Building Operations & Maintenance

What is Preventive Maintenance? A Comprehensive Guide

Abirami N

Effective facilities management today isn’t just about keeping systems running—it’s about protecting uptime, controlling cost, and proving operational ROI.

In large facilities, downtime can lead to an average loss of 27 critical hours per month, with each lost hour costing over $532,000. Facility teams can no longer afford reactive firefighting. They need structure, visibility, and accountability—and that’s exactly where preventive maintenance (PM) comes in.

PM helps you stay ahead of failures, extend asset life, and reduce avoidable costs through scheduled, proactive interventions. It turns maintenance from a cost center into a value lever.

But not all PM strategies work the same, and not every asset should be serviced the same way.

This guide covers everything you need to know about preventive maintenance—from how it works and which type suits your operations best, to step-by-step implementation, common pitfalls, and how a CMMS helps you run it all seamlessly at scale.

What is preventive maintenance?

Preventive maintenance (PM) refers to scheduled, routine servicing of assets, while they're still operational, to prevent breakdowns, control costs, and maintain safety standards.

Unlike reactive maintenance, which responds only after equipment fails, PM is proactive. It builds reliability into daily operations and gives FM teams more control over uptime, budget, and compliance.

Why is preventive maintenance important?

Shifting from reactive repairs to planned maintenance is one of the most effective ways to reduce risk, control costs, and improve service outcomes in facilities management.

Who benefits from implementing preventive maintenance:

FM directors: Gain visibility into asset health and maintenance performance, leading to fewer surprise breakdowns, improved SLA adherence, and tighter control over operations.
Technicians: Benefit from clearly scheduled tasks and real-time updates, which reduce last-minute firefighting and allow them to focus on planned, high-quality work.
Finance & compliance teams: Get consistent, forecastable maintenance costs and digital documentation that simplifies audits, reduces compliance risk, and avoids budget spikes.
Tenants & occupants: Experience fewer service interruptions and enjoy consistently safe, comfortable environments—directly impacting satisfaction and trust.

Key benefits:

Reduced reactive costs: PM can reduce emergency repair costs by up to 10 times
Asset longevity: Regular upkeep extends asset life and lowers replacement spend
Compliance confidence: Meets safety and regulatory standards with digital logs
Resource efficiency: Reduces overtime, urgent orders, and overstocking

Preventive maintenance offers a range of benefits—from cutting emergency repair costs to boosting asset reliability and compliance readiness. Explore the full list of preventive maintenance benefits here.

Types of preventive maintenance: Choosing the right strategy for the right asset

Preventive maintenance isn't a single approach—it's a toolkit. The key is knowing which tool to use for which job.

Here are the six primary types of preventive maintenance, each designed to optimize resources, reduce risk, and align with real-world operational goals.

Okay, here's a version that's about half the length, aiming to retain the core points and depth:

Time-based maintenance (TBM): Routine servicing at fixed intervals (daily to annually) regardless of asset condition. Ideal for predictable wear or compliance needs like fire systems and HVAC filters.

Value: Creates a predictable schedule and audit trail.
✅ Pros: Simple planning, compliance-friendly.
Cons: Can lead to over-maintenance, ignores actual asset condition.

Usage-based maintenance (UBM): PM scheduled by actual asset operation (hours, cycles, mileage) rather than a calendar. Best for equipment with irregular use like generators or fleet vehicles.
- Value: Aligns maintenance with actual wear, reducing unnecessary labor.
- ✅ Pros: Tailors PM to workload, efficient.
- Cons: Requires accurate usage tracking systems.
Condition-based maintenance (CBM): Monitors real-time asset indicators (temperature, vibration) and triggers maintenance when predefined thresholds are breached. Suited for high-value, critical assets like HVAC compressors or industrial motors.
- Value: Prevents over/under-maintenance by focusing attention precisely where needed.
- ✅ Pros: Reduces unplanned downtime, more efficient than TBM.
- Cons: Requires sensor infrastructure and skilled data interpretation.
Predictive maintenance (PdM): A data-driven approach using machine learning and IoT inputs to forecast failures before they occur. Perfect for mission-critical systems (industrial chillers, production lines) where failure is costly.
- Value: Transforms maintenance into a forecasting model, allowing intervention at the lowest risk point.
- ✅ Pros: Minimizes downtime, maximizes asset lifespan.
- Cons: Requires robust data infrastructure and skilled analysts or advanced CMMS.
Prescriptive maintenance: AI-driven; not only predicts failure but also recommends specific actions and optimal timing using advanced simulations. Best for large, complex, data-mature portfolios like airports or smart campuses.
- Value: Removes human guesswork, prioritizing resources based on business risk.
- ✅ Pros: Fully automated recommendations, highly scalable.
- Cons: High data maturity, complexity, and cost.
Risk-based maintenance (RBM): Prioritizes PM tasks based on the impact of asset failure, not just age or usage. Critical for mixed-asset environments (e.g., data center HVAC vs. hallway lighting).
- Value: Aligns maintenance directly with business impact, focusing on what truly matters.
- ✅ Pros: Improves resource allocation, prevents high-risk failures.
- Cons: Requires regular risk scoring and consistent operational alignment.

High-performing teams typically use a blended strategy: time/usage-based PM for general upkeep, condition/predictive for critical equipment, and prescriptive/risk-based where data and scale demand smarter decisions.

Facilio’s connected CMMS lets you configure and manage all six types, automating task creation, tracking outcomes, and dynamically adjusting schedules based on actual performance and risk.

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

This section breaks down the four primary maintenance approaches, side by side, to help you make informed, real-world decisions.

Attribute	Reactive	Preventive	Predictive	Corrective
Trigger	After failure/breakdown	Scheduled (time or usage)	Sensor or data-model–based forecasting	Detected during inspection or operation
Use Case	Non-critical assets where failure doesn’t disrupt ops	Compliance-driven or high-risk assets	High-value, sensor-monitored equipment	Wear parts with unpredictable/random failures
Benefit	Simple to execute, no planning needed	Reduces failures, improves audit readiness	Predicts failure before it happens	Repairs as needed after issues are observed
Cost Impact	Highest total cost (emergency response, downtime)	Moderate—planned, predictable	Lower long-term costs by avoiding surprise breakdowns	Variable—depends on timing and failure severity
Planning Required	None	Requires schedules and checklists	Requires analytics, sensors, and integrated CMMS	Requires root-cause analysis and tracking
Example	Burned-out lightbulb, failed pump	Fire alarm checks, HVAC filters, elevator inspections	Chillers, MRI compressors, production motors	Worn HVAC motor, circuit boards

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Use preventive maintenance for your known risk zones, predictive where you have the data, and reactive only where it makes sense.

The most effective facility management teams don’t choose one strategy but instead blend them. Explore the different types of maintenance strategies and when to use them.

Is preventive maintenance right for every asset? (Applications & limitations)

Preventive maintenance is powerful, but applying it across the board can backfire. Over-servicing low-impact assets wastes time and resources, while under-maintaining critical systems invites risk. The key is knowing which assets deserve PM—and which don't.

Key criteria for preventive maintenance prioritization

Use these five factors to decide if an asset warrants preventive maintenance:

Criticality: Will failure disrupt operations, safety, or revenue?
Failure predictability: Can you anticipate the failure with usage patterns or wear indicators?
Cost impact: Is the cost of PM significantly less than the cost of failure or replacement?
Compliance mandates: Are there legal or insurance requirements for regular service?
Failure history: Do past breakdowns correlate with neglect or lack of routine checks?

✅ Good PM candidates

These assets are typically high-impact, compliance-driven, or expensive to replace:

Air handlers, chillers, boilers – Continuous operation and heavy usage
Elevators, fire systems – Safety-critical with strict inspection intervals
Medical equipment (e.g., MRI, ER HVAC) – Downtime directly impacts patient care and outcomes
Fleet vehicles, delivery Buses – Breakdowns on the road = service delays, safety risk
Pumps, compressors – Failure can trigger environmental or regulatory issues

❌ Poor PM Candidates

These assets often don’t benefit from routine servicing, or fail randomly, making PM inefficient:

PC monitors, LED signage – Low cost, non-critical, and mostly plug-and-play
Non-essential decorative lighting – Doesn’t impact operations or safety
Small consumer electronics – High replacement rate, low maintenance ROI
Random-failure circuit boards – No predictable wear pattern, fail without warning

The 10% rule: When to repair vs. replace

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If an asset's annual PM or repair costs consistently exceed 10% of its replacement value, it’s time to rethink your maintenance approach.

Example:If a chiller costs $100,000 to replace and you’re spending $12,000+ annually in PM and minor repairs, you may be overservicing or approaching end of life. Reevaluate the schedule or plan for replacement.

Facilio’s asset inventory module lets you tag, sort, and prioritize assets by criticality, compliance needs, and replacement cost—so your team focuses on what matters most.

How to build a preventive maintenance program (8 key steps)

A successful preventive maintenance program doesn’t emerge from guesswork or outdated checklists—it’s intentional, data-backed, and built to scale.

These 8 steps give FM teams a modern, repeatable framework to deploy preventive maintenance across one or hundreds of sites.

Here's a more detailed, yet concise, version of those steps:

Secure buy-in & train staff: Initiate a pilot program on a manageable scale to showcase early successes like reduced downtime or smoother audits, building enthusiasm and proving value before broader rollout across teams and properties.
Inventory all assets & prioritize diligently: Conduct a comprehensive audit, mapping every critical system (elevators, HVAC, fire safety, kitchen equipment), then rank them by potential business impact of failure and any compliance mandates to focus efforts.
Gather relevant data: Review existing maintenance histories, OEM documentation, and user/operator logs to identify failure patterns and inform the specific tasks and optimal service intervals for your PM plan.
Consult OEM (Original Equipment Manufacturer) manuals: Cross-reference manufacturer guidelines to confirm warranty-preserving service intervals, recommended spare parts, and specific best-practice maintenance routines for each piece of equipment.
Build & document schedules + detailed checklists: Create clear, digital preventive maintenance checklists for each asset type, detailing specific tasks, frequencies, safety precautions, and pass/fail criteria, ensuring consistency across properties.
Choose & configure your CMMS/PM software strategically: Select a system offering mobile field access for technicians, robust analytics for performance tracking, and the scalability to manage multiple properties, moving beyond limiting spreadsheets.
Monitor, measure, optimize, and repeat: Regularly review PM program results (at least quarterly), analyzing KPIs like uptime and PM compliance, and use these insights to update schedules, refine task lists, and adjust priorities as new patterns emerge or assets change.

Measuring success — Key preventive maintenance KPIs

The right KPIs turn your PM program from a checklist into a performance engine—giving you visibility into what’s working, what’s overdue, and where you’re bleeding cost or time.

These metrics help FM leaders prove impact, justify resources, and continuously refine operations.

Planned maintenance percentage (PMP): % of total maintenance hours spent on scheduled PM. Higher = fewer surprises. Goal: 70–90%
PM compliance rate: % of scheduled PMs completed on time. Goal: 90%+
Mean time between failures (MTBF): Average time between equipment failures. Goal: Longer is better—indicates effectiveness of PM.
Mean time to repair (MTTR): Average time it takes to fix a failed asset. Goal: Lower = faster recovery and less disruption.
Asset availability: % of time equipment is available and operational. Goal: 95 %+ for critical systems.
Maintenance cost per asset:Tracks total maintenance spend per asset, helping spot cost outliers and inefficiencies.

“Our operations and leadership teams gain immense value from Facilio’s analytics. The KPI-driven dashboards are amazing—now we track everything from compliance to downtime by site, vendor, and state.”

– Business Project Manager, Investa Property Group

Why CMMS is critical for preventive maintenance

Preventive maintenance only works when it’s consistent, accountable, and trackable—three things that are nearly impossible to scale using spreadsheets, emails, or paper logs.

That’s why best-in-class facility teams rely on connected platforms like CMMS (Computerized Maintenance Management Systems).

A CMMS ensures scheduled tasks aren’t missed, compliance is logged, and teams stay aligned—across buildings, shifts, and service vendors. It’s the backbone that turns PM from guesswork into operational control.

Facilio's CMMS takes it further. It doesn’t just schedule tasks—it automates compliance, tracks maintenance KPIs in real time, and gives you full visibility into asset performance across your entire portfolio. From smarter PM triggers to centralized insights, Facilio helps you run a leaner, data-driven preventive maintenance program—at enterprise scale.

How Facilio’s CMMS makes preventive maintenance seamless

✅ Centralized preventive maintenance scheduling No more juggling spreadsheets, sticky notes, or last-minute catchups. Facilio gives you a unified platform to schedule, assign, and track every PM task across properties, zones, and teams.

✅ Automated work orders & task execution Generate work orders automatically based on time, usage, or condition. Keep your technicians focused on the right tasks at the right time—without manual follow-ups or missed service windows.

✅ Mobile-first execution for on-ground teams Technicians get real-time access to tasks, checklists, SOPs, and asset history—all from their phones. This means no delays, no confusion, and faster issue resolution with digital sign-offs on the go.

✅ Compliance & audit-ready logs Stay always-ready for audits with detailed PM records—who did what, when, and how. Whether it’s OSHA, ISO, or internal SLAs, Facilio builds a full trail of accountability for every action.

✅ Data-driven PM optimization Track key metrics like PM compliance rate, mean time between failures (MTBF), and asset downtime. Facilio helps you fine-tune frequencies, eliminate low-impact tasks, and focus where it counts.

✅ Multi-site visibility & asset standardization From a single building to a global portfolio, Facilio offers full visibility into asset health, PM schedules, and team performance—ensuring consistency and control at every scale.

Facilio’s CMMS isn’t just about task tracking—it’s about helping FM teams move from reactive firefighting to proactive, measurable maintenance operations that drive uptime, compliance, and cost control.

How Al Fajer standardized PM across 300+ buildings with Facilio

When Al Fajer moved from spreadsheets to Facilio’s connected CMMS, PM scheduling became centralized and transparent. The result? Over 80 preventive schedules standardized across 300+ buildings, higher SLA compliance, and a measurable boost in technician productivity.The result?

13% greater workforce productivity and dramatically reduced unplanned outages, which was paramount for large, geographically dispersed hotel groups like Al Fajer.

Here's what the General Manager at Al Fajer, Ms. Sangeetha had to say about maintenance management with Facilio -

Customer quote for preventive maintenance software - Facilio

Read the complete case study here.

Smart Preventive Maintenance Starts with the Right Software

Preventive maintenance is no longer optional—it’s operational insurance. It protects your budget, your reputation, and your ability to deliver consistent, seamless experiences across every property But doing it manually? That’s where most teams fall short.

A digital, connected approach to PM ensures accountability, compliance, and efficiency at scale—and that’s exactly what Facilio delivers.

Whether you manage one property or 300, Facilio gives your facility management team the tools to plan, act, and optimize preventive maintenance—without relying on paper, guesswork, or a million other apps.

Get started now!

Still juggling manual PM? See how Facilio powers multi-site preventive maintenance with smart scheduling and real-time visibility.

FAQs

1. How often should preventive maintenance be performed? It depends on asset type, usage, and compliance requirements.

High-use assets (e.g., elevators, HVAC) = Monthly or quarterly
Low-use or non-critical = Semi-annual or usage-based
Follow OEM guidelines, regulatory requirements, and performance history.

2. What industries benefit most from preventive maintenance? Industries where asset uptime directly affects safety, cost, or customer experience:

Manufacturing
Healthcare
Commercial real estate
Education
Fleet & logistics
Energy & utilities

3. Can all breakdowns be prevented with PM?

No—but many can. PM reduces failure risk significantly, especially for predictable wear parts. Some components still fail randomly (e.g., circuit boards), where reactive or corrective maintenance may be more practical.