Reactive Maintenance: Is There A Better Way?


Are you worried about your budget? Are you confused as to why your locations are overspending for no apparent reason?

The number one cause of over-spending in facilities maintenance is due to unnecessary work orders. 

Unnecessary work orders are directly caused by an overuse of reactive maintenance.

While reactive maintenance is effective in getting repairs made as they happen, it has a few downfalls that are only getting steeper as repair costs continue to rise.

Even smaller companies with few locations and few monthly repairs will begin to see (if they haven't already) the rising costs due to the decline in skilled trade workers.

This means it is all the more important to prevent these unnecessary repairs from ever happening in the first place.

“The companies who go out of business due to these rising costs will be the ones who are blindsided because they were not maintaining for the future, but chose to stay reactive.”


Cutting the unnecessary maintenance costs now will provide a way to be prepared for rising costs in the future.

Constant reactive maintenance does not do this.

And while many of us have heard that preventative maintenance is the way to go, facilities managers still have questions about what steps to take first, and what exactly is necessary to create an effective FM department.

So rather than just list the ways in which preventative maintenance can be achieved, let's also discuss why these things are necessary and how they are beneficial to your company's needs.

People to help...

Communication is the most important aspect to preventative maintenance.

You need to communicate with your team and vendors. You need to communicate details about work orders, data, information on repair history, etc.

Great communication starts with people who know what is needed and can send the message clearly to get the job done.

The right people will help you to find the resources you need to make your FM department better.

Processes for decision making...

Your processes are what will determine the future of your maintenance company. 

This is where you begin to move from reactive maintenance to preventative maintenance.

The processes are what will save you the most time and money when done correctly.

Know where the problems are and who will be in charge of solving them. Know who reports work orders, who approves them, who manages pricing, who your vendors are, etc.

If you're simply dealing with work orders as they come without running them through already-planned-out processes, you are wasting time and losing money.

Don't do more work than is necessary.

Technology that informs and frees you up...

You've heard that you need to have maintenance management software...but, why?

How do you apply this software to your processes, and how does it meet the needs of your company?

Technology is what informs your processes and gives your people the time and resources necessary to complete the work.

Great software shows you the data and information you need to prevent unnecessary repairs. It helps you complete the necessary work orders to the highest standard.

Asset tracking and management, as well as repair history and data, give you the ability to make repairs while cutting back on unnecessary costs.

Basically, technology connects you to people who can provide you with the information you need to save time and money.

Why it matters...

At the end of the day, you want to make decisions that will help your company grow and help your FM department stay effective, while being cost-efficient. 

If you are thinking about investing in maintenance software or improving your current processes but are unsure about how it applies to your FM department, ask us! 

We'd love to help you find the best solutions for your FM department. Schedule a free demo for more help.

Whether or not you're looking for software right now, the best thing you can do for your FM department is to stay informed and know what your options are so you are not left to only react to problems.

I hope you found this article helpful. If you would like to learn more about our best practices and strategies for running effective maintenance programs, you can download our free eBook, "How to Start a Maintenance Program" by entering your e-mail below.