Blog

Key Takeaways Create a comprehensive asset inventory and proper risk assessment Regular training and clear communication ensure that maintenance teams can execute preventive maintenance plans Data-driven decisions and continuous improvement help organizations optimize their maintenance programs over time Preventive maintenance planning keeps equipment running smoothly and prevents costly breakdowns. However, many organizations make critical errors that turn their well-intentioned maintenance programs into sources of frustration and unexpected expenses. Illustration: WorkTrek / Data: Brightly The most common preventive maintenance planning mistakes include incomplete asset inventories, poor scheduling, inadequate training, and ignoring manufacturer guidelines. These are errors that can lead to equipment failures and significant downtime. Understanding these pitfalls helps maintenance teams build stronger, more effective programs. Common preventive maintenance planning mistakes often result from rushing implementation without proper preparation. The difference between successful and failed maintenance programs often comes down to attention to detail and consistent execution. Organizations that recognize and address these eight critical mistakes create maintenance systems that actually prevent problems instead of just reacting to them. The Impact of Common Preventive Maintenance Planning Mistakes Poor preventive maintenance planning creates cascading problems that damage equipment reliability and increase operational costs. These mistakes lead to unexpected breakdowns, shortened equipment life, and significant financial losses across manufacturing operations. How Planning Errors Affect Reliability Equipment reliability suffers when maintenance teams make common preventive maintenance mistakes. Incomplete asset inventories mean critical equipment gets missed during scheduled maintenance cycles. When maintenance teams skip key equipment, the equipment can break down. This creates a chain reaction that affects other connected systems. Inadequate risk assessment leads to poor resource allocation. Teams focus on low-risk equipment while ignoring machines that are likely to fail soon. Incorrect maintenance frequencies can cause major reliability issues. Over-maintenance wastes resources and can damage equipment through unnecessary wear. Under-maintenance lets problems grow until equipment fails. One mistake some organizations make is ignoring manufacturer guidelines, which accelerates equipment degradation. Components wear out faster when maintenance intervals don't match factory recommendations. This shortens the expected lifespan of expensive machinery. Poor training makes reliability problems worse. Technicians who lack proper skills miss early warning signs of equipment problems. They may also perform maintenance incorrectly, creating new issues. Consequences for Asset Management Preventive maintenance planning mistakes create serious problems for asset management programs. Without accurate asset inventories, companies lose track of maintenance schedules and equipment conditions. Source: WorkTrek Documentation failures make asset tracking nearly impossible. Teams cannot determine when the equipment was last serviced or what work was performed. This can lead to duplicate maintenance tasks or missed critical inspections. Environmental factors get overlooked in many asset management programs. Equipment in harsh conditions needs different maintenance approaches than machines in controlled environments. With poor planning, companies can struggle to optimize their maintenance budgets. Resources are wasted on unnecessary tasks, while critical equipment lacks proper care. Asset replacement decisions become difficult without reliable maintenance data and can lead to costly repairs. Maintenance managers cannot determine if equipment should be repaired or replaced. This often leads to keeping old equipment too long or replacing functional machines too early. Financial and Operational Risks Financial losses from maintenance planning mistakes can be severe. Emergency repairs, on average, can cost three to five times more than planned maintenance activities. Unplanned downtime creates the most significant operational risk. With disruptions in production, the delivery schedule and customer satisfaction can be affected. Additionally, labor costs increase when maintenance teams work on emergency repairs. Overtime pay and rush parts orders add significant expenses to maintenance budgets. Source: WorkTrek Poor maintenance planning can affect equipment warranties. Manufacturers may void warranties when maintenance guidelines are not followed properly. Additionally, regulatory compliance becomes harder when documentation is poor. Companies face fines and penalties for inadequate maintenance records in regulated industries. Insurance costs may increase after equipment failures caused by poor maintenance. Some insurance policies require proper preventive maintenance programs to maintain coverage. Mistake 1: Skipping Critical Equipment in Maintenance Plans Many facilities fail to include their most important equipment in preventive maintenance plans, leading to costly breakdowns and production delays. This oversight typically happens when organizations don't follow an asset prioritization method or fail to assess which machinery poses the greatest operational risk. Identifying and Prioritizing Assets Organizations should start with a complete inventory of all equipment before building their preventive maintenance plan. This process involves cataloging every piece of machinery, from production lines to support systems. Source: WorkTrek Asset criticality ranking helps determine which equipment deserves priority attention. Critical assets are those whose failure would cause: Complete production shutdowns Safety hazards for workers Environmental compliance violations High repair costs or long replacement times One popular method is to use a scoring system to rank assets. The approach assigns points based on factors like replacement cost, downtime impact, and safety risks. Equipment with the highest scores gets priority in maintenance activities. Production impact analysis reveals which machines affect the most processes. For instance, a conveyor belt that serves multiple production lines should rank higher than a standalone piece of equipment. Successful organizations use maintenance management programs to help track these relationships between different pieces of machinery. Regular equipment audits ensure critical assets are not overlooked. New equipment additions or process changes can shift priorities over time. Risks of Omitting Key Machinery Excluding critical equipment from preventive maintenance plans creates serious operational vulnerabilities. When key machinery breaks down unexpectedly, the entire facility often stops working. Financial consequences can multiply quickly when critical equipment fails. Emergency repairs generally cost three to five times more than planned maintenance. Rush shipping for replacement parts adds extra expense. Lost production during downtime can cost thousands of dollars per hour. Safety risks increase when critical safety systems lack proper maintenance. Fire suppression equipment, emergency shutoffs, and ventilation systems need regular attention. Equipment failure in these areas can endanger workers and violate safety regulations. Source: WorkTrek Cascade failures happen when one critical machine breaks down and affects other equipment. A failed cooling system can damage multiple production machines. Additionally, inadequate risk assessment often misses these interconnected relationships between systems. Regulatory compliance issues can come up when facilities skip maintenance on regulated equipment. Environmental monitoring systems, pressure vessels, and emission controls require documented maintenance schedules. Mistake 2: Inadequate Scheduling and Frequency of Maintenance Tasks Poor planning and scheduling cause equipment failures and unplanned downtime. Organizations must establish proper maintenance intervals, balance scheduled work with urgent repairs, and adapt their approaches to match specific equipment requirements. Setting Proper Maintenance Intervals Maintenance teams often struggle with finding the right timing for maintenance tasks. Incorrect frequency of maintenance tasks leads to either over-maintenance or under-maintenance problems. Source: WorkTrek Over-maintenance wastes resources and creates unnecessary wear on equipment. Companies perform tasks too frequently, driving up costs without improving reliability. This approach ties up maintenance staff on non-critical work. Under-maintenance allows equipment to deteriorate beyond acceptable limits. Critical components fail unexpectedly, causing production shutdowns. Emergency repairs cost significantly more than planned maintenance. Key factors for setting intervals: Equipment manufacturer recommendations Operating conditions and environment Historical failure data Criticality to production processes Maintenance planners should analyze failure patterns to optimize timing. Start by tracking when components typically fail and schedule work accordingly. With this data-driven approach, as part of your preventive maintenance strategy, organizations can prevent both waste and breakdowns. Balancing Scheduled and Break-In Work Maintenance departments are under constant pressure to handle both planned and emergency work. Good planning and scheduling processes require proper work initiation through computerized systems. Break-in work disrupts maintenance schedules when teams lack proper balance. Emergency repairs pull technicians away from planned tasks. This creates a vicious cycle where preventive work gets delayed, leading to more breakdowns. One approach that organizations employ is to reserve capacity for urgent repairs while protecting scheduled maintenance time. Most successful programs dedicate 70-80% of resources to planned work. The remaining 20-30% handles unexpected issues. Recommended work allocation: Source: WorkTrek Maintenance managers must resist the urge to interrupt planned work constantly. All emergency requests should first be carefully evaluated before disrupting schedules. Adapting to Equipment Needs Each type of equipment is unique. Your maintenance schedule should adapt to this reality. Generic schedules fail to address specific operational demands and environmental factors. Not customizing your approach can waste preventive maintenance efforts. For instance, high-speed rotating equipment needs frequent vibration monitoring and lubrication. Static equipment like tanks and vessels requires less frequent but more thorough inspections. Critical production equipment demands shorter intervals than backup systems. Environmental conditions can significantly impact maintenance frequency. Equipment in harsh environments deteriorates faster than units in controlled conditions so adjust maintenance schedules appropriately. Dust, moisture, and temperature extremes accelerate wear patterns. Equipment-specific considerations: Rotating machinery: Vibration analysis, alignment checks, bearing lubrication Electrical systems: Thermal imaging, connection tightening, insulation testing Control systems: Calibration verification, software updates, backup testing Maintenance planners should start by creating equipment-specific task lists with appropriate frequencies. Consider manufacturer guidelines, operating conditions, and reliability requirements. Regular review and adjustment keep schedules optimized for actual performance needs. Mistake 3: Poor Use of Technology and Maintenance Software Organizations sometimes fail to utilize available technology tools fully. This can lead to inefficient maintenance processes and missed opportunities for improvement. Proper implementation of computerized maintenance management systems like WorkTrek and integration with enterprise software creates significant operational advantages for maintenance teams. Leveraging CMMS for Effective Planning A computerized maintenance management system serves as the nerve center and backbone of modern preventive maintenance programs. Organizations that fail to maximize their CMMS capabilities miss critical planning opportunities. Key CMMS features for planning include: Automated work order generation Asset tracking and maintenance history Maintenance scheduling tools Resource allocation management Source: WorkTrek Some companies make the mistake of only using basic CMMS functions like work order creation. They tend to ignore advanced features such as predictive analytics and automated reporting. This limits the system's ability to make data-driven maintenance decisions. Preventive maintenance planning requires full CMMS utilization. The system should track maintenance frequencies, monitor asset performance, and generate reports on key metrics. Poor CMMS implementation results in incomplete data entry and inconsistent usage across teams. Don't forget to train staff properly on all system features to ensure maximum return on investment. Integrating EAM and ERP Systems By integrating Enterprise Asset Management (EAM) and Enterprise Resource Planning (ERP) systems, you can create seamless data flow between maintenance and business operations. If you operate these systems separately, you can create information silos. Integration benefits include: Real-time cost tracking Improved procurement processes Better resource planning Enhanced financial reporting The focus of EAM systems is on asset lifecycle management and maintenance operations. ERP systems on the other hand handle broader business functions like finance and procurement. When connected, they provide complete visibility into maintenance costs and impacts. Organizations without proper integration have to deal with data duplication and a lot of manual processes. This also means that maintenance teams cannot access real-time inventory levels, track maintenance history, or purchase order status. This can lead to delays and increased costs. Successful integration requires careful planning and technical expertise. Companies must map data flows and establish clear protocols for system communication. Mistake 4: Neglecting Team Training and Communication Without adequate training and communication, maintenance teams can experience confusion in maintenance operations. Teams need clear systems, like a CMMS platform, for submitting work requests. Develop Proper Use of Work Requests Maintenance departments can struggle with incomplete or unclear work requests from staff members. Maintenance technicians can often submit requests without enough detail about the problem or its location. Source: WorkTrek Common Work Request Problems: Missing equipment identification numbers Vague problem descriptions like "machine broken" Missing priority levels Incomplete contact information Training all employees on proper work request procedures can save time for the organization. Workers should learn to include specific details about what they observed and when the problem started. The maintenance department should create simple templates that guide users through the request process. CMMS platform can automate the process and simplify data collection. Regular training sessions help reinforce these practices for both new and existing employees. Standarize Communication Protocols Without consistent communication methods information can get lost or delayed. Also if you don't use a centralized maintenance management system like WorkTrek, technicians might use manual methods like phone calls, texts or emails. The ideal approach is for maintenance teams to standardized on a CMMS system. Key Communication Elements: Daily briefings for ongoing maintenance issues Standard terminology for equipment problems Clear escalation procedures for urgent situations Documentation requirements for completed work Shift changes can be a communication challenge. The outgoing team must clearly explain any incomplete work or emerging problems to the incoming shift. Written logs work better than verbal handoffs because they create permanent records. Digital systems allow multiple team members to access the same information simultaneously. Rewarding Early Failure Identification A lot of maintenance problems start small and grow worse over time. Workers who spot these early warning signs can prevent major equipment failures. Many employees hesitate to report minor issues because they fear being blamed or creating extra work. The maintenance department should encourage these reports through positive recognition programs. Effective Recognition Methods: Monthly awards for helpful reports Public acknowledgment in company meetings Small monetary bonuses for preventing failures Team celebrations when downtime is avoided Training programs should include early warning signs to look for. Unusual sounds, vibrations, or temperature changes often indicate developing problems. Quick reporting of potential issues allows the maintenance team to schedule repairs during planned downtime instead of dealing with emergency breakdowns. Mistake 5: Failing to Act on Feedback and Continuous Improvement A good practice that a lot of maintenance teams follow, is to collect feedback. However, the key to success is take action on this feedback to improve the maintenance process. Incorporate Team Insights and Feedback Maintenance technicians work directly with equipment every day. They spot patterns and problems that managers might miss from their offices. Source: WorkTrek Front-line technicians notice: Equipment that breaks down more often than expected Tasks that take longer than scheduled Parts that wear out faster than planned Safety issues during maintenance work Sucessfull maintenance organizations create formal ways to collect this information. Weekly team meetings work well for smaller teams. Digital feedback systems help larger organizations track insights from multiple locations. The key is make the process simple. Many technicians avoid speaking up if the process is complicated or time-consuming. Successful feedback systems include: Simple forms or apps for quick input Regular one-on-one meetings with supervisors Anonymous suggestion boxes for sensitive issues Follow up on all submitted feedback Teams that feel heard are more likely to share valuable insights. This leads to better maintenance planning and fewer unexpected breakdowns. Documenting and Refining Practices Good feedback means nothing without action. Continuous improvement requires tracking changes and measuring results over time. Documentation should capture what worked and what failed. This prevents teams from making the same mistakes repeatedly. Source: WorkTrek Essential documentation includes: Changes made to maintenance schedules Results of new procedures or techniques Cost savings from improvements Time reductions in maintenance tasks Regular reviews help identify which changes actually improved performance. Monthly or quarterly assessments work better than annual reviews because problems get fixed faster. The best continuous improvement programs focus on small, steady changes rather than major overhauls. Small improvements can add up to significant gains over time without disrupting daily operations. Mistake 6: Overlooking Job Plan Standardization and Documentation Proper job plan documentation creates a foundation for consistent maintenance work and continuous improvement. Lacking standardized procedures and accurate record-keeping can cause repeated mistakes. Reusing and Improving Job Plans Some maintenance teams waste time by creating new job plans from scratch instead of leveraging existing ones and learning from previous experiences. Standardized job plans should include: Step-by-step procedures Required tools and materials Safety requirements Time estimates Skills needed Maintenance planning involves creating templates that technicians can use repeatedly. When a team completes a job, they should update the plan with any improvements or corrections. The best maintenance planning approaches treat job plans as living documents. Each time workers use a plan, they can make it better for the next person. CMMS makes this process easier. Teams can quickly copy and modify existing plans rather than starting over each time. Maintaining Accurate Records Poor documentation creates problems that compound over time. Inconsistent maintenance records make it hard to spot patterns and prevent future failures. Essential maintenance records include: Work completed dates Parts used Time spent Problems found Actions taken It is important for teams to document maintenance activities as they happen, not days later. Memory fades quickly, and important details get lost. CMMS systems help standardize record-keeping by requiring specific fields to be completed before work orders can be closed. This approach creates consistent and thorough information is gathered for every preventive maintenance task. Having consistent and easily accessible records helps maintenance planners make better decisions. Mistake 7: Mismanaging Resources and Roles Poor resource allocation and the lack of role definitions create chaos within maintenance operations. Without defined boundaries, maintenance departments operate without optimized workflows. Aligning Planner and Technician Duties Clear separation between planning and execution roles prevents workflow bottlenecks and improves maintenance efficiency. Organizations that blur these responsibilities confuse and reduce productivity. Source: WorkTrek Maintenance planners should focus on: Creating detailed work orders with parts lists Scheduling tasks based on priority and resource availability Coordinating with purchasing for material procurement Analyzing equipment history and failure patterns Technicians should concentrate on: Executing planned maintenance tasks Providing feedback on work order accuracy Reporting equipment conditions and anomalies Performing hands-on repairs and inspections The maintenance team performs best when each role stays within defined boundaries. Planners who attempt technical work often neglect their planning duties. Technicians forced into planning roles lose valuable wrench time. Successful organizations establish a 1:15 to 1:25 planner-to-technician ratio. This allows adequate planning support without overstaffing administrative functions. Optimizing Maintenance Department Workflow Streamlined workflows eliminate waste and maximize maintenance department productivity. Poor workflow design creates delays, duplicate efforts, and frustrated staff members. Key workflow optimization strategies include: Source: WorkTrek The maintenance department should define clear handoff points between the planning and execution phases. Work orders should move through predictable stages without backtracking or confusion. Successful departments use staging areas where planners prepare tools and materials before technicians arrive. This eliminates search time and ensures job readiness. Daily coordination meetings keep the maintenance team aligned on priorities and resource constraints. These brief sessions can prevent conflicts and optimize resource utilization across all work streams. Mistake 8: Ignoring Data-Driven Decision Making Sometimes maintenance teams collect data but fail to use it effectively for decision-making. However, organizations that track key performance metrics can adapt their maintenance strategies based on data insights to improve equipment reliability. Tracking Performance Metrics Maintenance teams need specific metrics to measure their success. Source: WorkTrek Equipment availability shows how often machines are ready for production. Mean time between failures (MTBF) indicates the average duration of time equipment operates before experiencing a breakdown. Cost per maintenance hour helps teams understand spending efficiency. This metric includes labor, parts, and overhead costs. Teams should track this monthly to spot trends. Planned vs. unplanned maintenance ratio is crucial for success. A good target is 80% planned and 20% unplanned work. Higher unplanned percentages indicate reactive maintenance problems. Key Performance Indicators (KPIs) to Track: Equipment uptime percentage Work order completion time Parts inventory turnover Safety incidents per month Energy consumption per unit produced Building a Proactive and Sustainable Maintenance Planning Culture Creating a strong maintenance culture requires connecting maintenance activities to business objectives. This approach improves equipment reliability while reducing unexpected breakdowns and costly emergency repairs. Linking Preventive Maintenance to Organizational Goals It helps maintenance teams to understand how their work impacts company performance. When preventive maintenance connects to business goals, workers see the value in their daily tasks. Key Performance Indicators (KPIs) help track this connection: Overall Equipment Effectiveness (OEE) Mean Time Between Failures (MTBF) Maintenance cost per unit produced Schedule compliance rates It would be helpful for the management team to share metrics regularly with maintenance staff. This creates transparency about how equipment reliability affects production targets and profit margins. Training programs should focus on the business impact of maintenance decisions. For example, a delayed bearing replacement might cost $500 but could lead to $50,000 in lost production if the equipment fails during peak season. Budget discussions should include maintenance teams. When workers understand financial constraints and priorities, they make better decisions about resource allocation and the timing of maintenance tasks. Regular meetings between maintenance and operations teams build stronger relationships. These discussions help identify equipment issues that affect production quality and delivery schedules. Driving Reliability Through Proactive Approaches Proactive maintenance strategies focus on preventing problems before they occur. Important proactive maintenance elements include: Condition monitoring with sensors and inspections Predictive analytics to forecast equipment needs Regular maintenance scheduling based on usage patterns Root cause analysis of equipment failures Some examples of condition-based maintenance include vibration sensors that detect bearing wear early, temperature sensors that monitor and identify overheating issues before damage occurs. Conclusion Preventive maintenance planning requires avoiding these eight critical mistakes while building a proactive maintenance culture. Organizations that address incomplete asset inventories, optimize scheduling frequencies, consider environmental factors, invest in training, follow manufacturer guidelines, maintain thorough documentation, clearly define roles, and embrace data-driven decisions position themselves for long-term success. The difference between reactive and proactive maintenance directly impacts the bottom line. Emergency repairs can cost three to five times more than planned maintenance, and unplanned downtime threatens production schedules and customer satisfaction. Moving forward, maintenance teams must view their work as integral to organizational goals rather than isolated technical tasks. By implementing robust CMMS systems, establishing clear KPIs, and fostering collaboration between maintenance and operations teams, companies transform maintenance from a cost center into a strategic advantage. The path to equipment reliability isn't complex—it requires commitment to systematic planning, continuous improvement, and recognition that every prevented breakdown contributes to operational excellence and competitive advantage.

Key Takeaways: Maintenance platforms increase visibility, reduce unplanned downtime, and improve communication. Workers resist change because they feel excluded and lack sufficient information. Manufacturers that use cloud-based tools experience a 34% increase in customer satisfaction.  Research shows that more than half of U.S. companies choose the wrong software solution at least once, resulting in wasted money and reduced productivity. How can you avoid making the same mistake?  In this article, we’ll walk you through six steps to select equipment maintenance software that perfectly fits your plant, your team, and your unique workflows.  Let’s get started and ensure your software choice is a smart one. 1. Define Your Plant’s Needs Before evaluating any specific software solutions, you need a clear understanding of how equipment maintenance currently works in your plant, and where it falls short.  Think of it as diagnosing the problem before prescribing the treatment.  Skip this step, and you risk choosing the wrong tool that will either waste money through unnecessary features or fail to solve your problems. This mistake is more common than you might think.  According to Capterra’s 2024 survey, more than half of U.S. companies regretted at least one software purchase in the previous year.  This one bad decision set them back significantly, leading to budget overruns, lower productivity, and even reduced competitiveness.  Illustration: WorkTrek / Data: Capterra Fortunately, you can avoid these issues with some upfront planning.  Here’s what to do.  First, assess the current state of your operations. Ask yourself: Asset types & complexityWhat kind of assets do you need to maintain: heavy machinery, facilities, tools? What are their upkeep needs?Team size & structureHow many technicians, managers, and operators do you have?Regulatory requirementsWhich standards do you need to comply with: OSHA, ISO, FDA?ScalabilityWill your operations grow in the next 3–5 years? Next, identify the challenges you’re facing.  Are unplanned outages affecting production time? Are maintenance costs higher than expected?  From there, it’s much easier to map out your goals, whether it’s reducing downtime, improving scheduling, automating reports, or all of the above, and rank them by priority.  Here, it’s also important to gather input from all relevant roles, including maintenance managers, technicians, production supervisors, and IT personnel.  Kevin Honan, Director of Product Development at Nimbl, an aviation manuals and safety management system, agrees: Illustration: WorkTrek / Quote: NBAA By capturing everyone’s perspectives, you’ll gain a comprehensive understanding of areas for improvement and long-term needs that should inform your software evaluation. Ultimately, by the end of this step, you’ll have three things: A map of current pain points (what’s broken now) A list of improvement goals (what success looks like) A prioritized set of needs to guide your software evaluation Armed with that, you’ll already have a much clearer picture of the software that truly fits your plant. 2. Identify Must-Have Features You now know what problems you need to solve and what goals you want to achieve.  The next step is to translate those into specific software capabilities that your system must deliver.  This matters because vendors often market flashy features that may look impressive but won’t necessarily solve your problems.  That’s why clarity is key.  When you know exactly what you need, you can avoid paying for unnecessary features that add cost without providing value. To make this easier, here’s a quick guide linking common plant pain points to the software features that actually solve them: Pain PointFeature NeededWork requests get lost in paper/email. Work Order Management: create, assign, prioritize, and track work orders digitally, with real-time updates.Technicians waste time chasing instructions or approvals.No visibility into job progress.Hard to measure maintenance performance. Reporting & Analytics: dashboards and automated reports to track performance and drive data-based decisions.Decisions are made based on gut instinct rather than data.Preventive tasks are missed.PM Scheduling: automate recurring tasks and send reminders.Assets wear out faster.Frequent unplanned downtime slows production.Technicians can’t complete repairs because parts are out of stock.Inventory Management: track stock levels, trigger reorder alerts, and manage supplier info.Overstocking ties up capital.No visibility into spare parts availability.Maintenance quality varies between technicians. Digital Checklists: standardize procedures, tie them to work orders, and ensure compliance documentation is complete.Compliance audits are a nightmare due to missing documentation. We also have a dedicated article that explores the most powerful equipment maintenance software features and their significance in more detail.  It’s worth reading if you want to learn more before making your own feature list.  By the end of this step, you should have a clear list of requirements, including must-haves and nice-to-haves, that all stakeholders agree on.  With that list in hand, you can compare software solutions directly against your needs and quickly eliminate options that don’t fit. 3. Consider Deployment Options Next, you’ll need to decide how to deploy your new software, taking into account data security needs, IT infrastructure, internet reliability, and long-term scalability.  Deployment in this context refers to where and how the system will run in your plant environment.  Broadly, there are three main types: Cloud-BasedHosted by the vendor on their servers, accessed via the internetOn-PremisesInstalled locally on your plant’s servers and computersHybridA mix of both, such as local data storage with cloud backups or analytics This is an important decision because choosing the wrong type can create integration problems, drive up costs, or introduce reliability risks.  So, don’t overlook this step.  You might assume that, because cloud-based solutions have surged in popularity, they are the superior option.  After all, they do unlock significant benefits.  For instance, The Hackett Group found that cloud adoption helps manufacturers improve overall equipment effectiveness (OEE), cut IT downtime, boost customer satisfaction, and more.  Illustration: WorkTrek / Data: The Hackett Group However, don’t dismiss on-premises tools just yet.  They are also regaining traction in certain environments.  Apurva Wadodkar, Senior Director, Head of Data and AI at TI Automotive, a major global automotive supplier, agrees. She explains that, with cloud-based solutions, you risk internet connectivity issues and consequent production line stoppages:  Illustration: WorkTrek / Quote: Forbes In short, both options have strong advantages and very real tradeoffs.  So, to help you weigh them, we’ve broken them down side by side:  Cloud-based solutionsOn-premises solutionsProsConsProsConsLower upfront costsRequires reliable internetFull control over infrastructure High upfront costsScalabilityData security & compliance concernsSoftware can be tailored to plant-specific processesLimited scalabilityRemote access & collaborationOngoing costsNo dependency on the internetRemote access is more complex Still, the smartest move is to involve your IT and cybersecurity teams in this decision.  They’ll be able to evaluate the risks, opportunities, and constraints of each option, guiding you toward what’s truly best for your plant. 4. Check Vendor Support Now that you’ve figured out the technical side of your software needs, it’s time to think about the support you’ll get before, during, and after implementation.  The right vendor should offer highly responsive customer service, online training resources, an active user community, and the flexibility to adapt to your future needs.  Because at the end of the day, even the best software will fail without strong support.  You need confidence that your vendor will be there for you when issues arise. Syed Ahmed, SVP of AI, Engineering & Operations at Act-On Software, Inc., a SaaS product for marketing automation, puts it best:  Illustration: WorkTrek / Quote: Forbes At WorkTrek, we couldn’t agree more.  That’s why we put so much effort into making sure our customers always have the help they need when implementing and using our equipment maintenance software.  Customer support is included in all our plans.  You can reach us via email anytime, and we’ll respond quickly. Source: WorkTrek Additionally, we maintain a comprehensive Help Center on our website, offering advice, FAQs, and step-by-step guides that you can use for both troubleshooting and training new staff.  We also provide a glossary of maintenance and software terms to help standardize language across your team.  Clear, consistent terminology improves communication, reduces errors, and increases overall efficiency. Our customers notice the difference.  They frequently praise our responsiveness and the way we make onboarding and day-to-day use straightforward.  Source: G2 This brings us to one more important point: don’t rely only on what vendors say about their support.  Check online reviews to see what real customers are saying.  Vendors may promise the moon, but real users will tell you what support actually looks like in practice. 5. Evaluate ROI We can’t talk about investing in software without talking about ROI.  If you don’t understand how much you stand to gain versus what you’ll spend, you risk overspending, or at the very least, you’ll struggle to justify the purchase to leadership. However, if you approach this step carefully, you’ll ensure the system pays for itself over time.  So, start by evaluating all the costs, both direct and indirect.  This includes: Software costsLicense or subscription fees, modules, upgradesHardware costsServers (if on-premises), mobile devices, sensors, QR codesImplementation costsInstallation, data migration, integration with ERP/SCADATraining costsStaff onboarding and ongoing trainingMaintenance & supportVendor contracts, IT staff time Next, look at the benefits.  Think back to the pain points you identified at the start and estimate how much each issue would cost if solved.  This can be somewhat tricky because the software doesn’t unlock only tangible savings (like reduced labor costs), but also intangible gains (like efficiency or compliance).  Still, try to translate each one into time or money saved. For example, consider better reporting.  Suppose your current situation looks like this: The manager spends 8 hours per week compiling reports from spreadsheets and logs Average fully loaded labor cost: $50/hour Weeks worked per year: 50 That totals: 8 × 50 × 50 = $20,000/year Now, after automating reporting, manual effort drops to, say, 2 hours per week: 2 × 50 × 50 = $5,000/year This means the annual savings due to better reporting would be: $20,000 − $5,000 = $15,000 Use your own internal data for these calculations, but you can also supplement your findings with industry reports for a full picture.  For instance, recent surveys show that maintenance management platforms unlock better visibility into completed work, reduce unplanned downtime, and improve team communication.  Illustration: WorkTrek / Data: UpKeep Including this kind of data strengthens your business case even further and makes it easier to demonstrate ROI to leadership. 6. Pilot Before Making a Final Decision Finally, when possible, take full advantage of free trials and run a small-scale test of the software using real assets, workflows, and users.  This helps you see whether the software truly fits your plant’s operations, is user-friendly, and delivers the results you expect. Cameron Zoub, CGO and Co-Founder of Whop, a social commerce platform, agrees:  Illustration: WorkTrek / Quote: App Developer Magazine Skipping this step can be more harmful than you think, especially for employee satisfaction and software adoption.  If you purchase a solution without considering your team's feelings, they may struggle to use it, become frustrated, and ultimately refuse to adopt it, rendering the system useless. Research shows that workplace change often meets resistance.  For example, the 2023 Oak Engage survey found that 37% of workers resisted change at least once.  Of those, 23% said they resisted because they felt excluded, and 28% said they didn’t receive enough information to understand the change.  Illustration: WorkTrek / Data: Oak Engage This is what happens when you skip free trials.  You exclude your team from the decision-making process and fail to show them the benefits, possibilities, and practical use of the tool.  It’s only natural that they’d be hesitant to use it. Therefore, always see if vendors offer a trial, and explore it thoroughly with your team.  Walk through all its features together, test it with real workflows, document the feedback, and make sure everyone understands how it will make their work easier.  Conclusion Once you’ve explored the free trials for all your top contenders, sit down with the team and jot down your observations: what you liked, what you didn’t, and whether the tool meets the needs you outlined.  Pretty soon, the best choice will start to stand out. But the work doesn’t stop here.  It’s best also to set baseline KPIs, such as downtime, MTTR, and compliance rate, so that you can measure real-world ROI over time.  This way, you’re not just relying on the feeling that the software works, but backing it up with real data.

Key Takeaways: In some industries, downtime can cost anywhere from $30,000 to $100,000 an hour.  39% of employees say workplace tools should be more intuitive. Purchasing the wrong software can lead to budget overruns and reduced productivity.  Today, every equipment maintenance software promises the world: AI-powered predictions, IoT integrations, and advanced dashboards.  But do you really need all that? With a sea of options out there, it’s easy to get distracted by flashy features and overlook the essentials that keep your operations running smoothly and your assets in peak condition.  Remember, a long feature list doesn’t always equal the right fit for you. That’s why in this article, we’ll highlight the seven must-have features every maintenance software should deliver, so you can pick a tool that drives real ROI and helps your operations run at full strength. Efficient Work Order Management Work orders are the core of effective maintenance operations.  That’s why your new maintenance software should make the entire process, from creation to completion, as simple, efficient, and error-free as possible.  Begin by reviewing the work request feature.  All stakeholders should be able to submit requests easily through multiple channels, such as a mobile app, email, or a dedicated portal:  Source: WorkTrek Moreover, each request should capture all important information, including photos, location, the asset in question, and more. From there, the software should allow managers to quickly review, approve, and convert requests into work orders, assign them, and track progress, all within the same platform.  Customizable required fields are especially valuable, as they ensure requests can’t move forward until all relevant data is captured:  Source: WorkTrek That way, you ensure your technicians have everything they need to do their work efficiently and safely. Finally, your new software should also offer automated alerts.  For example, automatic notifications to stakeholders when a task is completed eliminate the need for constant follow-ups, reducing wasted time and miscommunication. Together, these features provide unmatched visibility into ongoing work, helping your teams minimize mistakes and avoid costly delays.  This matters today more than ever.  According to the 2024 JLL Technologies survey, over 44% of facility managers report that tracking WO progress is their most time-consuming task, as well as the one most primed for automation.  Illustration: WorkTrek / Data: JLL Technologies Workloads are only increasing, and relying on outdated manual systems is simply unsustainable anymore.  Therefore, strong work order management capabilities should be at the top of your equipment maintenance software checklist. Automated PM Scheduling Automated PM scheduling is another non-negotiable feature.  A reliable equipment maintenance system must be able to schedule recurring work based on predefined factors such as time, usage hours, or sensor data.  For example, you may need to plan tasks on a time-based schedule: daily, weekly, monthly, or annually.  Alternatively, you might prefer condition-based scheduling, where maintenance is triggered by meter readings such as mileage, operating hours, temperature, or pressure. Our own software, WorkTrek, supports both approaches, enabling you to define the planned duration and end rules for these recurring tasks.  Source: WorkTrek WorkTrek also automatically notifies technicians when tasks are due, as well as generates follow-up work orders after failed inspections or checks.  This way, no task slips through the cracks, reducing the need for reactive maintenance and preventing unexpected disruptions.  Ultimately, PM scheduling may be the most valuable feature of maintenance software, because it directly combats the biggest threat to operational performance: unplanned downtime.  The costs of this issue are staggering, says Michael Longbottom, Global LubeExpert Coach at Shell Lubricant Solutions: “In the mining industry, a Dragline can cost up to $150 million. The downtime costs on those machines can be anywhere from $30,000 to $100,000 an hour. So, if a machine’s down for 10 hours, it can quickly add up.” However, downtime doesn’t affect just the mining industry.  Any asset-intensive industry that relies on continuous, uninterrupted operation and high-volume production faces similar risks.  Caleb Otto, Director of Project Engineering at NorthWind Technical Services, a factory automation provider, explains why unscheduled downtime is such a problem for everyone: Illustration: WorkTrek / Quote: Pet Food Processing He adds that unexpected breakdowns also drive up costs through overtime pay, contractor emergency fees, and overnight delivery of parts. One thing is certain: avoiding unplanned downtime must be a top priority.  A maintenance solution with the features described above can help you achieve precisely that. Built-in Equipment Tracking When researching maintenance software, don’t overlook its asset tracking capabilities.  The ideal solution provides a centralized database of all your assets, including details like model, serial number, purchase date, warranty information, and a full maintenance history.  Source: WorkTrek You should also be able to assign assets to specific field workers, teams, locations, or projects, with the flexibility to update assignments as needed.  This significantly increases overall transparency and accountability. Bonus points if the software supports barcode or QR code scanning.  This simple yet powerful feature enables technicians to identify assets quickly, check them in or out, and update their location in real time.  All they need to do is scan the code with their phone camera, and they can instantly view or modify asset data. With these capabilities, you gain complete visibility into your equipment, knowing exactly where each asset is, who’s using it, and when it should be returned.  This, in turn, helps mitigate equipment loss and theft, a growing problem in asset-heavy industries. According to the 2025 BauWatch report, 67% of construction companies in the UK report an increase in thefts on their sites, with smaller tools and materials being the primary targets.  Illustration: WorkTrek / Data: BauWatch The consequences of this problem are quite severe.  Companies affected by theft often face project delays and budget overruns, which ultimately harm their reputation and profitability.  Illustration: WorkTrek / Data: BauWatch Thieves rely on your lack of oversight.  They expect you to lose track of assets, neglect smaller items, or feel overwhelmed by the sheer volume of your inventory.  But with the right maintenance software, that risk disappears.  You get a clear, real-time overview of every asset: where it is, how it’s being used, and its maintenance status. That way, you can immediately spot any discrepancies and take action. Strong Reporting Capabilities  Next, be sure to thoroughly review the software’s reporting capabilities.  The system should offer customizable dashboards and reports that analyze all your key KPIs, like downtime, cost per asset, WO completion, and more.  Dashboards should be easy to navigate and provide a clear overview of your operations at a glance.  You should be able to see pending work requests, WO progress, planned vs. unplanned costs, and other critical metrics immediately, so you can quickly identify areas that need your attention. Source: WorkTrek Another feature to look for is automated report delivery.  Some systems allow you to schedule reports at regular intervals, automatically sending them to your team via email in your preferred format, such as PDF or Excel.  That way, everyone stays in the know.  It’s important for your solution to offer these capabilities because they help turn the massive amounts of data your equipment generates every day into actionable insights.  With these insights, you can clearly identify what works, what doesn’t, and the steps you can take to improve. The 2025 Cheqroom study makes this point clear.  As it turns out, many companies don’t know which of their assets need maintenance and when, how long maintenance tasks take, or which assets break or get lost most often.  They don’t even have clear insight into how much these assets are costing them.  Illustration: WorkTrek / Data: Cheqroom However, software with reporting capabilities answers all these questions and more.  It empowers you to make informed, data-driven decisions rather than rely on guesswork that could cost your operations time, money, and efficiency. Mobile Accessibility Even if software has all the features we’ve discussed so far, it won’t be useful to you if it can’t be accessed via a smartphone.  After all, technicians spend most of their time away from a desk.  Therefore, they need a solution that lets them access work orders, reports, assignments, and notifications on the go. Source: WorkTrek Ideally, your new software should also support offline mode, especially if your field teams often work in remote areas with limited internet access.  This ensures they can still view and update critical information, which will sync automatically once they’re back online. Additionally, don’t forget to consider the operating systems your team uses.  Verify whether your technicians use Android or iOS devices and confirm that the software supports both platforms.  All in all, this single feature can completely transform your operations and significantly boost productivity.  Danielle Rivers, Business Services Director at Camden Property Trust, experienced this firsthand when she introduced a mobile solution for work orders: Illustration: WorkTrek / Quote: RealPage Before adopting mobile technology, the team relied on a paper-based system.  Technicians spent about 15 minutes traveling to the office just to pick up request forms and collect keys, Rivers recalls.  Then they would walk back to the units to complete the work, return to the office to print more forms, gather extra keys, and finally submit completed paperwork. Mobile accessibility eliminated all these bottlenecks.  Technicians now have a tool in their hands that lets them view assignments, track progress, report complications, close and open new jobs, and even take photos of issues, all in real time.  The result is faster, more efficient operations and a team that can focus on completing work, not chasing paperwork. User-Friendly Interface If the solution you buy doesn’t have an intuitive, easily navigable interface, your employees will use it incorrectly or avoid it altogether, drastically reducing your ROI.  Ease of use is the single most important factor in technology adoption, as it can make or break the success of a new tool. The 2025 Yooz survey confirms this, revealing that nearly 39% of employees say workplace tools should be more intuitive and require minimal training.  For Gen Z in particular, ease of use is the top predictor of successful adoption, with 33% citing it as the most important factor.  Illustration: WorkTrek / Data: Yooz This also challenges the stereotype that older generations are less tech-savvy and are the only ones who require simpler systems.  In reality, user-friendly solutions matter for everyone, regardless of their age or experience.  Ignoring this fact can have serious consequences as well.  According to the 2024 Capterra survey, more than half of U.S. companies regretted at least one software purchase from the previous year.  Why?  Because purchasing the wrong software often led to budget overruns, reduced productivity, and even diminished competitiveness. Illustration: WorkTrek / Data: Capterra In short, even the “perfect” software with all the right features won’t deliver results if your team can’t use it effectively.  In fact, it may do more harm than good. So, always request a free trial and let your team test it themselves. When it comes to software adoption, nothing beats firsthand experience. Reliable Vendor Support Even the most user-friendly software sometimes encounters issues, which is why you also need to evaluate the quality of a vendor’s support.  Strong vendors provide responsive customer service, along with a range of resources, like tutorials, webinars, and onboarding support, to help users get the most out of the system.  Stefan Steinle, EVP and Head of Customer Support & Cloud Lifecycle Management at SAP, agrees:  Illustration: WorkTrek / Quote: LinkedIn They also minimize downtime and the accompanying frustration.  Without solid support, even the smaller user problems start to snowball, turning what should be time-saving software into unnecessary and costly operational disruption.  In fact, a Freshworks survey suggests that the issue may be even more severe than that.  According to their research, 71% of business leaders admit that their employees may consider leaving if their current job doesn’t provide the tools, technology, or information needed to perform effectively.  Illustration: WorkTrek / Data: Freshworks Vendor support is a key part of providing those tools.  Therefore, check the seller’s support offerings and read customer reviews specifically about support before making any final decisions.  A software provider may promise exceptional service, but real user experiences reveal whether they truly deliver. Conclusion Hopefully, the search for that perfect equipment maintenance solution now feels less daunting.  The main thing to remember is that the software should work for you, and not the other way around.  So, look for features that meet your operational needs, but also ensure your entire team can use it with ease and confidence.  A bit of effort now will pay off in the long run.  In fact, once you find the right fit, you’ll likely wonder why you didn’t make the switch sooner.

Key Takeaways Preventive maintenance reduces equipment downtime by up to 30% and machinery failures by up to 40% Companies implementing structured preventive maintenance programs experience 33% less equipment failure and see an ROI of up to 10 times their investment Digital maintenance management systems improve preventive maintenance scheduling by 35% and reduce planned downtime costs by 15-30% 88% of manufacturing companies use preventive maintenance, with 67% actively implementing it to reduce downtime Your production line grinds to a halt at 2 AM. A critical pump has failed once again. Your maintenance team is scrambling to find replacement parts while production losses mount by the minute. Sound familiar? You're not alone. Nearly 70% of plants experience unexpected downtime at least once a month, rendering what should be predictable operations into an expensive and time-consuming firefighting exercise. Illustration: WorkTrek / Data: IndustryWeek Following a reactive approach has trapped countless organizations in a costly cycle of emergency repairs, rushed part orders, and frustrated teams. You are probably wondering why your maintenance budget continues to grow, yet equipment reliability continues to decline. Meanwhile, planned maintenance activities get postponed because "we can't afford the downtime right now," creating the very crisis you're trying to avoid. The solution to that problem is to employ a preventative maintenance program. 1. Prioritize Your Assets The first step in implementing a preventive maintenance plan is to prioritize your equipment. Not all equipment deserves equal attention in your preventive maintenance program. Start by identifying your critical assets. This refers to the machinery and systems whose failure would have the most significant impact on production, safety, or operational costs. Using this risk-based approach can ensure that you're allocating necessary resources where they matter most. Source: WorkTrek You should start by conducting a comprehensive asset inventory that categorizes equipment by criticality level. Consider factors like replacement cost, impact on production cycles, safety implications, and availability of backup systems. Assets that directly affect your production line or pose safety risks should receive the most frequent and thorough preventive maintenance attention. For lower-priority equipment, less intensive maintenance schedules may be appropriate. According to industry data, 68% of organizations report that preventive maintenance prolongs equipment life beyond 10 years. This, however, only works when you're focusing on the right assets. Use failure mode and effects analysis (FMEA) to understand how and why equipment fails, and then design your preventive maintenance tasks to prevent those specific failure modes. This structured approach prevents the common mistake of spreading maintenance resources too thin or wasting time on unnecessary maintenance for equipment that doesn't require intensive care. Once you've identified your critical equipment, you can build targeted preventive maintenance schedules that deliver maximum impact. 2. Create Data-Driven PM schedules Developing a preventive maintenance schedule requires more than just following the manufacturer's intended intervals. While original equipment manufacturer (OEM) recommendations provide a solid foundation and a good starting point, the best preventive maintenance programs combine these guidelines with historical data and real-world operating conditions. Start with manufacturer specifications as your baseline. The next step is to refine schedules based on your equipment's actual usage patterns and performance history. For example, a machine running three shifts daily requires more frequent maintenance than one operating eight hours per day. The average plant loses 25 hours monthly to unplanned downtime, much of which could be prevented through properly calibrated maintenance schedules. Another step is to implement both time-based preventive maintenance and usage-based maintenance strategies. T Time-based approaches schedule tasks at regular intervals (monthly, quarterly, annually), while usage-based methods trigger maintenance after specific operating hours, production cycles, or units produced. Successful preventive maintenance programs use a hybrid approach. This means scheduling routine inspections on a calendar basis while planning more intensive service based on actual equipment usage. Don't forget to track when preventive maintenance tasks are performed and correlate this data with equipment performance. If you use a CMMS platform like WorkTrek, a lot of these tasks can be automated. If you continue to experience failures despite regular maintenance, your schedule may need adjustment. The goal is to find the optimal balance that prevents breakdowns without performing excessive or unnecessary maintenance that wastes resources. 3. Create Standardized PM checklists and procedures Consistency is the backbone of any successful preventive maintenance program. Standardized preventive maintenance checklists ensure that every maintenance technician performs tasks the same way, every time, regardless of their experience level. This consistency dramatically improves the reliability of your preventive maintenance process. Source: WorkTrek Create a detailed, step-by-step checklist for each type of preventive maintenance task. This includes specific inspection points, measurements to take, acceptable ranges, lubrication requirements, and safety precautions. An effective PM checklist does not just list what to do. It also includes repair instructions, necessary tools, condition state, and health and safety guidelines. A good practice is to document these procedures as standard operating procedures (SOPs) that become part of your maintenance knowledge base. When maintenance activities follow clear protocols, you reduce the risk of human error and ensure quality regardless of which team member performs the work. This is particularly valuable when training new technicians or dealing with staff turnover. Companies that integrate preventive maintenance with standardized procedures experience 25% fewer safety incidents. Well-documented checklists also create valuable maintenance history that helps you identify patterns, optimize procedures, and demonstrate compliance with regulatory requirements. Store these checklists in your CMMS where they're easily accessible and can be updated as equipment ages or procedures improve. 4. Train Your Maintenance Team Implementing preventive maintenance successfully requires a well-trained team. Your preventive maintenance program is only as effective as the people executing it. Investing in comprehensive training for your maintenance team pays major dividends through improved equipment performance, faster problem resolution, and more effective preventive maintenance implementation. Provide both technical training on specific equipment and systems, as well as training on your preventive maintenance methodology and tools. Illustration: WorkTrek / Data: Code of Talent Every team member must understand not just what tasks to perform, but why those tasks matter. When maintenance technicians understand the connection between their daily activities and equipment reliability, they're more engaged and thorough. Cross-training team members creates flexibility and resilience in your maintenance operation. When multiple technicians can perform critical preventive maintenance tasks, you're not vulnerable to disruptions from absences or turnover affecting your scheduled maintenance. Encourage your team to learn from equipment service personnel during vendor visits. With this knowledge transfer, you can quickly build internal expertise over time. Empower your maintenance team to identify and suggest improvements to preventive maintenance procedures. Create channels for this feedback and act on valuable suggestions. Studies show that maintenance staff productivity improves by 15% with effective preventive maintenance programs. 5. Use Historical Data to Optimize Maintenance Every work order generates valuable data that can improve your preventive maintenance program. Part of a preventive maintenance best practice is to systematically capture, analyze, and apply this historical data to refine your maintenance strategy over time. Start by tracking detailed information about each preventive maintenance activity: What was done? Who performed it? How long did it take? What parts were used? What conditions were observed? Equally important, document all equipment failures, unplanned maintenance, and performance issues. Over time, this equipment data reveals patterns that guide smarter maintenance decisions. Analyze this maintenance history to identify which preventive maintenance tasks actually prevent failures and which might be unnecessary. For example, if you're replacing a component every six months as preventive maintenance, but historical data shows it typically lasts three years, you're wasting resources. Conversely, if a particular component frequently fails despite scheduled maintenance, you may need more frequent service or a different maintenance approach. Use this data to calculate key metrics like mean time between failures (MTBF), mean time to repair (MTTR), and equipment availability. With these metrics, you can measure the effectiveness of your preventive maintenance program and justify investments to management. According to McKinsey research, data-driven digital work order management can reduce planned downtime costs by 15-30%. 6. Implement Condition-Based Monitoring Scheduled preventive maintenance follows predetermined intervals. Condition-based maintenance, on the other hand, takes a more sophisticated approach by monitoring the actual condition of equipment and triggering service sensors to notice problems. This hybrid strategy combines the best aspects of preventive and predictive maintenance. Condition-based maintenance works best with IoT Sensors that help track performance indicators like vibration, temperature, pressure, oil quality, and energy consumption. Implementing predictive maintenance helps organizations reduce unplanned machine downtime by up to 50%. Condition monitoring is not meant to replace your preventive maintenance schedule. It is designed to complement it. Source: WorkTrek Continue performing regular inspections and routine maintenance while using condition data to identify developing issues that require attention before the next scheduled service. The good news is that technology has made condition monitoring increasingly accessible. Even without sophisticated sensors, regular inspections that document observable conditions (unusual sounds, smells, excessive heat, or vibration) provide valuable data. Train your team to recognize early warning signs during routine maintenance and document their observations systematically. 7. Balance Time and Usage-Based PM programs The most successful preventive maintenance programs don't rely exclusively on calendar-based scheduling. Instead, they implement a strategic mix of time-based preventive maintenance and usage-based maintenance that reflects how equipment actually operates. Time-based maintenance schedules tasks at regular calendar intervals: Weekly, Monthly, Quarterly Annually. Source: WorkTrek This approach works well for equipment that operates relatively consistently and for routine inspections that should occur regardless of usage. Calendar scheduling also simplifies planning since you know in advance when maintenance will occur. Usage-based maintenance triggers service based on actual equipment operation—hours run, units produced, cycles completed, or miles traveled. This method better reflects actual wear and tear on equipment with variable usage patterns. For equipment that sits idle for extended periods or operates at dramatically different intensities, usage-based scheduling prevents both over-maintenance and under-maintenance. Successful maintenance organizations find optimal results with a hybrid approach: schedule routine inspections on a time basis while planning more intensive preventive maintenance tasks based on usage metrics. For instance, perform visual inspections monthly and schedule component replacements based on operating hours. This strategy ensures regular attention to all equipment while aligning major service with actual wear. 8. Document Everything Maintaining comprehensive documentation can transform preventive maintenance from a series of disconnected tasks into a coherent, improvable system. Good record keeping creates the foundation for data analysis, compliance demonstration, and continuous improvement. Source: WorkTrek Document every preventive maintenance activity with complete details: Date performed Technician assigned Tasks completed Parts used Observations made, and Repair time invested. This maintenance history becomes invaluable for troubleshooting when problems arise, planning future maintenance, and demonstrating due diligence to regulators or insurers. It also helps when equipment ages. Historical maintenance records spanning years reveal long-term trends that might otherwise go unnoticed. If you use a CMMS like WorkTrek, you can easily access WorkOrder data and history using the built-in reporting system, saving you a lot of time. Source: WorkTrrek Store all equipment documentation, service manuals, warranties, technical specifications, and vendor contacts in a centralized, searchable location. This is another task that can be automated with a CMMS like WorkTrek. You can store all of your documentation in a single repository and easily search and access this information. When a maintenance technician needs information quickly, easy access to documentation prevents delays and ensures proper procedures are followed. 9. Create a Culture of Continuous Improvement The best preventive maintenance programs need to evolve. The continuous improvement should be based on performance data, team feedback, new technologies, and changing operational requirements. Building continuous improvement into your maintenance culture will keep your operation on track as circumstances change. Illustration: WorkTrek / Quote: KaiNexus The way to do this is to schedule regular reviews of your preventive maintenance program's effectiveness. Start by analyzing key performance indicators like equipment downtime, maintenance costs as a percentage of asset value, percentage of planned versus unplanned maintenance, and maintenance backlog. Per industry standards, if 63% of maintenance costs are related to corrective maintenance, your preventive maintenance program may need improving. Also, conduct post-failure analyses when equipment breaks down despite scheduled preventive maintenance. A few matrices to look at include: What did the preventive maintenance plan miss? Was the failure preventable? Should you adjust the maintenance schedule? By considering these questions, you can fine-tune and turn failures into learning opportunities. Involve your team by encouraging your maintenance team to suggest improvements. One practice is to hold regular meetings where technicians share observations, discuss challenges, and propose solutions. Some of the best preventive maintenance innovations come from the people performing the work daily. Create a culture where suggesting improvements is valued and implemented suggestions are recognized. 10. Secure Strong Management Support The best-designed preventive maintenance plan can fail without leadership support and sufficient resources. Management commitment is more than just budget approval. It means prioritizing scheduled maintenance, supporting the maintenance team, and viewing maintenance as a strategic investment rather than a cost center. Educate leadership on the ROI of preventive maintenance. Present data showing that investing in preventive maintenance yields returns up to 10 times the initial investment. Additionally, demonstrate how proper maintenance reduces costly repairs, extends equipment lifespan by 25-30%, and can prevent unplanned equipment failures. Part of the management buy-in includes ensuring that your maintenance team has the necessary resources such as: Adequate staffing, Proper tools and equipment, Training programs Quality replacement parts Without adequate resources, it will be difficult for the team to implement a preventive maintenance plan. Management must also protect scheduled maintenance from being constantly postponed for production demands. While flexibility is sometimes necessary, regularly skipping preventive maintenance to keep production running creates a vicious cycle. Strong leadership maintains the discipline to follow through on scheduled maintenance even when it's inconvenient. 11. Integrate Preventive and Predictive Maintenance While this article focuses on preventive maintenance, the most sophisticated maintenance programs integrate preventive and predictive maintenance into a comprehensive strategy. Used together, these approaches complement each other and deliver superior results compared to either method alone. Preventive maintenance provides the foundation for regular, scheduled tasks that maintain equipment in good condition. Predictive maintenance, on the other hand, adds an intelligence layer, using data analytics, machine learning, and advanced monitoring to forecast when specific components will fail. According to the U.S. Department of Energy, predictive maintenance saves roughly 8-12% more than preventive maintenance alone, and up to 40% more than reactive maintenance. Illustration: WorkTrek / Data: IIoT World The key is to start with a solid preventive maintenance program as your base, then gradually incorporate predictive elements as you build capabilities and invest in technology. Begin by analyzing patterns in your maintenance history data to identify leading indicators of failure. As you gain experience and sophistication, add condition monitoring sensors and analytics tools that provide real-time insights. This integrated approach helps you maintain regular service schedules while also responding to early warning signs between scheduled maintenance. Combined predictive and preventive maintenance can extend equipment lifespan by 35-80%, significantly more than either approach alone. The benefits of this approach cannot be underestimated. You get the reliability of scheduled maintenance plus the intelligence to intervene early when problems develop. 12. Leverage a CMMS Platform Modern preventive maintenance programs require sophisticated organization, scheduling, documentation, and analysis that manual systems can't provide at scale. CMMS has become an essential tool for implementing and optimizing successful preventive maintenance programs. CMMS platforms can automate preventive maintenance scheduling, ensuring tasks never fall through the cracks. Source: WorkTrek They generate work orders automatically based on time or usage triggers, assign tasks to appropriate technicians, and track completion. Integrating CMMS improves preventive maintenance scheduling by 35%, while 74% of CMMS users believe these tools improve productivity. With CMMS you can centralize all maintenance data such as: Equipment records Service history Spare parts inventory Vendor information Documentation Source: WorkTrek All of this data can be stored in a single accessible location. This centralization eliminates the chaos of scattered spreadsheets, paper files, and tribal knowledge. When a maintenance issue arises, technicians have complete equipment history at their fingertips, enabling faster, better-informed decisions. CMMS platforms also provide the analytics capabilities needed for data-driven program optimization. You can easily generate reports on maintenance costs, equipment downtime, work order completion rates, and other key metrics instantly. WorkTrek: Built for preventive maintenance excellence WorkTrek provides a comprehensive, user-friendly CMMS solution specifically designed to support successful preventive maintenance programs. The platform combines powerful capabilities with intuitive interfaces that make adoption easy for organizations of any size. WorkTrek excels at preventive maintenance automation, allowing you to configure detailed maintenance plans for every asset with flexible scheduling options such as time-based, usage-based, or condition-based triggers. The system automatically generates work orders, assigns them based on technician skills and availability, and sends notifications, ensuring nothing gets overlooked. This automation is complemented by customizable preventive maintenance checklists that standardize procedures and ensure quality. Source: WorkTrek The platform's mobile applications put complete CMMS functionality in your maintenance team's pockets. Technicians access work orders, equipment data, and documentation from anywhere, complete tasks offline if needed, and automatically sync data when connectivity returns. This mobile-first approach eliminates paper-based workflows and keeps your maintenance operation running smoothly. WorkTrek's analytics capabilities help you demonstrate program value and identify improvement opportunities. Built-in dashboards provide real-time visibility into maintenance operations, while flexible reporting tools let you analyze data from any angle. Track maintenance costs, equipment performance, work order completion rates, and other key metrics to support data-driven decision-making. The platform also integrates seamlessly with other business systems, ERPs, accounting software, IoT sensors, and building management systems. This creates a unified maintenance ecosystem for your organization. Conclusion Successfully implementing these 12 best practices transforms your maintenance operation from reactive firefighting to proactive asset management. But remember, building a successful preventive maintenance program is a journey, not a destination. Start with the fundamentals, like identifying critical assets, establishing schedules, standardizing procedures, and training your team. Then progressively add sophistication through data analysis, condition monitoring, and technology integration. The statistics speak for themselves. Organizations implementing structured preventive maintenance programs experience 33% less equipment failure, extend equipment lifespan by 25-30%, and see ROI of up to 545% in some industries. Ready to transform your maintenance operation? Start with one critical asset, implement a data-driven preventive maintenance schedule, and use the results to build momentum for broader program expansion. The tools are ready, the benefits are proven, and your equipment is waiting for the attention it deserves.

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

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

Key Takeaways Preventive maintenance prevents costly equipment failures through scheduled servicing and regular inspections Manufacturing companies benefit from reduced downtime, lower costs, and improved product quality Successful programs require proper planning, skilled technicians, and the right tools to overcome common challenges If you run a manufacturing facility, you know that equipment breaks down at the worst possible times. This can often result in production lines coming to a halt and costing companies thousands of dollars per hour. What is the industry best practice to reduce downtime? The solution lies in implementing a preventive maintenance plan for your organization. Preventive maintenance in manufacturing is a preventative maintenance approach to maintaining equipment and machinery by performing regular, scheduled servicing to prevent and reduce unexpected breakdowns. Source: WorkTrek Companies that implement preventive maintenance programs see fewer emergency repairs, better product quality, and significantly lower maintenance costs over time. What is Preventive Maintenance in Manufacturing? Like most industries, preventive maintenance in manufacturing involves scheduling of equipment maintenance to prevent failures before they occur. How Preventive Maintenance Differs from Reactive and Predictive Approaches? Preventive maintenance Follows a scheduled approach based on time intervals or usage cycles. Manufacturers perform regular inspections, cleaning, and part replacements regardless of the current equipment condition. Reactive maintenance Only happens after the equipment breaks down. This approach leads to unexpected downtime and costly emergency repairs. Production stops completely until technicians fix the problem. Source: WorkTrek Predictive maintenance Utilizes real-time data from sensors to predict when failures may occur. Temperature readings, vibration patterns, and other measurements help predict maintenance needs. The key differences include: Source: WorkTrek Preventive maintenance programs often require more upfront planning than reactive methods. However, long-term, they provide better control over production schedules and maintenance costs. Core Objectives of Preventive Maintenance The primary goal of any manufacturing maintenance program is to prevent unexpected equipment failures. General goals include: Reducing downtime Stands as the most important objective. Scheduled maintenance happens during planned breaks rather than disrupting active production runs. Extend equipment lifespan If equipment lasts longer, it can save the organization money over time. Well-maintained machines last longer and provide better return on investment than neglected equipment. Source: WorkTrek Maintain product quality Manufacturing quality products requires consistent machine performance. Equipment that receives regular care produces more reliable output with fewer defects. Improve workplace safety Protects workers from equipment-related accidents. Regular inspections catch potential hazards before they cause injuries. Controlling maintenance costs Becomes easier with planned spending. Preventive care costs less than emergency repairs and equipment replacement. Key Benefits of Preventive Maintenance According to the US Department of Energy, companies can save between 12% and 18% on maintenance costs by implementing preventive maintenance over reactive maintenance approaches. Additionally, each dollar spent on preventive maintenance saves an average of $5 in future costs. These benefits include reduced equipment downtime, extended asset life, safer work environments, and increased productivity levels. Reducing Equipment Downtime and Unplanned Disruptions Preventive maintenance has repeatedly been shown to reduce costly equipment failures that stop production lines. When companies schedule regular inspections and repairs, they catch small problems before they become major breakdowns. Manufacturers that use preventive maintenance experience up to 25% less unplanned downtime compared to those that use reactive maintenance approaches. This reduction translates directly into higher production output and revenue. Common preventive tasks include: Oil changes and lubrication Belt and filter replacements Electrical connection checks Calibration adjustments Cleaning and debris removal Extend Equipment Lifespan It is no surprise that regular maintenance can significantly increase the lifespan of equipment. Well-maintained machines can operate effectively for years beyond their expected service life. With preventive maintenance, you can keep all components in good working condition. This proactive approach prevents the cascading failures that occur when one worn part damages other system components. The reliability of assets improves when maintenance teams follow consistent schedules for inspections and repairs Reliable equipment produces consistent quality and meets production targets without interruption. Factors that extend asset lifespan: Regular cleaning prevents corrosion Proper lubrication reduces friction wear Timely part replacement prevents system damage Calibration maintains accuracy over time Companies typically see 15-20% longer asset lifespan with proper preventive maintenance programs. This extended life provides a better return on equipment investments. Enhance Workplace Safety and Compliance Preventive maintenance helps create safer work environments by identifying and addressing potential hazards before they lead to accidents. Regular equipment inspections reveal safety risks that could harm workers. Well-maintained equipment reduces safety hazards by ensuring all safety systems function properly. Faulty equipment poses serious risks, including electrical hazards, mechanical failures, and chemical leaks. Regulatory compliance becomes easier when companies maintain detailed maintenance records and follow prescribed safety checks. Several industry regulations require regular equipment inspections and maintenance documentation. Compliance requirements vary by industry but often include safety system testing, pressure vessel inspections, and electrical system checks. Preventive maintenance programs help companies consistently meet these requirements. Safety benefits include: Reduced workplace accidents Lower insurance premiums Fewer regulatory violations Better audit results Improved worker confidence Boosting Productivity and Operational Efficiency Preventive maintenance increases productivity by keeping equipment running at optimal performance levels. Well-maintained machines operate more efficiently, produce higher-quality products, and use less material. Operational efficiency improves when equipment performs consistently without unexpected breakdowns. This reliability allows production teams to meet schedules and customer demands more effectively. Maintenance costs decrease over time as preventive care prevents the need for expensive emergency repairs. The cost of scheduled maintenance is typically three to five times lower than emergency breakdown repairs. Energy efficiency also improves with regular maintenance. Clean, well-lubricated equipment uses less power and generates less heat than poorly maintained machines. Productivity improvements include: Higher production speeds Better product quality Reduced material waste Lower energy consumption Fewer production delays Types of Preventive Maintenance in Manufacturing Manufacturing facilities use four main types of preventive maintenance strategies. Each maintenance strategy offers different approaches to equipment care, from scheduled intervals to advanced technology solutions. Time-Based Maintenance Time-based maintenance follows fixed schedules, regardless of the equipment's condition. Maintenance tasks are performed at regular intervals, such as weekly, monthly, or yearly. Source: WorkTrek This approach is particularly effective for critical equipment with predictable wear patterns. A factory might lubricate conveyor belts every 30 days or replace filters quarterly. Common time-based tasks include: Weekly equipment inspections Monthly lubrication schedules Annual component replacements Seasonal cleaning procedures The primary advantage is the simplicity of scheduling and planning. Maintenance teams know exactly when work needs to be completed. However, this method can lead to unnecessary maintenance on equipment still in good condition. It may also miss problems that develop between scheduled intervals. Usage-Based Maintenance Usage-based maintenance links tasks to equipment operating hours or production cycles. This is similar to changing your car's oil every 5,000 miles. Maintenance happens based on actual machine usage rather than calendar dates. A CNC machine might need service after every 1,000 operating hours. Forklifts could require inspection after moving 500 pallets. This method better matches maintenance needs to the equipment workload. Machines that are used heavily receive more frequent attention than idle equipment. Usage triggers include: Operating hours Production cycles completed Parts processed Distance traveled Manufacturing facilities that have variable production schedules benefit most from this approach. Equipment gets appropriate care based on actual wear and tear. The challenge to usage-based maintenance is to track usage data across all machines accurately. Some equipment may require additional monitoring systems to be installed, like IoT devices, which are further described in the next section. Condition-Based Maintenance Condition monitoring uses real-time equipment data to determine maintenance needs. Sensors and diagnostic tools detect signs of wear or performance decline. Source: WorkTrek Vibration sensors on motors can identify bearing problems early. Temperature monitoring reveals overheating issues before equipment fails. This approach prevents both unnecessary maintenance and unexpected breakdowns. Work only happens when equipment actually needs attention. Common monitoring methods: Vibration analysis for rotating equipment Temperature monitoring for electrical systems Oil analysis for hydraulic machinery Ultrasonic testing for structural integrity Source: WorkTrek Maintenance teams receive alerts when readings exceed normal ranges. When paired with a CMMS system like WorkTrek, these readings can automatically generate work orders. Source: WorkTrrek Additionally, maintenance managers can also manually create work orders and schedule repairs based on the data. Investment in monitoring equipment and staff training is required upfront. However, the precision of this method often justifies these costs. Predictive Maintenance in Manufacturing Predictive maintenance combines condition monitoring with predictive analytics and machine learning to optimize maintenance. Advanced algorithms analyze historical data to forecast future equipment needs. Systems learn normal operating patterns for each machine. These systems then identify subtle changes that indicate developing problems weeks or months ahead. For example, a packaging line might use predictive analytics to forecast bearing replacement dates. The system considers usage patterns, environmental conditions, and historical failure data to inform its decisions. Key technologies include: Machine learning algorithms IoT sensors and connectivity Data analytics platforms Artificial intelligence systems This represents the most advanced maintenance strategy available. It provides maximum equipment uptime while minimizing maintenance costs. Implementation requires significant investment in technology and robust data management capabilities. Many manufacturers begin with critical equipment before expanding their systems across the board. The prescriptive maintenance approach can even automatically generate work orders and schedule repairs. This level of automation reduces manual planning and improves response times. Essential Preventive Maintenance Tasks and Schedules Successful manufacturing operations depend on well-planned maintenance tasks that follow specific schedules and target the most critical equipment. Preventive maintenance scheduling involves creating structured maintenance plans in which tasks are performed routinely at fixed intervals, rather than reacting to problems as they arise. Creating Effective Maintenance Checklists A preventive maintenance checklist is a list of tasks that need to be performed as part of the maintenance process. These checklists encompass inspections, lubrication schedules, parts replacement, and additional tasks. Source: WorkTrek The goal of maintenance checklists is to break down complex procedures into simple steps. Each task should specify the necessary tools, the required time, and any necessary safety precautions. Key Elements of Manufacturing Checklists: Visual inspections for wear and tear Fluid level checks and replacements Belt tension adjustments Electrical connection testing Safety system verification It is important to customize checklists for each piece of equipment. A conveyor system requires different maintenance tasks than a hydraulic press or packaging machine. This can be easily done with a CMMS like WorkTrek. You can create customized checklists designed for specific systems. Prioritizing Critical Equipment Not all manufacturing equipment requires the same level of maintenance attention. Critical equipment identification focuses resources on assets that would cause significant disruptions if they fail. Manufacturing teams should focus on analyzing which machines have the highest impact on production. Equipment that stops entire production lines receives top priority in maintenance scheduling. Equipment Priority Categories: High Priority: Production bottlenecks, safety-critical systems Medium Priority: Support equipment, backup systems Low Priority: Non-essential utilities, storage equipment Past maintenance records reveal frequent failure points that need extra attention. Manufacturer recommendations also guide maintenance intervals for complex machinery. Cost of failure helps determine priority levels. A $10,000 repair that stops production for days ranks higher than routine maintenance on auxiliary equipment. Implementing Lubrication and Routine Inspections Scheduled maintenance involves performing specific tasks at predefined intervals, such as cleaning, lubrication, or part replacements. These routine tasks are designed to prevent minor issues from escalating into major failures. Lubrication schedules vary depending on the type of equipment and its operating conditions. High-speed machinery requires more frequent lubrication than slower-moving equipment. Common Lubrication Intervals: Daily: High-speed bearings, chain drives Weekly: Conveyor systems, packaging equipment Monthly: Motors, gearboxes, pumps Quarterly: Heavy machinery, hydraulic systems Routine inspections catch problems before they cause breakdowns. Technicians check for unusual noises, vibrations, temperature changes, and visible wear patterns. Temperature monitoring reveals bearing problems and electrical issues. Vibration analysis detects misalignment and worn components before they fail completely. Documentation of inspection findings helps track the condition of equipment over time. This data supports decisions about repair timing and replacement planning. Creating and Implementing a Preventive Maintenance Program As explained in this blog, a successful preventive maintenance program requires structured planning, proper team training, and continuous performance monitoring. Manufacturing companies should begin by establishing a clear maintenance schedule, training technicians who understand the equipment's requirements, and implementing a data-driven approach to track effectiveness and make necessary improvements. Developing a Structured Maintenance Plan Manufacturing facilities should begin with a comprehensive asset inventory that includes the names, locations, model numbers, and maintenance histories of all equipment. Critical asset prioritization enables teams to focus resources on equipment that has the greatest impact on safety, production, and downtime costs. Companies should evaluate each asset using factors like safety impact, production importance, and failure frequency. A scoring system from 1-5 helps rank equipment objectively. Maintenance triggers come from three main sources: Time-based schedules (monthly, quarterly inspections) Usage-based metrics (operating hours, cycles completed) Manufacturer recommendations from equipment manuals Teams need detailed task lists for each maintenance activity. These lists should specify required tools, parts, estimated completion time, and safety procedures. A computerized maintenance management system like WorkTrek helps automate scheduling and work order generation. CMMS software can increase PM completion rates by 70% compared to manual tracking methods. Training Technicians and Managing Teams Maintenance technicians require specialized training on equipment systems, safety procedures, and digital tools utilized in the preventive maintenance program. Companies should provide hands-on training for each asset type and maintenance task. Standardized operating procedures (SOPs) ensure consistent work quality across all team members. Digital checklists and step-by-step guides help technicians complete tasks accurately and consistently. Illustration: WorkTrek / Quote: montrium Teams perform better when they understand the importance of preventive maintenance. Training should cover how PM reduces downtime costs and prevents safety incidents. Mobile maintenance software allows technicians to access procedures, report issues, and update work orders from anywhere in the facility. This improves communication between maintenance staff and operations teams. Regular skills assessments help identify training gaps. Companies should schedule ongoing education sessions to keep technicians updated on new equipment and techniques. Tracking and Optimizing Maintenance Performance Maintenance management systems can provide you with completion rates, equipment downtime, and maintenance costs. Key metrics include PM completion percentage, mean time between failures, and maintenance cost per asset. Teams should track which maintenance activities prevent the most failures. This data helps optimize schedules and focus resources on high-impact tasks. Equipment failure patterns reveal whether maintenance intervals are too frequent or not frequent enough. CMMS can analyze historical data to suggest adjustments to the schedule. Performance indicators to monitor include: Unplanned downtime reduction Equipment availability rates Maintenance cost trends Safety incident frequency Regular program reviews help identify opportunities for improvement. Manufacturing teams should adjust maintenance schedules based on actual equipment performance rather than relying only on manufacturer recommendations. Overcoming Challenges in Preventive Maintenance Like any new initiative, implementing preventive maintenance presents challenges. These include balancing maintenance costs with production demands, reducing equipment downtime during scheduled maintenance, and maintaining proper inventory levels for spare parts. Balancing Maintenance Costs and Production Schedules Rising maintenance costs pose a significant challenge as equipment becomes increasingly complex and aging assets require more intensive attention. Labor expenses and part replacements can add up quickly without proper planning and an over-reliance on reactive maintenance. Source: WorkTrek Manufacturers can control costs by using automated maintenance scheduling tools. CMMS platforms help track parts usage and reduce waste. These systems also prevent unnecessary maintenance by scheduling work based on the actual condition of the equipment, rather than fixed time intervals. Production scheduling integration becomes critical for cost control. Teams should coordinate maintenance windows during planned downtime or periods of low demand. This approach prevents costly equipment downtime that impacts production schedules and delivery commitments. Performance-based maintenance offers better cost efficiency than time-based schedules. This method triggers maintenance based on runtime hours or cycle counts, rather than calendar dates. It aligns maintenance activities with actual equipment usage patterns. Minimizing Equipment Downtime During Maintenance Equipment downtime directly impacts production lines and can halt entire manufacturing operations. Shutting down machines for maintenance leads to lost output, wasted labor hours, and missed deadlines. Modern technology significantly helps reduce these disruptions. IoT sensors enable condition-based maintenance by continuously monitoring equipment in real-time. Teams can detect vibration changes, temperature spikes, and pressure drops that indicate potential equipment failures. Illustration: WorkTrek / Data: IOTMAG For mature organizations, predictive maintenance extends mean time between failures (MTBF) by identifying issues before they occur. Scheduling maintenance during off-hours or slow production periods minimizes impact. Real-time monitoring systems and predictive analytics help identify optimal maintenance windows. This timing strategy ensures that production lines continue to run during peak demand periods. Managing Inventory and Spare Parts Managing parts can be a challenge for most organizations. Organizations that implement proper inventory management can ensure that critical spare parts are available when needed. Poor inventory control leads to extended downtime when equipment failures occur unexpectedly. Also, overstocking ties up capital and warehouse space unnecessarily. Just-in-time inventory strategies work well for predictable maintenance items. Teams can order routine parts, such as filters and belts, on a regular schedule. However, critical components that prevent major equipment failures require higher stock levels. Digital inventory systems, typically part of a CMMS, track part usage patterns and automatically reorder items. These systems reduce manual errors and prevent stockouts of essential components. They also identify slow-moving inventory that ties up resources. Maintaining good supplier partnerships enhances parts availability and minimizes inventory investment. Vendors can maintain stock levels for critical components and deliver them quickly when needed. This approach reduces on-site storage requirements while ensuring parts availability. Conclusion Preventive maintenance is a strategic investment that transforms manufacturing operations from reactive to proactive. Manufacturing facilities that implement structured maintenance programs can reduce unplanned downtime by up to 25%, extend equipment lifespan by 15-20%, and save between 12-18% on overall maintenance costs. Success is not always easy and requires commitment to proper planning, skilled technician training, and leveraging modern tools like WorkTrek CMMS to track performance and optimize schedules. However, facilities that do implement preventive maintenance can improve operations.