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Key Takeaways: Safety incidents make it harder to hire new staff and cause experienced workers to leave. Non-compliance in manufacturing leads to financial penalties and reputational damage. Product recalls can cost anywhere between $8 million and $50 million. Behind every efficient, safe, and sustainable manufacturing operation is one key practice: regular equipment maintenance. Far from being just a routine chore, it’s a strategic must-have that protects your workers, bottom line, productivity, and reputation. Want to understand why maintenance matters so much in the high-stakes world of manufacturing? Keep reading, because we share the latest statistics, expert insights, and real-world examples to show you how much of a difference it can make. Reduces the Risk of Major Industrial Accidents Heavy machinery, pressurized systems, and hazardous materials. Manufacturing environments are dangerous by design. When you add aging equipment and deferred maintenance to the equation, the risk of serious incidents rises significantly. That’s exactly what the 2024 Vector Solutions survey revealed: 30% of industrial workers say their equipment is outdated, and 26% say it’s not properly maintained. As a result, 43% of them experienced a safety incident at their facility within the previous year. Illustration: WorkTrek / Data: Vector Solutions The main takeaway: manufacturing companies need to perform frequent equipment maintenance to improve workplace safety. It can help detect early signs of mechanical or electrical failure and ensure that critical safety systems, like emergency stops and pressure relief valves, are fully functional. In manufacturing, failure to address even the smallest issue on time can lead to some serious consequences. Just ask Keystone Foods, a Tyson Foods subsidiary, recently fined by OSHA after two workers were severely burned in a boiler room explosion. Source: MeatPoultry Investigators discovered that this incident occurred because maintenance was not performed according to the manufacturer's guidelines. It was only a matter of time before an event like this would take place. However, the repercussions of poor safety culture go beyond legal penalties. It can also impact your reputation and overall workforce stability. In fact, the same Vector Solutions survey we mentioned earlier found that 44% of industrial workers believe safety concerns make it harder to hire new staff. Additionally, 57% of them say such issues cause experienced workers to leave. Illustration: WorkTrek / Data: Vector Solutions In an industry already struggling with labor shortages and a growing skills gap, you can’t afford to lose good people because they don’t feel safe. That’s reason enough to prioritize regular maintenance. Helps Ensure Regulatory Compliance Manufacturers face a complex web of strict regulations covering safety, quality control, environmental protection, and operational standards. These include compliance with OSHA, FDA, CDC, USDA, and a range of local, state, and federal laws. On top of that, there are industry-specific standards set by auditing organizations, as well as internal company policies. In short, maintaining compliance in the manufacturing sector is a constant battle. The 2023 KPMG survey found that 42% of Chief Risk Officers in manufacturing identify regulatory changes and compliance issues as their top challenge over the upcoming 2–5 years. Illustration: WorkTrek / Data: KPMG Fortunately, regular maintenance can make this challenge more manageable. By conducting frequent inspections and timely minor repairs, you ensure that equipment operates reliably and within legal specifications. Additionally, consistent upkeep practices generate documentation and proof of due diligence, which are critical during audits and inspections. Compliance gets even easier when you use a CMMS, like WorkTrek, to manage your maintenance activities. WorkTrek automates preventive maintenance scheduling, helping prevent missed tasks. It allows you to configure service triggers based on time or meter readings and automatically notifies the right personnel when service is due. Source: WorkTrek This ensures machinery is maintained at optimal intervals, which reduces the risk of failure and non-compliance. Moreover, WorkTrek enables you to upload and share: Safety rules Reminders for potential hazards in the field PPE requirements LOTO procedures Field workers can access these from anywhere using their phones, ensuring they always have everything they need to complete their tasks safely and efficiently. Ultimately, WorkTrek logs an entire history of upkeep activities, calibrations, and inspection logs in one easily accessible place: Source: WorkTrek So, when an auditor shows up, you’re ready. And you certainly want to be ready, considering that the cost of non-compliance can be severe. Shawn Knowles, SVP, Director of Risk Engineering at MSIG, a commercial insurance provider, outlines the potential risks: “[Risks] include loss of competitive advantage in the market, financial penalties  [...], product recalls [...], loss of revenue, and legal ramifications where the manufacturer could face expensive lawsuits by not complying.” Skipping maintenance and exposing your operation to these risks is simply not worth it. Reduces the Production Line Downtime Equipment breakdowns can halt an entire production line, wasting valuable time, labor, and money in the process. Fortunately, proactive maintenance can prevent these disruptions by identifying signs of wear before failures occur, which will help you maintain consistent schedules and meet delivery deadlines. This is a big win, considering the actual cost of downtime. According to the 2022 ABB survey, plant outages cost industrial businesses an average of $125,000 per hour. Illustration: WorkTrek / Data: ABB The only way to rein in these massive expenses is by prioritizing regular, preventive upkeep. At Ford, they know this very well. In 2020, Ford implemented proactive maintenance across its manufacturing plants, ultimately saving more than €1 million in unplanned downtime. Source: Ford At their Body and Stamping Plant in Valencia, Manufacturing Manager Eduardo Garcia Magraner noticed that machines often slow down before they fail. To address this, he installed performance-monitoring sensors directly on machinery. These sensors track asset efficiency in real time and send alerts to engineers’ phones, warning them when performance drops. Magraner explained why this matters: Illustration: WorkTrek / Quote: Ford As a result, their operations now experience significantly less downtime, saving them time and money. This is why frequent maintenance and inspections matter. They are your first line of defense against disruptions, enabling you to get ahead of potential problems and keep your operations running smoothly. Helps Maintain Product Quality In manufacturing, product quality is directly tied to the performance and precision of your machinery. This is where equipment maintenance plays a major role, keeping machines properly calibrated, ensuring consistent operation, and helping prevent batch-to-batch inconsistencies. It also reduces the risk of product contamination, which is particularly important in highly regulated industries like food and pharmaceuticals. Unfortunately, Novo Nordisk, the company behind the popular weight-loss drug Wegovy and the type 2 diabetes medication Ozempic, learned this the hard way. In May 2022, the FDA flagged serious lapses at its main U.S. manufacturing facility, with one of the major issues being the failure to clean equipment at appropriate intervals. Source: Reuters Ultimately, this allowed microorganisms to build up on machinery used in continuous production, bringing the product quality into question. Despite the severity of the findings, Novo Nordisk saw minimal impact on production and financial performance. However, it could have been much worse. Poor asset maintenance can easily lead to product recalls, which are both financially and reputationally damaging. In 2024, Hexagon surveyed senior quality professionals and manufacturing leaders to understand the true cost of recalls. The findings were shocking, showing that product recalls can cost anywhere between $8 million and $50 million. Illustration: WorkTrek / Data: Hexagon However, the damage isn’t just financial. Respondents also reported they experienced reputational damage, delayed product launches, increased remediation expenses, and much more. Illustration: WorkTrek / Data: Hexagon As a manufacturer, your reputation hinges on the quality of your product. Don’t put that at risk, especially over something as preventable as poor equipment upkeep. Prolongs Equipment Lifespan It’s no secret that manufacturing equipment, like CNC machines, robotics, or conveyor systems, represents a significant investment. If you want to maximize the return on that investment, you’ll look for ways to extend the useful life of your assets. The most effective way to do that is through frequent inspections, cleaning, lubrication, and alignment. The ABB survey we referenced earlier backs this up, revealing that 39% of companies identify extended equipment lifespan as the top benefit of regular maintenance. Illustration: WorkTrek / Data: ABB Take conveyor systems, for example, an indispensable part of most manufacturing operations. They can range from a few thousand dollars for basic setups to millions for complex, automated solutions. Either way, that’s not a small spend and, with a bit of proactive maintenance, you can keep these assets running smoothly for much longer. AJ van Eyssen, National Field Service Manager at Tru-Trac, a company specializing in conveyor system audits, explains why frequent and thorough inspections matter: Illustration: WorkTrek / Quote: International Mining In one recent case, Eyssen’s team was called in to audit a conveyor system that had been breaking down every two weeks. After a detailed inspection, they recommended changes to the impact beds, chutes, and conveyor skating to better align with the operation’s evolving needs. According to Eyssen:   “This has successfully addressed the client’s pain points, with the conveyor system having to date gone for six months without any issues.” That’s a big win that translates to fewer repairs, longer useful life, and more value from your equipment. It all comes down to taking a proactive approach to maintenance. A little attention now can save a lot of time and money down the line. Supports Environmental Responsibility Manufacturing has a significant environmental footprint, and maintenance plays a crucial role in reducing it. It does so in multiple ways: It minimizes emissions from machinery, keeps energy-intensive systems like HVAC operating efficiently, and ensures the safe handling of waste materials such as lubricants and solvents. Stuart Thompson, President of ABB Electrification Service, shares another way maintenance can support your sustainability efforts: Illustration: WorkTrek / Quote: Data Centre Magazine The eco-friendly potential that maintenance has shouldn’t be ignored, especially as manufacturers face increasing pressure from customers, investors, and communities to go green. In fact, the 2023 Fictiv survey found that 87% of industry leaders believe the importance of sustainable manufacturing is increasing. Illustration: WorkTrek / Data: Fictiv Forward-thinking companies are taking this seriously. Take, for instance, The Blender, a factory operated by British juice and smoothie brand Innocent Drinks. They deploy a range of innovative maintenance strategies to meet their ambitious sustainability goals. One example is their use of the robot dog Spot, which monitors asset conditions in real-time. John McGowan, Head of Supply Chain at Innocent, explains: Illustration: WorkTrek / Quote: The Times This helps them catch issues early, extend the life of their equipment, and reduce unnecessary repairs, saving resources and cutting carbon output. Another great example is their pipe cleaning process. Traditional pipe cleaning in factories uses large volumes of water, but Innocent uses Fluivac, a specialized cleaning system that uses air to blast juice residue from equipment. This helps them reduce water usage by 50%. The lesson here is clear: regular maintenance is a powerful way to keep assets in peak condition and support greener operations. And it is bound to have an even bigger role in building a more responsible manufacturing future going forward. Conclusion In the industry where safety, compliance, efficiency, and sustainability all intersect on the factory floor, regular maintenance is what keeps everything together and working smoothly. It’s how you prevent disasters, maintain product quality, and keep meeting your customers’ expectations. So, don’t wait for something to go wrong in order to fix it. Instead, invest in maintenance like your future depends on it—because it does.

Key Takeaways Organizations that implement systematic maintenance tracking achieve a 545% ROI, with every dollar invested in preventive maintenance saving $5 in future costs while reducing unplanned downtime by up to 91%. Prioritizing maintenance based on criticality ensures that 60-70% of resources are allocated to equipment that most significantly impacts operations Modern CMMS platforms automate scheduling, enable mobile work order management, and provide real-time visibility—with 52% of industrial plants now using these systems to transform operations. Picture this: A telecommunications company invests $1 in preventive maintenance and recovers $5.45. That's not a typo. Based on a recent study by Jones Lan LaSalle, companies that implemented preventive maintenance realized a 545% return on investment. Illustration: WorkTrek / Data: MPlus Software Inc. Yet despite these staggering returns, most organizations still struggle with tracking maintenance effectively, leaving millions on the table through unplanned downtime and reactive repairs. The result? According to recent industry data, unplanned downtime costs U.S. businesses over $50 billion annually, with the average manufacturer losing $125,000 per hour when critical equipment goes down. Organizations that master maintenance tracking report 91% improvements in equipment downtime, 12-18% reductions in maintenance costs, and equipment lifespans extended by 20% or more. Understanding the Current Maintenance Landscape Before exploring how to keep track of maintenance in 6 steps, let's first explain why traditional approaches fail. Most organizations rely on outdated methods, like manual paper logs or spreadsheets. This can lead to all your domain knowledge walking out the door when experienced maintenance technicians leave. The statistics paint a sobering picture. According to a recent study, only 24.5% of a maintenance technician's time is actually productive. Illustration: WorkTrek / Data: Plant Services What's going on with the rest? It is generally lost to searching for parts, waiting for equipment access, or dealing with incomplete work orders. Meanwhile, 90% of equipment failures are entirely preventable. They don't happen because equipment simply wears out, but because maintenance tasks are not properly tracked and executed. This reactive approach creates a vicious cycle. When you're constantly fighting fires, there's no time for preventive maintenance tasks. Equipment can degrade more quickly, leading to increased emergencies, higher costs, and frustrated maintenance personnel. How do you break this cycle? It requires a fundamental shift in how we track and manage maintenance work. Step 1: Create a Comprehensive Asset Inventory Always start by creating a full inventory of all of your assets. You can't schedule maintenance for equipment you don't know exists, and you can't prioritize maintenance tasks without understanding the role each piece of equipment plays in your operations. Building Your Asset Database it all starts with conducting a thorough asset discovery process. Walk your facility, and document every piece of equipment that requires regular maintenance. This includes obvious assets like production machinery and HVAC systems, but don't overlook supporting equipment like compressed air systems, electrical panels, or safety equipment. Source: WorkTrek For each asset, capture essential information: Manufacturer, model, and serial numbers Installation or purchase dates Location within your facility Warranty information and service contracts Operating specifications and requirements Historical maintenance records if available You can use digital tools like a CMMS platform to streamline this process. QR codes or RFID tags on equipment enable maintenance technicians to instantly access asset information, maintenance history, and upcoming preventive maintenance schedules directly from mobile devices. This eliminates the guesswork and ensures everyone has access to accurate, up-to-date information. Standardizing Asset Information Consistency is key when building your asset inventory. Establish naming conventions that make sense for your maintenance team. Instead of "Pump 1" and "Pump 2," use descriptive identifiers like "CW-PUMP-01-NORTH" that indicate the system (cooling water), equipment type, number, and location. Create asset hierarchies that accurately reflect the relationships between equipment and your operations. Source: WorkTrek For example, a packaging line might include multiple components, such as conveyor systems, filling equipment, sealing machines, and labeling systems. Understanding these relationships enables maintenance personnel to recognize how individual maintenance tasks affect overall production. If you spend the time creating a comprehensive asset inventory, it pays dividends immediately. Step 2: Assess and Prioritize Based on Criticality Not all equipment is created equal. A critical production line that generates $100,000 in revenue per hour demands different maintenance attention than a backup air compressor in a storage area. This is where you need to assess the criticality of your equipment. Conducting Criticality Analysis When assessing the criticality of assets examine the following factors: Impact on Operations What happens if the equipment fails Can it cause production to fully stop? Are there any safety issues if it fails? Is the equipment associated with any regulatory requirements? One approach is to use a scoring system to objectively rank assets. Many maintenance teams employ the Risk Priority Number (RPN) methodology, multiplying three factors: Severity: Impact of failure (1-10 scale) Occurrence: Likelihood of failure (1-10 scale) Detection: Difficulty of detecting problems before failure (1-10 scale) For example, a main production conveyor might score: Severity: 9 (production stops) Occurrence: 4 (occasional issues) Detection: 3 (problems usually visible) RPN = 9 × 4 × 3 = 108 Compare this to a backup ventilation fan: Severity: 2 (minor comfort issue) Occurrence: 2 (rare failures) Detection: 5 (hidden from view) RPN = 2 × 2 × 5 = 20 The higher RPN indicates where maintenance resources should be focused. Creating Maintenance Priority Tiers Based on criticality scores, organize assets into tiers: Critical Assets: These represent your highest priority for preventive maintenance tasks. Failure can cause significant operational, safety, or financial impact. You should implement a comprehensive preventive maintenance program, condition monitoring, and possibly redundant systems. The ideal approach is to allocate 60-70% of your maintenance resources here. Essential Assets: This equipment is important for smooth operations, but it is also available with workarounds or backup systems. Equipment in this category receives regular preventive maintenance, but with longer intervals between inspections. The ideal approach is to dedicate 20-30% of resources to this tier. Non-Critical Assets: These assets would have minimal impact on operations if they fail. These might operate on a run-to-failure strategy or receive only basic preventive maintenance. Here, you might want to limit resource allocation to 10% or less. This tiered approach can keep your maintenance team focused on efforts that matter the most. Step 3: Develop Tailored Maintenance Strategies Now that your assets have been identified and prioritized, it's time to develop specific maintenance strategies. These strategies should be catered to each equipment category. The key is matching the right maintenance approach to each asset's criticality, failure patterns, and operational requirements. Choosing the Right Maintenance Type Time-Based Maintenance: Schedule maintenance tasks at fixed calendar intervals—daily, weekly, monthly, or annually. This approach works well for equipment with predictable wear patterns or those subject to regulatory requirements. Source: WorkTrek Some examples of time-based maintenance include monthly filter changes, annual safety inspections, or quarterly lubrication of bearings. Time-based maintenance forms the backbone of most preventive maintenance schedules. Usage-Based Maintenance: This is when maintenance tasks are triggered based on equipment usage. For instance, this could be operating hours, production cycles, or mileage. Source: WorkTrek An injection molding machine may require maintenance every 10,000 cycles, while a fleet vehicle typically needs service every 5,000 miles. This approach keeps maintenance tasks aligned with the actual wear of the equipment. Condition-Based Maintenance: This is when maintenance technicians monitor the condition of equipment through regular inspections or the use of sensors. Equipment is then scheduled for maintenance when indicators show degradation. Illustration: WorkTrek / Data: Number Analytics Vibration analysis on rotating equipment, oil analysis for hydraulic systems, or thermographic inspections of electrical panels can identify issues before failure occurs. This approach can optimize maintenance timing and reduce unnecessary maintenance tasks. Predictive Maintenance: Leverages advanced analytics and IoT sensors to forecast failures before they happen. Predictive maintenance analyzes patterns in temperature, vibration, pressure, and other parameters to identify subtle changes indicating impending problems. Illustration: WorkTrek / Data: Oxmaint While this requires more sophisticated equipment and technology, studies show that predictive maintenance can reduce maintenance costs by 20-25% compared to preventive approaches alone. How to Create a Detailed Maintenance Plan If you run a maintenance organization, you need a detailed maintenance plan. Here is how to create one: Task Procedures: These are the step-by-step instructions for completing maintenance work safely and effectively. Don't always assume knowledge. Document everything from lockout/tagout procedures to torque specifications. Illustration: WorkTrek / Data: Coast Resource Requirements: List necessary tools, parts, and materials. Include part numbers, quantities, and storage locations. This approach minimizes downtime while technicians search for resources. Skill Requirements: Specify required certifications, training, or technical skills. Some tasks might require licensed electricians, certified welders, or specialized vendor technicians. Time Estimates: Do your best to provide realistic durations for maintenance tasks. You can do that by using historical data to understand time estimates per task better. This helps maintenance planners to collaborate with production schedules and allocate resources appropriately. Safety Procedures: Source: WorkTrek Your plan should also include detailed information about the required personal protective equipment, safety protocols, and potential hazards. Never compromise safety for speed or convenience. Step 4: Implement Systems and Technology Stop using paper-based maintenance tracking. All successful maintenance organizations have one thing in common: They understand how to use technology tools to improve their operational efficiency. Digital systems can streamline the complexity of scheduling maintenance tasks, tracking work orders, managing inventory, and analyzing performance. This is where a Computerized Maintenance Management System (CMMS) becomes invaluable. Selecting the Right CMMS Platform Today's preventive maintenance software market offers solutions for every organization size and industry. 52% of industrial plants now utilize CMMS systems, and 95% report positive ROI. When evaluating options, consider: Core Functionality: At a minimum, your CMMS should handle work order management, preventive maintenance scheduling, asset tracking, and inventory management. Look for systems that automate routine tasks, such as generating work orders based on maintenance triggers or sending notifications when maintenance tasks are due. Mobile Accessibility: Source: WorkTrek With maintenance technicians spending most of their time in the field, having a CMMS product with an easy-to-use yet functional mobile app is non-negotiable. Technicians should be able to receive work orders, update task status, notifications, access equipment manuals, and record findings directly from smartphones or tablets. Integration Capabilities: Your CMMS shouldn't exist in isolation. Integration with enterprise resource planning (ERP) systems, production scheduling software, and IoT platforms creates a unified maintenance ecosystem. Source: WorkTrek User Experience: You want a system that your maintenance team wants to use. When evaluating systems, prioritize intuitive interfaces, logical workflows, and minimal training requirements. Implementation Best Practices Having a good implementation process can improve the chance of success for your organization. We suggest you consider the following phased approach: Phase 1 - Foundation (Months 1-2): Start with basic functionality. Import your asset database, set up user accounts, and begin tracking reactive maintenance through digital work orders. This allows teams to familiarize themselves with the system without overwhelming them. Phase 2 - Preventive Maintenance (Months 3-4): Add preventive maintenance schedules for critical equipment. Set up automated work order generation based on your maintenance triggers, calendar dates, meter readings, or condition thresholds. Begin tracking preventive maintenance compliance rates. Phase 3 - Optimization (Months 5-6): Expand features to include inventory management, detailed reporting, and performance analytics. Integrate with other internal systems and refine workflows based on user feedback. Add mobile access for field technicians. Phase 4 - Advanced Features (Months 6+): Implement predictive maintenance capabilities, advanced analytics, and continuous improvement processes to drive operational efficiency. By this stage, the system should be fully embedded in daily operations. WorkTrek CMMS, for example, follows this implementation philosophy, enabling organizations to start simple and scale functionality as teams become comfortable. You can very easily enable or disable features that are visible to the users. The platform's intuitive design means maintenance teams can begin logging work orders within hours, not weeks, while its comprehensive feature set supports long-term growth. Training and Adoption Strategies Technology alone isn't enough to solve all your maintenance solutions. You need staff members who are well-trained and can efficiently manage tasks. This means that you should invest heavily in training and support to ensure successful adoption: Create role-specific training programs. Maintenance technicians need different skills from maintenance planners or managers. Tailor training to each group's responsibilities and system interactions. Identify champions within your maintenance team. These early adopters can offer peer support, share best practices, and assist in troubleshooting issues. Provide ongoing support through multiple channels—documentation, video tutorials, in-app guidance, and help desk support. Remember, even experienced technicians might struggle with new technology initially. Keep track of metrics. Monitor login rates, work order completion times, and mobile app usage. Low adoption in specific areas indicates where additional training or system refinement might be needed. Step 5: Execute and Track Work Orders Systematically Once systems are in place and maintenance strategies have been defined, shift your focus to execution. This is where the proverbial rubber meets the road. Create Effective Work Orders Well-structured work orders are the backbone of maintenance operations. They communicate what needs to be done, when, by whom, and with what resources. Source: WorkTrek What should be included in every work order? Clear Descriptions: Specify exactly what maintenance work needs to be performed. Creating a work order that says "Check equipment" is insufficient. A good example is: "Inspect conveyor belt tension, adjust to 50 PSI if outside 48-52 PSI range" provides actionable guidance. Priority Levels: Source: WorkTrek Every work order should have a priority level. Emergency: Safety hazard or production stopped Urgent: Production impaired, complete within 24 hours Normal: Scheduled maintenance or minor issues Deferred: Can be bundled with future maintenance Resource Allocation: Define and assign tasks based on technician skills, availability, and workload. Also, don't just assign all electrical work to a single senior technician. You want to develop skills across the team to develop expertise. Required Parts and Tools: List everything needed to complete the job. This prevents technicians from starting work only to discover missing components, wasting time and creating incomplete maintenance tasks. Managing Work Order Flow Start by implementing a standardized workflow that moves work orders efficiently from creation to completion: Request and Review: Anyone should be able to request maintenance, but these requests need to be reviewed before they become work orders. Maintenance planners or managers verify the issue, determine priority, and identify required resources. Planning and Scheduling: Coordinate maintenance activities with production schedules to minimize disruption. Bundle related tasks when possible. If you plan on shutting down a line for one repair, complete all pending maintenance work on that equipment. Assignment and Dispatch: Assign tasks to appropriate technicians with clear completion expectations. Modern CMMS platforms, such as WorkTrek, can automate assignments based on skills, location, and availability. Execution and Documentation: Technicians should complete assigned tasks and document their work thoroughly. Record actual time spent, parts used, problems encountered, and recommendations for future maintenance. Also include any time utilized on an asset by external contractors. This historical data proves invaluable for identifying trends and optimizing maintenance schedules. Review and Closure: Maintenance managers review completed work orders for quality and completeness. Look for patterns to help identify recurring issues and perform root cause analysis. Real-Time Tracking and Communication Modern maintenance operations demand real-time visibility. Maintenance managers need to know what's happening now, not what happened yesterday. CMMS platforms enable this transparency: Mobile updates from technicians provide instant status changes and notify maintenance managers. When a critical repair takes longer than expected, managers can adjust schedules and communicate with operations immediately. Dashboards in maintenance shops and control rooms display the current work order status, technician locations, and upcoming scheduled maintenance activities. This visibility enables teams to coordinate their efforts and identify potential resource conflicts. Automated notifications keep stakeholders informed. When preventive maintenance tasks are generated, assigned technicians receive alerts. When critical equipment returns to service, operations gets notified automatically. Step 6: Measure Performance and Continuously Improve You can't improve what you don't measure. The final step in effective maintenance tracking involves establishing metrics, analyzing performance, and implementing improvements based on data-driven insights. Key Performance Indicators for Maintenance Focus on metrics that drive meaningful improvement in maintenance operations: Mean Time Between Failures (MTBF): Measures the average time between equipment failures. Increasing MTBF generally indicates improving reliability. Track this for critical assets to validate the effectiveness of your preventive maintenance program. Mean Time to Repair (MTTR): This metric tracks the average time to restore equipment to operation. Decreasing MTTR might indicate better training, improved parts availability, or more effective maintenance procedures. Preventive Maintenance Compliance (PMC): PMC measures the percentage of scheduled preventive maintenance tasks completed on time. World-class organizations achieve 90% or higher. Low compliance often predicts future reactive maintenance increases. Planned Maintenance Percentage (PMP): PMP is the ratio of planned to total maintenance hours. Leading organizations achieve 80-90% planned work. Higher percentages indicate proactive maintenance management and better resource utilization. Source: WorkTrek Overall Equipment Effectiveness (OEE): Combines availability, performance, and quality metrics. While primarily an operational metric, maintenance has a significant impact on the availability component. Source: WorkTrek Maintenance Cost as Percentage of Replacement Asset Value (RAV): Typically 2-5% for most industries. Higher percentages may indicate aging equipment that requires replacement or inefficient maintenance practices. Future Trends in Maintenance Management The maintenance field is evolving rapidly, mainly driven by technological advancements and changing business demands. Some of the technologies changing the maintenance industry include: Digital Twins and Simulation Digital twins are virtual replicas of physical assets. This enables maintenance teams to simulate different scenarios without risking actual equipment. Illustration: WorkTrek / Data: Anvil Labs It also enables maintenance teams to test maintenance strategies virtually, predict the impact of failures, and optimize maintenance intervals. As IoT sensors become ubiquitous, digital twins are projected to be used by 70% of manufacturers by 2025. Augmented Reality Support AR technology overlays digital information onto physical equipment. This guide helps maintenance technicians navigate complex procedures. Illustration: WorkTrek / Data: Cornell University Imagine pointing a tablet at a pump and seeing maintenance instructions, torque specifications, and historical failure points overlaid on the actual equipment. Autonomous Maintenance Machines increasingly maintain themselves. Self-lubricating bearings adjust oil flow based on temperature and load. Smart filters initiate replacement orders when pressure differentials indicate clogging. While human oversight remains important, autonomous maintenance will handle routine tasks, freeing technicians to focus on more complex work. Sustainability Integration Illustration: WorkTrek / Data: Eptura Maintenance organizations cannot ignore environmental considerations. Some key metrics to track include energy consumption, the use of environmentally friendly lubricants, and efforts to support the organization's sustainability goals. Conclusion Transforming maintenance from a reactive state to a proactive one is required for success. The six-step framework provides a clear path: identify your assets, apply tailored strategies, leverage technology, manage work orders, measure performance, and continually improve. The payoff extends beyond cost savings, as studies indicate that companies using CMMS report up to 78% longer equipment life and 60% fewer safety incidents. Modern platforms like WorkTrek make this transformation accessible with cloud, mobile, and intuitive tools. Each step compounds into reliability, safety, and efficiency. The tools exist, the results are proven. The only question left is: when will you begin?

Key Takeaways: If a landlord fails to repair a property, the tenant has the right to withhold rent. Property managers spend 25% of their time managing maintenance work. Landlords can optimize operations, save money, and reduce errors through automation. As a property manager or owner, you’re walking a tightrope. On one hand, you want to keep your property in great shape, because happy tenants and strong property value are always the goal. On the other hand, maintenance can be one of the most time-consuming, stressful, and costly aspects of the job. That said, finding the right balance is possible. The key lies in a smarter, more efficient approach to maintenance, and that's exactly what we’re here to help you achieve. So, read on for our top six tips to streamline your property maintenance and save both time and money. Implement a Preventive Maintenance Program Efficient property maintenance starts with a proactive plan. A structured maintenance schedule that includes regular inspections and maintenance: helps prevent costly breakdowns extends the lifespan of assets reduces the need for emergency repairs After all, emergency maintenance is time-consuming and more costly, which can negatively impact tenant satisfaction. Early intervention makes more sense: Give attention to your assets now, and you won’t have to worry about major disruptions down the line. Take roofs, for example. They are a significant investment for any property owner and a serious liability if neglected. That’s why Thad Brown, owner and founder of Dynamic Alliance Roofing LLC, advises property managers to conduct a thorough roof inspection at least once a year: Illustration: WorkTrek / Quote: FOX 5 As a property manager, you’ve already got your hands full managing tenants, vendors, finances, and more. So, scheduling and tracking preventive upkeep tasks seems like too big of a chore. Luckily, thanks to CMMS solutions like WorkTrek, it doesn’t have to be that way. WorkTrek automates preventive maintenance tasks, providing you with customizable templates that include standard operating procedures, photos, instructions, and more. Source: WorkTrek You can even schedule recurring tasks based on time, usage, temperature, pressure, or other conditions, ensuring that every component receives timely attention. Additionally, if an inspection fails, WorkTrek automatically generates follow-up work orders to address repairs and ensure regulatory compliance. Source: WorkTrek That way, nothing slips through the cracks, and your property stays in top condition, efficiently and cost-effectively. With tools like WorkTrek, preventive maintenance becomes easy. Create a Property Inspection Checklist Preventive maintenance goes hand in hand with checklists. A standardized checklist ensures that no task is overlooked and promotes consistency across teams and locations, helping you surface hidden issues before they escalate into costly repairs. Of course, not all maintenance tasks carry the same weight. Therefore, for best results, your checklists should be tailored to your specific operational needs and risk factors to help your team prioritize urgent issues over minor cosmetic ones. Here are some key dimensions to consider when building or optimizing your maintenance checklists: Frequency of UseHigh-use systems (e.g., elevators, HVAC, plumbing) require more frequent checks.SeasonalitySome assets are more active or vulnerable depending on the season—adjust accordingly.Risk LevelLife safety systems and regulatory compliance areas should always be top priorities.Cost of FailureFocus on equipment where breakdowns lead to high repair costs, liability, or downtime.Manufacturer RecommendationsFollow OEM guidelines for service intervals and component checks. Breaking tasks down in this manner makes it much easier to know where to focus your attention and what can wait. After all, your time and resources are finite. Now, here is some good news. When creating checklists, you don’t need to start from scratch. There are plenty of great checklist examples online, like the one from Second Nature shown below. Source: Second Nature You can use those templates as a baseline, and then customize them to fit your unique requirements. However, with digital maintenance tools like a CMMS, managing checklists is even easier. Instead of having to deal with paper or Excel sheets, you can create, assign, and update checklists across all your properties in just a few clicks. Source: WorkTrek Even better, you can attach them directly to preventive maintenance tasks, work orders, or logs to ensure they're followed. All in all, if you want maintenance done thoroughly and consistently, checklists are a must. They might seem like a simple solution, but they work. Respond to Maintenance Requests Promptly Despite all the preventive repairs and thorough inspections, things will still break. When they do, how you respond makes all the difference. Therefore, always try to acknowledge and address tenant repair or maintenance requests quickly, ideally within 24 to 48 hours. This matters, not just because it prevents minor issues from spiraling into costly problems, but also because it reduces your liability and helps retain happy, long-term tenants. However, if that sounds like a big ask, you’re right to be concerned. According to the 2022 Propra survey, property managers spend roughly 25% of their time just communicating about, scheduling, and organizing maintenance work. Illustration: WorkTrek / Data: Propra That’s an entire quarter of your work week spent on managing maintenance alone. So, the idea of replying to every request and following up quickly can easily feel overwhelming. The only truly efficient way to stay on top of it all is to implement a digital request system. With such a solution in place, tenants can report issues at any time, and you gain the ability to prioritize and dispatch tasks far more efficiently. As soon as a request is submitted, you can view it, approve it, assign it to the right person, and follow its progress from start to finish, whether you’re at your desk or on the go. Source: WorkTrek Plus, these systems eliminate the issue of missing information. Because the request forms are customizable, you can require specific fields like priority level, property location, category, or even photos. Source: WorkTrek That way, tenants provide everything up front, and if something’s missing, the system won’t let them submit the request in the first place. Once the job is done, the solution automatically notifies everyone involved and collects feedback, so you’re not stuck sending follow-up texts or fielding calls asking for updates. Source: WorkTrek Everything runs smoother, communication is cleaner, and your team can spend more time solving problems instead of juggling conversations. At the end of the day, your tenants expect fast responses and quick resolutions—and they should. With a good digital maintenance system in place, you can meet those expectations without putting extra strain on yourself or your team. Use Durable Components Opting for long-lasting materials and appliances instead of cheaper alternatives can significantly reduce the frequency and cost of repairs and replacements. Think of it this way: when you buy high-quality, you’re investing in the longevity and reliability of your property. Yes, durable items might cost more upfront, but they pay for themselves over time by minimizing rework and reducing the need for constant fixes. That said, here’s where many people get it wrong: Expensive doesn’t always mean better. This Redditor summarized it perfectly: Source: Reddit Essentially, your goal is to find basic, durable components without all the unnecessary bells and whistles. No, you don’t need that fridge with Wi-Fi and a touch screen. In fact, you might conclude that some of the best finds aren’t even brand new. You can often save even more by buying secondhand without sacrificing quality. Take it from Yoselin Genao-Estrella, Executive Director at Neighborhood Housing Services of Queens. She saved over $6,000 by shopping for kitchen appliances at the Habitat for Humanity NYC ReStore: Illustration: WorkTrek / Quote: Consumer Reports Thrifted appliances can be a smart way to obtain high-end gear at a fraction of the retail cost. But not everything secondhand is a good deal. To make sure you’re getting value, here’s a quick used appliance buying checklist adapted from Consumer Reports: Do your researchKnow what features matter to you before you start shopping.Check store reviewsUse Yelp or the Better Business Bureau to spot any red flags, especially regarding warranties or installations.Ask the right questionsInquire about the last inspection, replaced parts, and their manufacturer (OEM vs generic).Test before you buyPlug it in and test all functions, inspect for rust or damage, smell for mold or mustiness, and ensure the appliance sits level.Negotiate You may have more leverage if you’re paying cash, buying multiple items, or taking it home immediately. In the end, no matter your budget or approach, always prioritize quality. It may take more effort and cost upfront, but it will save you a lot of money, time, and stress in the long run. Familiarize Yourself with Rental Laws To operate legally, a rental property must meet specific habitability standards. Therefore, as a property manager or owner, you need to understand and comply with local, state, and federal landlord-tenant laws at all times. This includes staying informed about regulations such as the following: The Fair Housing ActIt is illegal to delay or deny maintenance services based on race, religion, sex, national origin, disability, or other protected characteristics.The Americans with Disabilities Act (ADA)Property managers must maintain accessibility features, including ensuring elevators are operational, ramps and entrances are unobstructed, and automatic doors are functioning.The Lead-Based Paint Hazard Reduction ActFor rental properties built before 1978, landlords and property managers are required to follow strict protocols regarding lead-based paint disclosure and remediation. Failing to comply with these regulations can result in serious consequences, including hefty fines, lawsuits, and putting your tenants’ health and safety at risk. Even if it doesn’t go that far, tenants may still be within their rights to withhold rent if you're not handling repairs properly. Suzy Hershman, Resolution Department Lead at HFIS Group, a specialist insurance services provider, explains: Illustration: WorkTrek / Quote: Total Landlord Insurance That's exactly what happened with HavenBrook Homes, one of the largest corporate landlords in Minnesota. In 2022, the company was sued for failing to maintain adequate living conditions, misrepresenting its maintenance practices, and violating lead paint removal laws. As a result, they were ordered to forgive tenants’ past-due rent and pay $2.2 million to the state, most of which went straight back to the people they let down. Source: The Minnesota Reformer Don’t let this be you. Make it a habit to review state and local housing regulations regularly. If staying compliant feels overwhelming, don’t go it alone. Work with a real estate attorney or join a property management association to stay informed and protected. Keep a Record of Everything Last but not least, always maintain detailed records of all maintenance requests, inspections, repairs, contractor invoices, warranties, and communications. These records form the backbone of your property’s maintenance history, enabling accurate budgeting, informed planning, and effective dispute resolution with tenants or vendors. Ultimately, failing to do so can have serious—and sometimes dangerous—consequences. Consider the case of One Housing, a housing association operating in London and the South East of England. In 2022, a ceiling collapsed in a resident’s home after the landlord failed to keep accurate records about asbestos in the building and delayed important repairs for 14 months. Source: Housing Ombudsman Service The Housing Ombudsman launched an investigation and discovered over 800 errors in their asbestos register. Properties that may have contained asbestos were incorrectly labeled “no-risk,” while others were flagged as “high-risk” based on outdated data. Housing Ombudsman Richard Blakeway noted: “This case is a reminder for landlords that when hazards and safety are present within a complaint, landlords should act quickly and inspect these thoroughly. It also underscores the importance of knowledge and information management, which is so often the foundation to an effective service or complaint response.” As a property owner or manager, you can’t afford to operate in the dark. You need to know what’s been done, what’s pending, and what requires immediate action, without relying on memory or guesswork. So, for maximum efficiency, digitize your records using cloud-based maintenance management software. These platforms centralize all documentation, making it easy to access and update them from anywhere. Source: WorkTrek Field teams can log activity, upload photos, and share real-time updates via mobile apps. You’ll also benefit from automated reports and performance summaries, offering a clear, real-time view of your operations. Source: WorkTrek No need to drown in error-prone binders and spreadsheets. Everything you need is right there at your fingertips. The bottom line: Don’t underestimate good record-keeping. It keeps your properties safe, protects you legally, and makes your entire maintenance operation more efficient. Conclusion Property maintenance doesn’t have to be a constant juggling act of emergencies, frustrations, and late-night stress. In fact, with the right mindset and systems in place, it can become one of your strongest competitive advantages. So don’t just aim for “good enough”. Aim for “the best”. Embrace digital tools, stay proactive, and build a maintenance process you’re proud of. Your future self—and your tenants—will thank you.

Key Takeaways HVAC systems account for 34% of equipment failures and represent the largest operational expense Preventative maintenance delivers 5:1 ROI, with each dollar spent saving $5 in future repair costs and reducing emergency repairs by up to 70% Technology-enabled maintenance using CMMS platforms like WorkTrek can reduce maintenance costs by 15-30% while improving response times by 40-60% The numbers don't lie: commercial property owners spend an average of $2.15 per square foot annually on maintenance, yet poorly maintained buildings can lose up to 20% of their value within just five years. Illustration: WorkTrek / Data: Grand View Research If you are a property manager overseeing millions in real estate assets, it is important to understand and prevent common maintenance issues. A well-maintained building will bring you more tenants, higher rents, and a higher valuation. Key maintenance issues to monitor: • HVAC system failures account for 34% of aging equipment problems • Preventive maintenance reduces overall expenses by up to 30% • Unplanned downtime costs an average of $25,000 per hour • Well-maintained properties experience significantly higher tenant retention rates • Energy-efficient maintenance practices can reduce consumption by 20-30% Smart property owners and commercial property management companies are shifting from reactive maintenance approaches to strategic, technology-enabled preventive maintenance programs. This transformation isn't just about fixing problems—it's about predicting them, preventing them, and ultimately creating properties that attract quality tenants while maximizing long-term value. HVAC systems drive energy costs and tenant comfort One of the largest operational expenses for most buildings is the HVAC system. Its operation is also critical for tenant comfort. However, buildings with poor maintenance practices can increase energy consumption by 30-60%, directly impacting your bottom line and tenant retention. There are a number of warning signs. It sometimes starts with tenants complaining about inconsistent temperatures, unusual noises from mechanical rooms, or higher-than-normal utility bills, all of which indicate potential HVAC issues. Illustration: WorkTrek / Data: Boston Landscape Co. However, if you implement a regular maintenance schedule, you can slash emergency repair costs by up to 70%. A number of modern commercial property maintenance teams are leveraging IoT sensors and smart building technologies to monitor HVAC performance. Buildings with geothermal heat pumps and properly maintained roofing systems reduce electricity costs by 26% and emissions by 78% compared to traditional setups. The benefit of these products is that they can predict equipment failures before they occur. Some can also automatically adjust settings for optimal energy efficiency and generate maintenance requests based on actual equipment performance rather than arbitrary schedules. Smart energy management systems can reduce HVAC costs by up to 30% while maintaining superior tenant comfort. One easy step property managers can take is to prioritize regular inspections of air filters, which alone can improve energy efficiency by 10% when kept clean. Ductwork inspections, refrigerant level checks, and calibration of building automation systems should be part of any commercial property maintenance checklist. The investment in proactive HVAC maintenance directly correlates with improved tenant satisfaction and reduced operational costs. Roofing Systems: Safeguard Your Investment Roof problems are one of the most expensive maintenance issues facing commercial property owners. An average roof replacement can cost in the hundreds of thousands of dollars. The key is to put in a maintenance plan and a routine maintenance schedule to detect any major issues early. The goal is to minimize any extensive damage to the core structure of the building. Like most roofing, commercial roofing systems face constant exposure to weather extremes, UV radiation, and thermal expansion cycles. Illustration: WorkTrek / Data: Angi Develop a regular maintenance schedule focusing on drainage systems, membrane integrity, and flashing conditions. This approach can extend roof life by decades while preventing interior damage that affects tenant operations and satisfaction. Professional commercial property maintenance services recommend quarterly roof inspections. It is a good idea to contract with a reputable company to perform quarterly professional roof inspections. Source: WorkTrek There is a clear connection between roofing maintenance and energy efficiency. This is often overlooked but significant. Properly maintained roofing systems with appropriate insulation and reflective coatings can reduce energy consumption substantially. Buildings with geothermal heat pumps and properly maintained roofing systems reduce electricity costs by 26% and emissions by 78% compared to traditional setups. Some new building maintenance programs now incorporate drone inspections and thermal imaging to detect problems. These are problems that could be invisible to traditional visual inspections. These technologies allow maintenance teams to identify membrane failures, insulation gaps, and moisture intrusion before they cause structural damage or affect building occupants. Plumbing Systems: Consistent and Proactive Maintenance Water damage is one of the fastest ways to destroy property value and tenant relationships. A single plumbing failure can result in thousands of dollars in damage. This makes plumbing systems a critical focus area for routine maintenance and regular inspections. Commercial plumbing systems can be a complex network serving multiple tenants with varying usage patterns. Source: WorkTrek Preventive maintenance strategies that focus on regular pipe inspections, drain cleaning, and fixture maintenance can prevent 80% of emergency plumbing calls. One good practice is for property managers to establish relationships with qualified plumbing contractors who understand commercial systems and can respond quickly to maintenance requests. Emergency plumbing issues can halt business operations for tenants. This makes response time critical for tenant satisfaction. Another modern commercial property management tactic is to implement a smart water monitoring system that can detect leaks and monitor usage. These systems can identify minor leaks that might go unnoticed for months, preventing extensive damage while reducing water costs. Another area of focus should be irrigation systems for landscaping and green spaces. It should be monitored as part of a comprehensive commercial property maintenance program. Electrical Systems: Improve Safety and Functionality Electrical system maintenance directly impacts tenant safety. It also contributes to operational efficiency and regulatory compliance. Faulty wiring and electrical issues cause thousands of commercial fires annually. This makes electrical maintenance a critical safety priority for any commercial building. Most commercial electrical systems have to support increasing technology demands while maintaining energy efficiency. Illustration: WorkTrek / Data: System Inner West Electrician Regular inspections should focus on panel conditions, circuit loading, grounding systems, and emergency lighting functionality. One way to save money is to use energy-efficient lighting upgrades, which can reduce electrical consumption by 20-40% while improving tenant work environments. Don't forget to maintain detailed electrical system documentation, including circuit maps, equipment specifications, and maintenance histories. This documentation proves invaluable during emergency repairs and helps identify patterns that might indicate larger system issues requiring attention. Modern commercial properties increasingly integrate smart electrical systems that provide real-time monitoring of energy consumption, power quality, and equipment performance. These systems can automatically adjust lighting based on occupancy, detect electrical anomalies before they cause failures, and generate detailed reports supporting energy efficiency initiatives and sustainability practices. Schedule regular electrical safety inspections by qualified professionals familiar with commercial codes and regulations. Regular electrical maintenance prevents costly problems while ensuring compliance with local safety requirements and insurance stipulations that protect property owners from liability. Exteriors: Creating a Lasting Impression A clean and beautiful exterior directly influences tenant acquisition, retention, and rental rates. Properties with excellent curb appeal command premium rents, while poorly maintained exteriors can drive away potential tenants. Exterior maintenance requires coordinated attention. Window washing, pressure washing, landscaping, parking lot maintenance, and building facade care all contribute to overall aesthetic appeal and property value. Regular cleaning and maintenance of building exteriors can increase property value by 10-15% while creating positive first impressions for prospective tenants. Illustration: WorkTrek / Data: Sixmile Marketing Parking lot maintenance often receives insufficient attention despite its significant impact on tenant satisfaction and safety. Crack sealing, striping, lighting maintenance, and drainage system care prevent costly repaving while ensuring safe access for building occupants. When minor repairs are completed promptly, they can prevent major problems that could require complete parking surface replacement. Building maintenance schedules should include regular inspection of exterior elements, including siding, windows, doors, and architectural features. Weather damage, wear patterns, and potential safety hazards should be documented and addressed through timely repairs that maintain both appearance and structural integrity. Additionally, sustainable practices in exterior maintenance are becoming increasingly important. 76% of global survey respondents plan to undertake deep energy retrofits in the next 12-18 months, indicating significant market momentum toward sustainable building practices. Technology Transformation The commercial real estate industry is experiencing unprecedented digital transformation. A recent study showed that 88% of real estate companies identify data and technology spending as their primary focus. Illustration: WorkTrek / Data: Grand View Research Smart commercial property maintenance leverages predictive analytics, IoT sensors, and automated systems to shift from reactive to proactive maintenance approaches. Predictive maintenance technology can reduce unplanned downtime by up to 50% while extending equipment lifespans by 25%. These systems continuously monitor critical building systems, analyzing performance data to predict failures before they occur. Property maintenance teams receive alerts when equipment parameters indicate potential problems, allowing for planned repairs during convenient times rather than emergencies. The global smart building market, valued at $126.35 billion in 2024, is projected to grow at 28.5% annually through 2030. This growth reflects increasing recognition that technology-enabled maintenance delivers superior results at lower total costs than traditional approaches. Mobile technology empowers maintenance teams to access work orders, update task status, and communicate with property managers from anywhere in the building. Digital work order management can reduce response times by 40-60%. This is while providing complete documentation of all maintenance activities for reporting and analysis. Another revolution is how artificial intelligence and machine learning are beginning to optimize maintenance schedules. This optimization is based on actual equipment usage, weather patterns, and tenant behavior rather than arbitrary time intervals. AI-driven maintenance scheduling can reduce maintenance costs by 15-25% while improving equipment reliability and tenant satisfaction. Preventative maintenance delivers measurable ROI There is a major financial case for preventive maintenance is overwhelming. Companies save between 12-18% by using preventive maintenance over reactive approaches, with each $1 spent on preventive maintenance saving an average of $5 in future costs. These savings compound over time as equipment lasts longer and operates more efficiently. Reactive maintenance cannot always be avoided, but it does carry hidden costs beyond immediate repair expenses. Illustration: WorkTrek / Data: Oxmaint Unplanned downtime costs an average of $25,000 per hour, factoring in lost tenant productivity, emergency service premiums, and potential lease complications. Property managers who rely primarily on reactive maintenance create unnecessary financial risk while providing inferior tenant experiences. Regular maintenance schedules reduce overall maintenance expenses by up to 30% compared to run-to-failure approaches. This reduction comes from stopping minor problems from turning into major issues. A number of modern commercial property management companies are establishing hybrid approaches that balance routine inspections, preventive maintenance tasks, and strategic equipment replacement. How to streamline maintenance management with WorkTrek CMMS Managing complex commercial property maintenance across multiple buildings, systems, and vendors requires complicated coordination that traditional spreadsheets and paper-based systems cannot provide. WorkTrek CMMS offers a centralized platform that transforms chaotic maintenance operations into streamlined, data-driven processes. WorkTrek's work order management system enables property managers to create, assign, and track maintenance requests from the initial tenant report through completion verification. Illustration: WorkTrek / Data: Accurent Properties using WorkTrek report 90% of work orders never require human intervention through automated workflows that route tasks to qualified maintenance teams based on skills, availability, and location. With WorkTrek's mobile platform, maintenance teams can update work order status, document completed tasks with photos, and access asset history from anywhere in the building. This real-time connectivity eliminates communication delays while providing complete documentation of all maintenance activities. Preventive Maintenance Preventive maintenance scheduling through WorkTrek ensures critical systems receive regular attention before problems develop. Illustration: WorkTrek / Data: MaintainX With WorkTrek, you can automatically generate work orders based on time intervals, equipment usage, or conditional triggers. This helps property maintenance teams stay ahead of potential issues that could affect tenant satisfaction or cause costly emergency repairs. Asset and Parts Management Another strength of WorkTrek is asset management. It can provide you with complete visibility into equipment performance, maintenance history, and total ownership costs. Property managers can track warranty information and schedule preventive maintenance based on manufacturer recommendations. Reporting and Analytics WorkTrek's reporting and analytics features deliver valuable insights into maintenance operations, cost trends, and team performance. Properties using WorkTrek report up to 70% reduction in emergency repair costs through improved preventive maintenance execution and faster response to developing problems. Building sustainable maintenance practices Sustainability considerations are changing commercial property maintenance. Energy-efficient maintenance practices, waste reduction initiatives, and sustainable material selection contribute to both environmental goals and operational cost savings. Buildings account for approximately 40% of global carbon emissions, making maintenance practices an important part of environmental stewardship. lllustration: WorkTrek / Data: Lisbeyond Property owners implementing sustainable practices often discover these initiatives reduce operational costs while attracting environmentally conscious tenants willing to pay premium rents. LEED-certified buildings consume 25% less energy and 11% less waterthan non-certified buildings while commanding higher rental rates and occupancy levels. Conclusion As you can see from this article, commercial property maintenance requires strategic planning, systematic execution, and continuous improvement to protect property values. Conducting comprehensive assessments of all building systems to establish baseline conditions and identify immediate priorities. Properties implementing systematic preventive maintenance programs typically see ROI within the first year through reduced emergency repairs and improved equipment efficiency. Invest in technology platforms that provide visibility into maintenance operations, automate routine tasks, and deliver actionable insights for continuous improvement. Modern CMMS platforms like WorkTrek can reduce maintenance costs by 15-30% while improving service delivery and tenant satisfaction. Don't forget to develop relationships with qualified commercial property maintenance services that understand your property types and can respond quickly to both routine and emergency needs. The quality of your maintenance team directly impacts property value and tenant retention. Technology is evolving, and tenant expectations drive new approaches to building operations. Property owners who embrace these changes while maintaining focus on quality, efficiency, and tenant satisfaction will create lasting competitive advantages in an increasingly demanding market.

As technology advances, machines are becoming more automated, and that raises the bar for modern maintenance. Fortunately, software is evolving, too.  Today’s maintenance tools can automate entire workflows, connect directly to your equipment, and even predict failures before they happen. Below, we break down six powerful solutions that can help you take maintenance automation to the next level. WorkTrek We’ll start with WorkTrek, our user-friendly, feature-rich Computerized Maintenance Management System (CMMS) designed to simplify your maintenance operations. Whether you’re managing one facility or multiple sites, WorkTrek helps automate a wide range of maintenance processes, including: Work request management Work order management Preventive maintenance Asset management Work log tracking Checklists and inspections Parts and inventory control Cost tracking and invoicing Project and task coordination These workflows become far less manual when everyone on your team can access the WorkTrek app from any internet-connected device—desktop, laptop, tablet, or smartphone. Source: WorkTrek Along with easy online access, WorkTrek also keeps things running smoothly when there’s no internet.  Any actions taken offline are automatically synced once the connection is restored. Let’s break down what automated maintenance looks like in WorkTrek—from the point of view of those reporting issues, those managing the work, and those completing it. First, licensed users (employees) and an unlimited number of free users (guest requesters) can submit maintenance requests through the WorkTrek mobile app, the web-based request portal, or by email. Below, you can see how a request looks when submitted through the mobile app. Source: WorkTrek Once a request has been submitted, the manager gets a real-time notification in the WorkTrek app. From there, they can approve it, generate a work order, assign a technician, and set the priority. But that’s just the beginning. WorkTrek gives managers full control over maintenance activities—from scheduling preventive maintenance and tracking inventory levels to monitoring work order progress and real-time costs. They can also auto-generate reports, identify trends, and make informed decisions using built-in dashboards and analytics. Source: WorkTrek Once a work order or task has been assigned, the manager can track progress in real time and respond to technician questions on the go. As for technicians, they’re instantly notified of new assignments through the WorkTrek app.  Each work order clearly shows what needs to be done, its priority level, and any relevant notes or attachments. Using the app, technicians can: Get real-time alerts for assigned tasks Check inventory and tool availability before heading out Complete digital checklists and close work orders from the field Log work performed and site conditions to support future maintenance To illustrate, here’s an HVAC service work order alongside the technician’s work log entries. Source: WorkTrek In addition to automating daily maintenance workflows for users, managers, and technicians, WorkTrek also supports more advanced strategies such as condition-based maintenance. You can automatically generate work orders based on triggers such as operating hours, mileage, or other usage metrics, which makes your maintenance efforts more targeted and cost-effective. WorkTrek also easily integrates with third-party IoT sensors that capture real-time data, helping you move toward predictive maintenance and further reduce unplanned downtime. Finally, let’s talk about pricing. Here’s a breakdown of our three pricing tiers: Source: WorkTrek Unlike some other solutions on our list, all WorkTrek pricing plans include unlimited guest requests and full access to the mobile app. As shown above, you can try WorkTrek for free by starting with a no-commitment demo, followed by access to a test account. In addition, WorkTrek is consistently praised by users for its intuitive interface, field-tested features, and responsive customer support. Overall, WorkTrek is a powerful yet user-friendly CMMS that helps streamline operations, reduce downtime, and automate the entire maintenance workflow. UpKeep UpKeep is a feature-rich CMMS that, when paired with its available add-ons, delivers complete maintenance automation. This includes everything from managing service requests and work orders to enabling sensor-based predictive maintenance with real-time alerts. Here are just some of UpKeep’s core features: Work order management Preventive maintenance Asset management Parts and inventory tracking Analytics and reporting As expected, UpKeep is cloud-based and optimized for use on any internet-connected device. Source: UpKeep However, it’s important to note that offline functionality and automatic data syncing are only available in the higher-tier pricing plans. On the IoT front, UpKeep offers a major add-on called Edge. Edge is a bundled solution that includes wireless sensors, IoT gateways, and a web platform. Together, they enable real-time monitoring of equipment condition. Source: UpKeep This setup enables a fully automated maintenance workflow when combined with UpKeep’s analytics and reporting tools. As for pricing, here are UpKeep’s available CMMS packages: Source: UpKeep Note that Edge—UpKeep’s IoT integration solution—is priced separately. Also, some features, including offline access and advanced analytics, are only available in higher tiers, which require a custom quote. Overall, UpKeep’s intuitive interface and strong mobile capabilities make it a versatile solution for teams looking to automate their entire maintenance operation. Accruent Maintenance Connection Maintenance Connection by Accruent is a purpose-built CMMS designed to streamline maintenance workflows, minimize unplanned downtime, and support proactive maintenance strategies. While it isn’t marketed as an EAM, its broad feature set covers everything from work order creation and asset tracking to inventory management and labor scheduling.  It’s especially well-suited for large organizations in highly regulated industries that require robust audit trails, detailed reporting, and electronic signature capabilities. Source: Maintenance Connection These features help centralize documentation and automate compliance-related tasks, such as securing approvals and ensuring traceability for standards like FDA 21 CFR Part 11 and ISO 27001. Maintenance Connection is a cloud-based platform that can be hosted either on your servers or on Accruent’s infrastructure.  It also offers a mobile app for on-the-go access, though this is treated as an add-on and priced separately per user. Source: Maintenance Connection Maintenance Connection’s predictive maintenance (PdM) module leverages historical equipment data and condition monitoring to anticipate failures and fine-tune maintenance schedules. In addition to advanced dashboards and customizable trigger alarms, the platform offers native integrations with IoT sensors and other monitoring tools. In terms of pricing, the core CMMS package includes unlimited work orders, preventive maintenance scheduling, inventory management, reporting, and basic IoT integration. As mentioned earlier, the mobile app is charged separately at $58 per user per month. Source: Maintenance Connection Despite being on the pricier side, Maintenance Connection earns praise from users for its extensive features and high degree of customization. However, some have reported issues with data imports and noted limited functionality in certain modules. That said, a free trial is available, making it easy to test whether the platform aligns with your automation needs. Overall, Maintenance Connection is a strong choice for large organizations with complex compliance requirements and a need for cross-departmental collaboration. Fracttal One Alongside UpKeep, Fracttal One is another CMMS that leverages automation, AI, and IoT to streamline and optimize maintenance operations for organizations of all sizes. Its automation capabilities are extensive and include: Management of maintenance requests Work order and task management Asset management and HR Operational control and SLA Inventory and resource management Predictive maintenance and condition monitoring Reporting and analytics Fracttal One also takes a mobile-first approach, supporting seamless field operations—even in offline mode. For example, both licensed users and guests can submit maintenance requests through various channels, including QR and NFC asset tags. Source: Fracttal One While multiple request channels are now standard in modern CMMS platforms, an integrated AI assistant—named Tony—is still a novelty. Designed to function like ChatGPT, Tony allows users to ask questions and receive helpful, actionable responses, making it easier to save time and optimize daily maintenance tasks. Source: Fracttal One Shifting its focus from workflow automation to IoT-enabled capabilities, Fractal One positions itself as a comprehensive solution by offering its own line of sensors. These devices continuously monitor asset health indicators—such as temperature, vibration, and pressure—while Fracttal One’s analytics tools help predict when maintenance is needed. Source: Fracttal One As for drawbacks, some users have noted the absence of automatic work time tracking—a feature typically standard in many CMMS platforms. Another limitation is the lack of upfront pricing information.  While you can book a demo and sign up for a free trial, pricing is available only upon request. Here’s what the process looks like: Source: Fracttal One Despite its quote-based pricing, Fracttal One is worth considering as an end-to-end maintenance automation solution that combines AI and IoT to deliver powerful, data-driven results. SAP Plant Maintenance SAP Plant Maintenance (SAP PM) is a dedicated module within the broader SAP ERP system designed to manage all aspects of maintenance in industrial and production environments.  In terms of scope, it sits somewhere between a CMMS and an EAM, with its maintenance functions usually deeply integrated with other SAP modules. SAP PM automates a wide range of maintenance processes, including: Work order management Preventive maintenance scheduling Notification management Resource coordination Inventory integration Cost tracking and analysis Reporting and compliance To illustrate, here’s a screenshot of the SAP PM analytics dashboard with KPIs: Source: SAP Community Many users praise SAP PM for its powerful, comprehensive features and its seamless integration with other SAP modules, such as: Materials Management (MM) Production Planning (PP) Financial Accounting & Controlling (FICO) Human Resources (HR) Quality Management (QM) Sales & Distribution (SD) These capabilities make SAP PM a strong fit for large organizations looking for full asset lifecycle management across departments. However, some users report that the system is not very user-friendly, comes with a steep learning curve, and typically requires a specialized in-house team to implement and operate effectively. Source: Reddit Many of the issues mentioned above are addressed through the Unvired Mobility App, which integrates seamlessly with SAP PM, SAP ERP, and SAP S/4HANA. It equips technicians with everything they need to manage work orders in the field, offering features such as offline access, map view, barcoding, work approvals, electronic signatures, and more. You can learn more about these versatile SAP-compatible mobile apps in this short video: https://youtu.be/-ucaK7ALr1s Source: Unvired on YouTube Beyond mobile functionality, SAP PM also supports IoT sensor integration to monitor key asset parameters such as temperature, vibration, and pressure in real time. As for pricing, SAP offers quote-based plans tailored to your deployment size, user count, and specific business needs.  The mobile app is also charged separately. To recap, SAP PM is a robust, enterprise-grade CMMS.  It is best suited for large organizations that need advanced maintenance automation and deep system integration across departments, even if that comes with added complexity. Conclusion  There are several factors to consider when selecting the right maintenance automation solution, including your organization’s size and industry, as well as the complexity of your operations. It’s equally important to define your priorities, whether that’s simplicity and ease of use or advanced features like IoT integration. Take the time to evaluate your shortlisted providers carefully, ask all the right questions, and make full use of free trials and demos.

Key Takeaways: 75% of organizations are maintaining or expanding maintenance budgets in 2024, reflecting the critical importance of strategic maintenance management Unscheduled downtime costs Fortune Global 500 companies 11% of their yearly turnover—a total of $1.4 trillion, up from $864 billion in 2019-20 The global predictive maintenance market grew to $5.5 billion in 2022 with an estimated CAGR of 17% until 2028 Predictive maintenance can yield cost savings between 8% to 12% over preventive maintenance, and up to 40% over reactive maintenance When equipment breaks down unexpectedly, it can not only stop production but also affect the bottom line. Yet many organizations still approach maintenance as a reactive afterthought rather than a strategic business function. This mindset can be costly, inefficient, and ultimately unsustainable in today's competitive landscape. In this guide, we'll explore the key maintenance management objectives that drive successful organizations, examine why they matter, and show you how to implement them effectively using modern tools and strategies. The Core Objectives of Maintenance Management 1. Maximize Asset Reliability and Availability As a maintenance manager, your goal is to maximize asset reliability and availability. The goal for any maintenance department is to keep equipment operating reliably to meet customer demands. Source: WorkTrek The proper maintenance management goal is to ensure that assets perform their intended functions without failures. According to UpKeep's 2024 State of Maintenance Report, 65% of maintenance professionals now utilize CMMS for tracking their maintenance programs, representing a significant shift toward data-driven reliability management. Companies with strong reliability programs experience 30% fewer equipment failures and 25% higher overall operational efficiency compared to those with reactive approaches. Implementing comprehensive preventive maintenance programs can pave the path to better asset reliability. 2. Minimize Unplanned Downtime Let's not beat around the bush; unplanned downtime is the most expensive consequence of poor maintenance management. Illustration: WorkTrek / Data: Flyability When a production line stops unexpectedly, it can affect operational costs and not just repair expenses. According to Siemens' True Cost of Downtime 2024 report, in the automotive industry, the per-hour cost of unplanned downtime is $2.3 million, or a whopping $600 a second. The average large plant loses 27 hours per month to unplanned downtime, though this is an improvement from 39 hours in 2019. Illustration: WorkTrek / Data: Traction The 2024 Limble Maintenance Report reveals that 51% of maintenance professionals agree that downtime is one of their top three most significant challenges. Additionally, TeamSense research shows the average manufacturer faces 800 hours of unplanned machine maintenance and downtime per year. In order to minimize unplanned downtime, maintenance organizations need a multifaceted approach. This plan should include predictive maintenance technologies, preventive maintenance scheduling, and rapid response capabilities. According to WorkTrek's analysis, 67% of manufacturing companies now use preventive maintenance as their top strategy for preventing downtime. 3. Control and Optimize Maintenance Costs With shrinking budgets, controlling costs has become a top priority for most maintenance management teams. Cost reduction is always a cornerstone of most maintenance management functions. However, there is a balance between cost control, improved asset reliability, and a reduction in equipment failures. Most successful organizations implement comprehensive maintenance cost tracking that is more than just tracking labor and parts expenses. Monitoring indirect costs like energy consumption, production losses, and quality impacts to get a complete picture of maintenance effectiveness. One approach to reduce costs is to implement a preventive maintenance program. Advanced Technology Services (ATS) research shows that recent cost analysis demonstrates savings of 18% to 25% in maintenance expenditures through predictive maintenance. The US Department of Energy estimates that a predictive maintenance program could realize 30% to 40% savings depending on the facility. Additionally, according to Deloitte research, predictive maintenance can reduce maintenance costs by up to 25% and reduce unplanned downtime by up to 50%. So the solution to control and optimize maintenance costs is to move away from corrective maintenance and towards predictive maintenance. 4. Ensure Safety and Regulatory Compliance In a maintenance organization, safety is a non-negotiable objective. Proper maintenance directly impacts worker safety, environmental protection, and regulatory compliance. Illustration: WorkTrek / Data: Loan Guys Some equipment failures can create hazardous conditions, while inadequate maintenance can lead to safety violations and costly penalties. According to Berg Environmental Services analysis, fatal workplace injuries rose 5.7% in 2022, with injury and illness cases up 7.5% from the previous year. This underscores the critical importance of safety-focused maintenance programs. The 2024 Limble State of Maintenance Report shows that manufacturing companies rely primarily on staff training and culture as their most common strategies to ensure compliance. Source: WorkTrek Some of the key regulatory requirements include: OSHA Standards: According to A.R. Mazzotta, lockout/tagout (LOTO) violations are among the most cited by OSHA, highlighting the need for comprehensive energy control programs Environmental Regulations: GAN Integrity reports that companies must navigate compliance requirements across environmental, social, and governance (ESG) standards Industry-Specific Requirements: The Current Good Manufacturing Practice (CGMP) requirements establish standards for pharmaceutical manufacturing Successful organizations that excel in safety and compliance typically integrate these requirements into their standard maintenance procedures. Additionally, some leading companies follow ISO 45001, the internationally recognized standard for managing occupational health and safety risks. 5. Extend Asset Life and Optimize Performance Maintenance managers strive to extend asset longevity and make sure the company's assets are performing at optimal efficiency. The goal is to reduce equipment failures and replacements during the entire equipment lifecycle, since that can be costly for the organization as a whole. Illustration: WorkTrek / Data: Aarav Solutions One approach to improve asset life is to implement a monitoring program. According to OxMaint's ROI analysis, by continuously monitoring asset health and performing targeted interventions, predictive maintenance can extend equipment lifespan by 20-40%. This extension provides substantial value by deferring capital replacement costs and maximizing the return on asset investments. Additionally, according to Infraspeak's 2025 maintenance trends report notes that 67% of maintenance managers believe the main challenge they face in the future is aging equipment. However, modern approaches offer solutions: Proactive maintenance has taken center stage as the primary strategy for addressing aging assets. A successful asset life optimization typically involves implementing condition-based maintenance programs that monitor actual asset health rather than relying solely on time-based schedules. Illustration: WorkTrek / Data: Number Analytics This approach enables maintenance teams to intervene at the optimal time, before a failure occurs. Implementation of Maintenance Objectives Developing a Comprehensive Maintenance Program Developing an effective maintenance program requires careful planning and a systematic approach. The 2024 MaintainX State of Industrial Maintenance Report highlights the complex landscape facing maintenance teams. The first step involves cataloging all assets and assessing their criticality to business operations. You cannot get started if you skip this step. Source: WorkTrek This asset tracking process helps prioritize maintenance efforts and can help you allocate resources where they'll have the greatest impact. Critical assets that directly affect production or safety should receive the highest priority for preventive maintenance and monitoring. This is also one of the first steps if you plan on implementing maintenance management software. Integrating Technology and Data Analytics Modern maintenance management depends on technology to achieve its objectives efficiently and effectively. Based on the Elara Digital's 2024 analysis, the global inspection, repair, and maintenance market grew from $42.66 billion in 2022 and is expected to reach $72.46 billion by 2029. Financesonline.com's latest maintenance statistics report that 66% of maintenance professionals from various industries say they use CMMS to track their maintenance program. This is a 24% increase from 2019. This surge suggests that events from the past few years, including COVID-19, have accelerated digital transformation in the maintenance sector. Advanced technologies are transforming the landscape: IoT Integration: Worldwide spending on IoT technology reached $1.2 trillion in 2022 with a CAGR of 13.6%, according to UpKeep research Digital Twins: The digital twin market analysis by Marketresearch.com shows the market valued at $21.1 billion in 2024 is projected to reach $119.8 billion by 2029, growing at a CAGR of 41.6% Predictive Analytics: IoT Analytics reports that search interest in predictive maintenance has grown nearly threefold since 2017 Building an Effective Maintenance Team The best way to achieve your maintenance objectives is to have a team that understands both technical and strategic business goals of the organization. This means investing in training programs that develop both technical competencies and business awareness among maintenance staff. llustration: WorkTrek / Data: Workable There is an upward trend in employment growth in maintenance organizations. According to the U.S. Bureau of Labor Statistics, the U.S. employs over 1.3 million general maintenance workers, with employment expected to grow by 4% by 2029. The manufacturing industry pays the highest median annual salary ($47,580) to maintenance workers. A well-balanced maintenance team typically includes a mix of specialists and generalists who can handle both routine and complex tasks. The team structure should support both planned maintenance activities and rapid response to unexpected issues. This could be a mix of full-time employees and contractors. Also, don't forget that communication and collaboration are key elements of successful maintenance teams. Illustraton: WorkTrek / Data: Blink Maintenance managers need clear channels for sharing information about equipment status, upcoming maintenance tasks, and priority issues. You can greatly simplify communication and work tracking between team members by implementing a CMMS system like WorkTrek. Key Performance Indicators for Maintenance Objectives Measuring Asset Reliability and Performance What is the best way to track if your maintenance management process is working? Establish Key Performance Indicators (KPIs) and track them very closely. Illustration: WorkTrek / Data: dynaway The metrics you select should directly relate to the stated objectives and provide actionable information for continuous improvement. For asset reliability, important metrics include Mean Time Between Failures (MTBF), Overall Equipment Effectiveness (OEE), and equipment availability percentages. These indicators help maintenance managers understand how well equipment is performing and, more importantly, identify opportunities for improvement. Illustration: WorkTrek / Data: ChartExpo According to Sensemore's analysis, maintenance managers should also track leading indicators that predict future performance rather than just reporting past results. Metrics like planned maintenance compliance rates, condition monitoring alerts, and maintenance backlog levels provide early warning of potential issues. Consider establishing a reporting dashboard that provides real-time visibility into key metrics. These dashboards help maintenance managers identify trends, spot emerging issues, and make timely adjustments to maintenance strategies. Cost Control and Financial Metrics Another set of KPIs to implement and review regularly are financial performance indicators. These indicators can demonstrate the business value of maintenance programs. This ensures that cost control objectives are met. Key metrics include maintenance cost per unit of production, maintenance cost as a percentage of replacement asset value, and emergency repair costs as a percentage of total maintenance spending. Neuroject's 2024 analysis emphasizes that these financial metrics should be tracked over time to identify trends and measure improvement. Organizations should also benchmark their performance against industry standards to understand their relative position and identify opportunities for improvement. One of the most important matrices to track is return on investment (ROI) calculations. This will help you justify spending on new technologies and programs to track their effectiveness. According to Factory AI's ROI calculator, past studies reported by the US Department of Energy have estimated that predictive maintenance programs can achieve an ROI of 10 times the investment. Performing regular financial analysis of maintenance programs can help ensure that spending aligns with business priorities. At the end of the day, as a maintenance manager, you want to deliver measurable value to the organization. Tools and Technologies for Achieving Maintenance Objectives Computerized Maintenance Management Systems (CMMS) Implementing a computerized maintenance management system like WorkTrek serves as the foundation for achieving maintenance management objectives According to Financesonline.com's research, modern CMMS solutions offer comprehensive functionality that covers all aspects of maintenance management. For example, WorkTrek CMMS provides organizations with the tools and capabilities necessary to achieve all key maintenance management objectives through a unified, integrated platform. Source: WorkTrek WorkTrek's built-in analytics capabilities transform maintenance data into actionable insights that support continuous improvement and objective achievement. The platform provides several pre-built reports and more than 20 key performance indicators that help maintenance managers monitor progress toward their objectives. Real-time dashboards provide immediate visibility into critical metrics, including equipment availability, maintenance backlog, cost trends, and safety performance. These dashboards help maintenance managers identify emerging issues and make timely adjustments to maintain performance. Source: WorkTrek Inventory management is another strength of a CMMS platform. These systems can track parts usage patterns, automatically generate purchase orders when inventory levels fall below predetermined thresholds, and help identify opportunities to standardize parts across similar equipment. Predictive Maintenance Technologies Predictive maintenance is the next generation of how organizations can optimize their maintenance management process. This can also help minimize downtime and optimize maintenance costs. According to Simio's Industry 4.0 analysis, these technologies use real-time monitoring and data analytics to predict when equipment failures are likely to occur. Condition monitoring sensors can track various parameters, including vibration, temperature, pressure, and electrical characteristics. Data and Illustration: WorkTrek Advanced analytics software analyzes this data to identify patterns that indicate developing problems, often weeks or months before traditional symptoms become apparent. Springer's research on digital twins shows that machine learning algorithms continue to improve prediction accuracy over time by learning from historical data and outcomes. Predictive maintenance can be challenging to implement and requires careful planning and integration with existing maintenance processes. Organizations should focus on selecting the appropriate monitoring technologies for their specific equipment types and operating conditions. Mobile Maintenance Solutions Mobile technology has revolutionized how maintenance teams operate. They help by providing real-time access to information and systems from anywhere in the facility. Mobile maintenance solutions support multiple objectives by improving efficiency, reducing response times, and ensuring better data accuracy. According to MDPI's review of digital twin applications, maintenance technicians can access work orders, asset histories, and procedure documentation directly from mobile devices while working on equipment. Source: WorkTrek This immediate access to information helps them complete tasks more efficiently and reduces the likelihood of errors or delays. Mobile reporting capabilities enable real-time updates on work completion, parts usage, and equipment condition. This approach can improve accuracy and provide maintenance managers with current information for decision-making. Many mobile maintenance solutions, such as WorkTrek CMMS, also include features like barcode scanning for asset identification, photo capture for documentation, and GPS tracking for resource management. These capabilities can enhance the efficiency and effectiveness of maintenance operations. Conclusion The key objectives of maintenance management are to maximize asset reliability, minimize unplanned downtime, control costs, ensure safety and compliance, and optimize asset life. Organizations that excel in these areas consistently outperform their peers in productivity, profitability, and customer satisfaction. For a successful implementation, you need a commitment to strategic planning, investment in appropriate technologies, development of skilled personnel, and continuous improvement based on data analysis and performance measurement. Modern tools like WorkTrek CMMS provide the capabilities necessary to achieve these objectives efficiently and effectively. The future of maintenance management will continue to evolve as new technologies and business requirements create new opportunities and challenges.

Key Takeaways: Elevator accidents cause more than 30 deaths a year in the U.S., with technicians accounting for about half of those fatalities. Proper PPE, well-implemented safety procedures, and strong training and communication protocols are essential to reducing risks. Digital checklists and maintenance management systems help ensure elevator maintenance is organized and safe. While elevators are among the most reliable and safest vertical transportation devices, maintaining them comes with serious risks that can’t be ignored. Whether you're working in the shaft, machine room, or pit, one wrong move can lead to severe injury or worse. That’s why safety should never be an afterthought. In this article, we’ll walk you through practical steps every maintenance team can take to reduce hazards, protect technicians, and make sure every job ends with everyone going home safe. 1. Be Aware of Elevator Maintenance Hazards Elevator maintenance technicians face a wide range of on-the-job hazards, many of them severe. Falls from height, electrical shock, falling objects, trapping incidents, and mechanical injuries from moving parts are among the most common. Confined spaces—often poorly ventilated—pose added risks, such as breathing difficulties or even suffocation. A 2013 report by the Center for Construction Research and Training (CPWR) compiled multiyear U.S. data that underscores just how dangerous elevators can be: Illustration: WorkTrek / Data: CPWR As the statistics show, working on or near elevator systems exposes technicians to a variety of high-risk scenarios. The most fatal incidents occur in elevator shafts, where unsecured access, missing fall protection, or falling objects can have deadly consequences. More than half of all elevator-related worker deaths result from falls into the shaft alone. Other serious hazards include being caught between moving parts or struck by the elevator car or its counterweights. The same CPWR report breaks down the causes of elevator-related worker fatalities as follows: Illustration: WorkTrek / Data: CPWR Beyond the most common types of accidents, it's important to recognize that different areas of an elevator system present different types of risks. Shaft work carries the highest fall risk, especially during top-of-car access or rope work. Pit areas are often cramped, poorly lit, and damp, making slips and exposure to hazardous substances more likely. Machine rooms may contain high-voltage components and moving mechanical parts, increasing the risk of electrocution and crush injuries. As the image below illustrates, electrical hazards in particular can occur throughout both the shaft and machine room environments. Source: Labour.gov.hk Given these risks—and because every elevator job site is different—conducting a hazard assessment before work begins is essential. This means identifying site-specific dangers, evaluating environmental conditions, and confirming that appropriate safety measures, such as lockout/tagout or fall protection, are in place. Even routine elevator maintenance tasks can become dangerous without a clear understanding of the risks involved. So, making hazard assessments a standard part of your safety protocol not only helps prevent life-threatening incidents but also ensures technicians are equipped with the right protective gear for the job. 2. Ensure Technicians Wear Proper PPE As established earlier, elevator maintenance technicians face hazards ranging from falling objects to electrical shock, so wearing the right PPE should be non-negotiable. Every technician’s gear bag should include a hard hat, safety glasses, cut-resistant gloves, steel-toe boots, and a high-visibility vest. When working near live electrical components, additional arc flash protection is critical. This includes flame-resistant (FR) clothing, voltage-rated gloves, and a face shield or hood. As illustrated below, each piece of PPE serves a specific purpose, helping protect against debris, sharp edges, impact, or arc flashes. Illustration: WorkTrek / Data: Metro Elevator Beyond standard PPE, fall protection gear is critical for elevator technicians. Remember, falls are the leading cause of workplace injuries and fatalities in environments involving shaft access or overhead work. That’s why OSHA requires fall protection for any employee working at heights of six feet or more, with similar rules enforced in many countries. Technicians must be equipped with a complete fall arrest system, typically consisting of a full-body harness, a shock-absorbing lanyard, and a secure lifeline anchored to a stable point. When properly worn and connected, this gear prevents deadly free falls and allows safe movement in vertical spaces like elevator shafts. Here’s what each component does: Illustration: WorkTrek / Data: Metro Elevator Of course, even the best PPE can fail if it’s damaged, worn out, or used incorrectly. That’s why daily inspections are essential: technicians should check for frayed straps, cracked lenses, worn soles, or expired ratings before every shift. Supervisors must also ensure team members are properly trained, especially when it comes to more specialized equipment like arc flash kits or fall arrest systems. When in doubt, it’s always safer to replace questionable gear than to risk an avoidable injury. In short, PPE is a frontline defense against the hazards elevator technicians face every day. Knowing what to wear, how to wear it, and when to replace it isn’t just best practice—it can save lives. 3. Implement Safety Procedures Elevator maintenance work often happens in tight, unpredictable spaces filled with moving machinery and high-voltage systems, making strict safety procedures a must. Before any hands-on work begins, technicians need to follow a clear set of precautions to control hazards and prevent unexpected elevator or equipment movement. Chief among these is de-energizing the elevator system. Whether it’s an electrical circuit, hydraulic system, or mechanical motor, nothing should be left live. That’s where Lockout/Tagout (LOTO) measures become essential, helping workers isolate power sources and verify that all systems are safely shut down. Source: WorkTrek Beyond LOTO procedures, technicians must verify that: All power sources have been disconnected Emergency stop switches are engaged Control fuses have been removed With internal systems secured, it’s just as important to control access to the physical work area. Elevator shafts, pits, and machine rooms pose serious fall and crush hazards if left unmarked or open. That’s why safety signs, cones, and physical barriers should always be placed at entry points to alert others and restrict unauthorized access. In some cases, guardrails or temporary covers may also be necessary—especially during work involving open hoistways (i.e., shafts) or ceiling hatches. These visible precautions help establish a clearly defined safety perimeter, protecting both workers and bystanders. Source: Labour.gov.hk Of course, visual warnings are only one part of the safety equation. Strict procedural controls are just as important, especially when working near shafts, pits, or inside machine rooms. For instance, keeping the escape hatch on top of the elevator car open will automatically engage the safety interlock, preventing the elevator from operating during maintenance. Similarly, leaving the ground-floor elevator doors open (with warning signs and barriers in place) both signals that maintenance is in progress and physically disables the system from running. When performing cartop work, technicians must also ensure proper guardrails are installed and limit the number of personnel on the car to avoid overcrowding and ensure safe movement. Source: Labour.gov.hk In most cases, at least two qualified personnel should be present for any shaft or cartop work. Beyond these procedural safeguards, environmental hazards shouldn’t be overlooked. Poor lighting can obscure trip hazards, while slippery floors—caused by oil, water, or cleaning fluids—greatly increase the risk of falls. Exposure to dust, fumes, or cleaning chemicals in confined areas may also pose respiratory risks, making breathing masks essential in certain situations. Technicians should also carry a well-stocked first aid kit to treat minor injuries or provide immediate care in case of a more serious incident. Next, we’ll look at how proper training, clear communication, and the use of maintenance checklists further strengthen elevator safety procedures. 4. Secure Adequate Training and Communication Thorough safety training is essential before any technician steps into an elevator shaft, machine room, or onto a car top. New hires should receive instruction on PPE use, emergency procedures, equipment handling, and all known hazards related to elevator systems. For more experienced technicians, hands-on drills, periodic refresher sessions, and regular safety talks help reinforce safe practices and build confidence in high-risk scenarios. Today, advanced tools like virtual reality (VR) simulators are increasingly used to let trainees explore elevator components in a safe, controlled environment before ever stepping on-site. As Dan Vinette, Program Director of the Canadian Elevator Industry Educational Program (CEIEP), explains: Illustration: WorkTrek / Quote: ElevatorInfo Of course, even the best training can fall short without strong communication. During elevator maintenance, technicians must be able to reach each other instantly, especially when working at different levels or in confined spaces. The Casebook on Fatal Accidents in Elevators documents a tragic incident where an apprentice was assigned to work alone in the pit. While manually opening the ground-floor door, the elevator car suddenly ascended. He tried to activate the emergency brake—but it was too late. The case analysis, in addition to noting inadequate training and a lack of safety, concluded: Illustration: WorkTrek / Quote: Labour.gov.hk To prevent tragedies like this, two-way radios or walkie-talkies are essential. But why not rely on smartphones, which are nearly universal today? Because inside shafts or pits, the mobile signal is often weak or completely lost. Smartphones are also slower to operate and more vulnerable to battery failure in critical moments. Overall, comprehensive training combined with reliable communication is essential to creating a safe and responsive work environment during elevator maintenance. 5. Create an Elevator Maintenance Checklist Even the most experienced technicians benefit from clear, structured checklists, and elevator maintenance involves dozens of safety-critical steps that must be completed in the right order. Without a checklist, it’s easy to overlook essential details, especially during high-risk inspections or time-sensitive repairs. That’s why it's best to develop a task-specific elevator maintenance checklist covering inspection steps, safety verifications, required PPE, and documentation. Many templates are available online to help build your own. For example, here’s a checklist that emphasizes both physical inspection and safety compliance: Source: Allianz Of course, checklists shouldn’t be treated as a tick-the-box exercise, but rather as tools that actively guide technicians through safe, step-by-step procedures. A well-designed checklist should also include location-based tasks such as those specific to the car, shaft, pit, and machine room. This helps teams verify conditions before starting work and confirm that everything is safe before returning the elevator to service. To illustrate, below is an excerpt from a location-based elevator maintenance checklist: Source: Dazen Elevator Technicians should also document any observations directly on the checklist for follow-up or future inspection reference. This both supports accountability and helps identify recurring issues or emerging risks over time. For best results, checklists should be reviewed and updated regularly, especially when new equipment is installed, regulations change, or lessons are learned from past incidents. 6. Use CMMS for Clear Maintenance Protocols Last but not least, consider using a computerized maintenance management system (CMMS) to digitize and streamline your elevator maintenance protocols. A CMMS lets you create work orders, schedule recurring inspections, assign preventive maintenance tasks, check tool and supply availability, and more. It replaces paper-based records with centralized digital access, helping keep your team aligned, organized, and accountable. For example, with our CMMS, WorkTrek, technicians can receive new work orders, review past service logs, add post-maintenance notes, and check their work schedules—all from any internet-connected device. Source: WorkTrek Digital checklists are another powerful feature that WorkTrek offers. You can create location-based forms that technicians complete on-site, saving time and ensuring no inspection point is missed. Source: WorkTrek They eliminate guesswork, standardize inspections, and ensure full traceability for compliance or audits. As for those in charge of elevator upkeep and safety—such as facility managers—they can use CMMS on their mobile devices to submit work requests on the go whenever an elevator needs attention. They can describe the issue, provide details, and even upload photos without incurring any additional cost to you. A good CMMS also supports other safety-enhancing features. For instance, users can access a list of required personal protective equipment (PPE) for elevator maintenance, ensuring technicians are properly equipped before beginning any task. Source: WorkTrek Finally, a CMMS typically allows you to set automated reminders for upcoming safety checks or training certifications, so nothing slips through the cracks. Beyond improving safety, a CMMS also significantly boosts the efficiency of your maintenance operations, reducing downtime and minimizing disruptions. Whether you manage a few elevators or an entire fleet, the right solution helps keep your maintenance organized, safe, and fully documented. Conclusion Elevator maintenance is a complex, safety-critical process that demands diligence, the right tools, and clear procedures. By combining proven safety practices with modern solutions like CMMS, you can protect technicians, reduce hazards, and keep operations running smoothly. Ultimately, well-planned maintenance safeguards both elevator users and the people who work on them.