Here’s a scenario: You’re knee-deep in a critical project, and suddenly, a crucial piece of equipment decides to quit on you. No warning, no farewell note – just an abrupt shutdown. Chaos ensues. Deadlines are missed. Costs pile up. Sound familiar? That, right there, is unplanned maintenance in action.

Unplanned maintenance refers to any repair or servicing that happens unexpectedly due to an unforeseen equipment failure. Unlike planned maintenance, which follows a schedule, unplanned maintenance disrupts operations, costs money, and can even compromise safety. But here’s the thing – it’s not always avoidable.

In this blog, we’ll dive deep into what unplanned maintenance is, why it’s a costly affair, and how you can get ahead of it before it wreaks havoc on your operations. Let’s get started!

What is Unplanned Maintenance?

Unplanned maintenance is any unscheduled repair or servicing that occurs due to an unexpected equipment failure. It’s usually reactive, meaning you don’t address the issue until something actually breaks down.

Unplanned vs Planned Maintenance

• Planned Maintenance: Scheduled upkeep to prevent failures (eg oil changes for vehicles).
• Unplanned Maintenance: Emergency or corrective actions taken after a breakdown (eg fixing a machine that suddenly stops working).

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Common Misconceptions

Unplanned maintenance is just another name for reactive maintenance.

• While reactive maintenance falls under unplanned maintenance, some unplanned repairs are necessary in certain cases (more on that later!).

Only outdated equipment suffers from unplanned maintenance.

• Even brand-new machinery can fail due to operator errors, power surges, or unexpected component defects.

Why Unplanned Maintenance is Costing You More Than You Think

Unplanned maintenance isn’t just inconvenient – it’s expensive. Here’s why:

1. Hidden Costs of Downtime

When critical equipment fails, your entire workflow can grind to a halt. In industries like manufacturing, logistics and construction, downtime can cost thousands per hour. According to a study by Aberdeen Group, unplanned downtime costs industrial manufacturers an average of $260,000 per hour.

2. Safety & Compliance Risks

Sudden failures can lead to workplace hazards. For example, an HVAC failure in a food storage facility can lead to spoiled inventory, while electrical malfunctions in a factory can cause fires. Non-compliance with industry regulations can also result in hefty fines.

3. Shorter Equipment Lifespan

Constant emergency repairs put excessive strain on machinery, leading to premature wear and tear. A study by Deloitte found that poor maintenance practices can reduce an asset’s lifespan by up to 30%.

Types of Unplanned Maintenance

Not all unplanned maintenance is created equal. Here are the main types:

1. Emergency Maintenance

• Definition: Immediate repairs needed to prevent serious damage or safety hazards.
• Example: A power outage causing a server room to overheat.

2. Corrective Maintenance

• Definition: Fixing minor failures before they escalate into major problems.
• Example: Replacing a leaking pump seal before it causes a complete motor failure.

3. Run-to-Failure Maintenance

• Definition: Letting non-critical equipment run until it fails before replacing it.
• Example: Replacing lightbulbs only when they burn out.

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When (and Why) Unplanned Maintenance Might Actually Be a Smart Choice

While planned maintenance is the gold standard, some unplanned maintenance is strategic:

• When replacing is cheaper than preventive maintenance. (Eg letting disposable components wear out before swapping them.)
• When failure has minimal impact. (Eg office lights burning out vs a production line stopping.)
• When assets are too unpredictable for preventive maintenance. (Eg some electronic components that fail unpredictably.)

How to Reduce Unplanned Maintenance 

The key to reducing unplanned maintenance isn’t eliminating it completely – it’s about controlling and minimizing its impact. Here’s how:

1. Implement Preventive Maintenance (PM)

• Regular inspections and servicing prevent unexpected failures.
• Example: Changing HVAC filters regularly to avoid sudden system failure.

2. Leverage Predictive Maintenance (PdM)

• Use IoT sensors and AI to predict when failures might happen.
• Example: Vibration sensors on motors that detect early signs of wear.

3. Optimize Spare Parts Inventory

• Keep critical replacement parts stocked to reduce downtime.
• Example: Keeping extra bearings, belts, and circuit boards on hand.

4. Use a CMMS to Track Maintenance Trends

• A CMMS (Computerized Maintenance Management System) helps track maintenance history, automate work orders, and reduce downtime.
• Example: FieldEx’s CMMS automates preventive maintenance schedules, reducing the risk of surprise failures.

Unplanned Maintenance vs CMMS

If unplanned maintenance is eating away at your productivity and profits, a CMMS can help you get back in control.

How a CMMS Helps:

• Automates maintenance schedules to prevent unexpected failures.
• Tracks asset performance to detect early warning signs.
• Reduces emergency repair costs by improving maintenance efficiency.
• Optimizes spare parts inventory so you’re never caught off guard.

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It’s a Wrap!

Unplanned maintenance might be inevitable, but it doesn’t have to control your operations. By implementing preventive strategies and using the right tools – like FieldEx’s CMMS – you can reduce costly downtime, extend equipment lifespan and improve operational efficiency.

Keen to learn more? Book a free demo with FieldEx today!