When managing a commercial property, effective maintenance strategies are essential. Businesses commonly face a critical decision: whether to adopt reactive maintenance—responding only after failures occur—or planned maintenance, a proactive approach involving regular inspections and servicing to prevent issues altogether.

In this article, we’ll explore both approaches in detail, looking at their advantages, disadvantages, and suitability for specific assets and facilities. Additionally, we’ll discuss emerging trends in the industry, providing authoritative guidance to help your business select the optimal maintenance strategy.

Reactive Maintenance Explained

Reactive maintenance, also known as breakdown maintenance, involves responding to equipment failures only after they happen. It’s often chosen by companies looking to reduce immediate costs or by those with limited resources.

Advantages of Reactive Maintenance

Disadvantages of Reactive Maintenance

When to Consider Reactive Maintenance

However, research shows reactive maintenance alone can be costly. UK businesses collectively experience approximately £180 billion annually in losses due to unexpected downtime, reinforcing the limitations of a purely reactive approach.

For more in-depth explanation of what reactive maintenance is, you can check out our guide here.

Planned Maintenance: A Proactive Approach

Planned maintenance, also termed preventative maintenance, involves scheduled inspections, servicing, and replacements designed to prevent equipment failures. This proactive approach reduces unexpected breakdowns, enhances operational efficiency, and improves overall facility management.

Planned maintenance programmes typically cover:

Advantages of Planned Maintenance

Disadvantages of Planned Maintenance

When Planned Maintenance is Essential

Emerging Trends in Maintenance Management

Maintenance strategies continue to evolve with technological advancements, introducing new opportunities for enhanced efficiency:

  1. Predictive Maintenance with AI and IoT

  1. Digital Twin Technology

  1. Advanced CMMS Software

You can find out more about how a CMMS (Computerised Maintenance Management System) can benefit your large business here.

Quick Reference: Reactive vs Planned Maintenance

 

Factor

 

Reactive Maintenance

 

Planned Maintenance

 

Approach

 

Fix upon failure

 

Scheduled proactive servicing

 

Costs

 

Lower initial; higher long-term

 

Higher initial; lower long-term

 

Downtime Risk

 

High; unpredictable breakdowns

 

Low; predictable and managed

 

Equipment Lifespan

 

Shorter lifespan

 

Extended lifespan

 

Operational Efficiency

 

Reduced due to unexpected disruptions

 

Increased reliability and efficiency

 

Safety & Compliance

 

Increased risk of accidents

 

Enhanced safety and compliance

 

Best Suited For

 

Non-critical, low-cost assets

 

Essential, high-value assets

 

Finding the Right Balance

For many businesses, neither purely reactive nor purely planned maintenance is sufficient. A balanced, hybrid approach—planned maintenance for essential equipment and reactive for non-critical items—is most practical and cost-effective.

Planned maintenance should be at the forefront of your facility strategy, especially for critical assets such as roofs, gutters, HVAC systems, boilers, and roller shutters. Reactive maintenance can effectively supplement this, offering flexibility when dealing with minor or unexpected repairs.

Future-Proof Your Facility Maintenance with MSL

At MSL, we understand the unique maintenance requirements of commercial properties. Our comprehensive planned maintenance programmes help you avoid costly downtime by proactively addressing potential issues, from roofing and guttering to HVAC and boiler systems. Simultaneously, our responsive reactive maintenance services ensure quick resolution when unexpected problems arise, providing your business with uninterrupted operational efficiency and peace of mind.

To discuss a tailored maintenance strategy designed to optimise your facility’s performance, contact our experienced team today on 0333 1234450 or via our convenient online contact form.