Preventive or reactive technical maintenance: Which approach is more effective?
Regular maintenance of building installations often takes a back seat – until a failure occurs that clearly highlights their critical role. The costs and consequences of such events can be significant – from operational downtime to serious material damage and safety risks. Yet many property owners still choose a reactive approach, as it seems more cost-effective in the short term. But which strategy proves to be more profitable in the long run?
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In facility management, there are two main approaches: preventive – where regular inspections of technical systems are scheduled, and reactive, where action is taken only after a problem occurs. Every facility manager faces the dilemma of whether to invest in preventive maintenance or rely on reactive repairs in the event of a breakdown. At first glance, the latter may seem simpler, but in practice it carries a number of negative consequences.
What do we gain from preventive maintenance?
Preventive maintenance is a strategic approach that involves planning and carrying out regular inspections of building installations, performing preventive tasks, replacing consumables, and preparing key systems for seasonal changes. Its main goal is to extend the service life of equipment and minimize the risks of future breakdowns and failures.
The benefits of this approach are numerous:
- Lower risk of failures: potential issues are detected at an early stage and addressed in time.
- Extended equipment lifespan: optimal performance is maintained over time without premature wear and tear.
- Easier budgeting: preventive costs are predictable and can be spread evenly, while even necessary repairs can be anticipated and planned in advance.
What do we lose with reactive maintenance?
Reactive maintenance means taking action only once a failure has already occurred. In the short term, this may appear to be a more affordable option, as there are no ongoing preventive costs. However, the lack of predictability often leads to emergency repairs, operational interruptions, and consequently much higher unplanned expenses.
The downsides of relying solely on a reactive strategy include:
- Unexpected high costs: unplanned repairs usually turn out to be much more expensive than regular inspections.
- Losses from downtime: failures can halt production processes, office operations, or customer access, resulting in further financial losses.
- Safety risks: malfunction in electrical systems, elevators, or heating systems pose potential danger to occupants and disrupt the building's normal operation.
Which approach is the right choice?
Preventive maintenance is always the better option, as it significantly reduces the risk of failures, extends the life of building systems, and makes budgeting easier. According to various studies, preventive maintenance can reduce overall maintenance costs by 12–18% and extend asset life by up to 20%.
In practice, however, it is rare to rely on only one approach. The most effective model is a combined strategy – preventive maintenance for critical building installations and reactive intervention only where risks are minimal and do not affect the building’s core functions. This way, facility managers achieve the best balance between efficiency and cost optimization.
At Mundus Services, we believe that professional building maintenance is an investment in reliability and long-term value. That is why we offer integrated solutions for facility management: from regular inspections and preventive care to comprehensive technical servicing. Our approach ensures peace of mind for owners and tenants, optimizes costs, and extends the lifespan of building installations.
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