From annual physicals to 5,000-mile oil changes to weekly smartphone security updates, an old proverb reminds us that “an ounce of prevention is worth a pound of cure.” This concept of preventive maintenance is equally as important for businesses in today’s fast-paced, competitive industrial landscape. The proactive upkeep of equipment goes a long way toward avoiding the breakdown of machinery and other expensive assets, which can cascade into operational disruptions, impaired worker safety and significant financial losses. By staying ahead of potential problems through diligent maintenance, companies can maximize their productivity, protect their employees and improve their bottom line.

What Is Preventive Maintenance?

Preventive maintenance, also called preventative maintenance, is a systematic approach to equipment management that calls for scheduled inspections and servicing of equipment — the idea being to catch and repair potential issues before they become serious, and expensive, problems or failures. With machinery operating in prime condition, companies are able to extend the lifespan of their assets and prevent costly, unplanned downtime from unexpected equipment failure that, in turn, could hurt production output and, consequently, revenue and profitability. Fundamental to preventive maintenance is meticulous planning and scheduling, which, when coupled with comprehensive recordkeeping that tracks maintenance histories, leads to wise decisions on when to conduct inspections, replace parts or upgrade equipment.

Preventive vs. Predictive Maintenance

Preventive maintenance and predictive maintenance both seek to optimize equipment performance and reduce downtime, defined as the amount of time a system, machine or piece of equipment is inoperable. Both are anticipatory, but while preventive maintenance focuses on regularly scheduled equipment maintenance, typically based on amount of use or after a designated period of time, predictive maintenance takes a more advanced approach, tapping into machine learning and analytics to anticipate failures and provide maintenance when necessary.

In other words, preventive maintenance is based on scheduled interventions, while predictive maintenance forecasts failures, aided by data collected from Internet of Things devices and predictive analytics. The two types of maintenance work hand in hand as part of a comprehensive maintenance strategy. For example, predictive maintenance software can notify a maintenance team about stress on a specific piece of equipment so they know to set up preventive maintenance for it.

Key Takeaways

  • A robust preventive maintenance strategy can go a long way toward preventing operational disruptions.
  • Preventive maintenance is a systematic approach to maintaining equipment, machinery or assets that aims to fix small problems before they become bigger ones.
  • Preventive maintenance is ideal for situations in which the cost and consequences of equipment failure outweigh the expenses and effort associated with maintenance.

Preventive Maintenance Explained

Preventive maintenance stands as a cornerstone of effective asset management, involving routine, structured and planned maintenance activities aimed at reducing equipment failures and their associated downtime. Indeed, unplanned breakdowns were cited as the top challenge for maintenance teams in 2023, according to UpKeep’s 2024 State of Maintenance” report(opens in a new tab).

Preventive maintenance is based on data-driven insights — as recommended by equipment makers and combined with the company’s own historical maintenance data — to develop maintenance schedules aimed at optimizing equipment performance and, in turn, operations. A classic, everyday example of preventive maintenance is getting an automobile oil change every six months or after 5,000 miles of driving; otherwise, the car engine probably won’t last very long. In a business setting, the results are the same but the consequences can be far worse. A 2022 Siemens report titled “The True Cost of Downtime” indicates that unplanned downtime can cost Fortune Global 500 companies as much as $1.5 trillion per year. What’s more, the cost of a lost hour ranges from an average of $39,000 for factories producing consumer goods to more than $2 million an hour in automotive. While large businesses may be able to overcome such losses, for small and medium-sized businesses they can be fatal.

How Preventive Maintenance Works

The essence of preventive maintenance is to resolve small problems before they become big ones, to both maximize an asset’s “useful life” — the time it is used — and avoid unplanned downtime. The tactical side of preventive maintenance includes basic elements, such as replacing worn components before they fail, cleaning and restoring components before performance degrades and training experts on proper procedures and techniques.

Effective preventive maintenance rests on a foundation of comprehensive asset tracking and documentation to develop ideal maintenance schedules that correspond with manufacturer recommendations. Condition-monitoring technologies that predict when service will be needed and a skilled maintenance workforce are also key. In addition, use of specialized software, such as a computerized maintenance management system, enterprise asset management or enterprise resource planning (ERP), is especially beneficial for businesses that manage extensive asset portfolios and/or complex maintenance schedules.

When to Use Preventive Maintenance

Despite the practicality of preventive maintenance, it’s not always necessary for every piece of equipment. Generally speaking, preventive maintenance should be used in situations where the cost and consequences of equipment failure outweigh the expenses and effort associated with creating and operating a scheduled preventive maintenance program. The following types of equipment will benefit most.

  • Critical Equipment

    Preventive maintenance for critical equipment — machinery, systems or assets that are indispensable for the smooth functioning of an organization — should be integrated into a business’s maintenance strategy at its inception and treated as an ongoing practice. It needs to occur regularly, with scheduled tasks conducted at predetermined intervals and with consideration for factors such as equipment usage and manufacturer recommendations. Plans should be adaptive, regularly reviewed and refined in line with evolving needs.

  • High-Cost Equipment

    Preventive maintenance should be applied proactively and consistently to high-cost equipment, regardless of whether signs of malfunction are apparent. Indeed, the cost of maintenance is often significantly lower than the potential expenses incurred from equipment failure or replacement. This approach involves scheduling regular maintenance tasks, analyzing equipment usage patterns and following both manufacturer recommendations and industry best practices.

  • Equipment With Predictable Wear Patterns

    This type of equipment typically includes parts or systems that wear out with repeated use, such as belts, filters, bearings or lubricants. Maintenance activities generally include routine inspections, servicing and replacement of worn-out components. Trend analysis can further enhance the effectiveness of preventive maintenance by continuously monitoring performance and identifying early signs of deterioration or abnormal behavior.

  • Operations With Tight Schedules

    Companies with fast turnaround times put great emphasis on ensuring minimal disruptions and often plan maintenance during periods of lower activity, such as weekends, overnight or during planned shutdowns. Prioritizing maintenance tasks on the basis of potential impact on production is also a must, and initial focus should be placed on essential equipment that is most susceptible to failure.

  • High-Risk Environments

    While important in all operations, safety of personnel, as well as the integrity of crucial systems, becomes a larger factor in high-risk environments, such as factories or construction sites. Preventive maintenance should be conducted regularly to identify and address potential hazards before they escalate into safety incidents. Regular training and educational programs are also a good idea to ensure that staff has the necessary skills to safely perform the necessary tasks.

Types of Maintenance

Preventive maintenance is among several applicable strategies for the consistent upkeep of equipment. Others focus on asset condition, prediction, opportunity and reliability. Which of the following maintenance strategies would be appropriate for businesses to use depends on the criticality of the equipment, as described above.

  1. Time-Based Maintenance (TBM)

    Time-based maintenance is one of two types of preventive maintenance; it focuses on conducting maintenance activities based on intervals of time, such as weekly, monthly or quarterly. This type of maintenance involves routine inspections, lubrication and cleaning, replacing components with specified lifespans and calibrating equipment as needed. Proper documentation and recordkeeping are essential for tracking equipment history and regulatory compliance.

  2. Usage-Based Maintenance

    Usage-based maintenance — also known as meter-based maintenance or runtime-based maintenance — is the second type of preventive maintenance. This strategy involves monitoring and recording equipment data, such as the number of operating hours, production cycles or distance traveled. When specific usage thresholds or milestones are reached, the equipment is ready for maintenance. Thresholds are established according to manufacturer recommendations, industry standards and/or an organization’s historical performance data.

  3. Condition-Based Maintenance (CBM)

    Condition-based maintenance uses sensors, data analysis and predictive technologies to gauge the health and performance of equipment. By continuously monitoring key parameters in real time, such as temperature, vibration and pressure, CBM detects early signs of equipment deterioration or impending failure, allowing organizations to prioritize maintenance efforts and properly allocate their resources.

  4. Predictive Maintenance

    Predictive maintenance is an advanced approach to maintenance that aims to identify potential issues and equipment failures before they occur. Like CBM, it leverages data, sensors and predictive analytics to monitor trends in performance and analyze real-time data. Advanced algorithms and machine learning techniques analyze this data, in combination with historical data, to predict when maintenance will likely be needed. Tasks are then scheduled based on these predictions. The main advantage of predictive maintenance is that equipment is shut down only when failure is imminent, minimizing downtime and avoiding unnecessary maintenance and related costs.

  5. Prescriptive Maintenance

    Prescriptive maintenance takes predictive maintenance to the next level by not only anticipating potential issues but also providing actionable insights and recommendations for addressing them. After analyzing vast amounts of historical and real-time data, prescriptive maintenance systems identify patterns, correlations and causal relationships among various factors that might impact equipment performance and reliability. Based on this analysis, prescriptive maintenance algorithms generate customized maintenance plans tailored to the specific needs and conditions of each piece of equipment.

  6. Opportunistic Maintenance

    Opportunistic maintenance schedules maintenance tasks when equipment is already out of service, such as during a planned downtime for repair or upgrade, or when the company is closed. This approach takes advantage of existing maintenance windows to address needs that might not have been planned. Opportunistic maintenance allows organizations to bundle multiple maintenance tasks, maximizing the use of downtime and minimizing disruptions to operations. This approach is particularly beneficial for organizations with limited resources or tight production schedules.

  7. Reliability-Centered Maintenance (RCM)

    RCM is another advanced approach to maintenance that is driven by a systematic analysis of the functions and criticality of equipment, as well as the potential consequences of failure. This analysis involves identifying potential equipment failure modes, such as a pump or meter breakdown, and their effects; understanding their likelihood of occurrence; evaluating the consequences if they were to happen; and determining the most appropriate maintenance strategies to mitigate risks and optimize performance. RCM aims to tailor maintenance activities to the specific needs and characteristics of each piece of equipment.

7 Types of Equipment Maintenance

Type Definition Use Case Example Industry
Time-Based Conducted at regular, predetermined intervals. Routine checks and maintenance of cooling systems and backup generators on a scheduled basis. Information technology
Usage-Based Uses recorded equipment data to track usage thresholds to trigger relevant maintenance tasks at precisely the right time. Tracking the number of cycles, door operations and sensor data to schedule maintenance for elevators and escalators. Facilities management
Condition-Based Monitors the condition of equipment in real time to determine when tasks should be performed. Using sensorsto monitor pipeline pressure, flow rates and corrosion levels to detect leaks and failures. Oil and gas
Predictive An advanced maintenance approach that aims to identify potential issues by leveraging data and analytics to anticipate equipment failures before they occur. Using machine learning to analyze data from sensors, such as motor currents and vibration patterns, to predict breakdowns and optimize maintenance schedules. Manufacturing
Prescriptive Integrates data, analytics, machine learning and more to anticipate potential issues, along with actionable insights and recommendations for addressing them. Analyzing data from sensors monitoring power lines and substations to predict potential failures in the electrical grid and recommend proactive repair measures. Energy
Opportunistic Maintenance conducted when an opportunity arises, suchas when equipment is already out of service, during planned downtime for others repairs or organizationwide time off. Replacing light bulbs, cleaning HVAC filters and conducting minor repairs during overnight hours, when the store is closed. Retail
Reliability-Centered Focuses on optimizing strategies through a systematic analysis of the functions and criticality of equipment to maximize reliability, safety and Analyzing aircraft systems and failure modes to determine the most effective maintenance approaches, minimize flight safety. Aviation
All types of equipment maintenance aim to minimize unplanned downtime, though some approaches are more advanced than others.

10 Benefits of Preventive Maintenance

Nearly 70% of businesses believe preventive maintenance is a strategic priority, and 33% have a dedicated team, according to a global study by Siemens. No doubt, many have recognized or experienced some or many of the benefits, all of which manifest in successful equipment management that, in turn, can drive business growth.

  1. Reduced equipment downtime: According to the Siemens report, the average manufacturing facility suffers 20 downtime incidents a month. Preventive maintenance aims to avert that, courtesy of scheduled equipment upkeep that identifies potential issues before they can escalate into unexpected breakdowns and downtime. By proactively maintaining equipment, organizations can minimize disruptions to operations and maintain high levels of productivity.

  2. Extended equipment lifespan: Regular maintenance helps keep equipment in optimal condition, preventing premature wear and extending its lifespan. This prolongs the useful life of assets, slowing down their rates of depreciation and improving return on investment.

  3. Improved safety and compliance: Proper maintenance ensures that equipment adheres to safety standards and that regulatory compliances are met, thereby protecting employees, customers and the environment from harm.

  4. Enhanced performance: Well-maintained equipment operates more efficiently, delivering consistent performance and higher quality output. Preventive maintenance also results in less downtime caused by broken parts or even simple unscheduled repairs.

  5. Predictable maintenance costs: By scheduling maintenance tasks in advance and budgeting for them accordingly, organizations can anticipate and manage their maintenance costs more effectively. Preventive maintenance also helps organizations avoid or minimize costly emergency repairs, expedited shipping costs and downtime opportunity costs.

  6. Increased equipment reliability: Regular maintenance reduces the likelihood of equipment failures, improving overall reliability. Reliable equipment ensures consistent operation, minimizes disruptions and builds trust in the organization’s ability to deliver products or services.

  7. Improved asset management: Preventive maintenance systems provide valuable data about equipment performance, usage patterns, maintenance history and much more. This information facilitates better asset management, enabling organizations to make informed decisions about maintenance priorities, replacements and investments.

  8. Reduced risk of major repairs: Proactively identifying and resolving minor issues through preventive maintenance can prevent them from escalating into larger, more costly problems, whether in the form of repair or outright replacement. After all, the more major the repair, the longer a piece of equipment is likely to be out of service.

  9. Better resilience against market volatility: Organizations are better able to adapt to changing market demands and remain competitive when their equipment is in top shape — even during the most challenging economic conditions.

  10. Supports sustainability goals: Preventive maintenance promotes sustainable practices by extending the life of equipment and reducing waste and resource consumption. By maximizing the efficiency and longevity of assets, organizations also can minimize their environmental footprint and contribute to a more sustainable future.

Preventive Maintenance Drawbacks

Despite its many advantages, preventive maintenance may not always be the best plan for every situation. Consider the following three deterrents.

  • Up-Front and Short-Term Costs

    Sometimes the costs associated with preventive maintenance can outweigh the benefits when it comes to older or less critical assets. Costs can include expenses associated with acquiring equipment or hiring trained personnel. Initial investments in technology or software for monitoring and managing maintenance schedules also raise expenses.

  • Not Suitable for All Equipment

    Preventive maintenance is not necessarily suitable for all equipment for several reasons, including lack of cost-effectiveness, excessive equipment complexity, harsh or challenging operational environment, and resource constraints. In some cases, certain equipment could become obsolete before a maintenance interval is reached.

  • Requires Detailed Planning and Documentation

    Maintaining complete and accurate documentation of all preventive maintenance activities is necessary to track costs/benefits, identify recurring problems and ensure compliance. That takes a lot of work, especially when handled manually, and it’s compounded by requiring a massive amount of equipment with different maintenance schedules.

Preventive Maintenance Use Cases

Preventive maintenance is used across many industries to ensure the reliability, efficiency and safety of equipment, infrastructure and systems, as well as the well-being of those who rely on them. From manufacturing plants and healthcare facilities to transportation networks and IT infrastructures, preventive maintenance plays a crucial role.

  • Manufacturing

    Preventive maintenance in manufacturing encompasses a range of proactive practices, including the scheduled servicing of critical production equipment, like CNC machines, robots, conveyors and assembly lines; the regular calibration of precision tools and measuring equipment; the inspection and maintenance of physical infrastructure, like HVAC and electrical systems; and the monitoring of supply chain components, such as inventory.

  • Healthcare

    In the healthcare sector, preventive maintenance is essential for ensuring the reliability, safety and regulatory compliance of critical, even life-saving, systems and equipment. This includes the regular servicing of medical devices, like MRI machines, X-ray equipment and patient monitors; and patient equipment, such as electronic hospital beds and infusion pumps. Maintenance of facility infrastructure and the upkeep of healthcare IT systems, such as electronic health records and medical billing systems, are also paramount.

  • Transportation

    Preventive maintenance in the transportation sector covers the scheduled servicing of vehicle fleets, including trucks, buses, trains and aircraft, as well as the regular inspection and upkeep of critical infrastructure, like roads, bridges and railways. Traffic management systems, including signals, signs and intelligent technologies, also require regular maintenance.

  • Energy

    Preventive maintenance in the energy sector helps to ensure the uptime of power-generation facilities, including coal plants, nuclear reactors, wind farms and solar arrays. It also covers the inspection and upkeep of transmission and distribution infrastructure, like substations, transformers and power lines, as well as renewable systems, such as wind turbines, solar panels and hydroelectric dams.

  • IT

    Preventive maintenance in IT features the regular servicing, upgrading and patching of hardware, software and network equipment, like switches, routers and firewalls. Regularly scheduled data backups, testing of data recovery processes and maintenance of company devices, such as computers and mobile devices, are also critical in the IT space.

Streamline and Optimize Operations With NetSuite

Equipment maintenance is crucial to today’s manufacturers. But it’s also imperative to streamline and optimize operations on all fronts. That is what NetSuite for Manufacturing is designed to do. NetSuite’s manufacturing cloud ERP allows growing manufacturers to manage every aspect of their operations, including equipment performance and maintenance, from one unified platform. The solution also automates order management, ensuring that supply meets demand; it speeds the end-to-end procurement process; and it provides product-quality control. The end result? Consistently smooth, cost-efficient operations that crank out high-quality products to the complete satisfaction of customers, who return again and again.

Preventive maintenance is a key strategy for all kinds of businesses in today’s industrial landscape. The speed of operations and the need to succeed make any spec of downtime something organizations can’t afford to experience. Therefore, the systematic upkeep of machinery, resources and other equipment via a preventive maintenance strategy helps mitigate the risk of unexpected failures — and associated costs — and fosters a culture of reliability. But preventive maintenance is not just about safeguarding assets, optimizing performance and staying ahead of disruptions. It’s also about the importance of creating a foundation for sustainable success in the 21st century.

Preventive Maintenance FAQs

What are the 4 main types of maintenance strategies?

The four main types of maintenance are preventive, condition-based, predictive and prescriptive. Preventive maintenance schedules the servicing of equipment based on usage or time elapsed, such as a car oil change after 5,000 miles or six months. Condition-based maintenance uses sensors to monitor equipment health and then plan for service, if necessary. Predictive maintenance uses advanced technologies, such as machine learning and data collected from internet-connected devices, to monitor and predict equipment failure. Prescriptive maintenance builds on predictive maintenance by suggesting recommendations for repairs or other related actions.

What is the “10 Rule” of preventive maintenance?

The 10 rule of preventive maintenance suggests that for every unit of currency spent on preventive maintenance, 10 units are saved in terms of future repairs and downtime costs. Preventive maintenance is an important facet of cost management for any business, but it’s paramount for manufacturers.

What are the 7 elements of maintenance?

Preventive maintenance doesn’t take care of itself. The seven elements that go into a successful preventive maintenance strategy are:

  1. Planning: Systematically determining the tasks, resources and time required.
  2. Scheduling: Arranging tasks to be performed at appropriate intervals to minimize downtime.
  3. Work identification: Identifying and documenting the specific tasks needed to keep equipment operational and reliable.
  4. Work execution: The physical implementation of planned tasks to be carried out by technicians or other maintenance personnel.
  5. Material management: The procurement, storage and use of necessary materials required to execute preventive maintenance tasks.
  6. Information management: The organization and use of data related to equipment maintenance history for informed decision-making and better maintenance practices.
  7. Performance management: Monitoring the effectiveness of preventive maintenance activities and implementing improvements to optimize overall procedures.

What is preventive maintenance in building maintenance?

Preventive maintenance in building maintenance involves planned inspections and maintenance activities carried out on building systems and equipment to prevent breakdowns, prolong asset lifespan and ensure optimal functioning of facilities.

What is the difference between preventive maintenance and corrective maintenance?

Preventive maintenance is proactive maintenance carried out at scheduled intervals to avoid equipment failures, whereas corrective maintenance is reactive, performed after a failure has occurred to restore equipment to its normal operating condition.

How often is preventive maintenance service required?

The frequency of preventive maintenance service depends on factors such as equipment type, usage, manufacturer recommendations and industry standards. Typically, preventive maintenance tasks are scheduled at regular intervals, ranging from daily, weekly and monthly to quarterly and annually.

What is a preventive maintenance task list?

A preventive maintenance task list is a detailed schedule of maintenance activities to be performed on equipment or systems at specified intervals. It includes tasks such as inspections, lubrication, calibration, cleaning and component replacements aimed at preventing failures, optimizing performance and extending the lifespan of assets.