ENTOUCH Smart Building Solutions

Making the Transition to Proactive Maintenance: Steps for Success

Proactive maintenance is a complex, yet simple way of approaching maintenance without worrying about what is about to break. Up to 45 percent of mainstream manufacturers and businesses use preventative maintenance programs, but that number is expected to continue climbing, reports Machinery Lubrication. The road from traditional, reactive maintenance to proactive maintenance is paved with opportunity and better operations, and Facilities Managers need to know how to plan for success in developing and implementing their preventative, predictive, and proactive maintenance programs.

Where Do Facilities Managers Stumble When Developing In-House Proactive Maintenance Programs?

Facilities Managers may not realize how to implement a proactive maintenance program successfully. Sometimes, even HVAC manufacturer recommendations may not necessarily be the best practices for an asset, depending on location. If you have ever lived in West Texas, the rolling dirt walls can easily make recommendations for filter replacement seem laughable.

Standardized Maintenance Rules Simplify Maintenance Management

Any organization can implement a preventative maintenance program that consists of following manufacturer recommendations for maintenance. However, HVAC manufacturers almost always explicitly state, “recommendations are based on average runtime in fair or good conditions.”

This caveat means standardized maintenance must be attuned to the unique needs of your facility, based on its location, climate, and system use. The terms, predictive and preventative maintenance, are often used interchangeably, but each terms has its own benefits for your organization, says DPSI.com.


Preventative maintenance acts as a “refresh” to your facility assets, and predictive maintenance identifies areas of likely failure before they occur, ensuring maximum asset longevity. Imagine how a preventative, predictive program may further enhance your facilities budget and condition. The opportunities for savings are amplified.

How to Make the Successful Transition to Proactive Maintenance

The transition from reactive to proactive maintenance will add to the stress in your facility. After all, team members will be working more, addressing the maintenance backlog, and completing preventative maintenance needs. However, Facilities Managers can reduce this burden by planning the implementation process thoroughly and following these steps:

  1. Prioritize your maintenance needs. This should be based on existing knowledge of obvious maintenance needs, as well as data after a facility retrofit.
  2. Focus on one critical system at a time during prioritization, allowing limited maintenance teams to address all needs, but it comes at the cost of waiting to address all needs temporarily.
  3. Establish maintenance schedules based on existing needs, which is similar to prioritization, but scheduling maintenance ends the uncertainty in maintenance budgeting, says Emma Finch.
  4. Retrofit your facility with sensors and smart devices to find out more about your critical assets’ condition, which can be connected to the Internet of Things to allow for remote monitoring and management.
  5. Create a facilities maintenance checklist, audit your facility, and use automated programs to manage maintenance needs, reports Buildings.com.
  6. Analyze data to identify assets at risk for imminent failure and under performance.
  7. Outsource field service vendor management to help with extensive maintenance needs.
  8. Use latest-generation technologies, like energy management-as-a-service and smart building management-as-a-service, such as ENTOUCH.360, to gain better control over facility assets without high upfront investment costs.

Put the Power of Proactive Maintenance to Work in Your Organization Now

To help your organization succeed in developing, implementing, and maintaining a proactive maintenance program, follow the tips, and consider partnering with an experienced provider of proactive maintenance system solutions, like ENTOUCH. Contact ENTOUCH online or by calling 1-800-820-3511 to get started.