50 billion annually to unplanned downtime, with median costs exceeding $125,000 per hour across industries. In semiconductor manufacturing, each hour of unexpected downtime costs over $1 million. Given these staggering statistics, it is clear that traditional maintenance methods cannot compete with the precision and efficiency of modern predictive maintenance solutions that can reduce maintenance costs by 25-30% while cutting unplanned downtime by 35-50%. As we look toward 2025 and beyond, eight transformative trends we are covering in this article are reshaping the predictive maintenance landscape. 1. Artificial intelligence (AI) AI is dominating the news. AI, built on machine learning algorithms, has reached a tipping point for the maintenance industry. Based on a recent study, AI-driven predictive analytics can increase failure prediction accuracy up to 90% while reducing maintenance costs by 12%. Illustration: WorkTrek / Data: InsightAce Analytics Modern machine learning algorithms can quickly analyze large quantities of sensor data, historical maintenance records, and operational parameters. Using this data, these models can identify patterns invisible to human operators. Companies have already started implementing AI-powered predictive maintenance solutions. Recent reports show dramatic improvements in operational performance. Industry Studies One example is Rolls-Royce. Using AI-powered predictive analytics, they managed to cut costs by 30%. Another study shows that data centers utilizing neural networks achieved a 30% reduction in false alarms and 40% increase in detection accuracy. The AI systems are designed not only to process data, but also to learn from it continuously. This helps improve future failures. Technology Behind Predictive Maintenance What powers predictive maintenance and the technology behind it revolves around advanced machine learning algorithms, particularly Long Short-Term Memory (LSTM) deep learning networks. Illustration: WorkTrek / Data: Research Gate This new approach can significantly enhance the accuracy of predictive maintenance compared to traditional statistical methods. One recent study shows that these systems are smart enough to predict equipment failures with weeks of advance notice. This enables maintenance teams to plan interventions during scheduled downtime, rather than responding to emergency breakdowns. What makes AI particularly powerful in predictive maintenance is its ability to identify subtle correlations across multiple data points that would otherwise go unnoticed. By analyzing vibration patterns, temperature fluctuations, energy consumption, and dozens of other variables simultaneously, AI systems create comprehensive equipment health profiles that enable unprecedented predictive insights. 2. Internet of Things (IoT) IoT is transforming how organizations monitor their physical assets. The technology is projected to go through explosive growth. That expansion is currently projected at a 28% compound annual growth rate according to a recent study by Prom Wad Electronics Design. Illustration: WorkTrek / Data: IoT Mag Modern facilities now deploy thousands of sensors across their equipment. This helps create a comprehensive monitoring networks that provide 24/7 visibility into asset health and performance. What can IoT track? What are some of the IoT devices that can be used in predictive maintenance? The list of devices includes: Temperature Sensors Vibration Monitoring Sensors Acoustic & Ultrasonic Sensors Pressure Monitors Electrical & Power Monitoring Devices Pressure and Flow Sensors Oil and Lubrication Sensors Depending on the type of equipment you are tracking, either some or all of these devices can help improve predictive maintenance. Benefits to Maintenance Organizations According to a recent study by Deloitte, companies adopting sensor-driven predictive maintenance reduce unplanned downtime by up to 25%. This was accomplished by eliminating the need for time-consuming manual inspections, thereby saving a significant number of labor hours. These systems can instantly detect anomalies that indicate impending failures, triggering automated alerts and work orders. ThyssenKrupp improved elevator service reliability by 50% through IoT-connected predictive maintenance. What this demonstrates is that IoT can enhance both operational efficiency and customer satisfaction. Wind turbine operators are achieving even more dramatic results, with some companies saving $200,000 per turbine annually through IoT-enabled condition monitoring that predicts component failures before they cause catastrophic damage. This level of sophistication of modern IoT sensors can greatly extend what is achievable via simple threshold monitoring. 3. Digital Twins Digital twin is an emerging technology that has the potential to transform predictive maintenance. What exactly is a digital twin? Think of it as a digital replica of a physical asset. This enables maintenance teams to perform simulation, testing, and optimization without disrupting actual operations. Benefits of Digital Twins Several industries have started to implement digital twins. That's mainly because organizations can garner significant cost savings using them. Illustration: WorkTrek / Data: Anvil Labs GE Digital estimates digital twins could cut equipment downtime by 30%. This can represent millions in potential savings for asset-intensive organizations. By using real-time data, these virtual models mirror the exact conditions of their physical counterparts. This enables maintenance teams to simulate various scenarios and predict the impact of different maintenance strategies. One industry that has adopted digital twins is the petrochemical industry. Aircraft manufacturers have also started to utilize this technology. Both industries have implemented digital twins to improve the performance of monitoring and maintenance planning. Power of Digital Twins One of the powers of a digital twin strategy lies in its ability to combine historical data, real-time sensor information, and predictive modeling into comprehensive asset management platforms. For instance, COMPREDICT partnered with Renault Group to develop virtual sensor-based predictive maintenance systems. These systems can predict component failures without physical sensors, dramatically reducing monitoring costs while maintaining prediction accuracy. Source: WorkTrek Digital twins also enable advanced data analysis optimization techniques that were previously considered impossible. For example, maintenance teams can test different replacement schedules, compare various maintenance approaches, and identify optimal timing for interventions within the virtual environment. These tests can be accomplished without affecting production systems or slowing down production. 4. Edge Computing Cloud computing has been the primary driver of technological progress over the past decade. However, there are downsides to cloud computing when it comes to managing physical assets or IoT devices. Enter edge computing. This approach is a fundamental change in how predictive maintenance systems process and respond to equipment data. Instead of communicating with the cloud system, edge computing moves that computing power to the equipment level. Edge computing can significantly accelerate anomaly detection while minimizing network latency. This approach not only reduces overall bandwidth and cloud costs but also has the potential to reduce response times for critical maintenance decisions. Illustration: WorkTrek / Data: itweb IDC predicts 50% of enterprise data will be processed at the edge by 2025, driven primarily by the need for instantaneous responses in industrial environments. One example is manufacturing facilities that are implementing edge computing solutions that can analyze vibration patterns locally and trigger immediate equipment shutdowns when dangerous conditions are detected. Analyzing this data at the edge can drastically improve response times. Ideal Environments for Edge Computing Edge computing offers particular advantages in environments with limited connectivity or where latency is critical. For example, remote mining operations utilize edge computing for autonomous equipment monitoring. These are areas where connectivity is limited or expensive to implement. Another industry utilizing edge computing is healthcare. Critical assets, such as monitoring and imaging equipment, can generate huge volumes of data. Instead of transferring this data to cloud systems, healthcare companies can perform immediate analysis. One primary reason to implement edge computing is data security. Healthcare data is highly sensitive and heavily regulated by laws like HIPAA. Keeping data closer to the source reduces exposure and helps maintain data sovereignty. Real Time Insight Since the data collection and analysis are local, edge computing enables more sophisticated predictive maintenance algorithms to provide real-time insight. AI and machine learning algorithms can access this data quickly without network latency. Some advanced systems can provide alerts and prevent failures within seconds or minutes of detection, which can give you improved operational efficiency. For any high-speed manufacturing process, where delays can cause significant production loss, this capability is essential. A recent study shows that by 2025, nearly 50% of enterprise-generated data will be processed at the edge. 5. Augmented and Virtual Reality Augmented and virtual reality technologies are transforming how maintenance teams work. These technologies can be used to help with training and learning how to perform complex procedures. ABI Research reports AR adoption in industrial maintenance increasing 66% annually until 2025, with IDC projecting $4.1 billion investment in AR/VR for industrial maintenance by 2024 Illustration: WorkTrek / Data: Field Circle The main benefit of AR is that it provides maintenance technicians with hands-free access to real-time equipment data, interactive repair guides, and remote expert assistance. Technicians wearing AR glasses can view IoT sensor data overlaid directly onto equipment, receive step-by-step maintenance procedures, and collaborate with experts located anywhere in the world (https://www.interal.com/en/iot-cmms/). This technology is particularly valuable for complex procedures on critical equipment where precision is essential. Virtual Training Virtual reality creates risk-free training environments. This allows technicians to practice complex maintenance scenarios without expensive equipment or safety concerns. One example is in the aircraft industry, where maintenance teams use VR simulations to train on emergency procedures and dangerous maintenance tasks. This type of training typically requires extensive practice before being applied in real-world situations. Benefits of AR for Predictive Maintenance With AR and VR, maintenance teams can create predictive maintenance systems that provide technicians with predictive insights, training, and execution guidance through integrated platforms. This approach can significantly improve maintenance quality while reducing the time required to train new technicians on complex equipment. 6. Autonomous Maintenance Systems Imagine a world where failing equipment fixed itself. That's where autonomous maintenance systems come in. They represent the next evolution in predictive maintenance, where AI-powered equipment can monitor itself, diagnose problems, and perform basic repairs without human intervention. How does it work? These self-healing systems combine predictive analytics with automated responses to prevent equipment failures before they occur. Systems can automatically adjust operating parameters when sensors detect conditions that could lead to equipment damage. For example, motors can automatically reduce their load when temperature sensors indicate overheating. HVAC systems can also adjust their operation based on performance data to prevent component wear. The main benefit: these systems operate 24/7 without human oversight, while providing continuous protection for critical equipment. Additional benefits Autonomous maintenance is not only used for fixing equipment. It can be extended beyond simple parameter adjustments to include autonomous maintenance scheduling and parts ordering. Some advanced systems can predict when components will need replacement, automatically generate work orders, and even order replacement parts from suppliers based on predictive algorithms. 7. 5G Connectivity Traditionally, connectivity has been a barrier to deploying predictive maintenance. With the wide deployment of 5G connectivity, that barrier has been reduced. 5G networks now cover 51% of the world population with ultra-low latency and massive device connectivity capabilities essential for comprehensive predictive maintenance systems. Benefits of 5G Connectivity Manufacturing facilities can now connect thousands of sensors through 5G networks without bandwidth limitations. This creates a comprehensive monitoring ecosystem that was previously impossible. Illustration: WorkTrek / Data: Market.us The technology can also support millions of connected devices per square kilometer while maintaining the ultra-low latency required for real-time maintenance responses. One area of maintenance that benefits from 5G connectivity is remote operations. Industries such as mining, offshore oil exploration, and construction have been demanding to monitor remotely. With 5G technology, organizations can easily create remote monitoring staging, which can reduce travel costs. Industry Example One example is the use of 5G in mining operations for monitoring autonomous equipment. These facilities leverage the technology for continuous asset monitoring and remote maintenance support. This is one of the ways that the oil and gas industry is cutting back on maintenance costs and reducing injury. Ericsson has successfully enabled predictive maintenance applications through 5G cellular networks. This approach demonstrates the technology's ability to support industrial applications with mission-critical reliability requirements. With 5G's communication capabilities, organizations can enable more sophisticated maintenance collaboration. This is enabled by allowing remote experts to assist field technicians through high-quality video connections and augmented reality applications. 8. Sustainability and Green Maintenance Practices Environmental considerations are becoming central to predictive maintenance strategies as organizations seek to minimize their carbon footprint while reducing operational costs. Illustration: WorkTrek / Data: Eptura Based on recent studies, companies implementing energy efficiency improvements through predictive maintenance see average cost savings of 15%. This is accomplished while simultaneously reducing their environmental impact. Reduce Equipment Energy Use Green maintenance practices make minimizing energy consumption a focal point of maintenance strategy. Aside from reducing energy consumption, green energy practices can minimize costs, extend asset lifespan, and reduce waste. One approach is to implement smart energy management systems that integrate with predictive maintenance platforms. These systems can identify opportunities for efficiency improvements while maintaining optimal equipment performance. Another benefit is that predictive maintenance supports sustainability goals by preventing catastrophic failures that often result in significant environmental damage and waste. How does it work? By predicting and preventing equipment failures, organizations avoid emergency repairs that typically require extensive resource consumption and generate significant waste. Additionally, the technology enables more precise maintenance timing, minimizing the need for replacement parts and consumables. Renewable energy integration is becoming standard in maintenance facilities, with solar panels and energy storage systems supporting maintenance operations while reducing carbon footprints. Organizations are also implementing carbon footprint tracking within their maintenance management systems. This enables them to quantify and optimize the environmental impact of their maintenance activities. How CMMS powers Predictive Maintenance It will be nearly impossible to implement a preventive maintenance program without a modern Computerized Maintenance Management System like WorkTrek. CMMS is the foundation for successful predictive maintenance implementations, providing the integration, automation, and analytics capabilities necessary to transform sensor data into actionable maintenance insights. One study showed that organizations implementing CMMS-enabled predictive maintenance achieve up to 40% cost reduction and 75% equipment downtime reduction. Illustration: WorkTrek / Data: eMaint CMMS platforms excel at integrating diverse data sources, from IoT sensors and monitoring systems. This system can then store and analyze this data to provide a unified asset management ecosystem. These systems can connect and automatically collect real-time sensor data, analyze trends and patterns, and generate predictive alerts when equipment conditions indicate potential failures. With its comprehensive approach to maintenance management, WorkTrek CMMSstands out as an ideal predictive maintenance solution. With a high-performance cloud-based architecture, WorkTrek provides the scalability necessary for large-scale IoT. This is done while maintaining the reliability required for mission-critical maintenance operations. WorkTrek's mobile application ensures that maintenance teams can access predictive insights anywhere. This enables immediate responses to equipment alerts and optimized maintenance scheduling. The platform's API connectivity enables seamless integration with IoT devices and monitoring systems. Additionally, WorkTrek's analytics and reporting capabilities put the necessary predictive maintenance data at your fingertips. Organizations can track key performance indicators, including downtime reduction, maintenance cost savings, and asset availability improvements, through comprehensive dashboards designed for both operational and executive audiences. Business reasons to adopt predictive maintenance If you are a maintenance manager, how do you make the business case for predictive maintenance? Improved Equipment UpTime You can start by looking at industry statistics. For example, companies report 10-20% increase in equipment uptime and availability. This is alongside a significant reduction in emergency maintenance situations and unplanned production interruptions. Optimized Resource Utilization With predictive maintenance, teams benefit from more efficient resource utilization. A recent study shows a 20-50% reduction in maintenance planning time. This is accomplished by increasing maintenance technician productivity through optimized maintenance schedules. Reduce Spare Parts Cost Predictive insights enable just-in-time maintenance approaches that minimize inventory carrying costs. Due to its predictive capabilities, you only get parts when they are needed rather than storing them in your storage room. Using demand forecasting, organizations report 5-10% inventory cost reduction through improved demand forecasting and optimized parts management. Improved Quality and Improved Safety Quality improvements represent another significant benefit. Some manufacturers report achieving 33% reduction in quality defects through predictive maintenance programs. With predictive maintenance, organizations can improve safety by identifying potential hazards early. Financial Impact The financial impact extends beyond direct maintenance savings. It includes improved customer satisfaction and enhanced brand reputation. Organizations implementing predictive maintenance position themselves as industry leaders while building the operational excellence necessary for long-term success in increasingly competitive markets. Conclusion The eight trends shaping the future of predictive maintenance are a fundamental transformation in how organizations manage their physical assets and optimize their maintenance operations. From AI-driven analytics that predict failures with unprecedented accuracy to autonomous systems that can heal themselves, these technologies are creating opportunities for operational excellence that were unimaginable just a few years ago. Illustration: WorkTrek / Data: Grand View Research The statistics speak for themselves: 95% positive ROI adoption rates, 10x returns on investment 25-50% reductions in downtime and maintenance costs Organizations that embrace these trends will be industry leaders. On the other hand, if you delay adoption of predictive maintenance, you risk falling behind competitors who have already realized the transformative benefits of modern predictive maintenance solutions. By implementing these eight trends through comprehensive platforms like WorkTrek, maintenance teams can transform their operations, reduce costs, and improve reliability. All of this helps build the foundation for sustained operational excellence in an increasingly competitive global marketplace.