Implementing maintenance strategies and schedules can seem daunting at first.
There is a lot to consider, and as a facilities manager, it’s also your responsibility to ensure:
- Compliance is achieved
- Safety standards are met
- Budgets are respected
SFG20 is the industry standard for building maintenance and has been raising maintenance standards for over 30 years.
We understand that the world of maintenance can be a bit of a mind field, which is why we’ve created expertly written guides to ensure you receive the correct information.
This article examines condition-based and reactive maintenance. Two very different approaches to maintenance. You will learn how and when you apply each strategy, and then be able to compare the pros and cons of each one.
What Is Condition-Based Maintenance
Condition-based maintenance (CBM) is a proactive strategy that uses sensors to monitor assets in real time to detect declining performance levels.
This can help to identify assets that need fixing or replacing before a failure occurs. Instead of relying on fixed schedules, real-time information signals that action is required now.
Think of CBM as a health check system for assets, helping to increase their lifespan, reduce overall costs (and downtime) and create a more reliable system.
Condition-based maintenance is typically used on assets that have an essential or critical operational function and are likely to result in higher costs should they break down.
Assets that would particularly benefit from using this strategy include:
- Timing belts
- Motors
- Pumps
- Generators
- Pipe systems
- HVAC systems
Here are a few examples of CBM techniques:
Acoustic Analysis
Acoustic analysis uses sensors to monitor sound patterns and pitch to check that machinery is running efficiently.
Any changes could indicate issues such as bearing failure or loose connections.
Vibration Analysis
Vibration analysis works by collecting vibration signals through specialised sensors
Patterns are monitored to detect if a machine is out of sync, which would suggest that the machine is not running as efficiently as it should.
This technique is beneficial for equipment that uses conveyors, pumps, fans and motors, as these rotating compartments will create a certain level of vibration, which will increase as they degrade or misalign.
Infrared Monitoring
Infrared thermography can help to identify issues in:
- machinery
- electrical systems
- building structures
A safe and efficient non-contact method, thermal imaging creates a visual image of temperature distribution to detect abnormal heat signatures, such as hotspots or fluctuations.
Oil Analysis
Oil analysis assesses the wear and tear of a machine, looking at the health of the oil and whether or not it’s contaminated with debris.
This can help to diagnose specific issues, such as excessive wear, for example, before they lead to failure.
Ultrasonic Analysis
Ultrasonic analysis uses high-frequency sound waves to detect deep flaws in materials.
This could indicate leaks or faults in electrical systems or catastrophic failure of rotating components that use bearings.
What is Reactive Maintenance?
Reactive maintenance (RM) is only put into action when repair and maintenance needs arise.
There are no pre-scheduled plans with this strategy, and it should only be relied on for:
- breakdowns that are either unexpected or an emergency, or
- assets that are either non-essential or easy and cheap to replace and repair.
There are three main types of reactive maintenance activities:
Emergency Maintenance
Emergency maintenance is when an asset breaks down, and its repair is ‘time bound’, because it either:
- Poses a threat to safety or property
- Is essential for the operation of a business
This approach usually involves a quick repair or replacement for safety, and then further maintenance might be scheduled to complete the task.
Routine Breakdown Maintenance
Breakdown maintenance is applied to equipment that becomes unusable or inoperable.
It is based on a trigger event occurring or being reported and may be either planned or unplanned.
Corrective Maintenance
Corrective maintenance is is carried out as and when an asset needs fixing or replacing.
This could be when an asset is worn and still functioning (but not optimally) or if it has broken down completely.
Assets that require corrective maintenance are usually discovered during routine inspections.
The Pros and Cons of Condition-Based Maintenance
The Pros of Condition-Based Maintenance
- Reduces costs by acting on potential failures before they become a bigger and more expensive issue.
- Only target assets that need maintaining.
- Ensures assets run smoothly and reliably.
- Helps to avoid losing valuable time on unexpected breakdowns.
- Can minimise disruption to operations.
- Creates a safer environment for workers by ensuring equipment is running properly.
The Cons of Condition-Based Maintenance
- It can be expensive. You have to consider the cost of installation, specific control systems and asset modifications for older equipment.
- You’ll need to invest in staff training as there needs to be a greater understanding of performance criteria, sensors and control systems.
- Maintenance needs to be carried out as and when, as opposed to being predicted in advance.
The Pros and Cons of Reactive Maintenance
The Pros of Reactive Maintenance
- Provides short-term cost savings.
- No need to plan ahead.
- The best option for certain assets, such as low-value, non-critical, or single-use assets (light bulbs, printer cartridges, etc.).
- Ideal for environments where maintenance requirements are hard to predict or enforce.
The Cons of Reactive Maintenance
- There’s a risk of legal repercussions. Maintenance engineers and contractors are not legally responsible for the work they do; they are only bound by the rules of the contract they sign with a Facilities Manager or Property Owner. With this in mind, it's essential to be fully aware of your compliance obligations.
- It can create unexpected downtime, which can create costs that typically far exceed the cost of asset replacement.
- Costs more in the long run. Emergency repairs are more likely to incur higher costs compared to maintaining an asset.
- Delayed maintenance can pose safety risks, particularly in critical systems.
- Running an asset to failure can drastically shorten its lifespan.
Condition-Based vs Reactive Maintenance
Now you’ve learnt how condition-based maintenance and reactive maintenance work, you can see how they represent two completely different approaches.
CBM:
- Is a proactive maintenance strategy. Performed before a failure occurs, when data shows that an asset is showing signs of deterioration.
- Offers more reliability and reduces the risk of unexpected failures, while helping to extend asset lifespan.
RM:
- Is a reactive maintenance strategy. An ‘if it isn’t broke, don’t fix it’ approach, executed after equipment fails.
- Is a more cost-effective option in the short term, but is better suited for the non-critical assets with lower repair costs.
At SFG20, we advise implementing a combination of both reactive and proactive strategies.
This creates a balanced maintenance strategy that improves cost control and operational reliability.
Finding the Right Maintenance Strategy for You
All FM professionals should have access to straightforward guidance to help them meet their responsibilities and achieve building safety with complete confidence.
But the world of maintenance can be overwhelming.
At SFG20, we understand the challenges that come with putting an effective maintenance strategy into place for an organisation
This is why we’ve created other expertly written articles.
To compare the different maintenance strategies and find out which are suitable for your organisation, take a look at these related articles below.
