5 Facility Maintenance KPIs You Didn’t Know to Measure

Facility maintenance strategies are all about reducing unplanned equipment downtime in the most cost-effective and efficient way possible, and there are multiple KPIs you could be tracking to help you achieve your goals. We’ve written a guide that covers the most essential of those KPIs, but we also wanted to cover some supplementary KPIs that we think are highly useful for facility managers.

If you’re wondering where you should get started to track more data and evaluate how you’re performing on an annual basis, we break down 5 KPIs that you should look into if you haven’t already.

1. Mean Time Between Failure

As equipment gets older, it inherently becomes more difficult to maintain. Age doesn’t always correspond with faulty equipment, though, so it’s important to make sure that even newly installed equipment performs as optimally as expected. Tracking the mean time between failures for the overall piece of equipment and for individual pieces can give you one of the best indications of whether or not you should start planning for a major capital investment. To know whether or not you should start planning for a capital investment, keep tabs on the times and dates that equipment suffers a defect that requires maintenance, track the amount of time between each date (per piece of equipment), then calculate the average time. As the mean shrinks lower and lower, you can more easily make the determination if continued preventative maintenance or a complete replacement is more cost-effective.

2. Annual Emergency Work Orders

Part of making your maintenance program more cost-effective means being aware of how much reactionary or emergency maintenance is requested on an annual basis. You want to have an understanding of :

  1. What percentage of reactive maintenance you have now
  2. What your goal is for the year
  3. How you improve your reliance on emergency work orders over time.

Knowing the hard number of work orders annually is a good place to start to understand reactionary maintenance in your facility.

3. Average Time Per Work Order

Average time per work order can help you in two important respects. The first is the ability to calculate how costly maintenance work is if you have an on-site staff. You know the set annual cost of a maintenance staff, but time can paint a clearer picture on what tasks are more draining on resources than they’re worth. Sometimes, this KPI can also be an indication that additional training might be required if repair times are extended on a consistent basis.

This KPI could also indicate an opportunity for professional development investment. As facility maintenance crews receive specialized training in an area of need, the time-per-task and quality of work improves, thus saving costs and time in the long-run.

4. Percent of Work Orders by Type

Knowing how many work orders by type are made is another KPI that serves multiple functions. This KPI can tell you whether or not specific pieces of equipment require more upkeep than they’re worth. Like mean time between failure, consistently high work orders for specific equipment could be a sign that it’s more cost-effective to replace equipment than to continue routine maintenance. Like average time per work order, this can also be an indicator of which areas a team might need training.

5. Maintenance Cost Per Head

This KPI can show you the efficiency of your current maintenance program. If the maintenance cost per head is unusually high, it might be time to expand the team or look for a third-party to help supplement a planned maintenance program. You will want to compare this KPI to others, however, as much of the maintenance cost might be the result of only a few select failures.

Add New KPIs that Paint a Clearer Picture

You already know which KPIs you track, and yes there is such a thing as tracking too much, but adding some KPIs to your usual list can give you a better idea of where your maintenance program stands. The more meaningful data you have, the better you can make decisions to cut equipment downtime and improve efficiency.