Preventive maintenance using facility management software

Many organisations still rely on reactive maintenance. This leads to unplanned downtime, higher costs, and safety risks. To prevent these issues, businesses must switch to a proactive approach. Preventive maintenance management using facility management software helps teams plan, schedule, and complete tasks before failures happen.

In this article, you’ll learn what preventive maintenance means, why it matters, and how facility management software like FOX makes it easier to manage.

What Is Preventive Maintenance?

Preventive maintenance refers to regularly scheduled inspections, servicing, and repairs designed to prevent unexpected failures. Unlike reactive maintenance, which responds to problems after they occur, PM focuses on maintaining assets in good condition before issues arise.

Common examples include:

• Lubricating machinery to prevent wear and tear
  
• Cleaning or replacing filters to maintain optimal performance
  
• Inspecting equipment for early signs of damage
  
• Conducting software updates to address security vulnerabilities
  

Why Is Preventive Maintenance Important?

Implementing a preventive maintenance strategy offers several key benefits:

1. Reduced Downtime

Regular servicing reduces the likelihood of unexpected failures, maintaining consistent productivity.

2. Cost Savings

Addressing small issues early helps prevent costly emergency repairs and production halts.

3. Extended Equipment Lifespan

Routine maintenance keeps assets running efficiently, delaying the need for expensive replacements.

4. Improved Safety

Well-maintained equipment minimises accident risks and ensures compliance with health and safety regulations.

Common Mistakes in Preventive Maintenance Management

Despite its benefits, many organisations struggle with implementing preventive maintenance effectively. Common challenges include:

1. One-size-fits-all Scheduling

Not all equipment requires the same maintenance frequency or type. Generic scheduling can waste resources or neglect high-risk assets.

2. Lack of Asset Data

Without accurate records of past maintenance and performance, it’s difficult to make informed decisions about when maintenance is actually needed.

3. Manual Tracking

Using spreadsheets or whiteboards can lead to missed tasks and lost documentation.

4. No Accountability

When no one is clearly responsible for follow-up or task completion, maintenance becomes inconsistent.

5. Overlooking Condition-Based Needs

Assets in harsh environments (dusty, wet, hot) may need more frequent servicing than those in controlled conditions.

These issues make it difficult to scale preventive maintenance or demonstrate its value to stakeholders.

What Most People Don’t Realise About Preventive Maintenance

Many organisations treat preventive maintenance as a checklist, something to simply tick off. However, managing it effectively requires strategic thinking and deeper understanding.

For instance, usage-based maintenance is often more accurate than calendar-based scheduling. Instead of servicing a forklift monthly, it may be more efficient to do maintenance every 200 hours of use. This approach aligns maintenance with actual wear and tear.

Another crucial aspect is data. Every maintenance task generates valuable information, what was done, when, by whom, and in what condition the asset was found. Over time, this data helps optimise schedules, predict failures, and support budgeting decisions.

Effective preventive maintenance also requires cross-functional collaboration between operations, procurement, safety, and facilities teams. Everyone needs visibility and clarity around tasks, responsibilities, and timelines.

How to Enhances Preventive Maintenance Management Using Facility Management Software Like FOX

FOX simplifies preventive maintenance management using facility management software. It helps businesses plan and track tasks with ease.

Here’s how FOX supports businesses:

1. Automated Work Order Scheduling

FOX automatically generates and assigns tasks based on set schedules, nothing gets missed.

2. Centralised Maintenance History

Access all past maintenance records, inspections, and task completions in one place.

3. Real-Time Alerts & Notifications

Receive timely reminders for upcoming tasks to ensure teams remain accountable.

4. Customisable Checklists & Templates

Standardise procedures with tailored templates for different asset types.

5. Mobile Accessibility

Technicians can view schedules, log work, and scan asset QR codes directly from mobile devices.

6. Integration with IoT & CMMS

FOX integrates seamlessly with IoT sensors and CMMS (Computerised Maintenance Management Systems) to support data-driven planning.

Steps to Implement Preventive Maintenance with FOX

Here’s a simple guide to managing preventive maintenance with FOX:

Step 1: Identify Critical Assets

List key assets that require regular maintenance, based on usage and operational importance.

Step 2: Set Up Maintenance Schedules

Define intervals using manufacturer guidance, industry standards, and historical data.

Step 3: Configure Work Orders in FOX

Use FOX to automate task assignments, set reminders, and streamline execution.

Step 4: Monitor & Optimise Performance

Use FOX’s reporting tools to analyse trends, adjust schedules, and improve efficiency.

FOX offers multiple views, such as board view, to help teams monitor and manage workflows smoothly.

Conclusion

Managing preventive maintenance management using facility software keeps operations smooth, safe, and cost-effective. Without proper tools, tasks are missed, and equipment fails.

FOX gives you a clear system to manage preventive maintenance. It saves time, reduces risks, and helps your team stay in control.

FAQs

Below is the list of questions frequently asked: