Ultimate Guide to Maintenance Management for Enhanced Efficiency and Reliability

Table of Content

Maintenance Management

Maintenance management is a systematic process for planning, organizing, and controlling maintenance-related activities and the maintenance of physical assets. The main objectives of maintenance management are optimization of maintenance costs, improvement of asset lifecycle, and Reduce unplanned equipment failures.

Maintenance Management System is the process of managing time and costs while maintaining a company’s assets and resources to ensure maximum efficiency in the production process.

Types of Maintenance Management

Companies can use any of these 4 common maintenance management methods individually or in combination to create efficient and cost-effective maintenance strategies:

  • Preventive Maintenance
  • Reactive Maintenance 
  • Predictive Maintenance
  • Reliability centered maintenance

Preventive Maintenance

Preventive maintenance involves the planning of regular and regular repairs to prevent unplanned maintenance and equipment downtime. It targets high-priority equipment that has a significant impact on business operations and high repair costs.

To give an example, a planned preventive maintenance program is recommended for tasks such as regular oil changes to properly lubricate auxiliary vehicles. Without an oil change, the vehicle will be more susceptible to engine damage, which can be harmful to the tissues associated with transportation.

Reactive Maintenance

Reactive maintenance is performed in response after the asset fails. RM usually targets low-priority equipment and does not affect the company’s production or revenue.  

It is important to understand which assets will benefit from preventive or predictive care and which rm is appropriate for your care plan

Predictive maintenance

Predictive maintenance uses Internet of Things (IoT) devices and predictive analytics software to assess the real-time condition of equipment as previously defined in the software.

The opposite, preventive maintenance uses a situation-based maintenance approach that includes oil analysis to determine the time elapsed since the last modification and real-time vehicle time.

In this way, the oil is changed only when the vehicle needs it, unnecessary maintenance tasks are eliminated, and better resource allocation and inventory management are facilitated.

Reliability centered maintenance

Reliability Centered Maintenance aims to identify failure modes and improve the reliability and safety of equipment over time.

For example, let’s say you want to provide 2 boxes of output every 500 hours before the conveyor belt fails. With this input, you can schedule maintenance work on every 450 boxes to improve performance and save time.

RCM helps to reduce the downtime of equipment and minimize overhaul, but it is a continuous process with high initial costs.

The Objective of Maintenance Management

All shapes of Maintenance Management share the common target of finding the best practices and processes in a particular area analyzing production. For example, by analyzing reports from the CMMS System. In Keysmart you can control costs, plan work properly and efficiently, and minimize breakdowns and malfunctions. The main targets of Maintenance management are:

  • Cost Control:

Maintenance management tools provide managers with the information they need to allocate funds appropriately from their budgets. Cost control is important because some costs are a better use of company funds than others. For example, a maintenance manager may need to purchase spare parts for an asset. He may have to choose between cheaper parts that are less durable and more expensive, longer-lasting parts.

  • Resource Allocation: 

Planning the work and allocating the most efficient time and effort plays an important role in productivity. Operation and maintenance provide the manager with a final understanding of the overall process to help him decide on the priority levels of various activities. For example, if a maintenance manager needs to ensure that a product is delivered on time, they may tend to prioritize forklift maintenance so that the product can be transported to the warehouse or the delivery truck without interruption.

  • Compliance and Regulation: 

Care management tools help organizations comply with local, state, and federal regulations. For example, although the law stipulates that it is necessary to assign 2 employees for security reasons, 1 operator can be assigned to a specific entity.

  • Minimize downtime/loss: 

A good maintenance management program helps to reduce production time loss caused by failures by creating a planned maintenance program. Fewer production interruptions mean less revenue loss.

  • Extend the asset life: 

Organizations are investing heavily in machines. A maintenance management program helps to ensure that equipment and infrastructure are always in good condition. Regular maintenance extends the service life of machinery, equipment, and other parts by minimizing wear and tear.

Benefits of maintenance management

Let’s take a look at some of the common benefits:

Improve employee and asset efficiency

In sectors such as manufacturing and retail, unexpected equipment failures threaten the safety of employees, passengers, and facilities and have a direct negative impact on revenue from operational outages.

When it comes to office space, improper maintenance leads to inadequate lighting, uncomfortable heating, ventilation, air conditioning (HVAC), and numerous electrical and fire hazards, disrupting operations and preventing employees from being as productive as possible.

The maintenance management system helps to detect faults and correct them without malfunction, ensuring that all people and machines in the facility are safe, healthy, and productive.

Reducing Cost

Emergency maintenance activities cause high costs, especially when equipment spare parts are needed in a maintenance scenario in the event of a malfunction.

If it is not immediately available in stock, the cost of fast delivery of spare parts will be higher than the standard delivery cost. In addition, operations are interrupted until the faulty parts are replaced, which leads to significant losses for the business.

Regular maintenance can maximize the life of an asset by continuing to operate as intended by the manufacturer and reduce the likelihood of unexpected failures and costly downtime.

Increasing Asset Life

Facility managers (FM) and Operations and Maintenance teams rely on maintenance metrics and KPIs such as average time between failures (MTBF), average time to repair (MTR), and residual service life (RUL) to track changes in the safety and performance of tangible assets over time.

These are typically monitored and calculated using CMMS software to ensure that all assets provide the desired functionality and extend their useful life with minimal operating costs.

Insights in Maintenance Trends

Data-driven Operating and Maintenance decisions can help improve the overall efficiency of your organization. By evaluating the care management records, you can understand the problems that bother certain entities and take steps to avoid them.

Also, if the productivity of an asset is lower than expected, you can replace it instead of putting a high cost on maintenance.

In addition, real-time analytics Oct the effectiveness of maintenance programs and apply the learning from each asset class to other asset classes across the facility to help develop a high-performing asset portfolio.

Maintenance Management Examples

Maintenance management is a primary need for companies to own many physical assets.

However, in a post-COVID world, safety, health, and energy regulations are being tightened, which are necessary for commercial real estate properties, aimed at improving operational efficiency and reducing the associated maintenance costs.


Manufacturing plants rely on predictive maintenance to ensure that their equipment operates at the highest efficiency by determining the failure mode, exactly what failed and when it failed.

This allows maintenance teams to align inventory and technicians for critical maintenance tasks long before the expected failure without shutting down the equipment.


Construction companies rely on a combination of preventive and predictive maintenance to accurately predict problems and maintain budget compliance.

Office buildings

For hybrid teams that work Decently from office facilities, the use of HVAC systems can be optimized in response to data from real-time occupancy sensors.

This ensures that the HVAC system works smoothly only when necessary, without compromising the comfort and health of employees. In addition, they will be closed for October after-hours maintenance activities to ensure the best passenger experience.

Maintenance costs scale up to a large portion of operating expenses and missed cost-saving opportunities for the business.

Why Maintenance Management Is So Important?

Maintenance management is essential in ensuring the long-term success of a maintenance program by monitoring quality assurance, maintaining operational efficiency, and keeping assets in optimal order of execution. Properly maintained assets and resources will stabilize production and significantly minimize the possibility of unplanned downtime. Unplanned downtime can cause a snowball effect and can lead to an increase in costs related to repairs (overtime, spare parts, etc.) cause an unexpected increase. delay in shipment, loss of revenue, or complete failure of the machine.

Maintenance management helps to increase the operational efficiency of plant equipment and contributes to profitability by reducing operating costs and improving the quality (quantity) of products produced. In addition to reducing costs, it also has benefits such as increased workplace safety, increased productivity, and minimized human error.

The Difference between Maintenance Management and Asset Management

The most common differences between maintenance management and asset management are as follows:

  • Enterprise asset management 

Asset management is the result of activities and practices that monitor the performance of an organization’s assets and use this information to improve production. The asset management system should work together with the overall business plan to ensure the success of the company. The asset management process can determine whether the equipment is working as intended, whether operating costs are being reduced and whether the return on investment (ROI) on the asset is high.

  • Maintenance Management 

Deals only with tangible assets focus on keeping performance optimal and increasing equipment uptime and production time. It helps industries facilitate the maintenance, repair, and operation/overhaul (MRO) processes for assets and equipment.

As we have defined, maintenance management essentially uses intuitive software such as CMMS to monitor an enterprise’s resources such as labor, materials, and equipment. The information from this system allows you to make informed decisions about creating or improving the maintenance process. Maintenance management keeps your company’s equipment in exceptional working order, minimizing downtime and unexpected repairs.

Both are technically different, but asset management and maintenance management usually go together and complement each other great. Asset management analyzes all the data related to the work that needs to be done on each asset, determines and prioritizes that work to help the return on investment of each asset

Most of the latest CMMS software integrates 2 functions so that maintenance personnel can see both data sets in 1 central location.

Computerized Maintenance Management Systems (CMMS)

The Computerized Maintenance Management System (CMMS) is a software platform designed to simplify care management. This type of intuitive software package maintains a computer database about the company’s maintenance operations, status reports, and detailed analysis of maintenance activities, this information allows maintenance personnel to do their jobs more effectively, allows maintenance managers to make informed decisions, and reduces costs. It is designed to help you manage your website and allocate resources.

Key Smart CMMS

With Keysmart CMMS, organizations can eliminate manual data tracking and monitor and organize multiple aspects of their business in 1 central digital location. The Keysmart CMMS software is highly customizable, allowing organizations to add components such as equipment data management, preventive and predictive maintenance task management, work order systems, planning and scheduling, vendor management, and inventory management.

The Computerized Maintenance Management Software package can be cloud-based (more modern) or on-premises (more traditional) systems. Cloud-based systems are usually hosted on an external server by the company that sells the software, but on-premises systems require the company that buys the software to host the product on its server.

Common Questions and Answers

What is Maintenance Management?

Maintenance Management involves the monitoring of assets and parts. Its purpose is to ensure that production proceeds efficiently and minimal resources are wasted. This is usually achieved through a coordinated combination of software, applications, and personnel focused on achieving these goals.

What is Asset Maintenance Management?

Asset maintenance is a systematic approach to maintaining and optimizing an organization’s assets. This includes the planning, execution, and monitoring of maintenance activities to maximize asset reliability and performance. to minimize costs and downtime.

Why Maintenance Management is important?

If you can plan and complete maintenance effectively, your business can operate more efficiently and efficiently. It is important to choose a suitable maintenance plan that suits the needs of the enterprise so that you can avoid unnecessary repair costs that can cost business time and money.

What is a maintenance management plan?

A maintenance plan is a document that describes the work that is being done to actively protect the assets in a facility. The content of the document helps to facilitate the continuous use of the asset with optimal performance. If you follow the instructions given here, your facility can avoid serious failures and unexpected updates.

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