Maintenance strategy has a direct impact on operating costs, asset performance, and day-to-day reliability. Choosing the right approach can mean the difference between controlled spending and constant disruption.
Two of the most common approaches are preventive maintenance and reactive maintenance. While reactive maintenance may appear cheaper initially, the long-term costs often tell a very different story.
First of all, let Sheridan FM explain the difference between the two.
What Is Preventive Maintenance?
Preventive maintenance is a planned approach where equipment and systems are inspected, serviced, and maintained at regular intervals. The goal is to identify wear, faults, or inefficiencies early, before they develop into breakdowns.
This approach is commonly used for critical building systems such as HVAC, electrical infrastructure, fire safety systems, and mechanical plant.
Preventive maintenance typically includes:
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Scheduled inspections and servicing
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Planned replacement of worn components
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Maintenance aligned with manufacturer recommendations
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Clear records and predictable budgeting
What Is Reactive Maintenance?
Reactive maintenance, can also be described as “break-fix”, involves responding only after a failure has occurred. No routine servicing is carried out, and action is taken once a system stops working or becomes unsafe.
While this approach avoids regular maintenance costs, it often leads to unplanned expenses and operational disruption.
Reactive maintenance commonly results in:
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Emergency call-outs
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Unplanned downtime
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Urgent repairs and parts sourcing
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Disruption to occupants and operations
Cost Comparison
Maintenance Spend
Reactive maintenance usually comes with higher labour rates, emergency call-out fees, and rushed parts procurement. Repairs carried out under pressure are rarely the most cost-effective solution.
Preventive maintenance spreads costs evenly across the year. Work is planned in advance, budgets are easier to manage, and unexpected expenses are reduced.
Downtime and Disruption
Breakdowns rarely happen at convenient times. A failed heating system, power issue, or mechanical fault can disrupt operations, impact comfort, and reduce productivity.
Planned maintenance can be scheduled around operational needs, minimising disruption and allowing buildings to continue running smoothly.
Asset Lifespan
Without routine servicing, small issues go unnoticed and develop into larger faults. Over time, this leads to increased wear, more frequent breakdowns, and earlier equipment replacement.
Preventive maintenance keeps assets operating as intended, extending lifespan and delaying costly capital expenditure.
Safety and Compliance
Reactive maintenance increases the risk of missed inspections, safety incidents, and compliance failures. Undetected faults can result in fines, insurance issues, or legal exposure.
Preventive maintenance supports compliance by ensuring systems are checked regularly, documented properly, and kept in safe working order.
Which Approach Makes Financial Sense?
Although reactive maintenance can appear cheaper in the short term, it often leads to:
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Higher overall repair costs
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Increased downtime
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Shortened equipment lifespan
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Greater operational risk
Preventive maintenance requires planning, but it consistently delivers better long-term value and cost control.
A Practical Approach to Maintenance
Most facilities benefit from a balanced strategy, combining planned maintenance for critical systems with reactive support when unexpected issues arise.
At Sheridan FM, maintenance strategies are designed to reduce risk, control costs, and keep buildings operating reliably. Planned preventive maintenance is supported by responsive services, ensuring issues are dealt with efficiently when they occur.
Maintenance is not just about fixing faults, it’s about protecting assets, managing risk, and controlling costs. Preventive maintenance offers greater predictability, fewer surprises, and stronger long-term value compared to a purely reactive approach.