Keeping assets in peak condition is no longer just a technical task; it’s a critical business priority. From manufacturing plants to office buildings, the way maintenance is managed can make or break efficiency, safety, and profitability.
But how can businesses know if their maintenance strategies are truly effective? Are resources being used wisely? Are repairs happening fast enough to avoid costly downtime? Without clear insights, teams risk falling into reactive cycles that drain both time and money.
That’s where data-driven performance tracking comes in. By focusing on the right key performance indicators (KPIs), businesses gain the visibility they need. In this article, we’ll break down the essential maintenance KPIs every business should track.
Examples of Maintenance KPIs
A maintenance KPI is essentially a benchmark that connects performance with a specific target. For instance, if your organization’s primary aim is to cut operational expenses, maintenance activities become a critical factor because they influence costs, downtime, and even production efficiency.
By assigning specific numerical goals to these factors, they turn into actionable KPIs. For example, you might aim to reduce overall maintenance expenses by 10 percent within a year, or decrease production waste by 15 percent in the same timeframe. These measurable benchmarks not only guide decision-making but also help maintenance teams stay focused on tangible results.
Some practical examples of maintenance KPI metrics include:
- Increasing labor efficiency for scheduled maintenance tasks by 30 percent within six months
- Cutting unexpected downtime by 35 percent over the next twelve months
- Achieving at least 90 percent accuracy in spare parts inventory management within four months
- Lowering the number of reactive work requests by 30 percent in six months
- Reducing overall energy consumption by 15 percent before year-end
What are Maintenance Metrics?
Maintenance metrics are critical tools for understanding the daily performance of your facility. They provide a clear picture of how people and assets are operating, as well as how these activities influence the broader objectives of the maintenance department. When organizations track these metrics, they can easily identify areas of strength, highlight gaps that require improvement, and uncover opportunities to optimize performance.
Moreover, maintenance performance metrics bridge the gap between routine tasks and long-term goals. For example, while the overarching objective may be to reduce inventory costs, specific metrics such as inventory accuracy or equipment failure rates serve as the building blocks that lead to achieving this broader aim. In this way, metrics not only measure progress but also guide decisions that strengthen the overall maintenance strategy.
To make sense of these measurements, metrics are typically divided into three main categories: asset performance, operational performance, and inventory management. Understanding each category makes it easier to connect daily activities with measurable outcomes, enabling managers to take informed actions that drive facility improvement.
Asset maintenance performance metrics measure the effectiveness and reliability of equipment.
Key examples include:
- Mean Time to Repair (MTTR): The average time required to repair equipment.
- Mean Time Between Failures (MTBF): The average time equipment operates before breaking down.
- Overall Equipment Effectiveness (OEE): A comprehensive measure of productivity, combining availability, performance, and quality.
Operational metrics focus on how well maintenance activities are planned and executed. These include:
- Planned Maintenance Percentage (PMP): The proportion of scheduled work compared to unplanned tasks.
- Preventive Maintenance Compliance (PMC): How consistently preventive maintenance is performed as scheduled.
Inventory metrics evaluate the efficiency of spare parts management, such as:
- Stock Turnover Ratio: How quickly inventory is used or sold.
- Slow-Moving and Obsolete Parts Percentage: Indicators of unused or outdated inventory that add unnecessary costs.
By consistently monitoring these categories of maintenance metrics, facilities can gain a deeper understanding of performance, align daily operations with strategic objectives, and continuously enhance both efficiency and reliability.
What are the Differences Between Maintenance KPIs and Maintenance Metrics?
When discussing maintenance management, terms like maintenance KPIs and maintenance metrics are often used interchangeably. However, there is a meaningful distinction between the two.
To put it simply, maintenance KPIs are targets that reflect how maintenance performance contributes to organizational success, while maintenance metrics are the measurable actions that influence those targets.
The table below summarizes the differences, supported by examples to highlight their practical applications:
| Aspect | Maintenance KPIs | Maintenance Metrics |
|---|---|---|
| Definition | KPIs are numbers or targets that connect organizational progress to maintenance performance. | Metrics are quantifiable data points that measure the actions driving maintenance performance. |
| Purpose | Indicate whether maintenance activities are contributing to overall business goals. | Track specific operational activities and provide input for evaluating KPIs. |
| Focus | Outcome-oriented, showing what needs to be achieved. | Action-oriented, showing how performance is achieved. |
| Example (Downtime and Revenue) | Downtime is a KPI because it directly impacts production and revenue. Reducing downtime aligns with the business goal of increasing revenue by 20%. | Metrics like Mean Time to Repair (MTTR) or Planned Maintenance Percentage (PMP) influence downtime. |
| Example (Reliability and Uptime) | Uptime can be a KPI if the goal is to improve asset reliability. For instance, increasing uptime by 25% within a year is a KPI. | Metrics such as frequency of preventive maintenance or failure rate contribute to uptime. |
| Measurement Level | Strategic level – connects to business outcomes. | Operational level – connects to day-to-day maintenance actions. |
By combining both, organizations can create a structured performance framework where metrics serve as the foundation for achieving KPIs.
Important Metrics that You Need To Focus On
1. Mean Time to Repair (MTTR)
Mean Time To Repair (MTTR) is a vital Key Performance Indicator (KPI) that represents the average time required to troubleshoot and repair failed equipment and return it to normal operating conditions. MTTR gives organizations an accurate analysis of how well their teams are responding to repairs and equipment problems.
Calculating MTTR
- Total time spent on unplanned maintenance for an asset.
- Divide that number by the number of failures that occurred with that equipment over a defined period of time.
2. Mean Time Between Failures (MTBF)
Mean Time Between Failures (MTBF) is a KPI that measures an asset’s reliability along with the amount of time that elapses between one failure and the next. MTBF metrics provide in-depth and detailed information on the status of assets. This KPI helps organizations optimize preventive maintenance schedules to help minimize unexpected failures and unnecessary costly maintenance. This metric is a good measurement of the expected asset lifespan. MTBF is commonly used for repairable items.
Calculating MTBF
- Identify the total number of operational hours for a specific asset over a defined timeframe.
- Divide that number by the number of failures that happened during that timeframe.
- A low MTBF can be contributed to either an operator error or past repairs that were not satisfactorily made.
3. Mean Time To Failures (MTTF)
Mean Time To Failures (MTTF) is a KPI that measures the reliability of non-repairable equipment. It measures the length of time that an asset is expected to last in operation until it fails. Unlike MTBF which is used for repairable items, MTTF is used when fixing an asset isn’t an option.
Calculating MTTF
- Take the total number of operational hours and divide that by the number of assets you’re monitoring.
4. Overall Equipment Effectiveness (OEE)
The OEE measures the overall effectiveness of the company, which allows you to determine whether the processes you’ve put in place are efficient or need to be improved. This is one of the most valuable measurements and gives you a better insight on:
- How often assets are available to work.
- The performance and speed of your manufacturing process.
- How many products (or services) are manufactured (or executed) without any kind of defects or failure.
Calculating OEE
- Availability is calculated as the ratio of Run Time to Planned Production Time.
- Performance is calculated by comparing current production against projections.
- Quality comes from the total production minus the items that are defective.
5. Planned Maintenance
This KPI will help you determine the time spent on planned activities (maintenance, repairs, or replacements) on an asset and shows the level of effectiveness of the company and its performance.
6. Preventive Maintenance
This KPI measures the percentage of preventive maintenance tasks (PMs) that have been completed on schedule in a specified timeframe.
7. Reactive Maintenance
This is a measurement for maintenance work that interrupts the daily or weekly maintenance schedule and is calculated as a percentage of the total maintenance labor hours. Reactive maintenance – often referred to as breakdown maintenance – means that equipment repairs are performed after the equipment breaks down. Unscheduled downtime disrupts business operations, can cause late deliveries, lost customers, high production costs, and revenue losses. In the reactive approach, failures occur unexpectedly, and technicians waste valuable time trying to resolve the issues quickly.
8. Root Cause
This metric helps you to get a deeper understanding of why problems occur and what their root cause was. Having this deep understanding will help maintenance teams resolve issues faster. If the analysis indicates that it is a human error, this is a good sign that your staff needs additional training so that the issues don’t continue. Bottom line is that you must identify any issues and their root causes so that you can effectively take the necessary actions to get them resolved and processes put in place to minimize these issues from happening.
9. Maintenance Backlog
This maintenance metric gives you a better understanding of an accumulation of maintenance work that needs to be done based on safety issues or to prevent breakdowns. This KPI is extremely important because the longer that work orders are not completed, the greater the risk of more serious and costly breakdowns.
How to Measure Maintenance Metrics
Measuring maintenance metrics requires more than just tracking numbers. It demands the right mix of tools, processes, and people working together toward clear objectives.
1. Define Clear Goals
The first step in measuring maintenance metrics is to define clear goals. Organizations that succeed at maintenance management don’t track everything; they focus on what matters most. By setting SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound), you give direction to your data.
For example, a goal to reduce equipment downtime by 15% in the next six months immediately guides which KPIs deserve attention. Linking your goals to metrics such as Mean Time Between Failures (MTBF) or Planned Maintenance Percentage (PMP) ensures that you measure progress against outcomes that actually impact operations.
2. Establish Benchmarks
Once goals are in place, benchmarks provide the context. Metrics on their own are just raw figures; benchmarks help you understand whether those figures represent strong or weak performance.
Comparing your KPIs against industry standards highlights how you measure up to peers, while analyzing historical performance reveals whether you are improving over time.
For instance, if your Overall Equipment Effectiveness (OEE) score has remained stagnant compared to last year’s data, it signals the need to refine maintenance practices.
3. Leverage Technology
Technology is the backbone of modern maintenance measurement. Manual tracking is slow, error-prone, and inefficient, which is why most organizations rely on a Computerized Maintenance Management System (CMMS). You can use technology like WorkOrders CMMS to automate data collection, streamline work orders, and generate detailed KPI reports.
With real-time visibility into metrics such as Mean Time to Repair (MTTR) or Maintenance Backlog, teams can move away from reactive firefighting and toward proactive decision-making.
Furthermore, CMMS platforms integrate analytics, making it easier to visualize performance trends and identify gaps before they become critical problems.
4. Analyze and Adapt
Finally, measuring maintenance metrics is not a one-time exercise—it’s an ongoing cycle. Regular reviews of KPI performance are essential for spotting root causes of recurring issues and adjusting strategies accordingly.
For example, if your preventive maintenance compliance rate is falling, you may need to reassess scheduling, resources, or training. By continuously analyzing data and adapting processes, you ensure that maintenance stays aligned with both operational goals and long-term business objectives.
Benefits of Tracking Maintenance Metrics and KPIs
Tracking maintenance metrics and key performance indicators (KPIs) is essential for organizations that want to improve asset reliability, reduce costs, and enhance operational performance. Below are the key benefits:
Informed and Data-Driven Decision Making
Maintenance KPIs provide accurate, real-time data that supports better decision-making. Instead of relying on assumptions or guesswork, managers can analyze actual performance data to identify problem areas and prioritize tasks accordingly.
For example, if the data shows that a particular machine has an increasing rate of unplanned downtime, managers can adjust the maintenance schedule or allocate more resources to that asset. This data-driven approach ensures resources are used effectively, reducing wasted effort and addressing the most pressing issues first.
Improved Equipment Reliability and Uptime
Consistent tracking of maintenance metrics allows organizations to monitor equipment health and detect patterns that lead to breakdowns. KPIs such as failure frequency and downtime hours help identify recurring problems and provide the basis for preventive maintenance.
When these issues are addressed proactively, equipment reliability improves, downtime decreases, and asset lifespan is extended. Improved reliability not only reduces repair costs but also ensures stable production output, which directly impacts revenue.
Enhanced Operational Efficiency and Cost Savings
Maintenance metrics also provide visibility into scheduling and resource utilization. By tracking metrics such as work order completion rates, backlog size, or inventory turnover, organizations can identify inefficiencies and reduce waste. For example, tracking inventory KPIs prevents overstocking of spare parts, while monitoring technician utilization ensures workloads are balanced.
Safer Work Environment and Regulatory Compliance
Workplace safety is directly linked to equipment reliability and maintenance quality. Metrics such as Preventive Maintenance Compliance (PMC) and Planned Maintenance Percentage (PMP) help ensure maintenance is carried out on time, reducing the likelihood of equipment-related accidents.
Additionally, documented maintenance data is often required for regulatory audits and certifications. By tracking these metrics, organizations create a safer workplace, protect employees, and reduce liability exposure.
Strengthened Communication and Collaboration
Tracking KPIs also improves communication across departments. Maintenance teams, production staff, and management can all access the same performance data, ensuring alignment on schedules, risks, and improvement opportunities. Shared insights eliminate misunderstandings, improve accountability, and foster collaboration.
This transparency makes it easier to coordinate efforts, streamline workflows, and maintain consistency in maintenance operations.
Better Asset Management and Lifecycle Decisions
Asset-related KPIs, such as MTBF, maintenance costs per asset, and total downtime, provide a clear picture of equipment performance over time. With this data, organizations can decide whether to repair, replace, or upgrade assets. For instance, if an asset’s repair costs exceed replacement costs, data-driven insights can justify investment in a new asset. This method prevents excessive spending on aging assets while ensuring that critical equipment continues to perform at peak efficiency.
Measure Your Maintenance Metrics and KPIs with eWorkOrders’ CMMS
At eWorkOrders, we know that maintenance metrics and KPIs are critical to driving smarter decisions, which is why our CMMS is built to give you complete visibility and control over your operations. With our powerful reporting, analytics, and dashboard features, we turn raw data into actionable insights that help you measure performance and continuously improve.
Through our interactive dashboards, we make it easy to track work order status, monitor asset health, and spot issues in real time. Because we provide custom widgets, you can tailor what you see, whether that’s maintenance costs, downtime, or workforce productivity.
At the same time, automated alerts and notifications keep your team ahead of potential problems before they escalate. By analyzing performance trends through intuitive charts and graphs, you gain the knowledge needed to align with your maintenance goals.
In addition, we integrate seamlessly with your existing systems like ERP software, IoT devices, and Excel, ensuring that your data is always unified and up to date. This level of integration allows you to generate tailored Excel reports and uncover insights that go deeper than surface-level numbers. For example, our customers rely on our tools to track facility maintenance KPIs, monitor warehouse KPIs, and even take the next step by mastering maintenance KPIs.
We believe that data is the foundation of effective asset maintenance, and our CMMS empowers you to stay ahead, improve efficiency, and make confident decisions.
Ready to see how eWorkOrders can transform your maintenance strategy? Contact us today and start optimizing your operations with confidence.
Conclusion
Tracking the right maintenance KPIs is essential for keeping operations efficient, reducing downtime, and extending asset life. By monitoring these performance indicators, businesses gain the clarity needed to optimize resources, improve team productivity, and make data-driven decisions that directly impact the bottom line. Whether it’s tracking work order completion times, monitoring asset reliability, or managing maintenance costs, focusing on KPIs ensures your organization stays proactive rather than reactive. The key is not just collecting data but using it to drive continuous improvement. That’s where the right tools make all the difference.
Discover how eWorkOrders CMMS can help you track, measure, and optimize your maintenance KPIs—get started today.
Frequently Asked Questions
What are the 5 key performance indicators for maintenance?
The five key maintenance KPIs are equipment downtime, mean time to repair (MTTR), mean time between failures (MTBF), planned maintenance percentage (PMP), and overall equipment effectiveness (OEE). These metrics measure efficiency, reliability, and cost-effectiveness of maintenance operations.
What are KPIs for maintenance?
Maintenance KPIs are measurable metrics that track the performance of maintenance activities, assets, and teams. They help organizations monitor equipment reliability, maintenance efficiency, and costs, ensuring operations stay aligned with business goals while reducing downtime and extending asset lifespan.
What are the maintenance KPI benchmarks?
Maintenance KPI benchmarks are industry standards or performance targets that help organizations evaluate how effectively they manage assets. Benchmarks typically cover downtime, MTTR, MTBF, OEE, and planned maintenance ratios, allowing businesses to compare performance and identify improvement opportunities.
