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

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

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

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

Key Takeaways Aging equipment is the #1 concern for 67% of maintenance managers, with 80% of manufacturing plants citing machinery breakdowns as their leading cause of operational inefficiencies Fortune Global 500 companies lose $1.4 trillion annually due to unplanned downtime, with costs reaching $9,000 per minute for large organizations Only 29% of facility managers believe their technicians are adequately prepared for modern maintenance challenges, highlighting a critical skills gap Modern CMMS solutions can reduce emergency calls by 50% or more through preventive maintenance scheduling and real-time communication Maintenance management faces an increasingly complex landscape. From aging equipment to skilled labor shortages, organizations struggle with multiple challenges that directly impact their operational efficiency and bottom line. Understanding these obstacles—and more importantly, knowing how to overcome them—can mean the difference between reactive firefighting and proactive excellence. Recent data shows that 67% of managers believe aging equipment represents their main future challenge, while 34% cite lack of resources or staff as a critical concern. These statistics paint a clear picture: maintenance teams need clear and strategic solutions now more than ever. This article covers the eight most significant challenges facing maintenance management today, with practical suggestions on how to improve operations. 1. Managing Aging Equipment and Asset Deterioration Aging equipment stands as the number one concern for maintenance managers worldwide. A recent study found that 80% of manufacturing plants cite machinery breakdowns as their leading cause of operational inefficiencies. Outdated equipment can greatly impacts maintenance. As a facility manager, you already know that old equipment doesn't just break down more often, but it can create a cascading effect of maintenance issues. Illustration: WorkTrek / Data: Advanced Technology Services One issue faced by maintenance teams is that legacy systems require specialized knowledge that's increasingly hard to find. Additionally, spare parts become scarce and expensive, and equipment failures happen with frustrating regularity. The challenge can intensify when you consider that many facilities operate with equipment decades past its intended lifecycle. The financial implications are staggering. Fortune Global 500 companies experience an annual total of $1.4 trillion in losses due to unplanned downtime disruptions—that's roughly equivalent to Spain's entire annual GDP. For individual organizations, these frequent repairs and increased operational costs from aging assets can quickly spiral out of control. There are a few strategies that innovative maintenance teams use to address this challenge: Asset lifecycle management Can becomes a critical cornerstone of your maintenance strategy. Rather than running equipment to failure, professional facility managers implement comprehensive tracking systems that monitor equipment health. They can also predict replacement needs and justify capital expenditures using complex systems and repair data. Source: WorkTrek This proactive maintenance approach helps minimize downtime while building a case for strategic equipment upgrades. Predictive maintenance technologies Predictive maintenance is another option. By implementing IoT sensors and data analysis tools, maintenance personnel can detect early warning signs of equipment failure. Illustration: WorkTrek / Quote: Power MI Anytime you move from reactive maintenance to predictive maintenance, you can extend equipment life while reducing the associated costs of emergency repairs. Strategic replacement planning Replacement planning helps facilities management teams balance financial constraints with operational needs. Instead of replacing everything at once, create a phased approach that prioritizes critical assets first, ensuring continuous improvement without overwhelming your budget. 2. Skilled Labor Shortages and Knowledge Transfer There is a quiet storm brewing in the maintenance industry: experienced technicians are retiring faster than new talent enters the field. This is creating a significant skills gap that threatens operational efficiency. Only 29% of facility managers believe their technicians are "very prepared" for modern maintenance challenges, while 26% consider them "not at all prepared". Illustration: WorkTrek / Source: Conger The problem is multi-pronged - fewer people are getting into the industry, and training is limited in many organizations. This perfect storm can undermine an organization's ability to maintain equipment properly, implement new technologies, and ensure safety procedures are followed. Additionally, when experienced maintenance personnel leave, they take decades of institutional knowledge with them, leaving maintenance teams scrambling to fill the void. These challenges become even more complex considering how the nature of maintenance work is evolving. A maintenance manager today needs teams proficient not just in traditional mechanical skills but also in computerized maintenance management systems, data analysis, and increasingly sophisticated diagnostic tools. Finding individuals who bridge this technical divide proves increasingly difficult. Here are a few suggestions to help your organization navigate this complex landscape: Develop a robust training program Make this part of the foundation of any solution that you implement. Rather than hoping new hires arrive job-ready, successful maintenance teams invest in continuous skill development. What should these programs covers? Any training program should encompass both technical competencies and soft skills like communication and problem-solving. Don't forget to implement an organization-wide documentation process. Having easily accessible standard operating procedures ensures knowledge isn't lost when key personnel leave. Illustration: WorkTrek / Data: Touchpoint This can be greatly simplified by implementing a CMMS platform like WorkTrek. Encourage mentorship Illustration: WorkTrek / Data: Exploding Topics Pair experienced technicians with newer team members, facilitating knowledge transfer before it's too late. This approach is invaluable in preserving institutional knowledge about specific equipment, unique facility challenges, and proven troubleshooting techniques. Some of this information might be hard to find in vendor manuals. Adopt Technology Implementing the right technology platforms can help bridge the gap. A modern maintenance software like WorkTrek can automate a lot of manual work order processes, centralize documentation, and provide detailed KPIs and reports. This ensures completed tasks meet quality standards even when expertise is limited. These systems also capture maintenance history and create a knowledge base that outlasts any individual employee. 3. Budget Constraints and Resource Allocation Based on our experience, most maintenance organizations operate with limited resources and budgets. This forces facilities managers to do more with less while maintaining safety standards and operational efficiency. According to recent surveys, 29% of facilities lack adequate budget for maintenance needs, creating a dangerous cycle of deferred maintenance and increased operational costs. Illustration: WorkTrek / Data: Infraspeak Blog The challenge isn't always about money, but also about efficient resource allocation. Maintenance costs can spiral out of control when teams lack proper planning, leading to expensive emergency repairs, overtime labor, and expedited shipping for critical parts. Without an effective maintenance strategy, organizations find themselves trapped in reactive maintenance cycles that drain budgets without improving reliability. When dealing with competing priorities, budget pressures can intensify. Facilities management teams always battle with balancing immediate repairs vs preventive maintenance tasks. This is all the while justifying expenditures to leadership who may not fully understand the long-term cost savings of proactive maintenance practices. Below are a few tips on how to overcome budget challenges: Data-driven justification Illustration: WorkTrek / Data: PwC Transforms maintenance from a cost center to a value driver. By tracking key performance indicators and demonstrating the value of preventive maintenance in reducing operational costs, maintenance managers can build compelling cases for budget increases. Show leadership how every dollar spent on proactive maintenance saves multiple dollars in avoided breakdowns and production losses. Prioritization frameworks Source: WorkTrek Ensures that limited resources target critical tasks first. Not all maintenance activities should carry equal weight. The key is to focus on equipment that directly impacts production, safety, or customer satisfaction. This approach helps maintenance teams maximize impact even with constrained budgets. Long-term cost savings strategies In your discussions with management, shift the conversation from expense to investment. Implementing a preventive maintenance plan might require upfront costs, but the reduction in equipment failures, unplanned downtime, and emergency repairs delivers significant ROI. 4. Managing Unplanned Downtime and Emergency Repairs Unplanned downtime and emergency maintenance affect 90% of European businesses, making it one of the most persistent maintenance challenges organizations face. The ripple effects can extend far beyond the immediate repair costs. It can result in production halts where customer relationships suffer, and maintenance teams scramble to address issues reactively. Illustration: WorkTrek / Data: Traction The actual cost of unplanned downtime often shocks leadership. For large organizations, downtime costs can reach as high as $9,000 per minute, with higher-risk industries like healthcare seeing costs soar beyond $5 million per hour. These staggering figures don't even account for the long-term damage to equipment, team morale, and customer satisfaction that frequent emergencies create. Emergency maintenance can create a vicious cycle. When maintenance teams constantly fight fires, they lack time for preventive maintenance activities, which leads to more equipment failures and more emergencies. This reactive approach can exhaust maintenance personnel, strain budgets, and prevent the implementation of improvement initiatives that could break the cycle. Here are a few ideas on how to better handle emergency repairs: Implement Preventive Maintenance This forms the cornerstone of downtime reduction. By establishing regular inspection schedules, routine maintenance tasks, and proactive component replacement, organizations can identify and address issues before they cause failures. This shift from reactive to preventive maintenance typically reduces emergency calls by 50% or more. Root Cause Analysis Source: WorkTrek Helps prevent recurring failures. Instead of simply fixing problems, maintenance teams should take steps to understand the root causes of failures. Was it inadequate preventive maintenance? Operator error? Design flaws? By addressing root causes rather than symptoms, organizations can eliminate chronic issues that drive emergency maintenance. Spare Parts Optimization Source: WorkTrek Having good visibility into your spare parts inventory can help reduce emergencies and costs. Implementing good inventory management means having critical components on hand without tying up excessive capital in unused parts. Modern maintenance software can predict parts needs based on maintenance history and the importance of equipment, which helps maintain the right balance. 5. Technology Integration and Digital Transformation Despite the clear benefits of implementing a CMMS platform, many organizations struggle with technology adoption. Recent surveys show 88% of companies struggle with aging IT infrastructure and outdated technology, while 76% face challenges connecting modern assets and analyzing the resulting data. This technology gap creates significant challenges for maintenance teams trying to improve efficiency. Implementing technology alone is not enough. Consider integrating any maintenance software with your ERP or other enterprise applications. Facilities that operate with multiple systems without integration can create data silos that prevent comprehensive analysis. Maintenance managers find themselves juggling disparate platforms for work orders, inventory management, asset tracking, and reporting. This can waste valuable time on manual processes that should be automated. Legacy systems can compound the challenge. Older equipment often lacks the connectivity needed for modern monitoring solutions, while newer assets generate data volumes that overwhelm traditional maintenance management approaches. This creates a two-speed maintenance environment where some assets benefit from predictive maintenance while others remain in reactive mode. Below are a few tips to improve your digital transformation process: Phased Implementation Being strategic about implementation can reduce the load on teams. Start with core functionality like work order management, then gradually add features like predictive maintenance and advanced analytics. This approach allows maintenance personnel to adapt and see benefits before moving to the next phase. Plan Integration Steps This ensures new systems work with existing infrastructure. Before selecting a computerized maintenance management system, map current systems and identify integration points. Modern facility management software should connect with enterprise resource planning, production systems, and IoT sensors to create a unified maintenance ecosystem. Change Management Addresses the human side of technology adoption. Even the best maintenance software fails if teams don't embrace it. Invest in comprehensive training programs, identify champions within maintenance teams, and demonstrate early wins to build momentum for broader adoption. 6. Regulatory Compliance and Safety Management It is becoming increasingly complex for maintenance organizations to manage regulatory compliance. Safety procedures must be followed meticulously, regular safety inspections documented thoroughly, and compliance risks managed proactively—all while maintaining operational efficiency and managing daily maintenance activities. Source: WorkTrek The stakes couldn't be higher. Safety hazards in maintenance work can lead to serious injuries, hefty fines, and damaged reputations. Yet many organizations struggle with fragmented safety training programs, inconsistent documentation processes, and difficulty tracking whether safety procedures are followed in the field. The lack of maintenance history and inspection reports can make it difficult to get to the root cause of safety incidents. Compliance gets even more complex as regulations evolve and enforcement increases. Facilities and maintenance managers must navigate federal, state, and local requirements while also meeting industry-specific standards. This regulatory maze becomes even more challenging when managing multiple facilities across different jurisdictions, each with unique compliance requirements. Below are a few things you can do to improve your organization's compliance: Centralized Documentation Systems Ensure all safety-related maintenance activities are properly recorded and easily accessible during audits. Digital maintenance software can automatically generate inspection reports, track safety training completion, and maintain comprehensive records that demonstrate compliance. Source: WorkTrek Using this centralized system, you can eliminate the risks associated with paper-based or fragmented documentation. Standardize Safety Procedures Implementing and standardizing safety procedures can reduce variation and ensure consistent compliance. Using a CMMS system, you can embed safety checks into work orders and require digital sign-offs. This can help maintenance managers verify that safety protocols are followed every time. Proactive Safety Training Illustration: WorkTrek / Data: DuraPlas This goes beyond basic compliance and aims to create a culture of safety for your maintenance team. Regular training sessions, safety meetings, and refresher courses keep safety top-of-mind for maintenance personnel. Track training completion and certifications within your maintenance management system to ensure no one performs tasks they're not qualified for. 7. Poor Communication and Coordination Communication breakdowns can plague maintenance operations. This can create inefficiencies that ripple throughout organizations. When maintenance requests get lost, priorities aren't communicated, or teams work in silos, the result is is frustrated stakeholders. A significant 45% of maintenance professionals' working hours are spent managing physical work orders and documentation—time that could be better spent on actual maintenance tasks. The challenge intensifies in larger organizations where maintenance teams must coordinate with operations, procurement, management, and external contractors. Without effective communication channels, addressing maintenance requests becomes a game of telephone where critical information gets lost or distorted. This leads to wrong parts being ordered, technicians arriving unprepared for jobs, or critical maintenance being delayed because priorities weren't properly communicated. Modern organizations overcome communication challenges through: Unified Communication Platforms A CMMS system like WorkTrek can integrate all maintenance-related communication into a single system. It can serve as the central hub where all stakeholders can submit requests, track progress, and access information. Source: WorkTrek This eliminates the confusion of emails, phone calls, and paper forms while ensuring nothing falls through the cracks. Mobile Accessibility A maintenance platform with a mature mobile platform can help teams stay connected regardless of location. Field technicians can receive work orders, update task status, and communicate issues in real-time through mobile devices. Source: WorkTrek Automated Workflows Implementing automated workflows as part of your CMMS system can ensure proper procedures are followed. For example, when equipment failure is reported, the system can automatically notify relevant personnel. It can also create work orders and trigger parts ordering, all of which can be done without manual intervention. 8. Data Management and Performance Tracking Despite living in a data-rich era, many maintenance teams struggle to harness information effectively. Maintenance organizations collect vast amounts of data about equipment performance, maintenance activities, and costs, yet 40% struggle with obtaining and analyzing asset data. Source: WorkTrek Without proper data analysis capabilities, maintenance managers make decisions based on intuition rather than facts, missing opportunities for continuous improvement. The challenge goes beyond simple data collection. Many organizations have data scattered across multiple systems, spreadsheets, and paper records, making comprehensive analysis nearly impossible. Even when data is digitized, a lack of standardization means comparing performance across assets or facilities becomes a manual, error-prone process. Key performance indicators often go untracked or unmeasured, leaving maintenance managers unable to answer critical questions: Are we improving? Where should we focus resources? What's our return on maintenance investment? Without these insights, it's impossible to optimize maintenance strategies or justify budget requests with concrete evidence. Here are a few steps you can follow to improve data management: Standardized Data Collection This enables consistency across all maintenance activities. Define what data to collect, how to collect it, and where to store it. Modern maintenance software can enforce these standards through required fields and automated data capture, eliminating the variability that makes analysis difficult. Real-time Dashboards A good computerized maintenance management system can transform raw data into actionable insights. Instead of digging through reports, maintenance managers can see equipment availability, maintenance backlog, cost trends, and other key performance indicators at a glance. These visual tools help identify problems quickly and track the effectiveness of improvement initiatives. Predictive Analytics Leverages historical maintenance data to forecast future needs. By analyzing patterns in equipment failures, maintenance costs, and resource utilization, organizations can optimize maintenance schedules, predict budget needs, and prevent failures before they occur. This data-driven approach transforms maintenance from reactive to strategic. How WorkTrek CMMS Helps Organizations Overcome These Challenges WorkTrek's computerized maintenance management system directly addresses all eight maintenance management challenges through an integrated, user-friendly platform designed for modern maintenance teams. By combining powerful functionality with intuitive design, WorkTrek transforms how organizations approach maintenance management. Source: WorkTrek For aging equipment challenges, WorkTrek provides comprehensive asset management capabilities that track equipment lifecycle, maintenance history, and performance trends. This data helps facility managers make informed decisions about repair versus replacement while maximizing asset lifespan through optimized preventive maintenance schedules. Source: WorkTrek Addressing workforce challenges, WorkTrek includes built-in training tracking, skill management, and knowledge base features that help organizations maintain competency even as team composition changes. The system's intuitive interface reduces training time for new technicians while standardized procedures ensure consistent quality regardless of who performs the work. Budget optimization becomes achievable through WorkTrek's detailed cost tracking and reporting capabilities. By capturing all maintenance-related expenses and demonstrating preventive maintenance ROI through clear metrics, maintenance managers can justify budgets and allocate resources more effectively. The system's predictive capabilities help prevent costly emergency repairs while optimizing inventory levels to reduce carrying costs. WorkTrek's mobile-first design ensures seamless communication between office and field personnel. Work orders, updates, and critical information flow instantly between team members, eliminating communication gaps that lead to delays and errors. Integration capabilities mean WorkTrek works with existing systems rather than creating another silo. Most importantly, WorkTrek transforms data from a burden to an asset. Automated data collection, real-time analytics, and customizable dashboards provide the insights maintenance teams need to improve continuously. Whether tracking safety compliance, measuring performance against KPIs, or predicting future maintenance needs, WorkTrek ensures decisions are based on facts rather than guesswork. Conclusion: Turning Challenges into Opportunities The challenges facing maintenance management are real and significant, but they're far from insurmountable. Organizations that acknowledge these obstacles and implement strategic solutions position themselves for operational excellence and competitive advantage. Success requires more than just technology. It demands a commitment to continuous improvement, investment in people and processes, and a willingness to evolve from reactive to proactive maintenance practices. By addressing these eight challenges systematically, maintenance teams can transform from cost centers to value drivers that directly contribute to organizational success. The path forward is clear: embrace modern maintenance management approaches, invest in the right tools and training, and build a culture that values preventive over reactive maintenance. Organizations that make these investments today will reap the benefits of improved reliability, reduced costs, and enhanced operational efficiency for years to come.

Key Takeaways: Maintenance management focuses specifically on equipment upkeep and asset reliability, while facility management encompasses broader operational responsibilities 73% of facility managers report that equipment maintenance represents their most critical daily responsibility Organizations with integrated maintenance and facility management approaches see 22% fewer operational disruptions A lot of organizations struggle to distinguish between maintenance management and facility management, often treating them as interchangeable concepts. This confusion can lead to inefficient resource allocation, unclear responsibilities, and missed opportunities for cost savings. While there is a shared common ground between the two approaches, they each serve distinct purposes within modern organizations. For maintenance managers, understanding their key differences can help you optimize operations, reduce maintenance costs, and ensure smooth business continuity. If you're curious about how these two critical functions differ and how they can work together to enhance your operations, keep reading. What is Maintenance Management? Maintenance management is the systematic process that preserves and restores equipment, machinery, and physical assets to their optimal operating condition. Based on studies, a lot of maintenance teams struggle with staffing. According to a study by JLL Technologies in 2024, nearly half (47%) of facility management teams are currently understaffed. Illustration: WorkTrek / Data: Facilities Dive The focus is specifically on the technical aspects of asset care, from routine inspections to complex repairs. Simply, the objective of maintenance management is to maximize equipment reliability and keep maintenance costs down. Another goal is to reduce equipment downtime and operational disruptions. This approach requires planning, scheduling, and execution of maintenance activities derived from data-driven insights. According to the International Facility Management Association, good maintenance management can reduce equipment failures by up to 75% when properly implemented. What are the components of Maintenance Management? Preventive Maintenance: This is when scheduled tasks are performed at regular intervals to prevent equipment failures. PM includes routine inspections, lubrication, filter changes, and component replacements based on manufacturer recommendations or operating hours. Source: WorkTrek Corrective Maintenance: This is when repairs are only performed when an equipment fails. While reactive, corrective maintenance can be more strategic when integrated with proper maintenance planning. Source: WorkTrek Predictive Maintenance: This is the next generation of maintenance and is considered an advanced maintenance technique. Predictive maintenance works by using condition monitoring and data analytics to predict when equipment is likely to fail. Additionally, it can leverage sensors, vibration analysis, and thermal imaging to optimize maintenance timing. Source: WorkTrek Scheduled Maintenance: Time-based maintenance activities follow predetermined schedules, regardless of equipment condition. This approach ensures all equipment receives consistent maintenance regardless of condition. Source: WorkTrek What is Facility Management? Facility management and maintenance aims to take a broader view. It covers the coordination of physical workplace environments to support business operations. Maintenance is certainly a component of facility management. However, the discipline extends far beyond equipment upkeep. Facility management services ensure that buildings, systems, and services are functioning properly. The role combines operational oversight with strategic planning to create environments where people and processes can thrive. Scope of Facility Management Services Facility maintenance involves: Building Maintenance: This is the typical comprehensive care of building systems. Items include HVAC systems, electrical systems, plumbing, and structural elements. This ensures that office buildings and commercial buildings remain safe and functional. Source: WorkTrek Space Management: The goal is to optimize the use of physical space to support business objectives. This includes layout planning, space allocation, and ensuring efficient utilization of available square footage. Safety Systems: Another part of the scope is managing safety systems like fire suppression and security systems. It also includes emergency procedures and ensuring compliance with safety regulations. Facility managers coordinate with specialized contractors to maintain these critical systems. Source: WorkTrek Vendor Management: Most facilities use external vendors for property maintenance. One of the primary tasks is coordinating with external service providers for specialized tasks such as HVAC maintenance, landscaping, cleaning services, and security. This includes managing service requests and ensuring quality delivery. Illustration: WorkTrek / Data: Horizontal Insights Strategic Planning: Long-term planning for facility needs, including capital project planning, real estate management, and ensuring alignment with organizational growth objectives. Energy Management: All facility managers want to reduce energy use. This includes implementing energy-efficient practices, monitoring utility consumption, and managing air conditioning and heating systems. Tools and Technology: How WorkTrek CMMS Supports Both Disciplines To manage facilities and maintenance, you need a robust technology solution. One of the best solutions on the market is WorkTrek CMMS. It is a comprehensive platform that addresses the needs of both disciplines while enabling seamless collaboration. Based on a recent study, CMMS can help organizations save between 5-15%of their maintenance budgets. Additionally, 65% of companies that use CMMS have better maintenance outcomes. Maintenance Management Capabilities WorkTrek streamlines core maintenance and asset management activities through automated scheduling, work order management, and comprehensive asset tracking. Source: WorkTrek This enables maintenance teams to efficiently plan preventive maintenance, track maintenance activities, and monitor equipment performance. With WorkTrek's predictive maintenance features, maintenance professionals identify potential equipment failures before they occur. This reduces unplanned downtime and maintenance costs. Facility Management Integration For facility managers, WorkTrek provides broader operational visibility and coordination capabilities. It empowers you to implement efficient management of service requests, vendor coordination, and facility maintenance tasks across multiple building systems. Source: WorkTrek Facility managers can use WorkTrek's reporting and analytics features to track facility performance, monitor maintenance costs as a percentage of facility budgets, and make data-driven decisions about capital project planning and resource allocation. Collaborative Features With WorkTrek you can use shared dashboards that provide real-time visibility into facility operations. These integrated communication tools ensure that all stakeholders stay informed about critical activities. With WorkTrek's mobile capabilities, maintenance technicians and facility managers can access information, update work orders, and coordinate activities easily. Strategic Insights With WorkTrek's extensive reporting capabilities provide valuable insights for both maintenance management and facility management decision-making. Organizations can track key performance indicators, monitor cost trends, and identify opportunities for operational improvements. These insights enable organizations to optimize their maintenance and facility management strategies, reduce operational costs, and ensure that facilities effectively support business objectives. How Maintenance and Facility Management Work Together While maintenance management and facility management have distinct roles, it is important for them to collaborate. Organizations that can integrate these functions typically see significant improvements in operational efficiency and can reduce maintenance costs. Coordinated Planning Successful organizations align maintenance schedules with facility management priorities. Source: WorkTrek When facility managers understand maintenance requirements, they can better plan space utilization, coordinate vendor activities, and minimize disruptions to business operations. For example, when major HVAC maintenance is scheduled, facility managers can coordinate temporary cooling solutions, adjust space assignments, and communicate with building occupants to ensure minimal impact on productivity. Shared Resources Maintenance teams and facility management teams often share resources, information, and expertise. Maintenance technicians provide technical insights that aid facility managers in making informed decisions about equipment replacement, space modifications, and capital project planning. Similarly, facility managers provide strategic context that helps maintenance teams prioritize their activities and align maintenance objectives with broader business goals. Integrated Technology Solutions Modern organizations increasingly use integrated technology platforms that support both maintenance management and facility management functions. These systems provide comprehensive visibility into facility operations and enable better coordination between teams. A well-implemented CMMS can serve both maintenance management and facility management needs by tracking asset performance, managing work orders, and providing data for strategic decision-making. Best Practices for Optimizing Both Functions Below are industry best practices to help you manage maintenance and facility management. Establish Clear Roles and Responsibilities Clearly define the boundaries between maintenance management and facility management. This approach will help you prevent duplication of effort and ensure comprehensive coverage of all facility needs. Illustration: WorkTrek / Quote: Peter Simoons Also, focus on technical expertise and equipment reliability. Align the team's skills to the longer-term operational requirements. Regular communication ensures alignment and prevents gaps in coverage. Implement Integrated Planning Processes This includes coordinating maintenance schedules with business operations. Also, focus on aligning preventive maintenance with the overall facility objectives. Source: WorkTrek Invest in Technology Integration Implementing a modern CMMS and facility management platform can provide the technological foundation for your organization. Organizations should prioritize solutions that support both disciplines while enabling seamless data sharing and communication. Focus on Preventive Approaches Preventive maintenance is always cheaper in the long term than reactive maintenance. Additionally, it can reduce equipment failures and associated costs. All this while improving your overall operations. Illustration: WorkTrek / Data: Oxmaint Focus on routine maintenance, scheduled inspections, and preventive facility management practices that address potential issues before they become costly problems. Develop Comprehensive Training Programs Without an adequate training program, it is difficult to run an efficient maintenance and facility management program. Illustration: WorkTrek / Data: whatfix Facility managers require broader training on project management, vendor management, and strategic planning. Maintenance managers need equipment-specific training along with safety and LOTO procedures. Monitor Key Performance Indicators It is always a good idea to track performance metrics for both maintenance management and facility management activities. This includes equipment reliability metrics, maintenance costs, facility utilization rates, and customer satisfaction measures. Regular performance monitoring empowers you to continuously improve your overall process. Future Trends and Technology Integration Technology, including machine learning and AI, is transforming management and facility management. This is increasingly characterized by technology integration, data analytics, and smart building systems. IoT and Smart Buildings Internet of Things (IoT) sensors and smart building systems are revolutionizing both maintenance management and facility management. According to a recent study by Micromain, the smart building market is projected to grow from $96.9 billion in 2023 to $408.21 billion in 2030. Illustration: WorkTrek / Data: MoldStud These technologies provide real-time data on equipment performance, space utilization, and environmental conditions. Smart systems enable more precise maintenance scheduling, automated facility management functions, and predictive approaches to both equipment maintenance and facility optimization. Artificial Intelligence and Analytics AI-powered analytics are quickly changing the maintenance industry. Machine learning algorithms can predict equipment failures, optimize maintenance schedules, and identify opportunities for facility management. Mobile and Cloud Technologies Mobile technologies are transforming how maintenance technicians and facility managers access information and coordinate activities. Cloud-based platforms enable real-time collaboration and provide access to critical data from anywhere. These technologies improve response times, enhance communication, and enable more flexible work arrangements for both maintenance and facility management teams. Industry Applications and Considerations Different industries have varying requirements for maintenance management and facility management. Below are a few examples. Manufacturing and Industrial Facilities Manufacturing environments typically focus on maintenance management due to the critical nature of production equipment. Equipment failures can be costly and result in significant production losses. This makes preventive maintenance critical for the manufacturing sector. Facility management, on the other hand, remains important for managing workspace safety and regulatory compliance. They are also tasked with supporting manufacturing operations through effective space management and facility maintenance. Commercial Buildings and Office Environments Office buildings and commercial properties often prioritize facility management to improve the tenant and guest experience. Illustration: WorkTrek / Data: Grand View Research This includes maintaining comfortable environments through effective HVAC maintenance, managing building systems, and coordinating maintenance activities to minimize tenant disruption. Maintenance management focuses on ensuring the reliable operation of building systems, including electrical systems, elevators, and safety equipment. Healthcare and Critical Facilities Healthcare facilities require integrated approaches to both maintenance management and facility management. Equipment reliability is critical for patient safety, while facility management ensures regulatory compliance and supports healthcare delivery. Specialized maintenance requirements include medical equipment maintenance, emergency power systems, and sterile environment maintenance. Educational Institutions Schools and universities balance facility management needs with specialized maintenance requirements. Facility managers coordinate space utilization for educational activities while maintenance teams ensure safe, reliable operation of building systems and equipment. Cost Considerations and ROI Understanding the financial implications of maintenance management and facility management helps organizations make informed investment decisions and optimize their resource allocation. Maintenance Management Costs Maintenance management costs typically include labor, parts, tools, and technology. While these are clearly significant investments, implementing an effective maintenance management generates substantial cost savings through reduced downtime, extended asset life, and improved safety. Studies show that proactive maintenance approaches can reduce total maintenance costs by 12-18% compared to reactive maintenance strategies. Illustration: WorkTrek / Quote: ATS Facility Management Investment Facility management requires broader investments in technology, personnel, and vendor management. However, effective facility management generates value through improved space utilization, energy management, and operational efficiency. Organizations with comprehensive facility management programs typically see 15-25% improvements in operational efficiency and significant reductions in facility-related costs. Integrated Approach Benefits Organizations that effectively integrate maintenance management and facility management typically achieve superior ROI compared to those that manage these functions separately. This integration reduces redundancies, improves communication, and enables more strategic resource allocation. Conclusion As this article has described, understanding the difference between maintenance management and facility management is essential for organizations seeking to optimize their operations and reduce costs. Both disciplines play important roles in modern organizations, and their effective integration can generate significant operational improvements. Implementing appropriate technology solutions, like a CMMS application, establishing clear roles and responsibilities, and focusing on preventive approaches, organizations can maximize the value of both maintenance management and facility management. Whether your organization prioritizes industrial maintenance or comprehensive facility management, investing in proper systems, training, and coordination will pay dividends in the future.

Key Takeaways: IoT sensors enable real-time monitoring, making early failure detection and proactive maintenance possible. Common IoT sensors used in predictive maintenance include vibration, temperature, pressure, and oil quality sensors. 49 targeted cyberattacks per week hit the average manufacturing organization’s IoT devices. Unplanned downtime can cost millions in modern manufacturing. Maintenance strategies have, therefore, evolved from reactive fixes to smarter, data-driven approaches. One of the most effective among these is predictive maintenance (PdM), and at its core lies the Internet of Things (IoT). Together, they are transforming how manufacturers maintain equipment, plan interventions, and ensure operational continuity. Read on to learn what role IoT plays in all of this. What is Predictive Maintenance? Predictive maintenance (PdM) is a proactive maintenance strategy. Its purpose is to forecast equipment failures by analyzing data gathered from machines and their operating environments. Unlike reactive maintenance, which addresses issues after they happen, or preventive maintenance, which schedules interventions regardless of actual wear, PdM relies on real-time condition monitoring. In other words, it ensures that maintenance is carried out only when necessary, based on the actual health of the machine. Today, predictive maintenance ranks as the fourth most widely used maintenance approach, following preventive and reactive methods. Illustration: WorkTrek / Data: MaintainX The continued dominance of traditional approaches is often attributed to their simplicity, familiarity, and lower upfront implementation costs. However, these are increasingly being questioned as manufacturers seek greater efficiency, reliability, and cost control. That’s precisely what PdM delivers. Kevin Tucker, Advisory Practice Lead at Info-Tech Research Group, notes: Illustration: WorkTrek / Quote: Facility Executive Implementing predictive maintenance effectively depends heavily on high-quality, timely data. And IoT plays a key role here. How IoT Enables Predictive Maintenance The Internet of Things (IoT) refers to the network of interconnected devices embedded with sensors, software, and connectivity, enabling them to collect and exchange data. In manufacturing, IoT technology equips machinery with intelligent sensors that continuously monitor various operational and environmental parameters, including: Vibration Temperature Humidity Pressure Energy consumption This constant data flow creates a real-time overview of asset health. IoT in the manufacturing sector is expanding rapidly. In 2022, the market was valued at $53.7 billion and is projected to reach $152.8 billion by 2032, growing at a CAGR of 10.5%. Illustration: WorkTrek / Data: GMI This growth reflects the growing reliance on connected systems to drive smarter maintenance practices. A wide range of sensors supports IoT-driven PdM, including temperature, humidity, gas, and pressure sensors. Source: Google Some advanced types—such as nanotechnology-powered sticker sensors—offer flexible, low-power options for environments with restricted space or exposure to harsh conditions. The data these sensors collect is transmitted either wirelessly or via wired connections to centralized platforms. Source: MDPI In some cases, data is processed locally using edge computing —a technology that enables data analysis close to the source, rather than relying on remote cloud servers. Edge computing reduces latency and enhances reliability, which is especially important in time-sensitive industrial applications. Once collected, the sensor data is processed using artificial intelligence (AI) and machine learning (ML) algorithms. They identify patterns, recognize early warning signs of failure, and recommend timely interventions. Rakesh Prasad, Senior Vice President of Digital Business at Innover, summarizes the process: “For PdM, IoT sensors are fitted in machines and equipment to monitor their health and surroundings, gathering data on factors such as vibration, temperature, and humidity. This data is then relayed to a central system that employs AI/ML algorithms to examine the data and give insights into the equipment or machinery’s well-being.” The practical advantages of this approach are significant. McKinsey reported as early as 2015 that the adoption of IoT technologies in maintenance could reduce costs by up to 25%, cut unplanned outages by 50%, and extend the lifespan of machines by several years. Illustration: WorkTrek / Data: McKinsey As manufacturers navigate tight margins and high production demands, these efficiencies yield substantial benefits. Benefits of IoT-Based Predictive Maintenance The most immediate benefit of IoT-based predictive maintenance is the ability to detect failures before they occur. By monitoring subtle anomalies, such as vibration patterns, heat fluctuations, or shifts in energy usage, manufacturers can identify and address mechanical issues early, thereby avoiding costly breakdowns. This reduces unplanned downtime, keeping production running smoothly. According to a Deloitte report, predictive maintenance can increase productivity by an average of 25%. Illustration: WorkTrek / Data: Deloitte However, the true value becomes clear when examining how manufacturers apply these technologies in practice. One global manufacturer partnered with Techseria, a Microsoft Solution Partner for Data & AI, to implement predictive maintenance across its production facilities. IoT sensors were installed throughout the plant, feeding real-time data into Azure IoT Hub. This information was processed using custom machine learning models trained to detect behavioral anomalies in equipment. The result? Early warnings are delivered weeks in advance through Power BI dashboards tailored to maintenance priorities. Naturally, the transformation was measurable. Source: Techseria As you can see above, maintenance costs have been reduced by 25%, equipment uptime has improved by 30%, and repair resolution has been accelerated by 40%. Most importantly, the system prevented 65% of critical failures and delivered an 18% improvement in energy efficiency. As the Director of Operations reflected: “The financial impact has been significant—not just the 25% cost reduction, but the additional production capacity from improved uptime. Most importantly, our teams now have the data they need to make smart decisions rather than educated guesses." Beyond cost savings, predictive maintenance helps eliminate unnecessary servicing. Traditional methods often rely on fixed schedules or reactive repair, both of which can result in excessive downtime or wasted resources. IoT-based PdM changes this by aligning interventions with actual equipment condition, reducing wear-and-tear from over-maintenance, and preventing high-impact failures. According to the same report by Deloitte, this can reduce maintenance expenses by as much as 25%. Illustration: WorkTrek / Data: Deloitte The financial argument strengthens further when considering the cost of unplanned downtime. In the automotive sector, for instance, one hour of lost production can result in over $2.3 million in losses. The ability to avoid even a few such interruptions each year has a substantial effect on profitability. The story of magnetic components manufacturer TCT underscores the broader operational value of IoT-based PdM. Working with Integral System and Advantech, TCT deployed a comprehensive solution across compressors and motors. Redwan Kara, IoT Manager at Integral System, describes the sensor technology at the heart of the system: “The sensor measures raw data along three axes. Inside the sensor, there's a chip with a controller that applies a Fourier transform to this data in real time. As a result, the sensor provides eight processed indicators per axis. What we send to the software isn't the raw vibration data, but the processed data after the Fourier transform.”  An AI engine, pre-trained on ISO standard 10816, then analyzed this data, delivering both a machine health score and a predictive forecast for the next seven days. The infrastructure included the WISE-2410 LoRaWAN® Smart Vibration Sensor and the WISE-6610 V2 Gateway, which ensured secure, long-range communication across the plant. Source: Advantech on YouTube Additional sensors measured current consumption, allowing the system to estimate power usage and operation time. When the team discovered that the compressor operated at varying speeds, they worked with Advantech’s R&D group to refine the AI algorithm. This collaboration improved the system’s adaptability to a range of rotating equipment, making predictive alerts even more reliable. Today, TCT benefits from 24/7 remote monitoring of its compressors, pumps, and motors. Through Advantech’s IoTSuite dashboards, the team can oversee performance from any location, track key metrics, and receive alerts for abnormalities up to seven days in advance. Source: Advantech on YouTube These real-world examples illustrate how IoT-based predictive maintenance delivers more than just technical improvements. It provides maintenance teams with foresight, enables data-driven planning, and helps safeguard production against costly surprises. For manufacturers under pressure to optimize costs and output simultaneously, this should be the norm. Challenges of IoT-Enabled Predictive Maintenance While IoT-powered predictive maintenance offers impressive benefits, manufacturers face several key challenges in adopting and implementing it. Here are the four most common ones. Limited Resources and Skill Gaps Many maintenance departments already operate with lean teams and tight budgets, making it difficult to absorb new systems without disrupting daily operations. According to the State of Industrial Maintenance 2025 by MaintainX, 45% of maintenance leaders cite staffing and budget constraints as primary obstacles to better maintenance. Illustration: WorkTrek / Data: MaintainX IoT-based PdM requires upfront investment in sensors, connectivity, and analytics tools. Additionally, nearly one-third of manufacturers struggle to find personnel with the necessary skills to interpret IoT data and act on predictive insights. To help bridge this gap, some organizations are turning to integrated CMMS platforms such as WorkTrek. While not a full predictive analytics solution, a modern CMMS can provide a practical foundation for teams looking to move toward smarter maintenance without overextending their resources. With WorkTrek, maintenance managers can: Set up meter-based maintenance schedules using inputs like mileage, hours of operation, or oil condition. Track equipment performance over time through automated maintenance logs and failure histories. Generate preventive maintenance work orders automatically once a predefined threshold is reached. The latter is shown below. Source: WorkTrek When IoT sensors are integrated with the CMMS, condition data such as temperature, vibration, or load is monitored in real-time. This enables even more precise failure predictions and proactive maintenance scheduling, without the need for a full-scale PdM system from day one. For teams with limited resources, this incremental approach provides an affordable and scalable path away from reactive maintenance. Aging Infrastructure and Integration Complexity About one-third of maintenance professionals identify aging equipment as a barrier to better maintenance. Illustration: WorkTrek / Data: MaintainX On the one hand, older machines are more prone to failure and often require more frequent maintenance. On the other hand, they typically lack the built-in connectivity required for IoT-enabled monitoring, making them difficult to include in modern PdM programs. Legacy machines—such as hydraulic presses, gear-driven pumps, or older CNC systems—often don’t have standard ports or digital interfaces for sensor integration. As a result, manufacturers must rely on external retrofitting, like mounting vibration sensors or temperature probes. These installations can be technically demanding, with challenges such as: Lack of physical mounting space or accessibility Interference with existing control systems Potential downtime for installation and testing Inconsistent sensor data due to improper positioning or environmental noise For example, retrofitting an older motor with a vibration sensor may require custom brackets and wiring through tight enclosures, followed by calibration and testing to ensure accurate readings. In some cases, these retrofits introduce more complexity than value if not planned carefully. Integration with existing industrial control systems, like PLCs or SCADA, is another hurdle. Legacy systems may utilize outdated protocols or lack the necessary input/output (I/O) points, necessitating middleware or custom development. Without a coordinated rollout, these upgrades can interrupt production and overwhelm IT or maintenance teams. Cybersecurity Risks With every additional IoT device comes an expanded attack surface, and manufacturing organizations face frequent and growing threats to connected assets. According to Check Point research, 54% of companies experience attempted cyberattacks on IoT devices every week. In manufacturing specifically, the average is 49 targeted attacks per organization per week. Illustration: WorkTrek / Data: Check Point The financial stakes are high, too. IBM’s 2024 report revealed that the average cost of a data breach in the manufacturing sector exceeds $5.5 million. Illustration: WorkTrek / Data: IBM This includes damage to production, loss of intellectual property, and regulatory consequences. Robust cybersecurity is, therefore, non-negotiable. Manufacturers must adopt strong encryption protocols, secure authentication mechanisms, and continuous monitoring to protect their systems. However, building such defenses requires both investment and internal expertise, which are often in short supply. Data Reliability Predictive maintenance relies on clean, consistent sensor data and stable connectivity. Yet, in harsh industrial environments, sensors are often exposed to heat, vibration, dust, and moisture, all of which can degrade performance. Inconsistent signals can result in false alarms or, worse, missed failure warnings. As Karim Elbaz, Head of Growth at OCP MS, explains, installing a sensor on a critical asset essentially transfers the asset’s criticality to the sensor itself. Illustration: WorkTrek / Quote: LinkedIn In other words, improper sensor placement, mishandling during maintenance, or undetected faults can undermine the system’s reliability. To address this, OCP MS invested in both AI-driven sensor diagnostics and training programs for technicians, emphasizing that success depends as much on people and processes as on technology. Similarly, Carlos E. Torres, CEO of predictive maintenance platform Power-MI, observes that sensor-related issues, such as signal noise, outliers, calibration failures, and connection errors, are common during system commissioning. “In my experience, issues like noise, outliers, missing values and calibration error failures are typically addressed during the commissioning phase of sensors and systems.”  He adds that many teams are unaware that the monitoring system itself needs monitoring. In some cases, maintenance staff unknowingly reposition or misconfigure sensors during routine work, compromising the entire predictive system. These examples illustrate a broader challenge. The reliability of IoT-enabled PdM is only as strong as the reliability of the underlying data infrastructure. Ultimately, ensuring data integrity requires rigorous setup, ongoing oversight, and a culture of accountability. Conclusion IoT plays an indispensable role in predictive maintenance. Without sensors, there is no real-time data. And without data, there is no predictive insight. IoT devices enable continuous monitoring of asset conditions, early detection of anomalies, and prompt action before failures occur. While implementation comes with challenges, the value is clear: fewer breakdowns, lower costs, and smarter maintenance decisions. For manufacturers aiming to stay competitive, IoT-powered predictive maintenance is the next logical step.