Published: May 15, 2025 | Updated: October 22, 2025

Published: May 15, 2025 | Updated: October 22, 2025

How to Avoid Preventative Maintenance Mistakes for Better Asset Management

Most of us understand the importance of preventive maintenance whether for our bodies, homes, or at the workplace. We want to extend "asset" life, with asset being the subjective term. This can include the body, home, grounds, vehicles, and various company equipment and machines. We know we must conduct routine preventive maintenance, but some of us fall short at times. This week, let's discuss tips for avoiding preventive maintenance mistakes by listing the mistake followed by the solution.

Not Having a Clear Preventive Maintenance Plan

Obviously, this is the first because if you don't even have an adequate plan, then the rest doesn't matter. A plan should outline the maintenance tasks that need to be performed, the frequency of those tasks, and the resources (inventory, personnel) required.

Solution: Take the time—make the time—to develop a plan. Discuss it with your spouse, the family, or coworkers (depending on the situation). Discuss options and schedules. A good suggestion is to use the SMART method. The plan should be Specific, Measurable, Achievable, Relevant, and Time-bound. Also, the plan should also be reviewed regularly to ensure that it is up-to-date and reflects any changes in equipment or processes.

Inadequate Training and Knowledge for Preventative Maintenance

A lot of preventive maintenance requires at least a modicum of training. Even 'simple' inspections require you to know what you're looking for. This is where professionals are handy. However, if preventive maintenance is part of your duties at work, then you'll need training to learn the job. Sometimes you'll have to take specialized training.

Solution: If you want to "do it yourself" or maintenance is your job, then take the time—make the time—to receive training. Don't shirk responsibility or cut corners with PMs. Remember, one of the most important types of PM is safety-related.

Neglecting to Document Maintenance Activities

You'll need a record of the job, when it's scheduled, when it's completed, the costs of labor and materials, what was done, the action taken if any repairs or work had to be done, and when to schedule the job to be done again. The records don't have to be extensive, but you'll need enough detail in case there are questions or issues in the future. Proper documentation is sometimes required for auditors or regulators to ensure that work was done and equipment is operating up to standard.

Solution: This may not take much time, but take it—make it—to complete documentation. Any abbreviations should be understood by others. Make a complete record as is necessary, so there's no confusion if you have to refer to it again.

Failing to Identify Critical Equipment for Maintenance

This may be part of the first problem. Even with a plan in place, you aren't prioritizing and noting critical assets that need PMs. Not all equipment is critical to the operation of a business. You may be okay without a printer for a while, but that processor on the plant floor is necessary. Yes, this is a simplified example, but you get the idea. Identifying critical equipment that requires preventive maintenance is essential to ensure that maintenance resources are allocated correctly.

Solution: Conduct an assessment on the importance of each asset. Somewhere in the plan, mark the critical equipment and prioritize the preventive maintenance tasks.

Not Conducting Regular Preventative Maintenance Inspections

Just because you have a plan, what good is it if you don't follow it? You may still have a reactive mindset and not do anything until something fails. Regular inspections are essential for identifying potential issues and addressing them before they become critical.

Solution: Do it! It's that simple. Don't make excuses, take the time—make the time— and conduct the scheduled PM, whether it's an inspection, a cleaning, lubrication, etc. Don't cut corners, give it a once-over, and call it good. Think of it this way—you'd want that airplane mechanic to do the best job possible before you fly.

Underestimating the Importance of a Preventative Maintenance Budget

Yes, maintenance is an expense. Of money and time (recall how many points suggest you make time to get it done). Like any other home or workplace expense, it needs to be budgeted. Without adequate funds, you risk even more expenses for emergency purchases and overtime.

Solution: Another discussion with the appropriate people is needed to plan out the budget and have contingency plans for those unexpected emergencies.

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Overreliance on Preventative Maintenance Alone

Is there confusion on your face? We're talking about proper preventive maintenance, and you read the point about overreliance on it. Proper means the correct amount. Too much PM isn't good for assets either. Over-lubrication of a machine makes the machine work harder. The other risk is that you may be neglecting other areas of maintenance.

Solution: Prioritize all maintenance. General maintenance needs to be mixed with PMs. Create a proper schedule. Again, this is part of step one—creating a plan. This plan should include not only PMs but also other maintenance. That way, you can be sure that you have the proper time and personnel.

Poor Communication and Collaboration During Maintenance Planning

Lack of communication and collaboration leads to inadequate maintenance, even if the person is a professional.

Solution: A homeowner must communicate the needs to the professional. A maintenance supervisor must communicate with technicians about the jobs that need to be done. This means the type of job, priority, materials needed, and of course, the details of the job. Teams must work together toward the same goal. Meetings are needed for comments and questions about the job. Maybe a technician has a more efficient method.

Failure to Review and Analyze Maintenance Data

What if the job was completed? What if corners were cut? What if the job was completed, but the work was of poor quality?

Solution: Whether you do it or a professional does it, check the job later after it's done. Ask questions. Study costs. Look for different methods. Stay up on technology and trends. Don't accept it because "that's how we've always done it." You're always looking for improvements and something better.

Not Addressing Root Causes of Equipment Failure

Preventive maintenance is essential for reducing the likelihood of equipment failure. However, it does not address the root causes of equipment failure. Neglecting to address root causes can lead to recurring failure, other problems, and increased maintenance costs.

Solution: This is where many of the other above points come in. This is going 'beyond preventive maintenance.' Don't just address the symptom, find the cause. Have the proper parts, time, money, labor, and skill set. Discuss what's needed. Document what was done. Analyze what was done.

Make Preventative Maintenance a Core Part of Your Operations

Preventive maintenance is important and is required to enjoy the benefits of longer asset life, reduced costs, and reduced safety issues. Avoid the above mistakes by taking the time—yes, again, making the time—to make common-sense decisions, learn the knowledge to complete the work, and analyze the job afterward. Don't go it alone. Collaborate for better results.

This message was brought to you by the folks at Mapcon Technologies, who, for over forty years, have been developing a comprehensive computerized maintenance management system (CMMS) that organizes preventive maintenance. 800-922-4336

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FAQs

Why is documenting maintenance activities essential?

Proper documentation creates a historical record of work, costs, and necessary actions, which is vital for auditors and for ensuring equipment operates to standard. A CMMS helps by centralizing this documentation and making it easily searchable for review and analysis.

What is the most common mistake when implementing a preventative maintenance program?

A common mistake is simply not conducting the scheduled PMs, often due to a reactive mindset that waits for equipment to fail before taking action. The solution is simple: stick to the schedule for inspections, cleaning, and lubrication.

How can I prioritize my equipment maintenance tasks?

You must conduct an assessment to identify your **critical assets**—the equipment absolutely necessary for your business operations—and prioritize their preventive maintenance tasks. Failing to identify critical equipment can lead to resource misallocation and costly downtime.

What are the benefits of analyzing maintenance data after a job is complete?

Analyzing maintenance data helps you go beyond fixing symptoms to find and address the **root causes** of equipment failure, leading to long-term improvements and reduced recurring problems. This review process also helps you continually look for better and more efficient maintenance methods.

How does a CMMS organize preventive maintenance?

A computerized maintenance management system (CMMS) organizes preventive maintenance by scheduling tasks, tracking labor/material costs, managing inventory, and centralizing all maintenance records. The **MAPCON CMMS**, for instance, is a comprehensive system designed to streamline your entire maintenance operation.

Is it possible to rely too heavily on preventive maintenance?

Yes, overreliance is a mistake because too much PM, such as over-lubrication, can actually cause assets to work harder, and it may lead to neglecting general maintenance tasks. Your maintenance plan should include both preventive and general maintenance for a proper balance.