How Preventative Maintenance Can Save a Business Money: A Facility Management Perspective

One of the most effective strategies employed by facility managers is preventative maintenance. In this article, we will explore how preventative maintenance can save a business money and why it should be a priority for facility management.
How Preventative Maintenance Can Save a Business Money: A Facility Management Perspective
Written by
Darren Stewart
Published on
April 12, 2023

In today's fast-paced business world, maintaining the efficiency and functionality of facilities is essential for any successful organisation. Facility management plays a crucial role in ensuring that buildings, equipment, and systems are well-maintained and operate smoothly. One of the most effective strategies employed by facility managers is preventative maintenance. In this article, we will explore how preventative maintenance can save a business money and why it should be a priority for facility management.

Minimising Costly Repairs and Downtime

Preventative maintenance involves scheduling regular inspections, cleaning, and servicing of equipment and systems before they malfunction or break down. By detecting potential issues early on, facility managers can address them promptly, preventing small problems from turning into expensive repairs or replacements. This proactive approach significantly reduces unexpected downtime, which can be detrimental to a business's productivity and profitability.

According to a study by Jones Lang LaSalle (JLL), implementing a preventative maintenance program can reduce corrective maintenance costs by 12% to 18% and overall maintenance costs by 5% to 10%. By investing in regular maintenance, businesses can avoid costly emergency repairs and minimise the impact of equipment failures on operations.

In addition to the direct cost savings, preventing breakdowns and minimising downtime also helps businesses maintain their reputation and customer satisfaction. Avoiding disruptions in services or operations ensures smooth business continuity and enhances customer loyalty.

Extending Asset Lifespan

Facilities and equipment are significant investments for any business. Regular use, wear and tear, and neglect can significantly impact their lifespan. Preventative maintenance helps extend the life of assets by implementing routine check-ups, lubrication, calibration, and necessary repairs. By taking care of assets in a proactive manner, businesses can avoid premature replacements, resulting in substantial cost savings in the long run.

A comprehensive preventative maintenance program can extend the lifespan of assets by up to 33%. By implementing proper maintenance practices and adhering to manufacturers' recommendations, facility managers can maximise the value of their investments and reduce the need for frequent capital expenditures.

Furthermore, extending the lifespan of assets also contributes to sustainability efforts, reducing the environmental impact associated with manufacturing and disposal of equipment. This aligns with the growing trend of corporate social responsibility and can enhance a business's reputation in the eyes of environmentally conscious consumers.

Improving Energy Efficiency

Facility managers are increasingly focusing on sustainability and energy efficiency. Regular maintenance of heating, ventilation, and air conditioning (HVAC) systems, lighting fixtures, and insulation can significantly enhance energy efficiency and reduce utility costs. For instance, cleaning or replacing air filters in HVAC systems can improve airflow, reducing energy consumption. Facility managers can also explore opportunities to upgrade to more energy-efficient equipment and technologies, further reducing energy expenses.

According to the U.S. Environmental Protection Agency (EPA), proactive HVAC maintenance can lower energy consumption by 15%. By optimising equipment performance, implementing energy-saving practices, and utilising smart technologies, businesses can significantly reduce their energy bills and achieve long-term cost savings.

Moreover, improving energy efficiency aligns with global efforts to combat climate change and reduce greenhouse gas emissions. By reducing energy consumption, businesses can contribute to a greener future while reaping the financial benefits of lower utility bills.

Ensuring Compliance with Regulations and Standards

Failure to comply with industry regulations and safety standards can lead to costly fines, legal issues, and reputational damage. Preventative maintenance allows facility managers to identify and rectify any potential non-compliance issues promptly. By ensuring that all equipment and systems are up to code, businesses can avoid the financial consequences associated with legal penalties and the potential for accidents or workplace hazards.

Regular inspections and maintenance also demonstrate a commitment to workplace safety and regulatory compliance, which can positively impact insurance premiums. By maintaining a safe and compliant environment, businesses can mitigate risks, protect their reputation, and avoid significant financial setbacks.

Enhancing Occupant Satisfaction and Productivity

Well-maintained facilities contribute to a positive working environment, increasing occupant satisfaction and productivity. Preventative maintenance ensures that facilities are clean, comfortable, and safe for employees, visitors, and customers. Regular inspections and maintenance of critical systems, such as plumbing, electrical, and security, minimise disruptions and potential hazards, leading to improved employee morale, reduced absenteeism, and increased overall productivity.

According to a study published in the Journal of Facilities Management, improved maintenance practices and well-maintained facilities have a direct positive impact on employee productivity and satisfaction [4]. By investing in preventative maintenance software, businesses can create a conducive environment that promotes employee well-being, engagement, and productivity.

Additionally, well-maintained facilities contribute to positive customer experiences. For retail businesses, a clean and functional environment enhances the shopping experience and encourages repeat visits and customer loyalty.


Preventative maintenance is an indispensable practice for facility management that can significantly benefit a business's bottom line. By proactively addressing issues, minimising repairs, extending asset lifespan, improving energy efficiency, and ensuring compliance with regulations, businesses can save substantial amounts of money. Moreover, the positive impact on occupant satisfaction and productivity further contributes to long-term success. Facility managers should prioritise preventative maintenance as a cost-effective strategy that enhances operational efficiency, reduces downtime, and boosts overall profitability.

By adopting a preventative maintenance mindset and leveraging advanced facility management software and technologies, businesses can optimise their maintenance programs, reduce expenses, and pave the way for sustained growth and success.

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