What is the Difference Between Reactive and Planned Maintenance?

Maintenance is essential for keeping systems and equipment running smoothly and in good condition.

In the context of commercial businesses, the value of maintaining processes and equipment cannot be overstated, as it directly impacts operational efficiency. This guide will help you understand the difference between planned vs. reactive maintenance, and explore the advantages and disadvantages of a Planned Preventative Maintenance (PPM) schedule.

In any business, ensuring processes and equipment function effectively is crucial. When breakdowns occur, they can result in significant costs—not only for repairs but also due to lost production, revenue, wasted labour, and damage to the company's reputation.

Moreover, regular maintenance extends the life of your equipment and processes. Simply put, if you take care of something, it lasts longer. From a business perspective, if you’ve made a significant investment in machinery or equipment, proper maintenance helps maintain its optimal performance. This ensures you see a quicker return on your investment, whether through cost savings or increased sales, helping to justify the initial expenditure.

Neglecting maintenance tasks can lead to costly consequences for commercial businesses. There are two main approaches to maintenance: planned and reactive. These methods differ significantly, with planned maintenance being the more efficient option. At Oltec, we strongly recommend implementing planned maintenance, also known as Planned Preventative Maintenance (PPM), to minimise disruptions and maximise business performance.

What is Planned Maintenance?

Planned maintenance refers to scheduled work on equipment that is agreed upon to take place over a specific period, such as a year. During this time, you can plan maintenance tasks, like replacing parts, cleaning, and testing, on a regular basis—every three or six months, for example. This allows you to know when your equipment will be out of service, so you can plan accordingly. By setting up routine maintenance, you avoid unexpected breakdowns that can occur at unpredictable times.

An example of planned maintenance that many of us do at home is scheduling a boiler service. Just like with commercial boilers, regular servicing ensures that your boiler is running at peak efficiency and helps avoid surprises. Similarly, in business, planned services and checks allow for the timely replacement or cleaning of parts that tend to wear out or get clogged before they cause any major issues. This proactive approach not only helps prevent costly downtime but also ensures your equipment continues to run smoothly and efficiently.

Additionally, planned maintenance makes it easier to budget for maintenance costs and anticipate the replacement parts you'll need. By keeping a stock of these parts on hand, you can ensure quick and easy access when it's time for servicing.

The potential benefits of planned maintenance include:

• Improved air quality in the workplace

• Enhanced operating conditions

• Assurance of compliance with legal regulations

• Extended lifespan of equipment

• Greater peace of mind with fewer unexpected breakdowns

• Potential boost in energy efficiency

• Long-term cost savings

What is Reactive Maintenance?

Reactive maintenance involves addressing issues only when they arise, often referred to as breakdown or emergency maintenance. This approach is sometimes seen as leaving things to chance, hoping that nothing will go wrong, but in reality, it means you have little control over the situation. With reactive maintenance, you can't predict when problems will occur, and you may not have the necessary knowledge, skills, or replacement parts on hand when something breaks down.

There are several types of reactive maintenance, including breakdown, corrective, and emergency maintenance, but they all share the same fundamental approach: responding only after a problem has already occurred.

For businesses, reactive maintenance can be costly. While unexpected issues can always arise, and equipment failures are sometimes unavoidable—even with planned maintenance—it's always better to take proactive steps to prevent known problems before they become serious.

Additionally, there are important health and safety considerations. As an employer, you have a responsibility to provide a safe workplace for your employees. Failing to do so could lead to fines or legal action. For example, neglecting to service air conditioning units or clean ducts could create a breeding ground for mould and mildew, turning into a potential health hazard. Under the Health and Safety at Work Act, this could result in legal consequences.

This isn't meant to alarm you, but it's a real example of how neglecting maintenance can lead to dangerous situations, highlighting the importance of understanding the differences between reactive and planned maintenance.

Maintenance Packages to Suit Your Building Needs

Oltec Group are a leading provider of both reactive and planned maintenance services for organisations of all sizes and in many different industries. Contact our team today to discuss your requirements on 0800 038 9786.