Understanding Run to Failure Maintenance Strategy

Maintenance team working in a factory.

Equipment breakdowns are inevitable, but the way organizations respond to them can significantly influence productivity and costs. While many companies focus on preventing failures before they happen, not every situation demands constant monitoring or proactive intervention. 

In fact, for certain assets, it can be more efficient and economical to let them operate until they fail. This approach might sound counterintuitive at first, but it’s a widely recognized method in maintenance management. 

By allowing specific equipment to run until the point of breakdown, businesses can save resources and focus efforts where they matter most. In this article, we’ll explain the run-to-failure maintenance strategy and explore when it makes sense to use it.

What is “Run to Failure” (RTF) maintenance?

“Run to Failure” (RTF) maintenance, also known as reactive maintenance, is a strategy where equipment is operated until it fails before any maintenance is performed. This approach stands in contrast to preventive maintenance, where maintenance is performed at regular intervals to prevent equipment failures.

Advantages and Disadvantages of Run-to-Failure Maintenance

Below are some of the advantages and disadvantages of using the run-to-failure maintenance strategy.

 

AspectAdvantagesDisadvantages
CostLower upfront maintenance costs since no preventive maintenance tasks are scheduled.Emergency repairs often lead to higher repair costs due to overtime labor, expedited spare parts, or additional damage.
ImplementationSimple to adopt – requires minimal planning, scheduling, or proactive maintenance strategies.Unplanned downtime is unpredictable and can disrupt production or workflows.
Asset UsageMaximizes equipment utilization by operating assets to their full life span.It can reduce the overall life of equipment since problems are only addressed after failure.
EfficiencyAvoids over-maintenance, which sometimes occurs in preventive maintenance approaches.May increase total maintenance costs if failures are frequent or impact related systems.
SafetyIt can be appropriate for non-critical equipment, such as light bulbs, where failure has minimal impact.Unexpected equipment failures can create safety hazards, workplace safety risks, and potential liability issues.

When Should a Run-to-Failure Maintenance Program be Used?

A run-to-failure maintenance program is not a one-size-fits-all solution. It should be applied selectively, and only when the consequences of equipment failure are manageable.

Non-Critical Equipment

Run-to-failure is most suitable for equipment or components that are not central to production, safety, or profitability. In other words, these assets can fail without causing meaningful disruption to daily operations. 

For example, a small backup fan or a secondary pump may be allowed to fail without halting the main process. In these situations, the inconvenience is minor, and the repair or replacement can be done quickly without putting stress on the broader system or workforce.

Low Cost of Failure

This strategy makes sense when the overall cost of letting equipment fail is lower than the expense of performing regular preventive maintenance. Costs should be evaluated in terms of parts, labor, downtime, and potential lost productivity. If these combined expenses are minor, then scheduling maintenance would simply add unnecessary overhead. 

By applying run-to-failure in such cases, companies can allocate their resources more effectively, focusing maintenance dollars where they generate real value and prevent critical breakdowns.

Equipment with a Random Failure Pattern

Certain types of equipment fail unpredictably, without any correlation to age, wear, or usage. When this is the case, preventive maintenance often adds little to no value because servicing equipment at intervals will not reduce the likelihood of unexpected breakdowns. 

Instead of spending resources attempting to anticipate failure that cannot be forecasted, a run-to-failure approach is more efficient. It allows organizations to let the equipment run until it fails naturally, then replace or repair it as needed.

Low Safety Risks

Run-to-failure can only be justified when a breakdown does not create an unacceptable hazard to personnel, the environment, or other equipment. For example, the failure of a minor sensor or a small auxiliary component may not endanger workers or cause cascading damage. 

However, when equipment failure poses safety risks, this approach should never be considered. Carefully assessing the potential consequences ensures that only safe, low-risk items are managed with this maintenance strategy, protecting both employees and operations.

Non-Repairable Items

Some assets are designed to be replaced rather than repaired, making them ideal candidates for a run-to-failure approach. Items like light bulbs, fuses, or disposable filters are simple and inexpensive to replace once they stop functioning. Attempting preventive maintenance in these cases would add no value, since failure is inevitable and repair is impractical. Instead, it is more efficient to keep replacements in stock and replace items only at the point of failure, minimizing wasted effort and costs.

Before adopting this strategy, organizations should weigh factors like equipment criticality, repair costs, safety implications, and downtime effects to ensure it supports overall operational goals.

Example of Run-to-Failure Maintenance

Below are three practical examples that highlight how the run-to-failure approach works in real settings.

Light Bulbs in a Manufacturing Facility

Lighting systems are a perfect example of a failure maintenance strategy in action. In a large plant with hundreds of light fixtures, it isn’t practical to perform preventive maintenance tasks on every bulb. 

Instead, bulbs are left to run to failure and replaced when they burn out. This works because failure is expected, replacement is quick, and production continues without disruption. Since these are non-critical assets with low maintenance costs, RTF maintenance keeps the maintenance team efficient while avoiding unnecessary planned maintenance.

Backup Pumps in a Water Treatment Plant

A water treatment facility may keep backup pumps in reserve, using them only when the main system requires support. These pumps are rarely in operation, so wear is minimal, and it’s reasonable to let them fail before replacement. Because failures don’t immediately interrupt operations, this run-to-failure approach helps reduce unnecessary maintenance costs. 

However, the maintenance strategy requires caution; if the entire backup system fails during demand, it can lead to unplanned downtime, costly emergency repairs, and even safety risks, requiring a shift toward proactive maintenance strategies.

Conveyor Belts in a Distribution Center

Distribution centers often install inexpensive conveyor belts for moving non-critical materials. Rather than scheduling preventive maintenance, these belts are used until they break down and then are replaced. This reactive maintenance method is cost-effective because belts are cheap, failures don’t stall essential operations, and replacements are quick. However, the maintenance team must ensure the belts don’t support critical workflows.

What Is Needed to Implement a Successful Run-to-Failure Maintenance Program?

Even though a run-to-failure strategy is inexpensive to set up, making it work requires forethought and coordination. Two essentials stand out:

Inventory Readiness

Once equipment fails, it’s too late to order what you need. Keeping the right spare parts and tools in stock ensures repairs can begin immediately. An inventory management system makes it easier to track supplies and avoid costly downtime.

Staff Availability

Breakdowns don’t wait for convenience. A staffing plan should ensure technicians are ready to respond when failures occur. Depending on resources, this could mean scheduled coverage or having personnel on call.

Proactive Maintenance over Run-to-Failure

Proactive maintenance, such as preventive and predictive approaches, is typically preferred over a run-to-failure strategy because it helps reduce unplanned downtime, control maintenance costs, and extend the useful life of equipment. By addressing potential issues before they lead to breakdowns, proactive methods allow maintenance teams to keep operations running smoothly and safely.

In contrast, a run-to-failure approach may be appropriate for non-critical or low-cost assets like light bulbs, where emergency repairs are inexpensive and pose minimal safety risks. However, relying on failure before taking action can be costly and dangerous when applied to essential machinery. For critical equipment, it often results in longer downtime, higher repair costs, and increased workplace safety hazards.

Benefits of Proactive Maintenance over Run-to-Failure

Reduced Maintenance Costs: Performing preventive maintenance at regular intervals is often more cost-effective than waiting for equipment to fail and then replacing or repairing it. Unplanned breakdowns tend to be more expensive.

  • Improved Productivity: Proactive maintenance helps minimize equipment downtime, keeping your operations running smoothly and efficiently. Unplanned failures can significantly disrupt productivity.
  • Increased Predictability: Scheduling maintenance based on usage or time allows you to anticipate when equipment may need servicing, reducing the unpredictability of failures. This makes it easier to plan maintenance around production schedules.
  • Optimized Inventory Management: Preventive maintenance allows you to stock spare parts based on projected needs, rather than keeping a large inventory to handle unpredictable failures. This saves on storage costs.
  • Enhanced Safety: Regularly inspecting equipment and addressing issues proactively helps maintain a safe work environment and reduces the risk of injuries from equipment malfunctions.

Advantages of a CMMS for Maintenance Planning

Embracing a Computerized Maintenance Management System (CMMS) is embarking on a journey toward proactive and financially savvy maintenance practices. With a CMMS at their disposal, maintenance teams find themselves equipped with a centralized hub that adeptly oversees every aspect of maintenance operations. 

From creating work orders to managing inventory, tracking assets, and crafting comprehensive reports, a CMMS becomes the cornerstone of streamlined and efficient maintenance management. Below are some additional highlights:

  • Identifying Failure Patterns and Predicting Future Issues: With a CMMS in place, maintenance teams can log equipment failures and maintenance activities, creating a rich pool of data for analysis. By spotting recurring problems and patterns, they can foresee potential future breakdowns and take preventive measures before they occur. This proactive approach not only minimizes unplanned downtime but also boosts equipment reliability.
  • Optimizing Maintenance Scheduling: Traditional fixed-interval maintenance schedules can be inefficient and costly. However, a CMMS equipped with predictive analytics allows maintenance tasks to be scheduled based on predicted failure dates. This means maintenance is carried out precisely when needed, optimizing resource allocation and prolonging equipment lifespan.
  • Tailoring Maintenance Strategies: Not all assets require the same maintenance approach. Utilizing Reliability Centered Maintenance (RCM) principles, a CMMS helps teams identify the most suitable maintenance strategy for each asset based on factors like criticality and cost. This could involve a mix of preventive maintenance, condition-based monitoring, and run-to-failure strategies, ensuring optimal maintenance effectiveness and cost efficiency.
  • Centralizing Maintenance Operations: No more scattered spreadsheets and disjointed communication channels. A CMMS acts as a centralized platform for all maintenance-related activities, from planning and scheduling to work order management and inventory control. This centralization streamlines processes, enhances collaboration, and ensures tasks are completed in a timely manner.
  • Leveraging Data for Informed Decision Making: CMMS solutions offer powerful reporting and analytics features. Maintenance teams can monitor crucial key performance indicators (KPIs), craft tailored reports, and make timely, data-driven decisions. This access to actionable insights not only fuels continuous improvement but also guarantees alignment with organizational objectives.
  • Promoting Collaboration and Communication: By providing a single platform for maintenance activities, a CMMS fosters collaboration among team members, departments, and external stakeholders. This improved communication flow reduces errors, enhances coordination, and cultivates a culture of teamwork and efficiency.
  • Ensuring Regulatory Compliance: CMMS solutions often include features to track regulatory requirements and ensure compliance. By maintaining detailed records of maintenance activities, organizations can easily demonstrate adherence to regulations during audits and inspections, mitigating risks and avoiding penalties.
  • Facilitating Mobile Maintenance: Many modern CMMS platforms offer mobile applications, enabling technicians to access work orders, update maintenance activities, and check equipment status on the go. This mobility enhances responsiveness and efficiency, particularly for field technicians and teams operating in remote locations.
  • Maximizing Asset Performance: Leveraging a Computerized Maintenance Management System (CMMS) stands as a pivotal tactic for optimizing asset performance and yielding maximum return on investment (ROI). Through seamless integration with essential systems, a CMMS empowers organizations to access a comprehensive, data-driven overview of asset health, utilization, and efficacy.
  • Driving Continuous Improvement: A CMMS serves as more than just a tool; it’s a catalyst for ongoing improvement. By continuously analyzing data, refining processes, and incorporating feedback, organizations can continually optimize their maintenance operations, driving better performance and cost-effectiveness over time.

Avoiding preventive maintenance mistakes starts with clear schedules and system checks.

eWorkOrder CMMS Help with Improved Maintenance

The logo of eWorkOrder

While run-to-failure maintenance may be suitable for a few low-cost, non-critical assets, it is rarely cost-effective for most warehouse and industrial equipment. A more strategic approach is essential, and this is where a CMMS like eWorkOrders becomes invaluable. By centralizing all maintenance activities, eWorkOrders empowers teams to move from reactive fixes to proactive planning, ultimately boosting equipment reliability and workplace safety.

Instead of scattering critical information across clipboards and spreadsheets, eWorkOrders consolidates data in one secure, cloud-based platform. With built-in mobile access, technicians can manage work orders, upload photos, and update records in real time, ensuring no detail gets lost. Live analytics dashboards track KPIs such as MTTR, MTBF, backlog, and cost-per-asset, making it easier to identify savings opportunities and refine a maintenance plan.

eWorkOrders also provides robust tools for preventive scheduling, inventory management, and predictive maintenance. These capabilities help reduce unplanned downtime, extend asset lifespans, and lower overall costs. For organizations managing vehicles and heavy equipment, the system’s dedicated fleet maintenance management software ensures smooth operations and compliance across all assets.

The benefits are clear: 

  • Improved maintenance efficiency, 
  • Reduced repair times, 
  • Fewer breakdowns,
  • Significant monthly cost savings. 

With enterprise-grade security, award-winning usability, and flexible implementation options, eWorkOrders makes it simple for teams to launch, learn, and scale their maintenance strategy.

Ready to see how eWorkOrders can transform your maintenance operations? Book a live demo today and take the first step toward improved reliability, reduced costs, and long-term ROI.

Frequently Asked Questions

What is another word for run-to-failure?

Run-to-failure maintenance, also known as “breakdown maintenance”, is a maintenance strategy where an asset or piece of equipment is allowed to operate until it fails or breaks down before any maintenance or repairs are performed.

What are the disadvantages of run-to-failure?

The big problem with run-to-fail is its unpredictability. You never know when the asset might fail, and Murphy’s law says it will be at the most inopportune time. Asset spares also need to be kept continually in stock, just in case. Cost needs to be considered.

What does RTF mean in manufacturing?

In manufacturing, RTF means *Run to Failure*. It’s a maintenance approach where equipment is deliberately allowed to operate until it breaks down, after which repairs or replacements are made, minimizing unnecessary interventions but risking unexpected downtime.

What is the RTF maintenance strategy?

The Run to Failure (RTF) maintenance strategy focuses on repairing or replacing assets only after failure occurs. It’s cost-effective for non-critical equipment, avoiding scheduled maintenance costs, but unsuitable for essential machinery where unplanned downtime creates major risks.

What is the run-to-failure model?

The Run to Failure model allows equipment to run until it completely stops functioning. It’s used for low-cost, non-critical assets where repair is cheaper than preventive maintenance, reducing planning efforts but potentially increasing unplanned downtime.

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