How does preventive maintenance work?

Unlike the traditional practice of simply waiting for an equipment failure to occur before servicing or repairing it (called reactive or breakdown maintenance), preventive maintenance/preventative maintenance is a proactive approach that seeks to prevent the failure in the first place. It’s intended to identify and address potential problems before they escalate to cause a failure, slow-down, or other disruption.

Which industries use preventive maintenance?

Preventive maintenance is particularly critical in asset-intensive industries such as manufacturing, transportation, and utilities. By proactively addressing potential issues, organizations can avoid the severe consequences of unexpected equipment failures, ensuring a safer, more stable, and more productive operation. But the approach to preventive maintenance varies by environment and situation.

Preventive maintenance examples

Imagine running a factory, where regular maintenance is needed so that machinery operates efficiently, reducing production downtime and maintaining product quality. The maintenance director might suggest adding Internet of Things (IoT) sensors to equipment to detect potential failures before they happen. The business decision would then be whether sensors should be added to every piece of equipment in the facility, or only to some?

Or envision managing a fleet of delivery trucks in which vehicles occasionally break down, causing delays and requiring unplanned repairs. Is it more cost-effective to replace the trucks’ belts and hoses based on visual inspections or to replace them automatically after a certain number of miles?

Types of preventive maintenance

Preventive maintenance encompasses a broad set of approaches for addressing the condition and servicing requirements of equipment. While it may seem like some types of preventive maintenance are superior to others, the reality is that the right method is the one that makes the most sense for meeting the business need. In fact, it’s not uncommon for a business to use several different preventive maintenance approaches across its estate of equipment.

For example, if a manufacturer has a piece of equipment so essential that any unplanned downtime would halt the manufacturer’s entire operation, it might make sense to invest in expensive IoT sensors and a supporting IoT software platform to monitor continuously for issues with vibration, temperature, and so on. On the other hand, that same manufacturer might decide to use a less-expensive, time-based maintenance approach for another piece of equipment that is used only occasionally.

Different approaches to preventive maintenance

Time-based maintenance involves performing maintenance activities at fixed intervals, regardless of how much the equipment has been used. This straightforward approach ensures that equipment is regularly serviced. For example, monthly safety inspections or annual HVAC system servicing are typical applications. While simple to implement and schedule, this method can lead to over-maintenance, resulting in unnecessary downtime and costs, as it may not address the actual condition or usage of the equipment.

Usage-based maintenance schedules activities based on the actual use of the equipment. Maintenance tasks are triggered by specific usage metrics, such as operating hours or production cycles. Examples include oil changes in vehicles after a certain number of miles or replacing machine parts after a set number of operating hours. This approach more accurately reflects the wear and tear on the equipment and can prevent over-maintenance, though it requires accurate tracking of usage metrics and may miss issues unrelated to usage.

Condition-based maintenance relies on real-time monitoring of equipment conditions using various sensors and diagnostic tools. Maintenance is performed only when indicators show that equipment is likely to fail. Examples include replacing filters when pressure drops indicate clogging or lubricating machinery when sensor data shows increased friction. This method bases maintenance on the actual condition of the equipment, which can be more efficient, but it requires investing in monitoring technology and is more complex to plan and implement.

Predictive maintenance aims to prevent equipment failures by using advanced analytics and real-time data from IoT-enabled assets. This approach applies predictive algorithms to the data, identifying patterns and predicting when maintenance should be performed. For example, IoT sensors can monitor vibration levels in machinery to detect anomalies caused by broken or out-of-balance parts, forecasting potential failure. Predictive maintenance is highly efficient and cost-effective, as maintenance is performed only when necessary, but it requires advanced technology and expertise and can be resource-intensive.

Prescriptive maintenance extends predictive maintenance by not only predicting potential issues but also recommending specific actions to address them. This approach uses data and advanced algorithms to suggest the best maintenance strategies. Examples include automated systems recommending specific maintenance tasks based on sensor data and AI-driven maintenance schedules that optimize timing and types of maintenance activities. Prescriptive maintenance provides actionable insights and specific recommendations, optimizing maintenance schedules and resource allocation, but it also necessitates sophisticated technology and data-analysis capabilities. It also may require some degree of forethought and planning in regard to change management, as well as an evolution of skills within the organization.

Pros and cons of different maintenance types

Proactive maintenance vs. reactive maintenance

Pros and cons of different preventive maintenance types

Difference between predictive maintenance and preventive maintenance

Predictive maintenance is a type of preventive maintenance that uses real-time data and advanced analytics to anticipate equipment failures before they occur. By using sensors and IoT devices, predictive maintenance programs continuously monitor the condition of machinery, analyzing patterns and trends to predict when maintenance should be performed. This approach minimizes downtime and ensures maintenance is conducted only when necessary, optimizing resource use and extending equipment lifespan. However, it requires significant initial investments in technology and expertise to effectively implement and maintain the necessary systems.

Difference between preventive maintenance and reactive maintenance

Reactive maintenance, also known as "run-to-failure" or breakdown maintenance, is a type of preventive maintenance that addresses equipment issues only after they’ve already occurred. This approach focuses on fixing or replacing components post-failure, which may initially seem cost-effective compared to the cost of regular maintenance activities. However, reactive maintenance often leads to higher long-term costs due to unplanned downtime and operational disruptions. Reactive maintenance is unpredictable and can result in frequent and severe equipment failures, impacting overall efficiency and safety.

Benefits and disadvantages of preventive maintenance

While preventive maintenance offers numerous advantages versus reactive maintenance, it also comes with some potential pitfalls.

An enterprise asset management (EAM) system plays a critical role in helping organizations manage and maintain equipment assets throughout their entire lifecycle, from procurement and installation to maintenance and disposal—all within a single system. EAM systems also help to streamline maintenance processes, improve asset performance, and support decision-making with real-time data and predictive analytics.

Preventive maintenance examples

Preventive maintenance programs are comprehensive strategies that incorporate multiple maintenance activities to ensure the reliability and efficiency of equipment. These are programs designed for systemic management of maintenance tasks, schedules, resources, and performance tracking.

Examples of preventive maintenance programs in industry use cases

Manufacturing

Manufacturing plants often implement preventive maintenance programs that include regular inspections, lubrication, adjustments, and part replacements for all critical machinery. These programs typically involve:

• Routine inspections: Scheduled weekly inspections of machinery to check for signs of wear and tear.
• Lubrication schedules: Monthly lubrication of moving parts to prevent friction and wear.
• Calibration and adjustments: Quarterly calibration of equipment to ensure precision and accuracy in production processes.
• Part replacements: Preemptive replacement of parts based on manufacturer recommendations and usage data to avoid sudden failures.
• CMMS integration: Use of a computerized maintenance management system (CMMS) to schedule, track, and document all maintenance activities, ensuring nothing is overlooked.

Healthcare

In a healthcare facility, equipment reliability is critical for patient safety and care. Preventive maintenance programs in healthcare include:

• Equipment inspections: Regular checks of medical devices such as MRI machines, X-ray equipment, and patient monitors.
• Sanitization protocols: Routine cleaning and sterilization of medical equipment to prevent contamination and ensure compliance with health regulations.
• Calibration and testing: Frequent calibration and testing of diagnostic tools to maintain accuracy and reliability.
• Emergency readiness: Ensuring backup generators and emergency equipment are always in working order through regular testing and maintenance.
• Staff training: Ongoing training for maintenance staff on the latest protocols and technologies to keep them updated and efficient.

Fleet maintenance

For a transportation company, maintaining a fleet of vehicles involves a robust preventive maintenance program that covers:

• Routine servicing: Regular oil changes, tire rotations, and brake inspections based on mileage and usage.
• Diagnostic checks: Use of diagnostic tools to monitor engine health and identify potential issues before they become serious problems.
• Safety inspections: Regular checks of safety features such as lights, brakes, and seatbelts to ensure compliance with safety regulations.
• Fuel efficiency monitoring: Tracking and optimizing fuel consumption through maintenance activities that keep vehicles running efficiently.
• Driver feedback: Incorporating feedback from drivers to identify and address recurring issues promptly.

Facility maintenance

In commercial buildings, preventive maintenance programs often focus on the HVAC and electrical systems, as well as structural integrity:

• HVAC maintenance: Seasonal inspections and servicing of heating, ventilation, and air conditioning systems to ensure optimal performance and energy efficiency
• Electrical system checks: Regular inspections and maintenance of electrical panels, wiring, and lighting to prevent outages and safety hazards
• Plumbing inspections: Routine checks for leaks, blockages, and wear in the plumbing system to avoid water damage and ensure smooth operation
• Structural maintenance: Periodic inspections of the building structure, including the roof, foundation, and exterior walls, to identify and repair any damage

Energy management: Implementing energy-saving measures and monitoring systems to reduce operational costs and environmental impact

Preventive maintenance scheduling

When setting goals for preventive maintenance programs, it’s essential to be specific and strategic. Define measurable objectives, such as reducing downtime by a certain percentage, reducing costs by a specific amount, improving workplace safety metrics, or increasing asset lifespan. Ensure that the goals being set are attainable within the available resources and relevant to the organization’s overall objectives.

Lastly, set a time frame for achieving these goals, allowing for regular progress assessments and adjustments as needed. The following approach creates a well-structured preventive maintenance program that maximizes equipment reliability and aligns with your operational needs.

Steps to create a preventive maintenance program

1. Identify all assets: Start by listing all equipment and assets that require maintenance. This comprehensive inventory helps in organizing and prioritizing maintenance tasks.
2. Determine maintenance needs: For each asset, identify the specific maintenance tasks required. Refer to manufacturer recommendations and maintenance manuals to understand the necessary procedures and intervals.
3. Assess criticality: Prioritize assets based on their importance to operations. Critical assets that have a higher impact on productivity and safety should be scheduled for more frequent maintenance.
4. Establish maintenance intervals: Set maintenance intervals based on time (such as weekly or monthly) or usage (for example, every 1,000 hours). These intervals should be tailored to the specific needs of each asset.
5. Develop detailed procedures: Create detailed maintenance procedures for each service task. Include step-by-step instructions, necessary tools, and safety precautions to ensure consistency and effectiveness.
6. Use an EAM solution: Plan, optimize, execute, and track the activities, priorities, skills, materials, tools, and information associated with enterprise assets by using EAM software.
7. Train maintenance staff: Ensure that maintenance personnel are trained on the procedures and the use of CMMS. Regular training sessions can improve their skills and knowledge, leading to more effective maintenance.
8. Monitor and adjust: Continuously monitor the performance of the preventive maintenance schedule. Collect data on equipment performance and maintenance activities to identify any issues or areas for improvement. Adjust the schedule as needed to optimize effectiveness.

Review and update regularly: Frequently review and update the maintenance schedule based on feedback and performance data. This ensures that the schedule remains relevant and effective as conditions and requirements change.

FAQ

What is corrective maintenance?

Corrective maintenance means reactively repairing or replacing equipment only after it has failed, addressing issues as they arise to restore functionality. Corrective maintenance is the opposite of preventive maintenance/preventative maintenance, which seeks to proactively address problems before they occur.

What’s the difference between preventive, corrective, and predictive maintenance?

Preventive maintenance—also called preventative maintenance—is proactive and scheduled regularly. Corrective maintenance—also called breakdown maintenance—is reactive and occurs only after a failure. Predictive maintenance is a type of preventive maintenance that uses data to anticipate failures and perform maintenance preemptively.

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