Preventive maintenance refers to regular, planned actions taken to keep equipment and systems in good working condition. These activities help prevent unexpected breakdowns and reduce the risk of costly downtime.

It involves a variety of tasks such as inspections, lubrication, cleaning, and adjustments. Beyond manual upkeep, it also includes planning, scheduling, and documenting past maintenance records. This structured approach ensures that machinery remains reliable and efficient over time.

Industries like manufacturing, oil and gas, mining, and utilities often rely heavily on preventive maintenance to ensure smooth operations. By implementing these practices, companies can avoid expensive repairs, extend equipment life, and maintain a safer work environment.

What Is Preventive Maintenance?

Preventive maintenance is a proactive strategy that involves performing routine checks and maintenance at scheduled intervals. The goal is to identify and address potential issues before they escalate into major failures. This includes things like replacing worn parts, checking for leaks, and ensuring proper functioning of critical components.

The main objective of preventive maintenance is to maintain the intended performance of equipment, reduce the risk of accidents, and minimize unplanned downtime. It also helps organizations comply with industry regulations and improve overall operational efficiency.

The Elios 3 inspecting a water management system

Why Is Preventive Maintenance Important?

Implementing a preventive maintenance program offers numerous benefits. It reduces the likelihood of equipment failure, lowers repair costs, and improves workplace safety. Companies that prioritize this approach often experience fewer disruptions in production and better long-term asset performance.

Compared to reactive maintenance, which only addresses problems after they occur, preventive maintenance is more cost-effective and less disruptive. Reactive strategies can lead to extended downtime, higher repair bills, and even safety hazards.

By staying ahead of potential issues, businesses can maintain consistent productivity and avoid the stress of sudden equipment failures. It’s a strategic investment that pays off over time through improved reliability and reduced operational risks.

Advantages of Preventive Maintenance

Preventive maintenance is a powerful tool for maintaining equipment and reducing operational risks. Here are some of its key benefits:

Minimizes Downtime

Regular maintenance helps ensure that equipment runs smoothly and reliably. This minimizes the chance of unplanned downtime, which can be extremely costly. According to research, unplanned downtime can cost companies an average of $260,000 per hour in lost revenue.

By keeping equipment in optimal condition, businesses can avoid disruptions and maintain steady production levels. This not only saves money but also protects customer relationships and company reputation.

Maximizes Equipment Lifespan

Proper maintenance extends the life of equipment by preventing wear and tear. Regular inspections and servicing allow companies to get the most out of their assets, delaying the need for costly replacements.

This approach also reduces waste and supports sustainability efforts. When equipment lasts longer, it contributes to a more efficient and environmentally friendly operation.

An inspector recording the operation of oil and gas process

Helps Keep Workers Safe

Well-maintained equipment is less likely to malfunction or fail unexpectedly, which significantly reduces the risk of workplace injuries. This creates a safer environment for employees and reduces liability for the company.

Additionally, preventive maintenance reduces the need for emergency repairs, which can expose workers to dangerous conditions. By following a structured maintenance schedule, companies can protect their workforce and lower insurance and compensation costs.

Helps Ensure Regulatory Compliance

Many industries have strict regulations regarding equipment maintenance. Failing to meet these standards can result in fines, legal issues, or even shutdowns. Preventive maintenance ensures that all equipment is properly maintained and meets required safety and performance criteria.

Limitations of Preventive Maintenance

While preventive maintenance is highly effective, it is not without challenges. Some limitations include:

Success Rate

Even with the best preventive maintenance plans, equipment failure cannot always be avoided. Unpredictable events such as natural disasters or human error can still cause issues. Therefore, it's important to combine preventive maintenance with other strategies like predictive maintenance for maximum effectiveness.

Technological Constraints

Some older equipment may not have the sensors or monitoring capabilities needed for advanced maintenance techniques. In such cases, traditional methods must be used, which may not be as efficient as modern solutions.

Up Front Costs

Implementing a preventive maintenance program requires an initial investment in training, tools, and time. For smaller businesses, this can be a challenge, especially if budgets are tight. However, the long-term savings usually outweigh the upfront costs.

Time Constraints

Performing preventive maintenance often requires shutting down equipment, which can affect production schedules. It can also be difficult to find enough time and resources to complete all necessary tasks, especially in busy environments.

Worker Limitations

Effective preventive maintenance often requires additional staff or extended hours for existing workers. This can be a challenge in companies with limited resources or labor shortages.

Over Maintenance

Sometimes, maintenance tasks are performed unnecessarily, leading to wasted time and money. A well-designed preventive maintenance plan should be flexible and based on historical data to avoid unnecessary interventions.

What Are the Types of Preventive Maintenance?

There are three primary types of preventive maintenance:

• Time-Based Maintenance
• Usage-Based Maintenance
• Condition-Based Maintenance

Time-Based Maintenance

Time-based maintenance involves performing tasks at regular intervals, such as monthly, quarterly, or annually. This type is common for equipment that follows manufacturer guidelines.

For example, changing an air filter every three months is a typical time-based task. However, this approach can sometimes lead to over-maintenance if the equipment isn’t used frequently.

Cleaning a condenser tube from a chiller

Usage-Based Maintenance

Usage-based maintenance is triggered by how much equipment is used. Instead of relying on time, this approach uses metrics like operating hours, miles driven, or cycle counts to determine when maintenance is needed.

This method is particularly useful for equipment that is used irregularly, as it avoids unnecessary maintenance on underused assets.

Condition-Based Maintenance

Condition-based maintenance focuses on the actual condition of equipment. Inspectors monitor factors like sound, temperature, vibration, and visual signs of wear to decide when maintenance is required.

This approach allows for more targeted and efficient maintenance, as it only intervenes when necessary, rather than on a fixed schedule.

Types of Preventive Maintenance Tasks

Each type of preventive maintenance includes various tasks, which can be categorized based on priority and importance:

• Mandatory Tasks: Must be completed on time to prevent equipment failure.
• Non-Mandatory Tasks: Can be delayed without immediate risk, but are still important.
• Pyramiding Tasks: Occur when missed tasks overlap with new ones.
• Inspection Tasks: Require an inspection before any maintenance is done.
• Task-Oriented Tasks: Can be performed alongside inspections to save time and resources.

What is a Preventive Maintenance Checklist?

A preventive maintenance checklist is a detailed list of tasks that should be performed regularly. It helps ensure that all necessary steps are followed, improving efficiency and reducing the risk of oversight.

These checklists are often developed in collaboration with maintenance managers, workers, and regulatory bodies. Many companies use software to track and document their maintenance activities effectively.

Benefits of a Preventive Maintenance Checklist

Using a checklist enhances consistency, reduces errors, and improves safety. It also streamlines planning and makes inspections faster and more accurate.

Preventive Maintenance Checklist Examples

Checklists vary by industry, but they typically cover essential tasks. Here are examples for different sectors:

Building Interior Preventive Maintenance Checklist

• Inspect for signs of damage or wear
• Check for leaks or water damage
• Ensure electrical and fire safety systems are functional
• Test smoke detectors and alarms
• Verify fire extinguishers are fully charged
• Check doors and exits for accessibility
• Inspect lighting and HVAC systems

Network and Data Systems Preventive Maintenance Checklist

• Review network security protocols
• Update passwords regularly
• Monitor for suspicious activity
• Ensure employee compliance with security policies

Semi Truck Preventive Maintenance Checklist

• Perform pre-trip safety checks
• Lubricate moving parts
• Check brakes and tires
• Inspect lights and signals
• Top off fluids and coolant
• Examine high-wear components

Drones in Preventive Maintenance

Drones are revolutionizing the way preventive maintenance is conducted. They offer a fast, safe, and efficient way to inspect hard-to-reach areas without disrupting operations.

Equipped with advanced sensors and cameras, drones can perform visual inspections, collect data, and even assist in condition-based maintenance. This technology is especially valuable in hazardous environments where human access is limited.

In one case study, the Elios 3 drone was used by the City of Lausanne’s Water Department to inspect infrastructure. Its LiDAR sensor created real-time maps, helping to track wear and tear and plan future maintenance efficiently.

Drones not only reduce costs and time but also enhance worker safety by eliminating the need to enter dangerous spaces. As technology continues to evolve, the role of drones in preventive maintenance will only grow.

An Elios 3 drone performing a visual inspection

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