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To effectively plan maintenance, you need more than just a simple calendar. Successful maintenance planning requires a clear overview of your assets, inventory, technician availability, maintenance history, and the costs and time spent on past tasks. That’s where the right software makes all the difference—consolidating these details into one place, giving you the insights you need to plan smarter and faster. Today, we’ll explore seven top maintenance planning tools, starting with WorkTrek, our CMMS. WorkTrek WorkTrek brings all your maintenance data into one easy-to-access platform, making it simple to plan and manage tasks. It gives you a complete asset list with key details like location, warranty information, maintenance history, and expenses. Source: WorkTrek It also provides custom fields for users to add information they deem important. With all this data in one place, it’s easier to identify which assets need maintenance, when they need it, and how much you’ll need to budget for it. But that’s not all. WorkTrek also lets you track assets over time using meter readings, such as working hours or mileage. Source: WorkTrek This feature helps you stay ahead by planning maintenance tasks before problems occur. When planning different types of maintenance, WorkTrek gives you plenty of flexibility. You can plan and schedule: Corrective maintenance Preventive maintenance Predictive maintenance You can even plan additional tasks, like cleaning or safety inspections, and customize them to fit your needs. Source: WorkTrek What sets WorkTrek apart is how detailed you can get with each work order. You can break tasks into smaller steps and include checklists to ensure technicians complete everything by the book. Plus, you can add labor hours and parts to each work order. Source: WorkTrek This way, you’ll always know the time and cost involved in a task, which is crucial for setting priorities and managing resources effectively, especially for future maintenance planning. Planning all these tasks is incredibly easy, thanks to WorkTrek’s intuitive, calendar-based task view. Source: WorkTrek This tool helps you assign tasks, allocate resources, and see what’s coming up. Another feature you’ll appreciate for better maintenance planning is parts and inventory management. Spare parts tracking is a breeze in WorkTrek, with real-time updates that notify you when inventory levels run low. Source: WorkTrek This means you’ll always know when to reorder parts, helping you avoid delays and keep maintenance on schedule. For on-the-go planning, the WorkTrek mobile app allows you to update schedules, assign tasks, and access asset information from anywhere. Users consistently highlight the convenience of having all their data in one place, making WorkTrek a go-to solution for streamlined maintenance planning. Source: G2 Pricing starts at $29 per user per month for the Starter Plan and $49 per user per month for the Professional Plan. Custom pricing is also available if you need tailored solutions. If your goal is to simplify maintenance workflows and make planning easier, WorkTrek might be the perfect fit. So, book a demo or contact us to learn more. IBM Maximo IBM Maximo is an enterprise asset management (EAM) system built for large-scale enterprises with extensive and complex maintenance needs. Leveraging generative AI, advanced analytics, and the Internet of Things (IoT), it offers a range of powerful features for maintenance planning. Some of its standout capabilities include: AI-powered predictive maintenance planning Multi-site planning and resource optimization Integrated IoT connectivity A particularly useful feature for maintenance planning is the ability to view asset health scores, as in the image below: Source: IBM It shows you which assets are in the worst condition so you can prioritize their maintenance. You can issue a work order directly from the list with just one click, streamlining the entire process. Another useful tool is visual inspection. With AI and mobile devices, you can check conditions on-site or in the field and spot problems that might not be visible otherwise. Source: IBM This helps you plan maintenance based on actual conditions, not guesswork. Maximo also offers features like: Asset lifecycle management Energy optimization tools Risk analysis It’s built to handle complex operations, making it a good fit for companies with multiple locations. That said, it’s not the easiest software to use. Many users say it takes time to learn because it’s so feature-packed. In a Reddit thread, many confirmed that while the software is powerful, its usability can be daunting. Source: Reddit Maximo is not for a small business. It simply costs too much to implement it and can take years to set up. From more specific drawbacks, one user mentions the difficulty in tracking time and part costs—a much simpler feature in tools like WorkTrek, as we explained above. Source: Capterra Another consideration is pricing—while no pricing details are available on the website (except for the price estimator), Maximo is clearly geared toward large enterprises rather than smaller businesses. However, a 14-day free trial is offered for those who want to explore its capabilities. Fiix Fiix is a CMMS built for small to mid-sized businesses wanting to control their maintenance planning. Similar to WorkTrek, Fiix lets you have all your asset data in one place from where you can easily plan and schedule maintenance. Source: Fiix Planning preventive maintenance is easy with automated scheduling based on date and time, meter readings, or event and alarm-based triggers. Moreover, Fiix provides insights to help you continuously improve your planning. Its asset insights dashboard monitors where you’re spending extra time or money and alerts you if something needs attention, allowing you to act before downtime occurs. The work order insights report, for example, lets you analyze past tasks to identify patterns and avoid recurring problems. Source: Fiix Spare parts management is another strong point. Fiix, like WorkTrek, lets you set minimum quantities for parts and sends alerts when supplies run low. Additionally, Fiix has a parts forecaster tool recommending which parts to reorder and when, helping you avoid shortages and overstocking. Source: Fiix You can track up to 25 parts for precise planning without digging through endless data. While Fiix offers dashboards and automation to monitor key maintenance metrics, many users note that its reporting capabilities are not as robust as they would like. Source: Software Advice This could pose challenges for teams that depend on detailed data to make informed decisions and is something to keep in mind if reporting is a priority for your team. Fiix’s free plan works well for teams new to CMMS tools, but its 25-task limit on preventive maintenance may be too limited for businesses with greater needs. Teams looking for more flexibility might need to consider paid plans, which start at $45 per user per month. The Professional plan, which includes advanced AI insights, costs $75 per user per month. If you’re curious, you can take a free tour to see how Fiix works. eMaint eMaint offers both CMMS and EAM solutions as two different products. Its CMMS comes with a range of features, making it a solid choice for businesses looking to streamline maintenance planning across multiple worksites. Source: eMaint One of eMaint’s key strengths is its drag-and-drop scheduling interface, simplifying planning maintenance tasks. Source: eMaint While all work order types are visible for tracking, this feature currently allows only preventive maintenance tasks to be directly scheduled, although updates are in progress to enhance this functionality. The system also supports detailed maintenance logs and work order tracking. It captures critical information, such as equipment history, work type, priority levels, and even different cost categories: Source: eMaint This data can help you analyze past tasks and improve future maintenance planning by identifying patterns, avoiding repeated issues, and refining resource allocation. It’s also important to mention that eMaint integrates with asset monitoring tools like Fluke 3563 Analysis Vibration Sensors, enabling data-driven planning. These sensors provide real-time health insights and allow you to monitor assets and predict faults or failures. You can set alarms to trigger based on vibration levels or specific signatures. This gives you an early warning about potential problems and enough time to plan maintenance. Source: eMaint In addition to its planning tools, eMaint offers features such as: Asset history tracking Inventory management Reporting and analytics For example, one user shared their experience with the system on Reddit, highlighting how it improved their ability to track MRO inventory. Source: Reddit Despite its strengths, eMaint does have some downsides. Users have noted that it lacks a dedicated mobile app, though it offers mobile functionality. Source: Software Advice The lack of a dedicated mobile app in eMaint can disadvantage field teams as those accustomed to app-based solutions like UpKeep may find it less intuitive. This could affect efficiency, particularly for technicians needing quick, on-the-go updates. The system can also feel clunky, with a high learning curve for setup and modifications, making it less user-friendly for those new to CMMS tools. To address this, eMaint provides training resources and customer support to help teams adapt quickly to the system's capabilities. Pricing starts at $69 per user per month, with a minimum of three users required. Advanced features are available in higher-tier Pro and Enterprise plans. If you want to explore eMaint further, a free demo is available. UpKeep UpKeep is a mobile-first CMMS built for maintenance teams in the field and small—to medium-sized businesses that need flexible and efficient solutions. Its real-time mobile scheduling allows users to create, assign, and adjust maintenance tasks directly from their smartphones, ensuring tasks are completed on time. The desktop version provides an easy-to-use overview of scheduled tasks, with a drag-and-drop interface for simple adjustments. Source: UpKeep However, UpKeep’s Starter plan offers a monthly calendar view, which may not provide the granularity needed for daily or weekly maintenance planning. Teams requiring more detailed scheduling need to upgrade to the Pro plan, which includes expanded calendar functionalities. Another key feature for maintenance planning is UpKeep’s Meters Analytics. This feature lets users plan and schedule maintenance more accurately, optimize resource allocation, and automate work orders based on real-time asset performance data. Additionally, work orders can track wrench time and costs, allowing teams to monitor time and budget more effectively. All you have to do is set it up in a work order, like below: Source: UpKeep on YouTube At the same time, UpKeep simplifies inventory management. As parts are added to work orders and used for maintenance, they're automatically deducted from inventory. Moreover, just as in WorkTrek and Fiix, you can set minimum quantity thresholds for parts and receive alerts when stock runs low, helping to prevent shortages and reduce unplanned downtime. Source: UpKeep All in all, with its mobile-first approach and user-friendly interface, UpKeep makes it easy for maintenance teams to stay on top of tasks, even when on the go. https://youtu.be/Jpp9bkI5rqY?si=SgsiLFWzkIK3618F Source: UpKeep on YouTube While UpKeep’s mobile-first approach is praised for its ease of use, occasional glitches, and limited customization options can frustrate users during high-demand periods. Source: Software Advice As for the pricing, UpKeep comes in three pricing plans: The Lite plan at $20 per user per month The Starter plan at $45 per user per month The Professional plan at $75 per user per month Keep in mind that the Lite plan does not offer cost and time-tracking features, and preventive maintenance scheduling is also somewhat limited. A 7-day free trial is available for those exploring UpKeep’s features. Limble CMMS Limble CMMS is a cloud-based solution for small—and medium-sized businesses and enterprises that need efficient maintenance planning tools. It shares many features with other CMMS platforms we reviewed today, like storing all asset data in one centralized location. Source: Limble The data includes work history, manuals, related parts, and vendor information, helping maintenance teams easily access critical details when planning repairs or preventive tasks. One of Limble’s key strengths is automation. This CMMS can generate work orders automatically based on asset performance data. Moreover, in Limble, you can sort and prioritize tasks by urgency, team, location, asset, or other criteria. If plans change, re-prioritizing tasks takes only a few clicks, and dragging and dropping work orders to assign them to the right person is intuitive and efficient, as you can see below: Source: Limble Maintenance KPIs are automatically tracked with every completed work order, providing valuable insights for improving processes. Limble offers features like minimum part quantity thresholds for inventory control, which trigger work orders when stock levels fall too low. Yes, the system will automatically generate a threshold task for a user to check the inventory and order more. Source: Limble This prevents inventory issues from deterring maintenance plans. While Limble excels in combining user-friendly tools with automation, it has some drawbacks. According to a user who tested the software, Limble CMMS lacks native mobile app functionality, relying on an app window that can be buggy and slow. Source: Reddit Moreover, another user on Reddit has reported issues with excessive battery drain, particularly on iOS devices, which can disrupt fieldwork. Source: Reddit Another review mentions the lack of downtime cost tracking and planned downtime tracking. Source: Reddit These key maintenance planning features are available, but only in the Premium+ plan, making them inaccessible for teams on lower-tier subscriptions. Speaking of pricing, the software has a free version with limited features—only four active recurring work orders and two work orders with attached procedures. Pricing plans start at $28 per user per month. Still, essential features like meter and threshold-based scheduling, parts inventory management, and time and cost tracking are available only in the Premium+ plan at $69 per user per month. They offer a free trial and demo if you want to explore the platform’s capabilities. Conclusion Which of these tools felt like the perfect fit to improve your maintenance planning? Is it WorkTrek’s seamless work order management and spare parts tracking or IBM Maximo’s AI-powered predictive maintenance for complex operations? Perhaps mobile-first UpKeep caught your eye. To choose the best maintenance planning tool for your company, start by identifying your priorities—whether you want robust asset tracking, advanced predictive insights, or streamlined mobile functionality. Each software offers unique strengths, so weigh them against your team’s needs and budget. Whatever you choose, you’re on the path to smarter maintenance planning, which will lead to fewer delays, better decisions, and a more productive operation.

If you manage equipment, you focus on ensuring machines run smoothly. Two popular methods for doing this are proactive and predictive maintenance. While they may sound similar, these approaches have key differences that can impact a company's bottom line and reducing unplanned downtime. Proactive maintenance aims to prevent problems before they occur, while predictive maintenance uses data to forecast when issues might arise. Proactive maintenance looks for the root cause of potential problems. On the other hand, predictive maintenance collects data to schedule fixes at the right time. Source: WorkTrek Both strategies can help businesses avoid costly breakdowns, extend equipment life and prevent unexpected failures. By understanding the unique benefits of each approach, companies can choose the best method for their needs or even combine them for optimal results. Key Takeaways Implementing proactive maintenance prevents issues, while a predictive maintenance strategy forecasts them Data analysis plays a key role in predictive maintenance strategies Combining a proactive maintenance strategy with a preventive maintenance strategy can lead to more effective maintenance programs Defining Proactive Maintenance Proactive maintenance aims to prevent equipment failures before they happen. It uses data and analysis to find and fix potential issues early on. This approach helps keep machines running smoothly and cuts down on costly breakdowns. Characteristics of Proactive Maintenance Source: WorkTrek Proactive maintenance addresses underlying issues in equipment and systems before failure occurs. It relies on regular inspections, testing, and monitoring to spot problems early to improve equipment lifespan. Technicians look for signs of wear, damage, or other red flags that could lead to failures. Preventative Maintenance and Monitoring Source: WorkTrek Regular, systematic checks of equipment and systems to identify potential issues before they become critical failures, including using sensors, gauges, and visual inspections to track performance metrics and equipment conditions. This can also include monitoring usage intervals. Data-Driven Decision Making Illustration: WorkTrek / Data: PwC Collecting and analyzing historical maintenance data, performance trends, and equipment metrics to predict potential failures and optimize maintenance schedules enables organizations to decide when to perform maintenance activities. Scheduled Maintenance Activities Source: WorkTrek Implementation of routine maintenance tasks based on manufacturer recommendations, equipment usage patterns, and historical performance data rather than waiting for equipment to fail or show signs of deterioration. Inventory Management and Resource Planning Source: WorkTrek Maintaining optimal levels of spare parts and scheduling maintenance personnel efficiently to ensure resources are available when needed, reducing downtime and improving maintenance effectiveness. Documentation and Standard Operating Procedures Illustration: WorkTrek / Data: Exploding Topics Development and maintenance of detailed maintenance protocols, equipment histories, and standardized procedures to ensure consistency in maintenance activities and knowledge transfer among team members. Training and Skill Development Illustration: WorkTrek / Data: whatfix Continuous education and training for maintenance staff ensure they stay informed about the latest technologies, maintenance methods, and specific equipment requirements. This can enhance the overall effectiveness of the maintenance program. Continuous Improvement Process Regularly evaluate maintenance strategies and outcomes to identify areas for improvement. This includes analyzing recurring issues and maintenance costs and reviewing historical data and equipment reliability metrics to refine and enhance the maintenance program. Illustration: WorkTrek / Quote: KaiNexus This method goes beyond just fixing things when they break when conducting maintenance. It aims to boost equipment reliability and operational efficiency, extend its lifespan, and reduce unexpected downtime. Proactive maintenance requires a shift in mindset from reactive to preventive thinking. Benefits of Proactive Maintenance Proactive maintenance offers many advantages for businesses. It helps reduce downtime and unexpected repairs, improving productivity and lowering maintenance costs over time. Some key benefits include: Cost Reduction and Savings Proactive maintenance significantly reduces expensive emergency repairs and unplanned downtime, lowering overall maintenance costs. Organizations typically save 12-18% compared to reactive maintenance strategies, including reduced overtime labor costs and minimized emergency parts procurement. Extended Equipment Lifespan Regular monitoring and maintenance help equipment operate at optimal conditions, substantially extending its operational life. Equipment that undergoes proactive maintenance often lasts 30-40% longer than equipment maintained reactively, representing significant capital savings over time. Improved Safety and Compliance Source: WorkTrek Proactive maintenance creates a safer working environment by identifying and addressing potential issues before they become hazardous. This approach helps organizations maintain compliance with safety regulations and reduces workplace accidents related to equipment failure by up to 70%. Enhanced Production Reliability Scheduled maintenance activities minimize unexpected breakdowns, leading to more consistent production output. Studies show that facilities implementing proactive maintenance strategies experience up to 30% less downtime than those using reactive approaches. Better Resource Utilization Planned maintenance activities allow for more efficient use of maintenance personnel and resources. Organizations can schedule work during off-peak hours and better coordinate the availability of parts and technicians, improving labor efficiency by up to 25%. Increased Energy Efficiency Well-maintained equipment operates more efficiently, consuming less energy and reducing utility costs. Regular maintenance activities like cleaning, lubricating, and adjusting equipment can lead to energy savings of 5-15% annually. Higher Quality Output Equipment operating at optimal conditions produces better quality products with fewer defects. Organizations implementing proactive maintenance typically see a 20-25% reduction in quality-related issues and customer complaints. Proactive maintenance also helps teams plan their work more effectively. This approach allows for better resource management and smoother operations overall. Defining Predictive Maintenance Predictive maintenance uses data and advanced analytics to foresee equipment issues before they happen. This approach helps businesses avoid unexpected breakdowns and optimize their maintenance schedules. Characteristics of Predictive Maintenance Predictive maintenance relies on real-time monitoring of machine conditions. Sensors track vibration, temperature, and oil quality, helping spot early signs of wear or damage. The goal is to fix problems at just the right time—not too early, which wastes resources, and not too late, which leads to failures. Predictive maintenance leverages advanced analytics to forecast when issues might occur. Illustration: WorkTrek / Quote: ATS This method can save money by reducing downtime and extending equipment life. It also improves safety by preventing sudden breakdowns. Technologies in Predictive Maintenance Several key technologies make predictive maintenance possible: Internet of Things (IoT) sensors Big data analytics for analyzing data Machine learning algorithms Cloud computing IoT sensors collect data from machines in real-time. This information is then sent to powerful computers for analysis. Machine learning helps spot patterns that humans might miss. Advanced data techniques help forecast future problems. For example, vibration analysis can detect misalignments in rotating equipment, and infrared cameras can find overheating parts before they fail. These tools let maintenance teams plan and fix issues at the best time. This approach is more precise than setting schedules or waiting for breakdowns. Key Differences Between Proactive and Predictive Maintenance Proactive and predictive maintenance strategies aim to prevent equipment failures, but their methods and outcomes differ. These approaches vary in how they monitor equipment, implement fixes, and impact costs. Approach and Implementation Proactive maintenance focuses on preventing potential problems before they occur. It involves regular inspections and addressing minor issues early. Predictive maintenance uses data and analytics to forecast when equipment might fail. It relies on real-time monitoring and advanced technologies. Proactive maintenance is more hands-on and routine-based. Predictive maintenance is data-driven and tailored to each piece of equipment's specific needs. Equipment Monitoring Techniques Proactive maintenance often uses visual inspections, regular testing, and scheduled part replacements. These methods help catch obvious signs of wear or damage. Predictive maintenance employs sensors, data analysis, and machine learning to detect subtle changes in equipment performance. It can identify issues that might not be visible to the naked eye. Source: WorkTrek This approach allows for a more precise diagnosis of potential problems. It can predict failures weeks or months in advance. Cost Implications Proactive maintenance can be less expensive to implement initially. It requires less specialized equipment and training. Predictive maintenance often has higher upfront costs due to sensor installations and data analysis systems. However, it can lead to long-term savings by reducing unnecessary maintenance and preventing major breakdowns. Proactive maintenance might lead to more frequent downtime for routine checks. Predictive maintenance can minimize downtime by scheduling repairs only when needed. Both strategies aim to reduce the high costs of reactive maintenance and unexpected equipment failures. Understanding Maintenance in Industry Maintenance strategies have evolved to improve equipment reliability and reduce costs. Different terms are used to describe maintenance approaches in industrial settings. Evolution of Maintenance Strategies In the early days of industry, maintenance was mostly reactive. Machines were fixed only after they broke down, leading to unplanned downtime and high repair costs. As technology improved, preventive maintenance became common. Companies performed regular upkeep based on set schedules. This helped avoid some breakdowns but was not always efficient. Source: Konecrane Lift Trucks In recent decades, more advanced strategies have emerged. Predictive maintenance uses sensors and data to spot problems to reduce equipment downtime, allowing for more targeted repairs. Proactive maintenance goes further. It aims to address the root causes of equipment issues, which can extend machine life and boost reliability. Both approaches reduce reactive maintenance strategies that can lead to unexpected failures. Maintenance Terminology Key maintenance terms include: Reactive maintenance: Fixing equipment after it fails Preventive maintenance: Regular, scheduled upkeep Condition-based maintenance: Monitoring equipment health Predictive maintenance: Using data to forecast failures Proactive maintenance: Addressing root causes of problems Mean Time Between Failures (MTBF) is a crucial metric. It measures the average time equipment runs between breakdowns. A higher MTBF indicates better reliability. When there is machine failure, downtime refers to periods when the faulty equipment is not working. There are two types of downtime: Planned (for maintenance) Unplanned (due to equipment failures) Choosing the Right Maintenance Strategy Several key factors determine the effectiveness of a maintenance approach. Organizations must carefully evaluate their needs and resources to determine the most suitable strategy. Assessing Organizational Needs Companies should start by analyzing their equipment and assets. This includes looking at the age, condition, and criticality of machinery. They need to consider the potential impact of equipment failure on operations and safety. High-risk assets may require more advanced predictive techniques. Budget and available technology also play a role. Predictive maintenance often needs specialized sensors and software, which can be costly upfront. Skilled personnel are crucial. Organizations must evaluate if they have staff who can interpret data and perform complex maintenance tasks. Considerations for Small vs. Large Enterprises Small businesses may find preventive maintenance more feasible. It typically requires less initial investment and can be easier to implement with limited resources. They can start with basic schedules and checklists for equipment upkeep. This approach can still significantly reduce unexpected breakdowns. Source: WorkTrek Large enterprises often benefit from a mix of strategies. They can use predictive methods for critical assets and preventive for less crucial equipment. These companies usually have more data to work with. This allows for better trend analysis and more accurate failure predictions. Scalability is important for big organizations. They should choose systems that can grow with their needs and integrate across multiple locations. Future of Maintenance: Combining Strategies Modern maintenance strategies blend proactive and predictive approaches with emerging technologies. This integrated approach enhances efficiency, reduces costs, and improves industry reliability. Integrated Maintenance Approaches Many companies now combine preventive and predictive maintenance techniques. This hybrid strategy allows for comprehensive maintenance coverage, addressing both regular upkeep and potential issues before they occur. Integrated systems use data from multiple sources to make informed decisions. For example, a factory might use sensors to monitor equipment performance while following a maintenance schedule. This approach helps balance costs and benefits. It reduces unnecessary maintenance while still catching problems early. Impact of Emerging Technologies New technologies are reshaping maintenance practices. Artificial intelligence and machine learning allow for more accurate predictions of equipment failures. Internet of Things (IoT) devices provide real-time data on asset health. This constant stream of information helps maintenance teams make quick, informed decisions. Source: WorkTrek Augmented reality tools assist technicians in the field. They can instantly access repair manuals and expert advice, improving repair speed and accuracy. Advanced analytics help companies optimize their maintenance strategies by evaluating sensor data. By analyzing patterns in equipment performance, businesses can fine-tune their approach for maximum efficiency. Conclusion Proactive and predictive maintenance both aim to prevent equipment failures. They use different methods to reach this goal. Proactive maintenance focuses on fixing underlying issues. It aims to prevent problems before they start, and this approach often involves regular checks and fixes. Predictive maintenance uses data and tech to spot issues early. It leverages advanced analytics to predict when things might break down. Both methods can save money and time. They help keep machines running smoothly. Companies may use one or both, depending on their needs. The choice between them depends on various factors. These include: Equipment type Budget How critical the machine is Some businesses mix both approaches, yielding the best results and allowing for a tailored maintenance strategy. The goal is to keep things working well and reduce downtime.

Keeping equipment running smoothly is key for any business. Proactive maintenance helps catch problems before they happen, saving money and time in the long run. This guide to proactive maintenance will answer that question. Illustration: WorkTrek / Data: facilio Proactive maintenance involves regular checks and fixes to prevent breakdowns. It's different from fixing things only when they break. Many companies now use this method to keep their machines working well. This guide will explain how to start a proactive maintenance plan. We'll cover the steps, tools, and tips you need. By the end, you'll be ready to improve your maintenance approach. Key Takeaways Regular checks and fixes prevent costly breakdowns Proactive maintenance saves time and money for businesses Tools and planning are needed for successful proactive maintenance Understanding Proactive Maintenance Proactive maintenance efforts aim to prevent equipment failures before they occur. It involves regular inspections, repairs, and replacements to keep machines running smoothly. This approach differs from reactive maintenance, which only fixes problems after breakdowns happen. Proactive maintenance helps reduce costs by preventing unexpected failures, minimizing downtime, and improving operational efficiency. There are several types of proactive maintenance: Preventive maintenance Predictive maintenance Condition-based maintenance The most common type is implementing preventive maintenance strategies. Source: WorkTrek It involves scheduled upkeep based on time or usage, such as changing the oil every 5,000 miles or inspecting a machine monthly. The goal is to reduce costly emergency repairs for the most critical assets. Predictive maintenance, also called smart maintenance, uses data and sensors to forecast when issues might arise. This allows teams to fix problems just before they cause failures. Condition-based maintenance monitors equipment in real time. It triggers repairs when specific indicators show potential issues. Implementing proactive maintenance requires planning and resources. Organizations need to: Identify critical equipment Create maintenance schedules Train staff on procedures Use proper tools and software Proactive maintenance practices can extend equipment life and improve reliability by focusing on prevention. It helps businesses avoid costly breakdowns, improve maintenance practices, reduce maintenance costs, and maintain consistent operations. Benefits of Proactive Maintenance Proactive maintenance offers many advantages for facilities and equipment. It helps prevent unexpected breakdowns and extends the life of assets. Reduced Downtime One key benefit of a proactive maintenance plan is reduced downtime. Fixing small issues early can avoid major failures that stop operations. Cost Savings Another plus is cost savings. While upfront costs may be higher, proactive maintenance saves money in the long term. It cuts emergency repair expenses and replacement costs. Improved Safety Improved safety is a crucial advantage. Well-maintained equipment is less likely to malfunction in ways that could harm workers. Energy Efficiency Energy efficiency often increases with proactive upkeep. Properly maintained systems use less power and run more smoothly. Improve Asset Lifespan Asset lifespan gets a boost, too. Regular care and timely repairs help equipment last longer before needing replacement. Illustration: WorkTrek / Data: Omega Engineering Improve Planning Proactive approaches also enhance planning. Maintenance can be scheduled at convenient times, minimizing disruptions to normal operations. Tracking Maintenance Data Better data collection is an added perk. Tracking maintenance activities provides insights for future improvements and budgeting. Improved Equipment Reliability Lastly, proactive maintenance improves product quality. Well-maintained equipment is more likely to produce consistent, high-quality outputs. Source: WorkTrek Key Elements of Proactive Maintenance Proactive maintenance focuses on preventing equipment failures before they occur. It uses data analysis, scheduling, and monitoring to keep systems running smoothly. Predictive Maintenance Techniques Predictive maintenance uses data to forecast when equipment might fail. It relies on sensors and advanced analytics to track machine health. Key predictive techniques include: Vibration analysis Oil analysis Thermography Acoustic monitoring These methods help spot issues early. For example, vibration analysis can detect loose parts or misalignments, and oil analysis reveals contaminants that could damage engines. Illustration: WorkTrek / Data: Deloitte Predictive maintenance reduces unplanned downtime and cuts costs by avoiding unnecessary repairs. Companies can plan maintenance at the best times, causing less disruption. Preventative Maintenance Scheduling Preventative maintenance follows a set schedule. It aims to keep equipment in good shape through regular upkeep. Common preventative tasks include: Cleaning and lubricating parts Replacing worn components Calibrating instruments Checking safety systems Source: WorkTrek Effective scheduling balances maintenance needs with production demands. It often uses manufacturer guidelines and past performance data. Digital tools help manage complex maintenance schedules. They can track multiple assets and send alerts when service is due. Condition Monitoring Condition monitoring tracks equipment performance in real-time. It uses sensors to measure temperature, pressure, and vibration. Key benefits of condition monitoring include: Early detection of problems Improved safety Better energy efficiency Extended equipment life Source: WorkTrek Modern systems collect data using the Internet of Things (IoT), allowing remote monitoring and quick response to issues. Condition monitoring helps fine-tune maintenance plans. It shows which parts need attention and when leading to more efficient resource use and less waste. Implementing Proactive Maintenance Putting a proactive maintenance plan into action takes careful planning and execution. It involves creating a solid strategy, training staff, choosing the right tools, and using data to make smart choices. Establishing a Maintenance Plan A good maintenance plan is key to being proactive. Start by making a list of all equipment and assets. Give each item a priority based on its importance to your operations. Set up a schedule for regular checks and upkeep. Use preventive maintenance strategies to stop problems before they start. This can include things like: Cleaning and lubricating machines Replacing worn parts Checking for signs of wear Make sure to keep detailed records of all maintenance tasks. This will help track patterns and spot recurring issues. Training Maintenance Personnel Well-trained staff are crucial for proactive maintenance. Teach your team about the equipment they'll be working on and show them how to spot early signs of trouble. Illustration: WorkTrek / Data: Shortlister Give hands-on training for maintenance tasks. This helps staff feel more confident in their work. Set up regular refresher courses to keep skills sharp. Encourage a culture of proactive thinking. Reward staff who find and fix issues early. This helps everyone stay focused on preventing problems, not just fixing them. Selecting the Right Tools and Technology The right tools can make proactive maintenance much easier. Invest in a computerized maintenance management system (CMMS) like WorkTrek. This software helps track maintenance tasks, schedules, and equipment history. Consider using sensors and IoT devices to monitor equipment health. These can give early warnings of potential issues. Some helpful tools include: Vibration sensors Temperature monitors Oil analysis equipment Choose tools that fit your specific needs and budget and improve maintenance performance. Make sure they can work together and share data easily. Data Analysis and Decision-Making Collecting historical maintenance data is just the first step. The real value comes from analyzing it and making smart choices. Look for patterns in equipment performance and failure rates. Use this info to adjust your maintenance schedule and improve operational efficiency. You might find some machines need more frequent checks, while others can go longer between services. Set up alerts for when data shows potential problems. This lets you act fast to prevent breakdowns. Over time, you'll build a predictive maintenance model that can spot issues before they happen. Keep improving your process. Review your data regularly and adjust your plan as needed. This will help make your proactive maintenance even more effective over time. Proactive Maintenance Strategies https://youtu.be/FMbzPKL7qKg Proactive maintenance aims to prevent equipment failures before they occur. It uses data, analysis, and systematic approaches to optimize asset performance and reliability. Risk-Based Maintenance Risk-based maintenance prioritizes maintenance tasks based on the potential impact of equipment failure. This strategy focuses resources on critical assets that pose the highest risk to operations, safety, or the environment. Key elements of risk-based maintenance include: Asset risk assessment Failure mode analysis Probability and consequence evaluation Illustration: WorkTrek / Quote: WLC Organizations use risk matrices to categorize assets and determine appropriate maintenance intervals. High-risk equipment receives more frequent inspections and preventive work. This approach helps companies: Reduce downtime of critical systems Optimize maintenance budgets Improve safety and regulatory compliance Implementing risk-based maintenance requires thorough asset knowledge and ongoing risk evaluations. Reliability-Centered Maintenance Reliability-centered maintenance (RCM) is a systematic method for identifying each asset's most effective maintenance tasks. It aims to preserve system functions while minimizing costs. RCM involves: Defining system functions Identifying potential failures Analyzing failure modes and effects Selecting optimal maintenance tasks Illustration: WorkTrek / Quote: MaxGrip This strategy helps determine whether preventive, predictive, or run-to-failure approaches suit each asset. RCM considers factors like: Equipment criticality Failure patterns Maintenance costs Operational impact By applying RCM, organizations can extend asset lifespans and reduce unnecessary maintenance work. Total Productive Maintenance Total Productive Maintenance (TPM) is a holistic approach that involves all employees in maintaining equipment. It aims to eliminate breakdowns, defects, and accidents. TPM principles include: Autonomous maintenance by operators Planned maintenance schedules Quality maintenance to prevent defects Early equipment management Continuous improvement initiatives This strategy empowers front-line workers to perform basic maintenance tasks, freeing up specialists for more complex work. TPM fosters a culture of shared responsibility for equipment reliability. Benefits of TPM: Improved equipment effectiveness Reduced maintenance costs Enhanced product quality Increased employee engagement Implementing TPM requires strong leadership support and employee training programs. Computerized Maintenance Management Systems Computerized Maintenance Management Systems (CMMS) like WorkTrek are software tools that help organize and streamline maintenance operations. They are important in proactive maintenance strategies. Key CMMS features: Work order management Asset tracking and history Inventory control Preventive maintenance scheduling Data analysis and reporting Illustration: WorkTrek / Data: FMX CMMS software enables maintenance teams to: Plan and schedule work efficiently Track equipment performance trends Generate detailed maintenance reports Manage spare parts inventory CMMS tools centralize maintenance data and support data-driven decision-making. They help identify recurring issues, optimize maintenance intervals, and improve asset reliability. Maintenance Metrics and Performance Indicators Tracking the right metrics helps companies improve their maintenance processes. These indicators measure efficiency, costs, and the impact of maintenance activities on overall operations. Key Performance Indicators (KPIs) Maintenance KPIs are crucial for measuring success. Common KPIs include: Mean Time Between Failures (MTBF) Mean Time To Repair (MTTR) Overall Equipment Effectiveness (OEE) Planned Maintenance Percentage (PMP) MTBF shows how long equipment runs between breakdowns. A higher MTBF means better reliability. MTTR measures repair speed. Lower MTTR indicates faster repairs. OEE combines availability, performance, and quality to gauge equipment productivity. PMP tracks the percentage of planned vs. unplanned maintenance work. These KPIs help teams spot trends, set goals, and make data-driven decisions. Regular tracking allows for quick adjustments to improve maintenance strategies. Return on Investment (ROI) in Maintenance ROI measures the financial benefits of maintenance activities. It compares maintenance costs to the savings or increased production it generates. Source: WorkTrek To calculate maintenance ROI: Add up all maintenance costs (labor, parts, tools) Estimate savings from reduced downtime and extended equipment life Divide savings by costs and multiply by 100 for percentage For example, if $50,000 in maintenance costs leads to $150,000 in savings: ROI = ($150,000 / $50,000) x 100 = 300% This shows a strong return on the maintenance investment. Tracking ROI helps justify maintenance budgets and proves the value of proactive strategies. Maintenance Costs and Savings Maintenance costs include: Labor costs (wages, training) Parts and materials Tools and equipment Contractor fees Savings come from: Reduced downtime Longer equipment life Lower energy costs Fewer emergency repairs Improved asset management Tracking these numbers helps balance spending and savings. Finding the right mix of preventive and reactive maintenance is key. Illustration: WorkTrek / Data: Insaite Companies can use cost per production unit to compare maintenance spending across different areas. This metric shows which equipment or processes need more attention. Regular cost analysis helps teams find ways to cut waste and improve efficiency. It also supports better budget planning for future maintenance needs. Challenges and Considerations in Proactive Maintenance Proactive maintenance brings many benefits but also presents unique hurdles. When implementing this approach, companies must carefully weigh resource needs, costs, cultural shifts, and operational impacts. Resource Allocation Implementing proactive maintenance strategies requires careful resource planning. Companies need to invest in skilled personnel and advanced tools. This often means hiring specialists or training existing staff. New technologies like sensors and data analysis software are essential. But they come with a learning curve. Maintenance teams need time to master these tools. Source: WorkTrek Managers must balance maintenance tasks with other priorities. This can be tricky when resources are limited. Proper scheduling and task prioritization become crucial. Upfront Costs versus Long-Term Savings Proactive maintenance demands significant upfront investment. Companies need to purchase monitoring equipment, software, and training programs. These costs can be substantial. The promise of future savings is appealing. Reduced breakdowns and extended equipment life offer long-term benefits. But, it can take time to see a return on investment. Budget-conscious organizations may struggle with initial expenses. Decision-makers need to weigh short-term costs against potential long-term gains. This requires detailed financial analysis and forecasting. Cultural and Organizational Changes Shifting to proactive maintenance often requires a cultural transformation. Traditional reactive approaches are deeply ingrained in many organizations, and changing this mindset can be challenging. Employees may resist new procedures and technologies. They might see proactive measures as unnecessary or disruptive. Clear communication and training are essential to overcome these barriers. Leadership must champion the change. They must explain the benefits and set clear expectations, which helps create buy-in across all levels of the organization. Balancing Maintenance and Production Finding the right balance between maintenance activities and production needs is crucial. Excessive maintenance can disrupt operations and reduce output, while too little maintenance risks equipment failure and costly downtime. Scheduling becomes complex. Maintenance teams must work around production schedules, which requires close coordination between departments. Predictive technologies can help optimize this balance. They allow for more precise timing of maintenance activities. However, implementing these systems takes time and expertise. Managers must constantly evaluate the impact of maintenance on production goals and adjust strategies as needed to maintain efficiency. Case Studies https://youtu.be/fMQW9jvSoRI Proactive maintenance has transformed operations across various sectors. Real-world examples show its impact on efficiency, cost savings, and equipment reliability. According to a recent McKinsey & Company study, organizations implementing proactive maintenance report up to a 28% reduction in maintenance costs. Conclusion and Best Practices Proactive maintenance is a key strategy for keeping facilities and equipment running smoothly. It helps prevent unexpected breakdowns and extends asset lifespans. To implement effective proactive maintenance: Create a detailed maintenance schedule Train staff on proper maintenance procedures Use condition monitoring tools Keep accurate maintenance records Regular inspections are crucial. Check equipment frequently for signs of wear or damage and address small issues before they become big problems. Prioritize critical assets. Focus proactive efforts on equipment essential for operations or expensive to replace. Leverage technology. CMMS software can help track maintenance tasks, schedule work orders, and analyze data. Source: WorkTrek Continuously improve processes. Review maintenance data regularly to identify trends and refine procedures. Involve equipment operators. They often notice early warning signs of issues. Encourage them to report concerns promptly. Stay up-to-date on best practices. Maintenance techniques evolve, so ongoing learning is important. With a robust, proactive maintenance program, facilities can boost reliability, cut costs, and improve overall performance.

Key Takeaways: Facilities managers consider work order tracking to be their most time-consuming task. Companies like Jowat were able to reduce their backlog by streamlining WOs. Tools like CMMS can help standardize and simplify the work order process. Work orders are the foundation of effective maintenance execution. How well you track and manage them makes all the difference in the effectiveness of your maintenance operations.   Yet, many organizations still rely on inefficient methods, with disorganized Excel sheets and scattered paper forms creating confusion that hampers productivity and asset health. If this sounds familiar, this article is for you. In it, we cover everything you need to know about efficient work order tracking, from its benefits to challenges, to help you regain control and optimize your operations. Let’s begin. Why You Should Get Good at Work Order Tracking First, let’s explore why effective work order tracking is so important in the first place. Improved Productivity Effective work order (WO) tracking ensures every task is properly assigned, scheduled, and completed on time. As a result, the entire work order management process improves, leading to smoother workflows, fewer operational disruptions, and less idle time for your maintenance team. A recent JLL Technologies survey illustrates why getting good at WO tracking is so important. As it turns out, the workload of the upkeep personnel is always increasing, with 55.7% of facility managers saying their WO volumes had risen in 2024 compared to 2023. Additionally, almost half of them identified WO tracking as the most time-consuming aspect of their operations, making it the most primed for automation. Illustration: WorkTrek / Data: JLL Technologies Now think about how much productivity gets swallowed up by inefficiently tracking all these work orders. Calling around just to check a task’s status, correcting errors, and ensuring there are no delays is extremely labor-intensive, yet it adds little to operations. However, if you could streamline this process, your operational efficiency could be completely transformed. Just ask Jowat, a leading industrial adhesives supplier. After optimizing their WO tracking, they practically doubled their productivity. Previously, their technicians actively handled only 45% of work orders. That number has since jumped to 85%-90%. As a result, their maintenance backlog shrank by 75%, dropping from three months to only three weeks. Illustration: WorkTrek / Data: SAP This perfectly demonstrates how efficient WO tracking boosts productivity and workflows, empowering teams to work smarter and faster. However, the benefits don’t stop there. Increased Accountability An effective work order tracking system doesn’t just show which work orders are completed and which aren’t. It provides you with all the relevant information, such as deadlines, required resources, and assigned workers, as in the example below. Source: WorkTrek Thanks to this visibility, managers can easily monitor how quickly tasks are completed and identify who is responsible for delays or incomplete work. Ultimately, this boosts accountability and drives better performance among the staff. The unfortunate truth is that without proper monitoring, some work orders may never be completed, which can lead to more serious problems later on. A striking example of this comes from the Jacob K. Javits Federal Building in New York City. When investigators from the Inspector General’s Office of the General Services Administration (GSA) visited the building's control room, they uncovered a major oversight. Namely, a contractor hired to fix a leaky pipe valve above a key electrical panel failed to do his job and falsely reported the work as complete. Source: Government Executive What the investigators found instead was a blue recycling bin positioned to catch water from the still-leaking valve. This was a very dangerous move as it could’ve led to “corrosion of electrical components, mechanical parts failure, short circuits, possible fires,” according to the agency equipment specialist. However, the situation later turned out to be much worse when it was revealed that about 69% of work orders sampled in six federal buildings had not been completed. The whole purpose of work order tracking is to prevent incidents like these. It clarifies roles and the expected outcomes for each team member, reducing ambiguity and ensuring ownership of tasks. Extended Asset Lifespan Effective WO tracking makes it easier to ensure that maintenance tasks, such as lubrication and inspections, are performed correctly and on time. These routine checks and servicing minimize wear and tear and prevent smaller issues from escalating. Consequently, your equipment stays in better condition for much longer. A 2023 survey by ABB shows that upkeep professionals across industries already understand the importance of maintenance in ensuring continuous asset reliability. According to the survey, 60% of respondents said they plan to increase their reliability and maintenance investment over the next three years. Additionally, 51% cited extended equipment lifecycles as a key expected outcome. Illustration: WorkTrek / Data: ABB Keep in mind that this doesn’t just apply to heavy machinery. Proactive care benefits both small and large equipment and systems. Take HVAC units, for example. Typically, they last 15 to 20 years, but they can last even longer with proper maintenance. Eric Goranson, a Seattle-based designer, home renovation expert, and host of the Around the House podcast, agrees: Illustration: WorkTrek / Quote: CNET Ten years is a significant increase, with every extra year adding to massive cost reductions. And it all starts with smart, streamlined work order tracking. Most Important Work Order KPIs to Track In addition to tracking work progress, monitoring maintenance-related performance metrics is important. Doing so provides insight into the strengths and weaknesses of your work order management, helping you identify areas for improvement. Since every organization handles work orders differently, the KPIs you track should match your unique goals and upkeep needs. That said, these three metrics are most commonly used to measure maintenance and work order performance: Estimated Maintenance Backlog HoursAn increasing backlog indicates that the maintenance team struggles to promptly complete maintenance tasks.On-Time Work Order PerformanceA high percentage here indicates that work orders are being completed within their expected timeframes.Average Response TimeThis metric reveals how quickly the maintenance team addresses service requests. If you want to simplify KPI tracking and analysis, consider using a computerized maintenance management system (CMMS) like our WorkTrek. CMMS software automatically documents and reports on upkeep activities, providing the data you need to track key work order metrics. For example, when you log into WorkTrek, you can immediately see a summary of key insights, like completed vs. active WOs, planned vs. actual WO expenses, or on-time completion rates: Source: WorkTrek  Moreover, if you want more in-depth information, use our Reports feature. It provides access to more detailed reports on spare parts usage, overdue WOs, work hour summaries, and so much more. With solutions like WorkTrek, you’ll always have the reliable, real-time data you need to make smart decisions and improve your operations. Common Work Order Tracking Mistakes Now, let’s explore some common work order tracking mistakes and how to avoid them. Lack of Standardization in Work Orders A lack of standardization in your work order process can result in inconsistent data entry, varying formats, and incomplete details, all leading to confusion and inefficient data reporting. Take it from Cleanaway Waste Management Limited, an Australian waste management company. They learned firsthand the chaos that manual processes and inconsistency can create. Preet Brar, their Executive General Manager explains the amount of work they had to deal with: Illustration: WorkTrek / Quote: iTnews Each of these had to be filled out by hand, with mechanics writing details of the work performed and then passing it to admin teams for manual data entry into their systems. As you can imagine, this often led to missing information, follow-ups, and the need for further clarification, increasing the overall amount of non-productive time. Consider digitizing the whole process to prevent this from happening to you and to clarify your work order tracking. A CMMS like WorkTrek can make all the difference here. WorkTrek helps you standardize and streamline work order processes by allowing you to use premade WO templates with required fields, as shown below: Source: WorkTrek This ensures that critical data—such as job details, labor and material costs, time allocation, and completion status—is consistently captured across all work orders. No more missing information, just seamless, efficient operations. Not Prioritizing Tasks Treating all work orders with equal urgency is a significant mistake that can lead to delays in critical tasks and cause operational disruptions. A 2021 AkitaBox survey highlights how prevalent this issue is among maintenance professionals and facility managers. More than half of respondents agree they are more reactive than proactive, spending more time ‘firefighting’ incoming service requests and corrective work orders. Illustration: WorkTrek / Data: AkitaBox This problem often arises from the absence of a prioritization system, which prevents teams from addressing the biggest issues first instead of trying to tackle everything simultaneously. Dan Roberts experienced the inefficiencies of such an approach firsthand at the beef brewing company Miller Coors, where he worked as a Technical Services Lead: Illustration: WorkTrek / Quote: Reliable Plant As a result, their plants constantly operated in reactive maintenance mode, and upkeep planners wasted considerable time on lower-value activities. The simple solution to this problem is to allocate more time to establish a priority system. Categorize tasks and/or assets as low, medium, or high priority by evaluating factors like: safety risks repair costs downtime potential environmental impact Addressing the most pressing issues first keeps operations running smoothly and resources focused where they matter most. Using a CMMS makes this even easier. When creating a work order, the system requires the creator to set a priority level, like in the example below: Source: WorkTrek Thanks to that, work orders can be filtered by urgency, ensuring that each task receives the appropriate attention and resources it demands. That way, you work smarter, not harder, and take proactive control over your maintenance efforts. Poor Communication Your work order tracking system should facilitate timely and clear communication of all relevant information. Otherwise, you won’t be able to keep all the stakeholders up-to-date on WO changes and progress, which might lead to delays or duplication of work. The U.S. Army has already experienced this problem because they used two separate systems to submit and monitor their work. Since the systems weren’t integrated, they had to manually update WO statuses in both solutions, significantly impeding visibility and accountability. Richard Hendricks, Deputy for Maintenance Operations Center at the U.S. Army Medical Material Agency, elaborates: Illustration: WorkTrek / Quote: U.S. Army This is a problem because, without real-time visibility, you and your team are essentially operating blind, unaware of any updates that might impact your decision-making. To prevent situations like this from happening, it’s best to use a work order management system with a mobile app. After all, phones travel with your personnel wherever they go, so they should be able to access or update crucial information instantly. Approving requests, assigning tasks, monitoring their status, tracking inventory, and more—they should be able to do it all on the fly. Source: WorkTrek CMMS on Google Play Our software offers that capability. With WorkTrek, you don’t even have to worry about being connected to the internet. Our app has an Offline mode that allows you to work when there’s no cellular signal or Wi-Fi. It’s also possible to enable automated notifications that notify your workers of any changes in real-time. This is the easiest way to keep everyone informed on work orders and ensure communication is not one of the operational bottlenecks. Conclusion It’s time to say goodbye to tracking work orders with spreadsheets and paper. These outdated methods only breed inefficiency, reduce productivity, and can even jeopardize the health of your valuable assets. Instead, embrace automation and optimize your processes. A CMMS allows you to streamline repetitive tasks, gain complete visibility into all your work orders, and standardize your procedures, saving you both time and effort. Once you implement it, you’ll wonder why you didn’t make the switch sooner.

Poor work order tracking can cause significant issues, like missing deadlines, losing track of tasks, and overspending. To address these issues, the first thing to know is that there’s no one-size-fits-all solution. While some businesses have complex workflows requiring sophisticated tracking, others may only need simple methods for a small number of work orders. The key is finding what works best for you. This post will help you do that by reviewing six different methods of tracking work orders. Paper-Based Work Order Tracking A paper-based method is the most basic and accessible way of tracking work orders. It may also be the most cost-effective method since it requires no setup costs, though this comes with a caveat. According to some sources, paper documents are generally 141x more expensive than digital ones. Illustration: WorkTrek / Data: MCCi However, the scenario is likely reversed when you’re handling a small number of work orders that can be easily created and stored manually. So, again, it will be important to assess your individual needs and situation. This method works best for very small businesses, solopreneurs, and one-off tasks. Managers who use it typically rely on pre-made paper forms to create and assign work orders. They fill them out, place them in a shared location like a tray box, or hand them over directly to technicians. Upon completion, they store them for future reference. Source: WorkTrek Pretty straightforward, right? That’s also perhaps the biggest benefit of this method. There’s no learning curve, software setup, or extensive training required. Both technicians and managers can adopt this system right away. They also don’t have to worry about making difficult-to-fix mistakes, which can be common with complex software. For example, adding a wrong entry to one paper form doesn’t affect other work orders or disrupt the system. However, one drawback of this method is a potential lack of efficiency, especially regarding data retrieval and communication between the parties. Each party must exchange and process the forms on time to ensure smooth workflow. You’ll also need a safe place to store them. So, ensure you have file cabinets or similar storage ready and start systematically archiving orders. Whiteboards or Corkboards Whiteboards or corkboards fix one of the drawbacks of paper forms: lack of visibility and oversight. They provide a visual, centralized space for displaying all work orders, making it easier to track which tasks are being worked on and by whom. This helps managers evenly spread the work across technicians and ensure all orders are handled. Specialized boards with pre-made tables and templates can be handy, as they ensure you never forget to add any important details to your work orders. Source: Creative Safety Supply Alternatively, you can find options that combine whiteboards with corkboards to leverage the best of both worlds. For example, you can add paperwork orders to the corkboard and use the whiteboard to jot down others on the fly. Source: WorkTrek Just like paper forms, whiteboards, and corkboards are straightforward, simple, and accessible to use. They provide quick updates, let everyone easily track order statuses, and delegate tasks. However, they’ll only work for teams that are in the same physical location. If your team is largely in the field, other methods mentioned below will likely be more useful. With this in mind, boards can work for maintenance teams in: manufacturing facilities management retail stores and warehouses (for daily task assignments) Even if you don’t use them to track work orders, whiteboards can still be very useful. For instance, they can be amazing tools for brainstorming sessions and visualizing maintenance workflows. Source: Fishbowl on YouTube This can help you determine the best general structure for managing and organizing work orders, making daily management easier even if it relies on another method. Spreadsheets (Excel or Google Sheets) The two methods we’ve mentioned so far are extremely easy to use but have significant data drawbacks. Both methods make data easily lost and difficult to access or share. Spreadsheets fix these issues while offering almost the same level of simplicity. You can easily customize them and leverage ready-made templates for recurring orders. In fact, we already prepared one for you. You can download it for free and use it. Source: WorkTrek Unlike paper forms or boards, spreadsheets can be easily shared. If you’re using local spreadsheet files, you can share them via email or a file-sharing service like Dropbox. Cloud platforms, like Google Drive, are even more convenient because they allow you to add users and provide direct access. Source: Google Sheets Also, spreadsheets let multiple users collaborate and edit data. This can, however, be both a pro and a con, so make sure you establish editing guidelines upfront. Admittedly, spreadsheets are somewhat more complex than the good old pen and paper, but most modern workers can quickly master them. Pair that with the fact that spreadsheets also offer advanced features, like sorting, filtering, and basic automation, and it becomes evident they’re much more suitable for contemporary businesses. As Greg Christensen, the Vice President of ProjectHub.com, says, spreadsheets are the first step to true digitization. Illustration: WorkTrek / Quote: LinkedIn  This is especially important for small to medium-sized businesses needing a more structured approach. Even simple automation, like SUM, AVERAGE, and VLOOKUP functions, can help reduce errors in more complex work orders. Source: WorkTrek Manual calculations can be reduced to a minimum, making decision-making quicker and less prone to errors. It’s also easier to track simple KPIs, such as completion rates or costs, using a spreadsheet rather than paper or a whiteboard. Project Management Systems While spreadsheets can work for smaller teams with simple work orders, they won’t be the best choice for those managing multiple ongoing orders simultaneously. This is often the case in marketing, software development, and consulting industries. Managers typically manage several complex projects involving many different team members simultaneously. Such projects usually require continuous work progress monitoring, visualization, and clear accountability, which spreadsheets don’t provide. Project management systems (PM systems), like Trello, Asana, or Monday.com, will prove more useful in these cases. Source: WorkTrek  As you can see above, project management systems have many useful features. They range from tools for tracking due dates and statuses to collaboration features that let entire teams communicate in a single interface. For example, compare that to managing work orders in spreadsheets and then using several other tools just to get feedback from various team members. The process becomes much more complicated and time-consuming. Even simpler project management tools like Trello can make work order tracking significantly easier. They allow you to collaborate with different team members, visualize work orders, and share any necessary files all in one place: https://www.youtube.com/watch?v=2sp0ACu0MvM Source: @themaintenanceinstitute More robust systems also offer integrations, automation, and reporting functionalities. Here are a few examples: Integration: By integrating your PM system with a CRM like Salesforce, you can automatically enrich work orders with ready-to-go customer data. Automation: Work orders can automatically get assigned to the right person, flagged for review, and more. Reporting: Automatically-generated reports offer quick insights into project progress, team performance, and upcoming deadlines. As you probably realize by now, project management tools can range from very simple to very complex. The key here is to choose the level of complexity that matches your needs. That way, you’ll avoid overwhelming team members while ensuring you can adequately address all your needs. Accounting Systems Accounting systems like Xero or Quickbooks are not meant to track work orders. Still, many businesses use them as workarounds. In some cases, teams just don’t want to deal with adopting new software and the challenges that come with it. For many businesses, though, tracking work orders alongside financial data is extremely beneficial. This includes: Service-based businesses who bill per task, like electricians or plumbers. Companies that need detailed cost tracking for labor and materials. Businesses aiming for seamless financial audits and compliance. The biggest benefit of using accounting systems to track work orders is that it simplifies invoicing, billing, and cost tracking. Storing both work orders and financial data in one system can reduce errors, improve accuracy, and save time spent on duplicating data. It can also help you improve budget planning and enable better, data-driven decisions. Illustration: WorkTrek The issue, however, is that most accounting systems don’t offer a straightforward way to create or track work orders. With most, you’ll have to settle for makeshift alternatives. For example, with QuickBooks, you could try customizing Sales Orders or using Estimates. You can tag the estimates you use for work order purposes as ‘Work Orders,’ as shown below. Source: QuickBooks Of course, the problem here is that it becomes difficult to distinguish work orders from actual sales orders or estimates, which can quickly create a messy situation. Many teams prefer to integrate accounting systems with other specialized software for tracking work orders. Illustration: WorkTrek This integration allows you to associate work orders with financial data without creating chaos. The disadvantage is that you’ll still need another software. So, it’s best to prepare for training and some potential work disruptions in advance. Also, choosing software that integrates with your existing accounting systems is important. Most systems have a publicly available list of possible integrations on their websites: Source: Xero App Store   If you don’t see your desired app on the list, try contacting either software provider to check if integration is still possible. Specialized Work Order Management Software This list wouldn’t be complete without specialized work order management tools. They’re the most obvious but also the best choice for most businesses. As Zapier puts it, having a drawer full of sharp knives is better than one blunt cleaver.  Since specialized software is designed for specific tasks, it often performs exceptionally well. This typically leads to higher productivity, easier adoption, and less downtime. Illustration: WorkTrek / Quote: Inc. These advanced tools are often industry-specific, enabling comprehensive work order management. This is essential for large enterprises with complex workflows and high work order volumes. Most specialized software includes everything you’ll need to manage work orders effectively, from scheduling and real-time updates to inventory management and analytics. As an example, consider the WorkTrek dashboard: Source: WorkTrek It offers a quick overview of the most important metrics, like open, urgent, and closed work orders. By clicking Work, you can get more details about each, create new work orders, or manage existing ones. This includes assigning them to different team members, describing the work orders, adding due dates, and more: Source: WorkTrek Finally, cloud-based solutions like WorkTrek also facilitate remote access and team collaboration. There’s no need to switch between multiple different apps. Users can collaborate and communicate through the same interface, usually by leaving comments and tagging others with @mentions. Source: WorkTrek Like project management systems, some work order software solutions offer several work order views for easier management. For example, alongside lists, WorkTrek displays maps: Source: WorkTrek This way, users see the list of active work orders and their geolocation. This comes in handy when managing multiple facilities across cities or states. Specialized systems work best for companies that need more, whether detailed reporting, parts and labor management or preventive maintenance capabilities. They’re also typically the best fit for manufacturing, healthcare, and construction industries, where precision and scalability are essential. Conclusion Effective work order tracking is all about matching your method to your business's needs. For businesses with simple workflows or a limited number of work orders, straightforward methods like paper forms can be practical and efficient. On the other hand, specialized work order management software is the best choice for more complex operations. The key takeaway: there’s no universal approach. Choose what works best for you. By finding the right method, you’ll not only track work orders but also set your team up for success and smoother operations.

When it comes to managing maintenance tasks efficiently, a CMMS can be your best ally. This software is built to handle everything from work order management to preventive maintenance and analytics. Maintenance scheduling is among its most critical capabilities, which ensures maintenance tasks are completed on time without disrupting operations. To help you find the right fit, we've prepared an overview and comparison of some top maintenance scheduling software. With all these tools, we’ll focus on their scheduling capabilities—what makes them similar and how they differ. Let’s dive in! WorkTrek First on our list is WorkTrek, our own feature-rich CMMS. Built to meet a wide range of maintenance needs, WorkTrek includes the following core features: Work order management Parts and inventory management Preventive maintenance Task management Analytics WorkTrek offers several helpful tools for maintenance scheduling. For starters, it allows you to automate recurring tasks based on time, usage, or condition triggers. You can schedule preventive maintenance tasks daily, weekly, monthly, or yearly, creating work orders in advance, specifying durations, and setting end rules. Source: WorkTrek WorkTrek also integrates with meters, enabling automatic PM work orders based on specific conditions like working hours, mileage, or pressure. For example, you could set a forklift’s maintenance schedule to trigger every 500 working hours, as in the example below: Source: WorkTrek To be able to do that, you first have to add meters to your assets. That’s very simple, as you just have to fill in details like name, description, measurement unit, and meter number, as seen here: Source: WorkTrek Another feature helpful for better maintenance scheduling is the ability to create follow-up work orders automatically if a preventive maintenance check identifies issues. Source: WorkTrek Assigning and scheduling one-time tasks is just as streamlined. When creating a work order, specify the task name, description, priority, and planned start date. You can link it to projects, add relevant images, services, and materials, and assign digital forms or checklists for step-by-step instructions. Source: WorkTrek The exact details can be added to preventive maintenance tasks as well. To help teams visualize their workload, all tasks and schedules can be displayed on an interactive calendar. Source: WorkTrek This clutter-free layout makes it easy to avoid overlapping jobs and provides a clear overview, even during busy periods. Looking at the image above carefully, you will see that the calendar view is daily and shows specific hours. We mention this because some software on this list, like UpKeep, for example, offers such detailed calendar views only in their most expensive pricing plans, whereas in WorkTrek, this feature is available for all users. WorkTrek also comes as a mobile application. Source: WorkTrek This means field technicians can access schedules and updates on their mobile devices, ensuring they have real-time information no matter where they are. Through the app, users can view instructions, complete checklists, upload photos, and even provide signatures, which allows supervisors to track task progress. And those responsible for scheduling maintenance can do it on the go, too. What truly stands out is how user-friendly and customizable it is. Even if you’re new to CMMS, WorkTrek makes it easy to get started while offering enough flexibility to adapt to your team’s needs. Support is another area where WorkTrek shines, with guidance during implementation, data import services, and ongoing assistance. Unsurprisingly, users frequently highlight WorkTrek’s accessibility and robust mobile app as their favorite features. Source: Reddit Plans start at $29 per user per month, including unlimited guest requests and full mobile access. If WorkTrek might fit your maintenance scheduling needs, you can explore it further. We recommend trying it for free or booking a demo with us. Fiix Fiix is a cloud-based CMMS that helps organizations plan, track, and optimize maintenance activities. It offers a variety of features, such as: Work order management Asset management Parts and supplies management Reporting Fiix excels with its work order management system when we zoom in on scheduling. It lets you easily schedule, assign, and track team work orders. You can add inspection-type tasks to work orders, automate follow-up activities if an inspection fails, and link everything back to the original work order, just as in WorkTrek. Additionally, Fiix offers smart priority settings to help prioritize tasks based on urgency and impact. You can do the same in WorkTrek. You can also view your team’s workload in a centralized calendar, so you always know who is doing what and when. Source: Fiix Work orders can be assigned using drag-and-drop scheduling, and technicians can quickly access them to see details like priority, status, and maintenance type. Automated alerts ensure that your team gets notifications by email or mobile whenever a new task is assigned. Fiix also has robust features for automating preventive maintenance. For example, users can schedule maintenance based on time and meter readings, and both time-based triggers and meter reading triggers can either be fixed or floating. That’s because Fiix integrates with IoT devices and sensors to trigger maintenance based on the equipment's real-time condition, including vibration, temperature, pressure, and more. Source: Fiix Additionally, Fiix enables event triggers. For example, for events like earthquakes or tremors, you can schedule system checks, as shown in their instructional video below: https://www.youtube.com/watch?v=6qTJ_BxeMyc Source: Fiix on YouTube Fiix offers an AI-powered feature called the Asset Risk Predictor (ARP) for advanced scheduling. ARP uses sensor data to detect anomalies and generate prescriptive maintenance work orders. These AI-generated work orders include all the necessary details, such as summaries, work instructions, and labor tasks, automatically populated from your CMMS. Source: Fiix However, remember that ARP is an add-on feature requiring a separate purchase. We also learned that it rarely works as it should.   While Fiix is scalable and suitable for businesses of all sizes, it does have some limitations. Users often mention the need to input parts manually, which can be time-consuming, and transferring data from other systems, although generally straightforward, may require effort. Source: Reddit Additionally, some reviews highlight the lack of robust reporting capabilities and the need for manual adjustments when scheduling future preventive maintenance tasks: Another downtime is scheduled PM not being automatically changed after closing WO. It has to be manually changed for future planned maintenance WO's. When it comes to pricing, Fiix offers a free plan for up to three users. However, the free plan allows you to schedule up to 25 preventive maintenance tasks using time, meter, or event-based triggers. Paid plans start at $45 per user per month, and the Professional plan, which includes AI-powered insights, is priced at $75 per user per month. UpKeep UpKeep is a mobile-first CMMS designed to simplify, organize, and optimize maintenance and reliability operations. It comes with a variety of features that help maintenance teams stay on top of their tasks, with a strong focus on real-time accessibility and ease of use. Source: UpKeep When it comes to scheduling maintenance, UpKeep offers some handy tools. First, you can set up recurring maintenance with minimal effort—UpKeep allows you to create time- and usage-based triggers. Time-based triggers mean you can schedule tasks at regular intervals, such as daily, weekly, monthly, or even after a specific number of days. Source: UpKeep Usage-based triggers allow you to set maintenance schedules based on asset usage, such as after a certain number of operational hours or miles traveled. Source: UpKeep You’ll first need to set up meters in the system to make this work. Furthermore, as with WorkTrek and Fiix, UpKeep lets you attach checklists and documents to preventive maintenance work orders. You can also assign tasks easily to technicians based on their availability. The mobile-first design is a standout feature, allowing technicians to view and adjust their schedules directly from their devices, whether in the field or on the move. Source: UpKeep UpKeep also automates follow-up tasks by triggering work orders when inspection checklists fail. Again, this feature is the same as in our WorkTrek. Technicians can log meter readings for runtime-based tasks, and photos can be added to checklists for extra clarity. Technicians can close out tasks and log details when preventive maintenance is completed. The desktop version clearly shows scheduled maintenance tasks, but the weekly and daily calendar views are only available in the Pro plan. Source: UpKeep on YouTube This has been a point of frustration for some users, as you can see from the review below: Source: G2 However, most users appreciate the platform’s user-friendly interface, customization options, and the ability to access maintenance schedules in real-time through the UpKeep mobile app, which makes it easy for field technicians to stay updated. Pricing starts at $20 per user per month for the Lite plan, with more features available in the Starter ($45), Professional ($75), and Custom plans. However, note that the preventive maintenance features in the Lite plan are limited, and meter-based triggers are unavailable. Maintenance Connection Maintenance Connection by Accruent is an enterprise-grade CMMS offering a comprehensive maintenance management tool suite. Some key features include: Work order management Mobile CMMS application Reporting and analytics Automated notifications When it comes to scheduling maintenance, Maintenance Connection provides a high level of flexibility. You can set up time-based schedules, where maintenance is triggered after a specific time interval, or meter-based schedules, which rely on asset usage data. Source: Solid CAD on YouTube The system supports fixed and floating schedules, making it similar to Fiix. Fixed schedules generate work orders on specific dates or at precise meter readings, regardless of when the last maintenance was completed. In contrast, floating schedules base the next maintenance date on when the previous one was finished, allowing for dynamic intervals. Source: Maintenance Connection You can also create single-procedure schedules, which repeat the same task at regular intervals, or multiple-procedure schedules, where different tasks are set to occur at varying intervals. For example, you might schedule one set of tasks for monthly maintenance and another for quarterly upkeep—of the same asset. Maintenance Connection lets you associate tasks with specific assets, generating a single work order for all related assets or separate ones for each. Additionally, the software includes a drag-and-drop calendar that simplifies technician scheduling. Source: G2 For mobile users, Maintenance Connection offers MC Express, a mobile app where technicians can create and update work orders on the go. Source: Microsoft While users appreciate its comprehensive functionality and customization options, they note that the software can be complex to learn, and some tasks, like creating reports, require additional effort due to the high level of customization. Source: G2 Despite this, its robust capabilities make it a great fit for large enterprises managing multiple sites. Maintenance Connection is a premium tool, with costs starting at $1,325 per user annually (minimum three users), plus $700 per user per year for mobile access. A free trial is available with access to a fully functional software version for evaluation. eMaint CMMS eMaint is a flexible and highly configurable CMMS with a wide range of enterprise asset management, work order management, scheduling, and reporting tools. Designed for businesses of all sizes, eMaint allows users to customize workflows to fit unique operational requirements. One of its key features is the ability to create preventive maintenance schedules for single and multiple assets. For single assets, eMaint supports calendar-based or meter-based PMs. Calendar-based PMs can trigger work orders at fixed intervals or after completing the last work order. That’s the same workflow as in Fiix and Maintenance Connection. Source: eMaint Meter-based PMs, on the other hand, use asset readings like miles, hours, or units produced to determine when maintenance is due. If you need, you can also set up an asset with multiple meter types, as in the example below: Source: eMaint In that case, the system will create a work order for each meter type when their threshold is met. When managing multiple assets, eMaint allows users to create a single PM schedule for several assets, such as a fleet of vehicles. Each asset will have its last maintenance date, and work orders are created accordingly. Additionally, users can set up PM schedules for parent assets, automatically including all child assets in the work order. That is a highly time-saving feature. eMaint also has the Calendar feature. With it, you can define and manage time schedules, such as shifts, holidays, and off-seasons, ensuring availability is considered before scheduling tasks. The calendar integrates with the Scheduler, allowing you to schedule tasks more accurately.   However, note that in the Scheduler, you can only assign PM work orders directly, though all work order types are visible for easy tracking. Source: eMaint They are working on updating this feature so all work order types can be scheduled in the Scheduler. eMaint is also accessible via a mobile app, ensuring technicians and managers can access important information while on the go. On both Reddit and sites like G2, eMaint is praised for its flexibility and configurability, making it a good fit for various industries and maintenance operations. Source: Reddit It also provides extensive training and support resources, helping users onboard quickly and resolve any issues. However, some users have mentioned that the system can be redundant, with repetitive confirmation steps. Source: Reddit Pricing starts at $69 per user per month, with a three-user minimum. Conclusion These were the six software with the best maintenance scheduling features available.   While they all provide essential tools like work order management, preventive maintenance scheduling, and automated notifications, each stands out. WorkTrek, Maintenance Connection, and eMaint shine with their high degree of customization, and UpKeep is ideal for mobile-first teams. Ultimately, the right choice depends on your organization's specific needs, but these six tools undoubtedly lead the pack when it comes to robust scheduling capabilities for maintenance management.