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No matter how well equipment is maintained, breakdowns are inevitable. Corrective maintenance addresses these failures directly, enabling teams to restore operations quickly and minimize disruptions. Understanding the eight types of corrective maintenance can improve response times, reduce costs, and keep systems running smoothly. Key Takeaways There are different types of corrective maintenance for different situations. Knowing each type helps improve repair decisions and resource use. Choosing the right approach can lead to better equipment performance. Understanding Corrective Maintenance Corrective maintenance refers to any action taken after equipment exhibits signs of failure or ceases to function properly. Illustration: WorkTrek / Data: Camcode Unlike preventive maintenance, which is performed on a schedule, the corrective maintenance process is inherently reactive. But they’re not always unplanned. Some are scheduled once an issue is identified, but it isn’t urgent. Role in Maintenance Strategies Corrective maintenance stands out as a distinct type of maintenance. Some people refer to it as "breakdown" or "reactive" maintenance. Maintenance teams often mix corrective work with preventive and predictive tasks. That way, they save money and limit disruptions. Planned corrective maintenance refers to teams addressing non-urgent issues identified during inspections. Unplanned corrective maintenance kicks in when something breaks unexpectedly and requires emergency repairs. Using both allows teams to react quickly while still keeping things organized. On its own, corrective maintenance isn't always the most cost-effective option or the best maintenance strategy, but it helps round out a comprehensive maintenance plan. Comparison With Preventive And Predictive Maintenance Corrective maintenance isn't the same as preventive maintenance or predictive maintenance. Preventive maintenance involves performing tasks at regular intervals to prevent problems before they occur. Predictive maintenance utilizes IoT sensors and data to identify issues before they become significant. Illustration: WorkTrek / Data: IndustryWeek What is the main benefit of corrective maintenance? You only act when something breaks, so you skip a lot of extra work. However, waiting for things to fail can result in larger repair bills and more downtime compared to the other two options. Preventive maintenance reduces the risk of breakdowns by addressing issues early, although it may require additional labor and parts. Predictive maintenance tries to fix stuff only when the data says it’s needed, but you do have to invest in tech. Combining these methods enables companies to achieve improved reliability and more effective maintenance management. 1. Planned Corrective Maintenance Planned corrective maintenance involves fixing equipment or assets according to a schedule, rather than waiting for a total breakdown. Teams follow clear steps and use the right tools to complete repairs at the optimal time and in the most effective manner. Process and Procedures Planned corrective maintenance begins when teams identify signs of trouble before a complete failure occurs. They use inspections, sensors, or reports to catch problems early and then plan repairs for a time that causes the least hassle. Standard operating procedures (SOPs) keep the work safe and effective. Teams document every step, from the first sign of trouble to the final repair check. Illustration: WorkTrek / Data: Touchpoint Maintenance management software, like a computerized maintenance management system (CMMS), helps track work orders and schedules. The software organizes tasks, assigns work, and stores repair history for later. Good documentation, which can be electronically managed within a CMMS platform, also helps new team members learn the ropes and prevents mistakes. Benefits and Limitations Planned corrective maintenance reduces the likelihood of unexpected breakdowns and machine failure. Repairs are scheduled during slow periods, so operations are not disrupted. SOPs and a CMMS make the whole thing smoother and save time. Teams can identify which assets fail most frequently and adjust their plans accordingly. However, this method still responds to problems after they occur, not before. If teams miss early warning signs, breakdowns can still sneak up. Compared to preventive maintenance, planned corrective maintenance may allow some issues to grow before they are detected. 2. Unplanned Corrective Maintenance Unplanned corrective maintenance is all about responding to unexpected equipment failures or breakdowns. This type of maintenance is crucial for keeping systems running smoothly and minimizing downtime. Illustration: WorkTrek / Data: EZO CMMS Typical Scenarios Unplanned corrective maintenance, also known as unscheduled maintenance, occurs when equipment fails unexpectedly. Teams need to move fast to fix the issue and get things back online. Picture a conveyor belt motor malfunctioning in the middle of production, or an HVAC unit failing during a heatwave. Maintenance personnel perform these corrective maintenance tasks only after a complete failure occurs. This approach is closely connected to run-to-failure maintenance, where only repairs are made after a component stops functioning. Technicians troubleshoot, disassemble equipment, and replace the broken part as quickly as possible. Impact on Operations Unplanned corrective maintenance can throw a wrench into operations fast. Production lines may stop, and key services may get delayed, resulting in lost time and higher costs. When a critical asset fails, work starts piling up and deadlines slip. Emergency repairs typically cost more than planned work, since it might require overtime, rush shipping, and sometimes outside assistance. The risk of workplace accidents climbs during rushed repairs. Sudden equipment shutdowns without notice can leave people confused or even create unsafe conditions. Reliability drops, and planning workloads or hitting targets becomes a headache. If run-to-failure maintenance becomes the norm, long-term costs go up. Unplanned fixes put more wear and tear on equipment, so things break down more often and need replacing sooner. 3. Emergency Maintenance Emergency maintenance addresses sudden equipment failures that can result in unplanned downtime and safety risks. This type of maintenance is pretty much the opposite of performing preventive maintenance tasks. It requires quick action and clear procedures to restore normal operations and protect people and assets. Emergency Repairs Based on our experience working with various maintenance organizations, most maintenance technicians tend to dislike performing emergency repairs. These tasks are usually urgent, require a scramble for parts, and are usually required after total equipment failure. They also happen outside the regular maintenance schedule. Source: WorkTrek Some examples include a leaking pipe in a hospital or a conveyor belt that stops in a factory. Emergency repairs often cost more than planned fixes and require additional resources, such as overtime hours or specialized parts. According to NEXGEN Asset Management, emergency maintenance tends to be the most expensive because repairs happen under pressure, sometimes with limited information or tools. Safety Protocols It is important to follow safety protocols for emergency maintenance. This helps lower the chance of accidents while working on urgent repairs. Before starting any emergency repair, teams should follow strict lockout/tagout procedures to stop machines from powering on accidentally. Illustration: WorkTrek / Data: ResearchGate Maintenance technicians must wear personal protective equipment (PPE), such as gloves, goggles, or helmets, to prevent injury. They should also track who is in the affected area to prevent unauthorized entry and confusion. If hazardous materials or high voltages are involved, teams must isolate them before any work can begin. 4. Deferred Maintenance When budgets and resources are limited, deferred maintenance happens. These delays can lead to higher costs and bigger problems for equipment or facilities. Risks and Consequences When repairs are postponed, asset performance can decrease over time. Equipment may break down more frequently or operate less efficiently. This can cause unexpected downtime or even necessitate emergency repairs, which can be more expensive. Source: WorkTrek If you rely too heavily on deferred maintenance, it can lead to safety hazards. For example, a worn-out machine part may eventually fail, putting workers at risk of injury. Regular delays often result in higher maintenance costs later, as the damage typically worsens the longer it is left unaddressed. Resource allocation becomes increasingly challenging as more repairs accumulate. Teams may struggle to prioritize which jobs are most urgent, making scheduling even more difficult. In critical environments such as hospitals or factories, even small delays can create significant problems for productivity and safety. Decision Criteria Deferred maintenance can be an effective maintenance strategy for non-critical equipment. The key is to decide which maintenance tasks can be safely delayed without creating extra risk. Managers often consider factors such as budget constraints, staff availability, and the frequency of asset use. They may also look at the potential impact on asset performance and future maintenance costs. High-priority equipment that plays a big role in daily operations should rarely be delayed. On the other hand, non-essential repairs may wait until resources are available. 5. Condition-Based Corrective Maintenance Condition-based corrective maintenance utilizes real-time data to identify issues and perform repairs only when necessary. This approach saves resources by focusing on equipment health rather than a strict schedule. Role of Condition Monitoring Condition monitoring is the process of measuring specific signs that show a machine's condition, such as vibrations, temperature, or noise. When these levels move outside of normal operating conditions, the system signals a possible fault. Instead of guessing or following a calendar-based schedule, maintenance teams rely on these signals to decide when to take action. This helps prevent unexpected failures and reduces downtime. Source: WorkTrek Common examples include monitoring the oil quality in engines, checking motor vibrations, or tracking electrical current in machines. Many factories use condition-based maintenance methods, targeting their efforts to repair equipment only when necessary. Diagnostic and Monitoring Tools To employ condition-based corrective maintenance, you need good diagnostic tools. They help track data from machines in real time and identify problems early. Popular tools include vibration analyzers, thermal cameras, and ultrasonic sensors. IoT sensors can collect data continuously and send alerts to maintenance teams as soon as a problem is detected. These sensors are placed on machines to watch for early warning signs, such as increased noise, heat, or abnormal movements. Using a CMMS platform like WorkTrek allows teams to review data, predict failures, and schedule repairs at the best time. 6. Reactive Maintenance As the term implies, reactive maintenance is done when equipment fails and immediate action is needed. Problem Identification The first step in reactive maintenance is identifying the problem. Maintenance technicians need to assess the situation, review maintenance history and decide what spare parts are needed for the repair. They may use visual checks, listen for strange noises, or look for warning lights. Some companies keep logs of past issues to help spot patterns. Illustration: WorkTrek / Data: IndustryWeek The primary goal is to identify the source of failure quickly. This allows teams to prepare the right repair tools and replacement parts. Accurate problem detection helps reduce downtime and ensures that the right fix is made the first time. Early identification can sometimes prevent minor issues from escalating into major failures. Response Time Speed is critical in reactive maintenance work. Once a problem is identified, the team acts promptly to minimize damage and reduce costly downtime. Many companies have procedures in place for responding to emergencies and addressing urgent maintenance activities. Response time depends on several factors: How easily can the broken equipment be reached The availability of spare parts and repair tools. The size and skills of the maintenance crew. Time taken for approvals or access in secured areas. 7. Scheduled Corrective Maintenance Scheduled corrective maintenance is a planned process that addresses known issues before they cause equipment failure. This approach helps reduce downtime and supports safer, smoother operations. Scheduling Techniques Scheduling for corrective maintenance involves careful planning and coordination to minimize production interruptions. Maintenance teams use tools like work order systems, maintenance calendars, and CMMS Software to organize tasks. For example, a machine that shows signs of wear during a routine inspection can be flagged for repair during a scheduled downtime window. Technicians often create a priority list that ranks repairs based on urgency and impact. Scheduled inspections and maintenance inspections are used to identify faults early so that they can be resolved before turning into emergency repairs. Coordination with production schedules is essential to make sure maintenance does not disrupt key activities. Integration With Other Maintenance Types Scheduled corrective maintenance can often be combined with other maintenance types to enhance the effectiveness of maintenance programs. It is common to combine scheduled corrective actions with regular scheduled maintenance and preventive strategies. For example, during scheduled downtime for regular servicing, corrective repairs discovered during past inspections may also be completed. Maintenance teams can use data from maintenance inspections and routine inspections to update their schedules. If a problem is found during a scheduled inspection and is minor, it might be added to a future maintenance plan instead of being fixed immediately. This integration enhances resource utilization and reduces overall costs. Tracking trends from scheduled corrective work also helps companies design better preventive programs in the future. 8. Routine And Run-To-Failure Maintenance Routine maintenance involves scheduled tasks to keep equipment working efficiently. Run-to-failure maintenance waits until something breaks before attempting to repair it. Both approaches play important roles, but their objectives and methods differ. Routine Maintenance Practices Routine maintenance is a planned activity. Workers perform inspections, cleaning, lubrication, and minor repairs at scheduled intervals or after a specified amount of use. This helps keep equipment running smoothly and identifies problems early. A checklist is used to track the tasks that need to be done and when they are due. Most companies use checklists for tasks such as oil changes, filter replacements, and safety checks. Tracking work history and following a clear schedule are considered best practices for maintenance. Routine work can reduce the likelihood of sudden breakdowns, enhance safety, and prolong the life of equipment. It enables teams to address minor issues before they escalate into significant, costly failures. Run-To-Failure Maintenance Methods Run-to-failure maintenance is a strategy where equipment is used until it stops working. When a breakdown occurs, the team then repairs or replaces the failed part. This approach is most effective for items that are not critical to safety or production. Source: WorkTrek Examples include light bulbs, small motors, or pumps that are easy and quick to replace. There is no routine inspecting or servicing for this equipment unless a problem is noticed. The main benefit is reduced planning and lower routine costs. However, running to failure can lead to unexpected downtime and higher costs if not managed properly. Conclusion Understanding the eight types of corrective maintenance is important for developing an effective maintenance strategy that strikes a balance between cost, efficiency, and operational reliability. From planned corrective maintenance that addresses issues before total failure to emergency repairs that require immediate action, each approach serves a specific purpose in maintaining equipment performance. While reactive and run-to-failure methods may seem cost-effective initially, they often result in higher long-term expenses and increased downtime. The key to successful maintenance management lies in combining these corrective approaches with preventive and predictive strategies, utilizing modern tools like CMMS platforms and condition monitoring systems.

Your production line just ground to a halt. The critical machine that was running perfectly yesterday is now silent, and your team is scrambling to figure out what went wrong. Meanwhile, orders are backing up, customers are waiting, and every minute of downtime is costing you money. This scenario plays out in facilities across the country every day. When you're caught off guard by equipment failure, the real costs start piling up quickly: emergency repair bills, overtime wages, missed deadlines, and frustrated customers who might take their business elsewhere. Source: WorkTrek The stress of unexpected breakdowns doesn't just hurt your bottom line; it disrupts your entire operation and puts enormous pressure on your maintenance team to fix things under crisis conditions. Understanding corrective maintenance, the strategy of fixing equipment only after it fails, can help you make more informed decisions about when this approach is suitable for your business and when it might be setting you up for costly surprises. While corrective maintenance may not be the right approach for every situation, understanding its pros and cons will help you develop a maintenance strategy that protects your operations while managing costs effectively. Key Takeaways Corrective maintenance repairs equipment after it fails. This approach saves short-term costs but risks sudden breakdowns. Choosing the right maintenance strategy depends on the business's specific needs. What Is Corrective Maintenance? Corrective maintenance refers to fixing equipment after a problem arises, rather than before. It's got its types, steps, and some important differences from other maintenance methods. Definition and Key Concepts Corrective maintenance refers to taking action to repair or restore machinery, equipment, or systems only when a fault, failure, or defect is identified. The primary goal is to get the broken equipment running again so it can perform its intended function. This approach is also known as reactive maintenance because it only begins once a failure has occurred. You don’t replace parts or do repairs until you notice an issue. That’s different from preventive maintenance, where the goal is to avoid breakdowns by performing regular checks or maintenance before issues arise. Once a fault is identified, technicians investigate the cause, repair the issue, and test the equipment to ensure it’s functioning correctly. Corrective maintenance is commonly used in manufacturing and other industries, generally with non-critical assets. Types of Corrective Maintenance You can break the corrective maintenance process into two main types: planned and unplanned. With planned corrective maintenance, repairs are scheduled after a problem is found, but it’s not causing an immediate crisis. This can be part of your preventive maintenance schedule and can reduce long unexpected downtime. Illustration: WorkTrek / Data: Camcode Both approaches have their advantages and disadvantages. One benefit of planned corrective maintenance is that it allows teams to prepare, gather necessary parts, and make repairs at a scheduled time. It is also well-suited for critical equipment. Then there’s unplanned corrective maintenance, sometimes referred to as emergency maintenance, which is used when equipment fails without warning. Teams need to react quickly due to a work stoppage and potential safety risks. Corrective vs. Preventive Maintenance Corrective and preventive maintenance practices are essentially opposites in terms of timing and approach. Corrective maintenance tasks are reactive—fix it after it breaks. Preventive maintenance tasks are all about being proactive, with regular checks to avoid sudden breakdowns. Comparison Table: Source: WorkTrek The right choice depends on business needs and equipment requirements. How does Corrective Maintenance Work? As described earlier in this blog, corrective maintenance happens after someone notices equipment failure. This can happen during regularly scheduled inspections, but it is more likely to happen without warning. Waiting to address equipment issues after failure occurs can lead to increased maintenance costs, safety concerns, and reduced operational efficiency. Identifying Equipment Failure All problem resolutions start with first identifying the failure. This can be anything from strange noises and leaks to warning lights or the machine simply shutting down. Some machines have alarms or sensors that indicate when something is wrong. Reviewing logbooks and maintenance records can help identify patterns or recurring issues. Workers often compare the current breakdown to past ones, which accelerates the process of identifying the root cause. By tracking failures, businesses can identify machines with a history of problems and plan either upgrades or the procurement of spare parts. Servicing and Replacement Once they identify the fault, the maintenance staff decides whether to repair, service, adjust, or replace the part. Servicing can involve tasks such as cleaning, adding oil, or tightening connections. If something is too damaged, replacing it is the only viable option to reduce costly downtime. Checklists help make sure nothing gets missed. Selecting the right fix ensures equipment operates safely and to standard. Advantages of Corrective Maintenance There are some benefits to corrective maintenance. It can save organizations operational costs, reduce planning headaches, and enable teams to respond quickly when something breaks. Lower Short-Term Costs One big plus is keeping upfront costs low. Since you only repair or replace items after a problem arises, you avoid spending on regular inspections or replacing parts that might not need it. This works well for assets that aren’t mission-critical or rarely fail. You don’t need to buy pricey monitoring systems or special tools either. Labor only gets used when there’s something to fix. For companies on a tight budget, these lower short-term costs are a significant benefit. Spending can be more predictable, as you only pay when something requires attention. That makes managing cash flow a little easier. Reduced Planning Overhead Another advantage? Less hassle with planning and scheduling. Preventive and predictive maintenance strategy typically involves numerous plans, checklists, and regular inspections. Corrective maintenance mostly skips all that. There’s less need to coordinate schedules or juggle different departments. Teams can focus on what’s broken instead of sticking to a rigid timeline for every piece of equipment. This makes management simpler and reduces paperwork. Smaller businesses or places with fewer staff especially appreciate the time and admin savings. Disadvantages of Corrective Maintenance Corrective maintenance can lead to unpredictable schedules, higher expenses, safety hazards, service interruptions, and shortened asset lifespan. Waiting until equipment breaks means more interruptions and less reliable equipment over time. Unplanned Downtime Unplanned downtime is a big drawback of corrective maintenance. When equipment suddenly breaks, operations come to a halt until the issue is resolved. This unexpected pause can bring an entire production line to a standstill, making it challenging to meet deadlines or fulfill orders. Workers get thrown off by the sudden change and have to scramble to adjust their schedules. Long downtime can hurt customer trust if products or services arrive late. Unlike planned maintenance, where teams schedule disruptions, unplanned downtime can strike at any time, causing stress for staff and managers alike. Higher Long-Term Costs Corrective maintenance may appear inexpensive at first, but it often proves more costly over time. Emergency repairs often require urgent labor, fast-shipped parts, and sometimes outside assistance—all of which can add up. Breakdowns can cause hidden damage that remains unnoticed until the system is inspected closely. This unseen wear can lead to more repairs and even early equipment failure. In addition to repair bills, companies face overtime pay and lost production. Relying on fixes after things break shortens asset life and pushes long-term costs higher. Production Loss and Downtime Costs Production loss is a challenging problem with corrective maintenance. When a machine fails, production may come to a halt altogether, or workers must resort to less efficient backups. The table below highlights some common downtime costs: Source: WorkTrek Downtime disrupts supply chains, delaying shipments and impacting related work. Companies with frequent shutdowns can develop a reputation for being unreliable, which makes it harder to retain or attract customers. Safety and Performance Issues Corrective maintenance can increase safety risks, mainly when breakdowns occur while machines are in operation. Sudden failures can put workers in dangerous situations. Some repairs require immediate attention or take place in high-risk environments, increasing the likelihood of accidents. In industries such as food or healthcare, breakdowns can compromise product quality or even jeopardize patient safety. Equipment waiting for repairs often operates at its best, resulting in poor efficiency or uneven output. These issues can accumulate, leading to more accidents or sudden stops that compromise safety and productivity. Comparing Corrective Maintenance Illustration: WorkTrek / Data: SpringerLink Corrective maintenance plays a key role in asset management and maintenance planning. It reacts to equipment failures, whereas planned strategies aim to prevent problems before they occur. Corrective vs. Predictive Maintenance Corrective maintenance fixes assets after they break. Predictive maintenance utilizes data and sensors to identify issues before they occur, allowing teams to repair or replace components just in time. A significant advantage of predictive maintenance is that it can prevent unexpected issues and reduce downtime. Teams catch problems early by analyzing machine data and avoid sudden stops. Illustration: WorkTrek / Data: ReliabilityWeb Corrective maintenance can be cheaper up front, but it leads to more unscheduled breakdowns and higher repair bills. For non-critical or low-cost machines, corrective maintenance may be effective. For vital equipment, predictive maintenance usually offers better reliability and can save money in the long run. Many companies combine both approaches, depending on the criticality of the asset and the stakes involved. Role Within a Maintenance Plan Corrective maintenance is just one piece of a bigger maintenance plan. Some teams use it for non-essential equipment or things that won’t cost much if they break. A preventive maintenance strategy involves scheduling regular checks and repairs to prevent breakdowns before they occur. A balanced plan incorporates several strategies, combining corrective actions with planned maintenance to reduce the risk of unexpected failures. Condition-based maintenance is another option. Teams inspect equipment condition and schedule repairs only when something appears to be off. This can save money and extend the life of assets. Many companies find that blending corrective, preventive, and condition-based maintenance is the most effective approach. Integration With Scheduled Maintenance Teams often combine corrective maintenance with scheduled plans to cut risks and costs. Scheduled maintenance sets times for checks or repairs, like once a month or after so many hours of use. Run-to-failure maintenance is another approach. Teams don’t fix anything until it stops working, which is similar to corrective maintenance but with less planning. Mixing corrective and scheduled work provides a backup when planned tasks fall short. Combining scheduled and corrective work helps use labor and parts more efficiently. Teams respond fast to surprises but still follow a plan to prevent big breakdowns. Maintenance software now helps track and schedule both types of work, enabling safer and more organized operations. Tools and Technologies for Corrective Maintenance Corrective maintenance relies on modern tools to quickly identify and resolve problems, ensuring equipment operates smoothly. Key technologies help schedule repairs, manage assets, and track info for smarter planning. Using CMMS for Efficient Management Most maintenance teams use a Computerized Maintenance Management System (CMMS). It organizes and tracks work orders, assigns tasks, and sets repair priorities in one place. Teams can update the system from mobile devices while on-site, which reduces delays. A CMMS enables teams to schedule repairs, review equipment history, and identify recurring issues. Everyone gets updates and knows what job needs attention right away. Benefits of a CMMS: Faster response to breakdowns Better communication among staff Central history for each asset Less paperwork Learn more about the role of CMMS and maintenance software at heavyvehicleinspection.com. Asset and Inventory Management Good asset management means knowing where each piece of equipment is and keeping info up to date. A maintenance management system tracks assets, their locations, ages, and repair history. Source: WorkTrek This helps staff identify which machines need attention first or frequently break down. Inventory management tools link with maintenance systems to show which parts are in stock. When a repair is needed, teams check if parts are available or must be ordered, which helps avoid long delays. Quick access to inventories and assets helps with budgeting and cuts downtime. Teams can prep for repairs or replacements before running out of what they need. By connecting asset and inventory data, companies eliminate the guesswork and plan repairs more effectively. Reporting and Data Logging Accurate reporting and data logging matter for any maintenance team. Each repair or inspection gets logged, building a clear history for every asset. Reporting tools in maintenance software let staff create custom reports. These indicate how often a machine fails, which parts tend to break, or how long it takes to make repairs. Insights like these help teams make smarter choices and see if their process is working. Easy dashboards and downloadable logs make it simple for managers to spot patterns and share results. Data logging also helps companies comply with safety regulations and prepare for inspections. Maintaining solid records is essential for effective maintenance management best practices. Corrective Maintenance Best Practices Effective corrective maintenance hinges on acting promptly, having clear guidelines, and regularly inspecting equipment to ensure optimal performance. These steps help limit downtime and keep things running smoother. Developing a Rapid Response Plan A rapid response plan enables teams to address failures quickly. It’s all about clear communication between maintenance and everyone affected by the breakdown. Key steps include: Assigning roles to team members Setting up a direct way to report problems Having spare parts and tools ready Staff should know emergency procedures. If everyone understands their part, maintenance delays drop, and confusion is less likely. Having response checklists helps avoid missing steps. Tracking response times in a maintenance system can reveal bottlenecks. Reviewing this data helps improve the process. This type of planning is a core component of effective maintenance best practices. Implementing Standard Operating Procedures Standard operating procedures (SOPs) give teams step-by-step instructions for repairs. Good SOPs reduce mistakes and ensure repairs are performed consistently every time. Writing strong SOPs means being clear, using visuals such as pictures or diagrams, and breaking tasks into clear, concise steps. Each person should list the necessary parts, tools, and safety gear. Illustration: WorkTrek / Data: Whale Training matters too. Teams should practice each procedure and update it as machines or rules change. SOPs should be easily accessible, either in paper or digital format, within a maintenance workflow. Checklists built from SOPs help managers confirm that repairs follow company standards. This ensures repairs are consistent and fosters accountability. Routine Inspection and Condition Monitoring Routine inspection and condition monitoring help catch minor problems before they grow. It's a simple idea, but it works. Inspections include: Visual checks for damage Listening for unusual sounds Testing safety controls Condition monitoring utilizes sensors that track data such as temperature, vibration, and output. Teams watch these trends to spot early signs of wear or malfunction. Maintenance crews should adhere to established inspection schedules and document their findings accurately. It may sound tedious, but those notes can make a significant difference later. Frequent reviews help identify patterns, making planning easier and reducing the need for urgent repairs. Making this a habit supports both routine inspection and condition monitoring as part of good maintenance. Conclusion Corrective maintenance repairs equipment after it has failed. Companies often like this approach since it can save money upfront by skipping routine repairs. However, if you lean too heavily on corrective maintenance, breakdowns may occur more frequently. Downtime can drag on, especially when repairs are urgent and you have to scramble for parts or extra labor. Source: WorkTrek Corrective maintenance seems to make the most sense for non-critical gear or items that are inexpensive to repair. When it comes to your most important assets, however, you may want to reconsider and explore alternative strategies. Every site operates a little differently, so consider your specific needs, available resources, and equipment type before selecting an approach. Mixing corrective maintenance with other maintenance methods can help reduce risk and increase system reliability.

Key Takeaways: Maintenance automation uses technology to streamline tasks, reduce downtime, and improve safety. High implementation costs are the top barrier to technology adoption for 34% of organizations, but starting with a CMMS offers a low-risk entry point. One oil & gas company saved an estimated $10 million by using predictive alerts to avoid just one failure. Maintenance automation is becoming a strategic priority for organizations that depend on the reliability and performance of their assets. As technology evolves and the pressure to improve efficiency grows, maintenance professionals are turning to automation to reduce manual tasks, limit downtime, and gain better control over operations. If you are wondering why you should automate maintenance, read on as we reveal what maintenance automation involves, why it matters, and how to get started. What is Maintenance Automation? Maintenance automation refers to the use of technology to streamline, manage, and in some cases perform maintenance tasks with minimal human intervention. It ranges from basic tools that automate work orders to advanced systems powered by sensors, artificial intelligence, and robotics. Source: WorkTrek A foundational technology in this space is a Computerized Maintenance Management System (CMMS), which centralizes all asset data, digitizes work orders, and schedules preventive maintenance. Source: WorkTrek Next, the Internet of Things (IoT) plays a key role in automation when combined with a CMMS or other analytics platforms. Sensors attached to equipment can monitor conditions in real time, such as temperature, vibration, or fluid levels, and trigger alerts when values fall outside acceptable ranges. This enables condition-based maintenance, where servicing is performed only when needed, rather than on a fixed schedule. However, advanced CMMS platforms support both time-based and condition-based preventive maintenance, as shown in the example below: Source: WorkTrek As data volumes grow, artificial intelligence (AI) and machine learning are increasingly used to analyze historical and real-time equipment data. These technologies support predictive maintenance, which forecasts equipment failures in advance. In some industries, automation extends even further. For example, robotics is being deployed to perform tasks in environments that are hazardous or difficult for humans to reach. One example is the ExR-1 robot, designed to carry out safety inspections in unmanned or remote installations in the oil, gas, and chemical sectors. Maintenance automation supported by these technologies reflects a broader shift toward data-driven, efficient, and safe operations. This transformation is followed by strong market growth. The global market for maintenance, repair, and operations (MRO) automation solutions is projected to grow by USD 60.91 billion between 2024 and 2029, at a compound annual growth rate of 9.8%. Source: Technavio Industries such as energy, manufacturing, construction, and e-commerce are leading this shift, driven by the need for greater equipment reliability and cost control. Given the range of benefits maintenance automation offers, such strong market growth is hardly surprising. Why You Should Automate Maintenance Organizations that embrace maintenance automation are seeing measurable improvements in productivity, uptime, cost control, and workplace safety. Let’s take a closer look at these benefits. Increased Operational Efficiency Manual maintenance processes tend to slow teams down. Technicians spend time retrieving paperwork, traveling back and forth between job sites and offices, or updating records at the end of the day. These routine delays add up, and Danielle Rivers, Director of Business Services at Camden Property Trust, has seen it firsthand: “Back when we were using paper service request forms, our techs were losing 15 minutes just going to the office to get what they needed to get jobs started. They had to print the request forms and collect the keys necessary to get into those units. (...) Then it was back to the office again to print more request forms and gather more keys.” Maintenance automation streamlines these steps with mobile-first digital tools. Work order management platforms, mobile CMMS, and digital checklists provide technicians with real-time access to everything they need, directly from their phone or tablet. Tasks, locations, asset histories, and instructions are delivered instantly, so work can start and finish faster. Rivers sums it up: Illustration: WorkTrek / Quote: RealPage Through this automation, Camden Property Trust doubled the work that’s getting completed. Efficiency also improves at the planning level. Predictive maintenance, a key part of automation, uses real-time data to anticipate issues, which simplifies scheduling and planning. According to Deloitte, predictive systems can reduce maintenance planning time by up to 50%. Illustration: WorkTrek / Data: Deloitte Instead of reacting to failures, teams can plan work earlier, avoid conflicts, and keep operations efficient. Importantly, this approach also improves uptime by as much as 20%, according to the same report, which leads directly to the next major benefit. Reduced Equipment Downtime When equipment goes down unexpectedly, work slows down or stops entirely. Downtime drains productivity, disrupts schedules, and can cause ripple effects across production lines. Maintenance automation prevents many of these disruptions before they happen. Predictive systems continuously monitor equipment health and send alerts at the early signs of failure. At Yaskawa America, a robotics manufacturer, this kind of monitoring is a core part of their strategy, says Tom Stocker, Director of North American Sales: Illustration: WorkTrek / Quote: ARMO Tool But the impact goes beyond the machines themselves. Downtime affects people, too. Adam Coulston, former Automation Department Manager at ARMO Tool, a precision tooling and automation provider, noted the internal strain it causes: “When employees are constantly being pulled from elsewhere to ‘fight fires,’ that erodes the innovation mindset and motivation.” There’s also the risk of “line starvation.” When one part of the production line is down, later stages can still operate, but only for a while. Once backup inventory runs out, the entire process stalls. Restarting everything takes time, even after the issue is fixed, especially if documentation, parts, or approvals are missing—another gap that automation can close. Digital systems centralize manuals, parts inventories, and service histories, helping teams resolve issues faster and avoid unnecessary delays. Additionally, the financial impact of downtime is often massive. According to Siemens’ True Cost of Downtime report, one hour of downtime at a large automotive plant can cost up to $2.3 million. Source: Siemens Avoiding these disruptions is one of the most immediate ways maintenance automation delivers value—by helping teams detect problems early, respond quickly, and keep critical equipment running. Cost Savings Maintenance automation reduces costs in several key ways. First, it reduces asset downtime and helps avoid expensive emergency repairs. When equipment issues are detected early, teams can intervene before the problem escalates, reducing the need for urgent service calls, overtime labor, or last-minute part replacements. Consider the case of one oil and gas supermajor that used SparkCognition’s Industrial AI Suite to evaluate maintenance automation across its offshore platforms. The solution analyzed historical data from a separator system prone to failure and built AI models that predicted 75% of historical failures, on average, nine days before they would have occurred. Following these results, the system was scaled across multiple platforms. Predictive alerts, combined with 10-minute diagnostics and remote monitoring, helped prevent costly disruptions. One of them was a faulty temperature sensor on a critical export compressor. Thanks to early detection, they scheduled maintenance in time, avoiding up to two days of asset staging and an estimated $10 million in deferred production losses. According to the company’s internal projections, full deployment of this solution could save up to $800 million annually across their fleet. Illustration: WorkTrek / Data: Plant Services These kinds of results show how maintenance automation helps avoid costly breakdowns, but savings don’t end there. Automation also promotes energy efficiency. Well-maintained machines run more smoothly and use less power, which lowers utility costs and reduces environmental impact. Over time, these small efficiency gains add up. Additionally, automation systems improve inventory management. Instead of stockpiling parts “just in case,” organizations can track usage trends and condition data to order only what’s needed, when it’s needed. A CMMS like WorkTrek, allows you to assign spare parts to work orders. Once tasks are completed, the system automatically deducts the used parts from the inventory. You can set thresholds, and when inventory levels fall below those limits, the system sends a notification so parts can be reordered in time. Source: WorkTrek This reduces carrying costs while ensuring that critical components are readily available when needed. All in all, by preventing breakdowns, optimizing maintenance schedules, and eliminating wasteful spending, maintenance automation offers a direct path to substantial long-term savings. Improved Safety Maintenance automation improves workplace safety. Predictive systems detect warning signs before equipment fails, reducing the risk of sudden breakdowns that could endanger personnel. When issues are identified early, maintenance can be scheduled and performed under safer, controlled conditions. Moreover, robotics and remote monitoring technologies allow inspections in hazardous or hard-to-reach areas to be carried out without exposing workers to risk. For example, the previously mentioned ExR-1 robot can perform inspections in explosive environments (either autonomously or via remote control over a 4G/5G connection), thereby reducing the need for human presence in hazardous zones. Source: Petro Online IoT-based monitoring also enhances site safety. Combined with prediction systems and machine learning, this technology can predict ground vibration levels during surface mine blasting operations, enabling crews to work at a safer distance and reducing the risk of accidents. Even standard automation tools like a CMMS contribute. Technicians can instantly access safety protocols, handling instructions and hazard information at the point of need, eliminating guesswork, and helping them work more safely and efficiently. Source: WorkTrek Taken together, these technologies reduce risk exposure, prevent accidents, and support a safer working environment. Maintenance Automation Challenges While maintenance automation delivers clear benefits, implementing it is not without obstacles. Like any technological shift, it requires investment, planning, and cultural alignment. The following challenges are among the most common that organizations face when moving toward automated maintenance. Implementation Cost Automating maintenance can be expensive, particularly at the outset. It often requires a combination of hardware, software, connectivity upgrades, and workforce training. Key costs may include: Hardware, such as IoT sensors, gateways, and edge devices, is used to collect and transmit machine data. Software platforms for condition monitoring, predictive analytics, or asset performance management. Integration with existing systems, especially if legacy equipment is involved. Training for maintenance teams, IT staff, and system users. However, getting started doesn’t always require a massive budget. For many organizations, a CMMS offers a cost-effective entry point. These platforms offer flexible pricing models, such as subscription-based plans, per-user licensing, or feature-based tiers, which allow companies to scale according to their needs and resources. A modern CMMS can deliver immediate value by digitizing work orders, centralizing asset data, and creating the foundation for more advanced automation later. Still, cost remains a concern for many. According to the State of Facilities Management Report 2025 by SFG20, 34% of organizations identify high implementation costs as the top barrier to adopting new technologies. Illustration: WorkTrek / Data: SFG20 Without a clear ROI or phased strategy, many companies hesitate to make the initial investment, even when the long-term savings are evident. Data Security Risk The introduction of networked sensors and cloud-based systems increases an organization’s digital footprint, and with it, vulnerability to cyber threats. As systems become more interconnected, attackers gain more entry points. Zscaler’s 2023 ThreatLabz report found a 400% increase in malware targeting IoT devices over the year before, with the manufacturing sector accounting for 54.4% of those attacks. But IoT isn’t the only area at risk. In April 2023, software provider Brightly confirmed that attackers had breached its widely used SchoolDude platform, stealing data from nearly three million accounts. Source: TechCrunch This cloud-based maintenance system was popular among schools and universities for submitting and tracking work orders. The breach exposed usernames, email addresses, and unencrypted passwords, underscoring how even widely adopted maintenance software can become a cybersecurity liability when not properly secured. Source: Reddit These risks underline the importance of secure system architecture, regular software updates, strong authentication practices, and staff awareness training. Automation can enhance performance, but without adequate cybersecurity measures, it may also introduce new operational risks. Integration with Legacy Systems Many industrial facilities still rely on older machines and systems that were never designed with automation or connectivity in mind. These legacy assets often lack built-in sensors or digital interfaces, making integration with modern tools complex and, in some cases, prohibitively expensive. Retrofitting such equipment can require: Custom hardware adaptations, such as sensor installations or PLC upgrades Middleware or software bridges to enable communication between old and new systems Specialist expertise to ensure safe and effective implementation Even with these solutions, some machines may remain incompatible. As a result, organizations must decide whether to partially digitize their operations, replace outdated assets, or delay automation altogether—each option comes with its own set of costs and complexities. The report by SFG20 also revealed that 19% of organizations identify integration with existing systems as their primary challenge to adopting new technologies. Illustration: WorkTrek / Data: SFG20 Additionally, 31% of respondents still manage their asset registers in spreadsheets, highlighting a continued reliance on manual or outdated tools that don’t support automation. Disconnected systems reduce the effectiveness of automation. If machines and platforms can’t communicate, organizations can’t obtain a comprehensive view of asset health, maintenance needs, or performance trends. Employee Resistance Even when the right systems are in place, automation efforts can stall due to human resistance. For many employees, automation raises concerns about job security, unfamiliar workflows, or added complexity. These perceptions—whether accurate or not—can slow adoption or lead to disengagement. The SFG20 report found that 17% of companies encounter employee resistance as a barrier to implementing new technologies. Illustration: WorkTrek / Data: SFG20 Concerns are particularly pronounced in hands-on roles where workers may feel technology is replacing, rather than supporting, their expertise. According to polling data from WillRobotsTakeMyJob.com, 37% of maintenance technicians believe that maintenance machinery roles could be fully automated within the next two decades. Source: WillRobotsTakeMyJob.com While full automation is unlikely in the near term, this kind of projection feeds anxiety and highlights the need for clear communication and inclusive change management. Successful organizations counter this resistance by: Involving frontline staff early in the process Demonstrating how automation enhances their work Investing in upskilling and training to give employees new capabilities Ultimately, maintenance automation is most effective when it empowers teams, not when it’s perceived as a replacement. How to Automate Your Maintenance Automating maintenance does not require a complete system overhaul from the outset. A practical and sustainable approach is to begin with digitization, focusing first on areas where manual processes are most time-consuming and prone to error. For example, you might start by automating: Preventive maintenance scheduling Routine work order creation Task management Inventory tracking These are often the areas where inefficiencies are most visible, and where even small improvements can deliver immediate results. All of these tasks can be automated using a CMMS like WorkTrek. Whether you choose a cloud-based or on-premise deployment, WorkTrek provides a solid digital foundation to centralize asset data, schedule preventive maintenance, manage work orders, and track spare parts. All in one platform. Source: WorkTrek This eliminates paper-based workflows and improves visibility without causing major disruption. According to a 2024 report from the Institution of Mechanical Engineers, 62% of organizations now use a CMMS to manage their maintenance operations. Illustration: WorkTrek / Data: Institution of Mechanical Engineers Once this foundation is in place, you can gradually expand automation by adding IoT sensors or condition monitoring tools. These enable real-time data collection, allowing maintenance to be triggered based on actual asset conditions rather than fixed schedules. As your system matures, predictive analytics and AI models help detect early signs of failure and support more effective intervention planning. Employee involvement remains critical throughout implementation. Providing hands-on training, gathering feedback, and clearly communicating automation’s benefits help ease adoption and reduce resistance. Maintenance teams are far more likely to embrace new tools when they understand that automation supports—not replaces—their expertise. With the right platform and a phased approach, you can automate maintenance efficiently and realistically, no matter where you start. Conclusion Maintenance is no exception to the growing wave of digitization and automation across industries. Organizations that embrace it gain a clear advantage, from streamlining routine tasks to predicting failures and improving safety. As with any digital transformation, the key is to start smart, build momentum, and bring your people along for the journey. Whether you're digitizing work orders or deploying AI-driven diagnostics, every step toward automation strengthens your operations and your bottom line. The tools are ready, and their benefits have been proven. Now is the time to take the first step.

Key Takeaways: 65% of companies use a CMMS to monitor and optimize maintenance operations. Nearly 20% of plants dedicate over 20% of their budget to maintenance. Deferred maintenance cost the city of San Diego $1 billion in 2024. Many view maintenance costs as a cost center with little return, rather than a potential source of added value. This is a mistake. With effective maintenance cost management, companies can maximize their budgets, weather rising costs, and achieve significant operational efficiency. In this article, we’ll explore what maintenance cost management entails and share best practices to help you master it. If you’re curious to learn more, keep reading. Maintenance Cost Factors Before we start exploring the intricacies of maintenance cost management, let's first define what maintenance costs encompass. Understanding this will help you monitor and control expenses more effectively. Maintenance costs refer to any expense incurred by an individual or organization to keep assets in proper operating condition. These costs are generally classified into three categories: Direct costsExpenses are directly tied to maintenance activities, including labor wages, spare parts, materials, and contractor fees.Indirect costsCosts are caused by the downtime or inefficiency that happens because something wasn't maintained properly.Induced costsSystem-wide consequences that stem from poor maintenance planning or failure. They often hit beyond the maintenance department. When viewed holistically, it becomes clear that maintenance costs are far more complex and impactful than they initially appear. They can consume a substantial portion of an organization’s operating budget. A recent report found that 64.4% of plants allocate between 5% and 20% of their annual operating budget to maintenance. Additionally, nearly 20% of facilities dedicate over 20% of their budget to these activities. Illustration: WorkTrek / Data: MaintainX These figures illustrate the significant investment required for maintenance. That’s why it’s so important to carefully plan, monitor, and allocate upkeep budgets, which is exactly what maintenance cost management aims to achieve. The Objectives of Maintenance Cost Management Now, let’s explore what you can achieve with efficient cost management. Minimizing Total Maintenance Costs One of the most obvious cost management goals is to reduce unnecessary expenses related to labor, parts, downtime, and energy. This objective is particularly important today, as maintenance costs rise by the month, creating greater pressure to save money wherever possible. The 2025 BCIS Facilities Management Forecast predicts that maintenance costs, as measured by the BCIS All-in Maintenance Cost Indices, will rise by 17% by Q4 2029. Illustration: WorkTrek / Data: BCIS This increase is driven by various factors, including: Labor shortages Rising labor costs Stricter safety requirements Growing economic uncertainty The impact of these issues can be minimized only through strategic cost control. However, truly effective cost management never tries to slash costs indiscriminately. Instead, it focuses on the big picture. For instance, an inexperienced maintenance manager might postpone costly maintenance to save money in the short term. But a seasoned professional understands that deferred maintenance often leads to even greater expenses down the road. The city of San Diego had to learn this lesson the hard way. The city delayed hundreds of maintenance projects, including roof patches and basic repairs to HVAC systems, to save money. Source: Facilities Net According to an audit reported by the San Diego Union-Tribune, long-term costs are expected to rise, as the city may need to replace entire buildings earlier than necessary. This is exactly why strategic cost management matters. Companies need to realize that it’s not just about spending less, but about spending wisely. It’s about making the right investments at the right time to avoid far greater losses in the future. Reducing Downtime Reducing downtime is one of the biggest priorities of maintenance cost management. After all, downtime can be extremely costly, and it's only getting more expensive. According to a 2024 Siemens study, the annual cost of an idle production line at a large automotive plant has reached $695 million. That’s 1.5 times higher than just five years earlier. In the heavy industry sector, that figure stands at $59 million, a 1.6-fold increase since 2019. Illustration: WorkTrek / Data: Siemens Such enormous losses stem from the many different costs associated with downtime. These include lost revenue, wages paid to idle staff, salaries for those resolving the issue, the cost of emergency replacement parts, and other related expenses. There are also significant hidden costs involved. Virve Viitanen, Global Head of Customer Care and Support at ABB Motion Services, explains: “On top of the obvious direct financial costs, downtime also presents businesses with several indirect costs, like reputational damage, health and safety risks, loss of team morale, and insurance premium rises.” Downtime poses a significant risk to companies across all industries. To mitigate this, it’s important to balance resources carefully, ensuring there is just enough material and skilled labor to maintain asset reliability without wasting money on unnecessary expenses. Improving Budget Accuracy Cost management in maintenance focuses on creating realistic, data-driven budgets that accurately reflect actual spending. The goal is to forecast costs with minimal variance between projected and real expenses, using historical data, asset conditions, and anticipated future needs. This is essential if you want to avoid overspending, underfunding, or inefficient allocation of financial resources. However, a 2025 report by SFG20 shows how thankless of a task cost management can be. As it turns out, 40% of organizations have reduced their facilities management budgets compared to the previous year. Illustration: WorkTrek / Data: SFG20 In other words, while maintenance costs are climbing, budgets are shrinking, putting maintenance teams under pressure to do more with less. This is why accurate budgeting is more important now than ever. Maynor Carranza Vargas, Maintenance Manager at Griffith Foods, a food ingredients manufacturer, agrees: Illustration: WorkTrek / Quote: LinkedIn Vargas adds that an accurate budget also helps you plan ahead and optimize maintenance schedules, boosting efficiency and reducing costs even further. As a result, experienced maintenance managers consistently prioritize accurate, up-to-date data and consider maintenance costs holistically. This helps them understand where the money is going and why, ultimately enabling them to tailor budgets according to company needs and priorities. Best Practices for Effective Cost Management Finally, let’s see how you can improve maintenance cost management within your organization. Monitor Relevant KPIs KPIs provide measurable insights into the performance, cost efficiency, and asset reliability within your company. By tracking them consistently, you gain a clearer view of the effectiveness of your maintenance strategies. Ultimately, this will help you identify trends and cost-saving opportunities. Some helpful maintenance KPIs, along with brief explanations, can be found in the table below: Maintenance Cost per Unit of ProductionMaintenance spending per unit produced. Helps evaluate overall cost-efficiency.Planned vs. Unplanned Maintenance RatioA higher ratio of planned work indicates better cost control and fewer emergencies.Maintenance Cost as % of Replacement Asset Value (RAV)Measures maintenance spending against the asset's value. Helps flag over- or under-investment.Mean Time Between Failures (MTBF)Calculates the average time between equipment failures. A higher MTBF indicates more reliable assets.Mean Time to Repair (MTTR)Shows how long it typically takes to repair failed equipment. Lower MTTR means reduced downtime and improved productivity.Work Order Completion RateReflects the percentage of maintenance tasks completed on schedule. Indicates team efficiency and workflow management.Overtime Hours as % of Total Maintenance HoursHighlights the amount of maintenance being handled during overtime. High levels may suggest poor scheduling or understaffing.Inventory Turnover for Spare PartsMeasures how often spare parts are used relative to what’s stocked. Helps optimize inventory and reduce holding costs. There’s no denying that tracking all this data can become overwhelming, especially if you still rely on outdated, manual methods, such as spreadsheets. Dedicated maintenance software solutions, like a CMMS, are much better suited for this task. They automate data collection and reporting, offering real-time insights in an easy-to-digest format. Pamela Paddock, Managing Director for Life Sciences at JLL, a firm that specializes in real estate and investment management, offers an example: Illustration: WorkTrek / Quote: Facilities Net From there, it’s easier to make informed decisions. If the asset is aging, it might be time to retire it. If it’s newer, further investigation may be necessary to identify the root cause. The bottom line is that when KPIs are tracked diligently, inefficiencies become visible and more easily fixable. After all, you can’t improve what you don’t measure. Prioritize Proactive Maintenance Proactive maintenance lowers the risk of equipment failures, emergency repairs, and unexpected downtime. This makes it a more cost-effective option compared to reactive upkeep.   Zach Williams, Engineering Manager at Kito Crosby Australia, an industrial equipment supplier specializing in custom hoists and lifting solutions, elaborates: Illustration: WorkTrek / Quote: Manufacturers’ Monthly There are several approaches to proactive maintenance, depending on your budget and operational needs. Let’s break them down. Firstly, there is preventive maintenance, performed at regular intervals regardless of the equipment's condition. It prioritizes regular inspections and minor repairs that ultimately help prevent major failures and operational disruptions. To maximize efficiency, many organizations use a CMMS to automate task scheduling based on specific parameters, as shown in the example below. Source: WorkTrek Secondly, condition-based maintenance is triggered by signs of asset wear or performance decline, identified through sensors that monitor parameters such as: Temperature Vibration Oil quality Maintenance is carried out only when indicators suggest it's necessary, which can make it more cost-effective than preventive maintenance. However, condition-based maintenance requires an upfront investment in monitoring technology. Lastly, predictive maintenance is another strategy that’s gaining increasing traction. It’s an advanced version of CBM that leverages IoT sensors and artificial intelligence to analyze asset data and predict failures before they happen. According to research by Deloitte, it can increase equipment uptime by 10–20% and reduce overall upkeep costs by 5–10%. Illustration: WorkTrek / Data: Deloitte While highly effective, it demands a significant initial investment, which may not be feasible for all organizations. Outsource Maintenance When Necessary Outsourcing reduces overhead, provides access to specialized expertise, and frees up internal teams to focus on core business activities. This is a great way to save money, especially when dealing with complex or seldom-used equipment that would be inefficient to maintain in-house. Eric Woltz, Garage Management System Liaison at Holman, a fleet management and productivity solutions provider, is a big believer in this approach. According to him, running an effective in-house maintenance operation requires a substantial investment: Illustration: WorkTrek / Quote: Fleet Owner However, by outsourcing, you can eliminate most of these variables and redirect your attention to your core business. That said, outsourcing isn’t always a perfect solution. It can come with trade-offs, including reduced control and potential security concerns. That’s why it’s worth taking a step back and evaluating whether this strategy aligns with your organization’s long-term needs. Generally, outsourcing makes sense when: You don’t have the resources—or the need—to build your maintenance team You’re working on a specialized project that requires niche expertise You’re testing a short-term investment or pilot program Your business has a seasonal production load If you decide outsourcing is the right choice for you, ensure you research the market thoroughly and tailor the outsourcing model to your specific needs. Choose the right partner, outline a clear agreement, and define the scope of work precisely. Without these fundamentals in place, outsourcing can ultimately do more harm than good. Invest in the Right Technology Technology reduces manual effort, increases data visibility, and automates cost-intensive processes, ultimately providing you with greater visibility and control over expenses. It's no wonder that so many companies are increasingly relying on it. A recent study has shown that 65% of companies already use a CMMS to monitor and optimize maintenance operations. Illustration: WorkTrek / Data: UpKeep The popularity of these solutions stems from their ability to streamline all key aspects of maintenance without sacrificing user-friendliness and cost-effectiveness. Take our own CMMS solution, WorkTrek, for example. It automates tasks and monitors data throughout all maintenance activities, including: Work order management Inventory management Invoicing Preventive maintenance scheduling WorkTrek unifies all these activities in one centralized platform, eliminating the need to rely on fragmented spreadsheets or handwritten logs. This significantly improves data accuracy. Additionally, with over 50 pre-built reports and more than 20 pre-built KPIs, WorkTrek transforms this raw data into actionable insights, allowing you to identify areas for improvement easily. For example, by analyzing planned versus actual expenses, you can identify where budget assumptions deviate from reality. Source: WorkTrek This would enable you to adjust future budgets, revise maintenance strategies, and justify corrective actions based on actual performance instead of assumptions. That’s the beauty of maintenance technology. It gives you clear insight into where your money goes, how effectively it’s being used, and how to maximize the value of every resource. In an era of rising costs and shrinking budgets, CMMS solutions are essential allies for those aiming to optimize their spending. Conclusion When you stop treating maintenance as an afterthought and start viewing it as a strategic investment, everything changes. Costs become more predictable, downtime decreases, asset lifespans increase, and your staff can do more with less. Today, looking beyond quick fixes and focusing on long-term value is what separates those who struggle from those who thrive. Yes, it might take a shift in mindset, but once you make it, you’ll realize it was worth the effort.

Every day, commercial property owners watch their investments deteriorate while hemorrhaging money on emergency repairs that could have been prevented. Leaking roofs can destroy expensive equipment, HVAC failures can drive away frustrated tenants, and neglected maintenance can turn profitable properties into costly liabilities. The statistics are sobering—properties without proper maintenance lose up to 20% of their value within just five years. Emergency repairs cost three to five times more than preventive maintenance, and every day of downtime due to system failures means lost rental income and damaged tenant relationships. Illustration: WorkTrek / Data: CIM Meanwhile, competitors with well-maintained properties are commanding higher rents and enjoying nearly 100% occupancy rates. The difference between thriving and struggling commercial properties isn't luck—it's strategic maintenance management. This comprehensive guide reveals the proven systems successful property owners use to slash emergency repair costs by up to 70%, extend equipment lifespans by decades, and transform their buildings into tenant magnets that generate consistent profits year after year. Key Takeaways Regular inspections and preventive maintenance significantly reduce the need for emergency repairs Balancing maintenance budgets with sustainable practices creates both environmental and financial benefits for property owners. Implementing technology tools like a Computerized Maintenance Management System (CMMS) can streamline maintenance operations Understanding Commercial Property Maintenance Commercial property maintenance is all the tasks required to keep a building functional, safe, and appealing. These activities protect your investment, ensure tenant satisfaction, and comply with regulations that govern commercial spaces. Defining Commercial Property Maintenance Commercial property maintenance involves regular upkeep and repairs to ensure buildings remain in optimal condition. It includes routine inspections, cleaning, and emergency repairs that preserve property value and functionality. This maintenance can be categorized into three main types: Preventive maintenance: Scheduled upkeep to prevent issues Corrective maintenance: Addressing problems after they occur Predictive maintenance: Using data to anticipate future needs Illustration: WorkTrek / Data: IndustryWeek Property owners often develop maintenance schedules that outline daily, weekly, monthly, and annual tasks. These schedules help ensure nothing is overlooked and systems operate efficiently. Professional maintenance teams typically handle specialized tasks, such as HVAC servicing, while property managers oversee the overall maintenance strategy. Benefits of Proper Maintenance Consistent maintenance delivers significant financial advantages to property owners. Key benefits include: Increased property value: Well-maintained buildings command higher rents and sale prices Enhanced tenant satisfaction: Functional facilities lead to higher retention rates Improved safety: Regular inspections identify and eliminate hazards Lower operating costs: Efficient systems consume less energy and water Regulatory compliance: Meeting legal requirements avoids penalties Proactive maintenance also creates positive first impressions for visitors and potential tenants. The appearance of a property has a significant impact on its marketability and perceived value in competitive commercial real estate markets. Common Types of Commercial Properties Different commercial properties have unique maintenance requirements based on their purpose and usage patterns. Commercial property maintenance covers various building types, including offices, retail spaces, and industrial facilities. Illustration: WorkTrek / Data: National Mortgages News Office buildings require particular attention to HVAC systems, elevators, and common areas. These spaces must maintain comfortable temperatures and professional appearances year-round. Retail properties need regular exterior maintenance, including parking lot upkeep, landscaping, and storefront cleaning. The customer experience heavily depends on these visual elements. Industrial facilities prioritize equipment maintenance, loading dock functionality, and specialized systems essential to their operations. Safety considerations are critical in these environments. Multi-tenant buildings present unique challenges, as maintenance must accommodate diverse tenant needs while efficiently maintaining building-wide systems. Developing a Comprehensive Maintenance Plan A well-structured maintenance plan is the cornerstone of effective maintenance. The right approach strikes a balance between immediate needs and long-term preservation, while maximizing resource efficiency. Establishing Maintenance Schedules Creating a maintenance schedule begins with itemizing all internal and external systems of the property. Property managers should categorize maintenance tasks by frequency: daily, weekly, monthly, quarterly, and annual. Daily tasks might include inspecting common areas and addressing immediate safety concerns. Weekly tasks often cover basic landscaping and checking mechanical systems. Monthly schedules typically include more thorough inspections of HVAC systems, plumbing, and electrical components. Quarterly and annual maintenance involve more comprehensive evaluations, such as roof inspections and full system testing. Illustration: WorkTrek / Data: Camcode CMMS platforms can help track these schedules efficiently. These tools send automatic reminders and maintain detailed maintenance histories, which proves valuable for both operations and compliance purposes. Routine vs. Preventive Maintenance Routine maintenance addresses regular upkeep needs, including cleaning, landscaping, and basic repairs. These tasks maintain the day-to-day functionality and appearance of the property. Preventive maintenance focuses on preventing future problems through scheduled interventions, thereby reducing costly repairs and improving operational efficiency. This proactive maintenance approach preserves the structure and extends the equipment's lifespan, ultimately reducing long-term costs. Key Differences: Source: WorkTrek An effective maintenance plan for commercial buildings allocates 70-80% of resources to preventive measures rather than reactive repairs to reduce costly repairs. Documenting Procedures and Protocols Documentation creates consistency and ensures critical maintenance tasks aren't overlooked. Property managers should develop standardized maintenance checklists for each maintenance activity. These checklists should outline step-by-step procedures, specify required tools, include safety precautions, and describe expected outcomes. They serve as training tools for new staff and reference materials for vendors. Inspection procedures should be documented, including assessment criteria for different property components. This documentation helps identify potential issues before they become major problems. Maintenance checklists and protocols should also include emergency response procedures. These outline steps for handling urgent situations, such as water leaks, power outages, or structural damage. Digital document management systems can centralize these protocols, making them easily accessible to all relevant personnel while maintaining version control and compliance records. Routine Maintenance Tasks Regular maintenance tasks form the backbone of effective commercial property management. These essential activities preserve property value, ensure tenant satisfaction, and prevent costly emergency repairs when performed consistently. Cleaning and Janitorial Services Daily cleaning operations should include trash removal, restroom sanitation, and floor care in high-traffic areas. These routine maintenance tasks help maintain a professional appearance and a healthy environment. Source: WorkTrek Weekly duties typically include deeper floor cleaning, window washing in common areas, and sanitizing shared spaces such as break rooms and conference facilities. Maintaining cleanliness standards requires clear checklists for janitorial staff. Quarterly deep cleaning should target carpets, upholstery, and hard-to-reach areas. This includes duct cleaning, light fixture maintenance, and thorough disinfection of all surfaces. Professional cleaning services should follow a documented schedule with specific quality standards. Landscaping and Grounds Care Seasonal landscaping needs vary significantly throughout the year. Spring requires mulching, planting, and irrigation system checks, while summer demands regular mowing and watering schedules. Fall maintenance focuses on leaf removal and preparing plants for winter. Winter tasks include snow removal, de-icing walkways, and protecting sensitive landscaping elements from freeze damage. Effective commercial property maintenance for landscaping should prioritize: Weekly lawn care (mowing, edging, weeding) Monthly tree and shrub maintenance Seasonal flower rotations Irrigation system monitoring and adjustment Parking lot and walkway clearing Professional landscaping not only enhances curb appeal but also prevents safety hazards, such as overgrown vegetation blocking sightlines or creating trip hazards. Interior Upkeep HVAC system maintenance stands as perhaps the most critical interior maintenance task. Regular inspections should check filters, belts, and electrical components according to the manufacturer's recommendations. Lighting systems require ongoing attention with bulb replacement, fixture cleaning, and occasional electrical checks. Plumbing systems need regular inspection for leaks, water pressure issues, and drain blockages. This includes checking: Bathroom fixtures Water heaters Sump pumps Backflow preventers Source: WorkTrek Interior paint and finishes should be refreshed every 3-5 years in most commercial properties. Touch-ups in high-traffic areas may be needed more frequently to maintain a professional appearance. Preventive Maintenance Strategies A commercial property maintenance checklist helps property managers avoid costly emergency repairs and extends the lifespan of building systems. Implementing scheduled inspections and maintenance routines for critical building infrastructure can significantly reduce operational disruptions. HVAC System Maintenance HVAC systems require consistent attention to function efficiently. Proper HVAC maintenance is crucial for maintaining energy efficiency and ensuring tenant comfort. Property managers should schedule quarterly filter replacements to maintain air quality and system efficiency. Dirty filters restrict airflow, forcing systems to work harder and consume more energy. Annual professional inspections should check: Refrigerant levels and pressure Electrical connections Thermostat calibration Ductwork for leaks or damage Blower components and motors Coil cleaning should be performed twice a year to prevent buildup that reduces heat transfer efficiency. Plumbing and Water Systems Care Regular plumbing maintenance prevents water damage and ensures the reliable operation of your plumbing system. Property managers should conduct monthly visual inspections of accessible pipes, looking for signs of corrosion, leaks, or unusual moisture. Water pressure testing helps identify potential issues before they cause pipe failures. Readings consistently above 80 PSI indicate a need for pressure-reducing valves to prevent strain on the system. Critical maintenance tasks include: Quarterly drain cleaning to prevent blockages Annual backflow prevention device testing Semi-annual water heater flushing Regular inspection of irrigation systems Preventative measures should include installing leak detection systems in critical areas. These systems can automatically shut off water flow when leaks are detected, preventing extensive water damage. Electrical System Inspections Electrical system failures pose significant safety and fire risks and can result in business interruptions. Annual comprehensive inspections by licensed electricians help identify potential hazards before they become a problem. Illustration: WorkTrek / Data: System Inner West Electrician Monthly visual inspections should check for: Damaged outlets or switches Exposed wiring Flickering lights Warm panels or unusual odors Circuit breaker panels require special attention to ensure they remain clean, properly labeled, and free from moisture. Thermographic imaging can detect hotspots in electrical systems that indicate potential failure points. Seasonal Maintenance Considerations Each season presents unique challenges for property managers and should be incorporated into your commercial property maintenance plan. Implementing preventive measures and regular upkeep throughout the year helps maintain property value and prevents costly emergency repairs. Winterizing the Property Winter preparation should begin in late fall with a thorough inspection of heating systems. HVAC filters need to be replaced, and ducts require cleaning to ensure efficient operation during the cold months. Critical winter checklist items: Inspect and insulate pipes to prevent freezing Clear gutters and downspouts of debris Check the roof for damaged shingles or potential leak points Test snow removal equipment before the first snowfall Stock ice melt products and sand for walkways Weather stripping around doors and windows should be checked and replaced if worn. This simple step can reduce heating costs significantly during the winter months. Spring and Summer Care Procedures As temperatures rise, transitioning building systems from heating to cooling becomes a priority. Spring is the ideal time to address any damage caused by winter weather. Spring maintenance priorities: Deep cleaning of interior spaces Checking for water damage from winter ice and snow Preparing irrigation systems for the growing season Inspecting and cleaning air conditioning systems Testing parking lot lighting and restriping faded lines Addressing Safety and Compliance As a property manager, you understand the importance of adhering to safety regulations. Property owners must regularly monitor and update their buildings to meet legal requirements while protecting occupants and visitors. Source: WorkTrek Ensuring Fire Safety Measures Fire safety remains a central aspect of commercial property maintenance. Property managers should implement these essential measures: Regular inspection of fire extinguishers, sprinkler systems, and smoke detectors Marked emergency exits with functioning emergency lighting Unobstructed fire escape routes and assembly points Updated fire evacuation plans are visible throughout the building ADA Compliance Checks The Americans with Disabilities Act (ADA) establishes accessibility requirements that commercial properties must follow. Regular ADA compliance checks should include: Exterior Accessibility: Accessible parking spaces with proper signage Ramps with appropriate slopes and handrails Obstacle-free pathways to building entrances Interior Accessibility: Doorways wide enough for wheelchair access (minimum 32 inches) Accessible restrooms with grab bars and proper clearance Elevator controls at accessible heights Property managers should conduct quarterly accessibility audits using standardized checklists. These audits help identify and address potential violations before they become legal issues. Health and Environmental Regulations Commercial building maintenance should address various health and environmental standards to ensure occupant well-being and regulatory compliance. Indoor Air Quality Management: Regular HVAC system cleaning and filter replacement Mold and asbestos inspections and remediation when necessary Proper ventilation in all occupied spaces Air quality testing, especially in older buildings Water systems require regular monitoring for contaminants and proper temperature maintenance to prevent the growth of Legionella. Drinking water should be tested annually for safety. Waste management practices must follow local environmental regulations. This includes proper disposal of hazardous materials and implementation of recycling programs. Pest control should utilize integrated pest management (IPM) approaches that minimize chemical usage while effectively preventing infestations. Documentation of all pest control activities must be maintained. Budgeting for Maintenance and Repairs As a maintenance manager, you must keep a close track of your budgets. Smart budget planning enables timely maintenance while maximizing return on investment. Estimating Maintenance Costs There are several industry benchmarks can guide your maintenance budget planning. The widely used 1% Rule suggests allocating approximately 1% of your property's total value annually toward maintenance expenses. For example, a $2 million property would have a yearly maintenance budget of $20,000. Different property types have varying maintenance requirements. Retail properties typically cost $1.50 to $2.00 per square foot annually for maintenance, while office buildings or industrial spaces may have different cost structures. Consider these factors when estimating costs: Building age and condition Square footage System complexity (HVAC, electrical, plumbing) Local climate conditions Previous maintenance history Tracking historical maintenance data from your property provides the most accurate baseline for budgeting and future planning. This can be simplified by using a CMMS platform, such as WorkTrek. Allocating Reserve Funds Smart property owners maintain separate reserve funds for both routine maintenance and unexpected repairs. This financial cushion prevents deferred maintenance, which often leads to more costly problems. Industry experts recommend setting aside approximately 10% of your yearly maintenance budget specifically for emergency repairs. This preparation ensures funds are available when unexpected situations arise. Consider these reserve fund categories: Preventative maintenance: Regular inspections and upkeep Corrective maintenance: Addressing identified issues Emergency repairs: Unexpected critical failures Capital improvements: Major system replacements Reserve funds should account for predictable long-term expenses, such as roof replacements, HVAC system upgrades, and parking lot resurfacing, which occur on 5- to 20-year cycles. Tracking and Managing Expenses Implementing robust tracking systems helps property owners allocate necessary funds for both planned and unexpected repairs. Detailed expense tracking also identifies maintenance patterns that may indicate underlying issues. Modern CMMS facility management modules can: Track maintenance requests and completions Document repair history by building system Analyze cost trends over time Generate maintenance forecasts Compare actual spending against budgeted amounts Compare your maintenance spending to industry benchmarks to identify potential areas for improvement. Leveraging Technology in Maintenance Management Modern technology offers powerful tools that streamline maintenance processes and improve overall efficiency in commercial property management. These digital solutions help reduce costs, offer valuable insights, improve maintenance services, and enhance response times and preventive maintenance capabilities. Using Computerized Maintenance Management Systems (CMMS) CMMS platforms like WorkTrek serve as the central nerve center for all maintenance activities across commercial properties. These systems digitize work orders, schedule preventive maintenance, and track inventory of parts and supplies. Key benefits of implementing CMMS include: Reduced downtime through scheduled preventive maintenance Better resource allocation by tracking maintenance history and costs Extended asset life through timely interventions Improved compliance with automated documentation Many CMMS platforms now integrate with IoT sensors that monitor equipment performance in real-time, alerting staff to potential problems before they escalate. Mobile Inspections and Reporting Tools Mobile technology has transformed how maintenance teams perform inspections and report issues. Staff can now document problems, submit work orders, and access maintenance records directly from their smartphones or tablets. These tools enable: Real-time documentation with photos and videos Immediate submission of maintenance requests Quick access to equipment manuals and repair histories GPS tracking of maintenance activities Green and Sustainable Practices Adopting eco-friendly practices not only benefits the environment but also reduces operational costs and improves tenant satisfaction. Illustration: WorkTrek / Data: Ecologi Modern sustainable practices prioritize resource conservation and minimize environmental impact. Integrating Green Cleaning Products Green cleaning products reduce exposure to harmful chemicals and environmental pollution while maintaining high cleanliness standards. Property managers should select cleaning solutions certified by recognized organizations, such as Green Seal or EcoLogo. These eco-friendly alternatives contain fewer volatile organic compounds (VOCs) and are biodegradable, making them safer for maintenance staff and occupants. They help improve indoor air quality and reduce respiratory irritants. Creating a transition plan is essential. Start by: Replacing harsh chemicals with plant-based alternatives Training maintenance staff on proper green product usage Implementing microfiber cleaning tools that require fewer chemicals Establishing regular assessments of cleaning effectiveness Many properties report that green cleaning programs lead to fewer occupant complaints about chemical sensitivities and odors. Conclusion By adopting a comprehensive maintenance schedule that incorporates routine inspections, preventive maintenance activities, and seasonal tasks, property owners can protect their commercial real estate investments. The use of technology, such as a CMMS system for tracking maintenance tasks, further improves operational efficiency. Commercial property management remains challenging. However, by implementing a regular maintenance schedule along with a balance of preventive and reactive maintenance, you can lower the overall maintenance cost.

Key Takeaways: Using the right lubricants can slash maintenance costs by up to 30% a year. Most companies see increased business growth as a result of process automation. Using durable, manufacturer-approved replacement parts can reduce maintenance costs. No matter what industry you're in, maintenance always comes at a cost—and often a steep one. While that’s unlikely to change anytime soon, there are still many ways to reduce inefficiencies and uncover significant savings opportunities. In this article, we’ll walk you through eight practical strategies to do just that. By the time you’re done reading, you’ll be well-equipped to make smarter maintenance decisions and help your company save more. Train Your Staff It all starts with your team. Your maintenance personnel should receive ongoing training in equipment handling, safety protocols, diagnostics, and emerging technologies. The reasoning behind this is simple: well-trained staff can identify and resolve issues more quickly and accurately, reducing downtime and minimizing costly errors. They are also less likely to damage assets due to improper use. Training is particularly important today, as organizations struggle to find and retain skilled workers. In fact, a 2024 survey by the Institution of Mechanical Engineers shows that 50% of companies find attracting and retaining talent the biggest challenge in improving upkeep processes. Illustration: WorkTrek / Data: Institution of Mechanical Engineers This means now is the time to invest in your people, and it is especially true when it comes to new technologies. Without proper training, workers may misuse or underutilize new machinery or software, resulting in inefficiencies or equipment damage and incurring unnecessary costs in the process. Steven Lumley, Technical Manager at condition monitoring specialist WearCheck, agrees: “The rate at which technology is advancing [...] dictates that regular technical training is necessary, to ensure that staff members stay abreast of the latest techniques, and that they understand and implement the most efficient processes.” Essentially, ongoing training helps teams adapt and stay current with changes, thereby reducing the costs associated with outsourcing or hiring. It also ensures that your technicians make full and proper use of the tools available to them, boosting maintenance efficiency and maximizing ROI. Prioritize Tasks Strategically In asset-heavy environments, you can’t give equal attention to everything, nor should you. That’s why it’s vital to have a system that ranks maintenance tasks based on factors like: Impact on operations Safety risks Asset age Urgency This kind of prioritization helps focus your valuable resources on the most critical assets or issues, instead of wasting time and money on low-priority or non-essential work. Not to mention that without it, you also risk creating a backlog of crucial tasks that should have been addressed earlier. This is an expensive problem in itself. Take California’s public universities as an example. They offer a glimpse into what happens when key assets and facilities aren’t properly maintained. Across the state, students, faculty, and staff are working and learning in aging buildings where HVAC systems, plumbing, electrical, and roofs are deteriorating or non-functional. These issues often go unaddressed—not because they're unimportant, but because they’re simply not prioritized by the state. Source: CalMatters As a result, the deferred maintenance backlog has ballooned: $9.1 billion for the University of California and $8.3 billion for the California State University system as of the 2023–24 school year. The longer those critical repairs are delayed, the more expensive and complex they become. Inflation exacerbates the situation, driving up the prices of parts and the cost of skilled labor. As Matt Gudorf, Assistant Vice Chancellor of Facilities Management at UC Irvine, explains: Illustration: WorkTrek / Quote: CalMatters This is what happens when priorities aren’t clear. Without a focused strategy, you risk misallocating resources, allowing critical assets to degrade, and spending more in the long run. However, keep in mind that prioritization is just one aspect of efficient, cost-effective maintenance planning. It’s about what gets attention first, ranking tasks based on various factors to allocate resources more strategically. But when maintenance happens is just as important. Optimize the Maintenance Schedule If you want to save money on maintenance, timing is crucial. If you schedule maintenance too frequently, you waste resources. However, if inspections and maintenance are not performed frequently enough, you're at risk of costly breakdowns. Therefore, the best approach is to create and regularly update a preventive maintenance schedule that factors in equipment usage, age, and failure history. Some maintenance can also be done on a simple time-based schedule (i.e., daily, weekly, monthly, etc.). You can see an example of both usage-based and time-based tasks below: Source: WorkTrek Usage-based maintenance is generally more efficient than time-based, as the latter often leads to unnecessary servicing. That said, each maintenance strategy has its use. Here’s a quick breakdown: Reactivefor non-critical assets or equipment that’s cheap and easy to fixTime-basedfor seasonal equipment or those with fixed service intervals (as outlined in manufacturer guidelines)Usage-basedfor critical assets or machinery that wears according to use Be sure to consider each of these approaches and leverage them strategically. Ultimately, by rethinking and optimizing your maintenance schedule, you ensure you do just the right amount of upkeep for each asset. This is the most effective way to prevent failures without overspending on unnecessary maintenance. Monitor Your Assets To effectively schedule maintenance, you need to understand and monitor the condition of your assets. This can be achieved through: IoT sensors Manual inspections Performance monitoring software Such tracking helps detect early signs of wear or failure, enabling timely interventions that minimize unplanned downtime, reduce repair costs, and extend the lifespan of assets. This approach is known as condition-based maintenance. In 2019, Sapura Brazil, a company specializing in subsea services, adopted condition-based maintenance for its Pipe Laying Support Vessels (PLSVs)—and it proved to be a smart move. They used sensors to closely monitor the vessels’ propulsion equipment, much of which is located underwater and difficult to inspect manually. The real-time sensor data was sent to the cloud, where specialists analyzed it to assess equipment health and plan maintenance only when necessary. Sapura Head of Marine Asset Management, Fábio Gervasio, elaborates on the benefits of this method: Illustration: WorkTrek / Quote: Brazil Energy Insight The key takeaway is this: If you want to cut maintenance costs, don’t rely on guesswork. You need accurate, real-time insights into your assets to intervene at just the right time, every single time. Analyze Data to Identify Opportunities In addition to real-time asset condition data, it's important to analyze historical information from upkeep activities, asset performance, and failures. This helps uncover trends, identify root causes, and reveal cost-saving opportunities. In other words, data-driven insights: Focus efforts on improvements that deliver the greatest return on investment Enable more effective long-term maintenance strategies Eliminate recurring issues For example, analyzing planned versus unplanned maintenance costs over time highlights how much is being spent on scheduled upkeep versus emergency repairs: Source: WorkTrek This can expose areas of excessive reactive spending and help justify investments in preventive maintenance programs. It can also reveal that despite scheduling efforts, unexpected breakdowns still occur, signaling inefficiencies in current processes. Robert Peffen, Director of Asset Performance Excellence at Implementation Engineers, points out that such inefficiencies are among the most common sources of maintenance overspending. Illustration: WorkTrek / Quote: FieldCircle To do that, you need data. Track what’s being done, when, why, and what went wrong. Then, you’ll be able to identify your “bad actors”—the areas causing the most disruption. That’s where your biggest cost savings are hiding. Use High-Quality Replacement Parts The parts and materials used for maintenance can significantly impact your budget. Rather than opting for cheaper, lower-quality alternatives, try to source durable, manufacturer-approved, or OEM parts. While these may have a higher upfront cost, they tend to last longer and are less likely to fail, ultimately reducing the frequency and expense of future repairs. Farouk Abrahams, Sales Director at Weba Chute Systems, a provider of customized bulk material chute transfer solutions, agrees: Illustration: WorkTrek / Quote: African Mining Market After all, OEMs possess specialized knowledge. Their deep understanding of how the equipment is designed to work means their components are built to meet high-performance and reliability standards. Go with a cheaper alternative, on the other hand, and you’re inviting trouble. Michael Longbottom, Global LubeExpert Coach at Shell Lubricant Solutions, points to a typical pin or bush on an excavator as an example: “If you are using a cheaper grease with poor mechanical stability, you need to apply it more often. For the sake of argument, it is $1 cheaper than a higher-quality grease. You might be saving on the initial costs, but that pin or bush will probably cost you $20-30,000 more a year.” His perspective is supported by research. A Shell Lubricant Solutions survey of 561 mining decision-makers found that using the right lubricants—and managing them effectively—can reduce maintenance spend by up to 30% annually. Illustration: WorkTrek / Data: Shell So next time you're weighing your options, ask yourself: is that small saving today worth the massive cost tomorrow? Because when it comes to maintenance, cutting corners rarely leads to cutting costs. Track Your Inventory Procuring the spare parts, tools, and materials needed for maintenance is only the beginning. It’s equally important to maintain an accurate, real-time inventory of those items, like the one you see below. Source: WorkTrek  That way, you get a clear overview of your stock levels, item locations, reorder points, supplier information, prices, and more. Essentially, everything you need to know about your supplies is in one place. Cianna Kennedy, Director of Sales at the heavy truck repair software provider, Pluss Software, explains that kind of visibility can be a game-changer: Illustration: WorkTrek / Quote: Fleet Equipment With this level of insight, you know exactly what you need, when you need it, and can take timely action. This helps prevent both overstocking, which ties up capital, and understocking, which causes delays. As a result, the right parts are always available when needed, minimizing costly downtime. No waste, no shortages. Just substantial cost savings. Still not convinced? Consider this: one industry report found that 59% of facilities that improved their parts inventory management reduced unplanned downtime costs in 2024. Illustration: WorkTrek / Data: MaintainX Simply put, inventory tracking works. It empowers you to stop stockpiling excess inventory that drains your resources or deteriorates into useless stock, and start stocking more strategically and cost-effectively. Automate the Maintenance Processes By now, you might be thinking: “These strategies sound great, but they also seem like a lot of work.” And you’re right—they can be, if you don’t have the right tools in place. That’s where automation comes in. It’s the key to making these strategies not just manageable, but truly effective. Automation reduces human error, enhances data consistency, and boosts efficiency across nearly every upkeep task. In fact, a 2022 Camunda survey found that 89% of companies report increased business growth due to automation, while 92% say it frees up teams to focus on more complex, strategic work. Illustration: WorkTrek / Data: MaintainX In other words, automation does the heavy lifting, taking care of time-consuming and repetitive tasks. Meanwhile, you can focus on the bigger picture and saving money. Take WorkTrek, for example. It’s a powerful yet user-friendly CMMS that automates various aspects of maintenance, turning complex tasks into seamless workflows. Here’s what it offers: Asset ManagementGain access to detailed asset metadata, monitor asset conditions with meter readings, and track downtime in depth.Inventory ManagementStandardize parts tracking across unlimited warehouses, receive low-stock alerts to prevent stockouts, and sync inventory seamlessly with ERP systems and other applications.Work Order ManagementCreate, assess, prioritize, track, and record all work from a centralized platform.ReportingChoose from over 50 customizable, pre-built reports tailored to your needs. You can also schedule reports to be automatically delivered via email. WorkTrek also offers automated preventive maintenance scheduling. This enables you to schedule recurring tasks based on either time intervals or various usage criteria, such as mileage, temperature, pressure, and more. Additionally, automated responses to failed inspections and checks ensure issues are addressed proactively, before they escalate: Source: WorkTrek  In short, with WorkTrek, all the cost-saving strategies we've discussed become easy to implement. No need for manual data entry and no more preventable errors—just smooth, efficient, and cost-effective maintenance operations running on autopilot. Conclusion Maintenance may always come at a price, but paying more than necessary is optional. Remember: what separates the top-performing organizations from the rest isn’t just bigger budgets or advanced tools. It’s how strategically they use what they have. So the next time someone tells you maintenance is just a cost center, feel free to disagree—because when done right, it’s one of your biggest opportunities for value creation.