That’s why we believe in getting ahead of them.
Preventive maintenance gives organizations the structure to do exactly that. By putting a plan in place based on real usage patterns, time intervals, or field inspections, teams can reduce downtime, improve safety, and extend the life of critical equipment. And with the right systems in place, managing those plans across a growing operation is easier than ever.
If you’re trying to define preventive maintenance and understand how it fits into your field service or asset management strategy, here’s what it means, why it matters, and how it’s being put into practice across industries.
Unplanned downtime is expensive and disruptive. Research shows that 82% of companies have experienced at least one unplanned downtime event in the last three years. In asset-heavy industries, downtime can cost up to $260,000 per hour.
Preventive maintenance provides measurable benefits:
The U.S. Department of Energy reports preventive maintenance can cut total maintenance costs by 12–18% (DOE via PNNL.gov).
JLL found that reactive repairs are 2–5 times more expensive than scheduled upkeep.
Extending equipment lifespan delays costly capital expenditures.
Reducing safety risks protects both workers and customers.
For most organizations, preventive maintenance is not optional—it’s a fundamental maintenance strategy to safeguard assets, people, and profit margins.
Preventive maintenance looks different depending on the assets and risks in each vertical. Here are examples across industries where Field Squared customers operate:
Quarterly transformer inspections with infrared scanning to detect overheating
Seasonal testing of circuit breakers before storm seasons
Maintenance schedules to reduce unexpected equipment failures in substations
Backup system tests at towers before hurricane season
Regular servicing of fiber cabinets to prevent overheating
Maintenance programs for underground and aerial assets to keep service reliable
Oil changes and brake inspections triggered by mileage or usage hours
Tire rotations based on condition monitoring rather than breakdowns
Maintenance logs tracked through mobile work orders
Seasonal HVAC filter replacements
Fire suppression system inspections on a fixed calendar schedule
Lighting and generator testing to reduce downtime in emergencies
Preventive maintenance tasks on pumps, compressors, and valves to reduce costly failures
Pipeline monitoring to detect leaks early
Work orders that automate recurring inspections to keep compliance intact
Routine lubrication and torque checks on production equipment
Cleaning and calibration of sensors to maintain equipment performance
Replacing worn parts before they lead to unexpected breakdowns
Each of these examples shows how preventive maintenance programs reduce downtime, improve safety, and keep operations predictable.
Preventive maintenance strategies typically follow three approaches:
Calendar-Based: Service every 90 days, quarterly, or annually
Usage-Based: Triggered by mileage, run hours, or production cycles
Condition-Based: Based on inspection results, vibration analysis, or sensor data
In practice, most companies blend these approaches. A fleet might use mileage-based service for vehicles while relying on seasonal schedules for HVAC systems. Choosing the right maintenance schedule depends on asset type, operating conditions, and the risk of unexpected breakdowns.
When organizations rely on spreadsheets, paper forms, or whiteboards, preventive maintenance programs often fail to scale. Surprisingly, 50% of companies still track preventive maintenance manually (Plant Engineering).
To manage preventive maintenance effectively, companies use field service management (FSM) software or CMMS platforms that provide:
Automated work orders triggered by schedule or usage
Mobile access so field teams can maintain equipment in real time
Integration with inventory to ensure parts are available
Asset histories for compliance and audits
Dashboards to monitor performance and backlog
These tools not only reduce maintenance costs but also improve accountability, ensuring that preventive maintenance tasks don’t slip through the cracks.
Here are steps we recommend to implement or improve preventive maintenance strategies:
Identify critical equipment and highest-risk assets
Define service intervals and create task checklists
Implement a centralized system to manage schedules and work orders
Assign clear responsibilities to field teams
Track KPIs like uptime, maintenance costs, and work order completion rates
Start small—then expand your preventive maintenance program over time
The most effective preventive maintenance programs evolve. They begin with a few high-priority assets and gradually expand into a broader strategy that integrates condition monitoring and predictive analytics.
Preventive maintenance is about control. We can’t stop equipment from aging, but we can stop small issues from turning into costly, unexpected breakdowns.
For us, preventive maintenance:
Reduces downtime
Extends equipment lifespan
Protects margins
Keeps our teams focused on proactive work, not emergencies
By implementing preventive maintenance as part of a larger asset management framework, we give our teams the tools and confidence to deliver reliable service—even in industries where unexpected equipment failures can mean millions lost in minutes.
If you’re evaluating field service or asset management solutions, define preventive maintenance as the foundation of your maintenance strategy. It balances cost and reliability, reduces risk, and ensures your operations keep moving without disruption.
With the right CMMS or field service management software in place, preventive maintenance stops being a burden—and becomes the engine that drives efficiency, safety, and long-term growth.