Top Maintenance Metrics Every Facilities Manager Should Track

Facilities management is about optimising performance, minimising costs, and ensuring seamless operations. Tracking the right maintenance metrics is key to making data-driven decisions, improving efficiency, and proving the value of your team’s work.

But with so many facility management KPIs to consider, which ones truly matter? Below, we break down the top maintenance KPIs every facilities manager should track to drive efficiency, reduce downtime, and extend asset lifespan.

Why Tracking Maintenance KPIs Matters

Whether you manage a corporate office, a hospital, or a manufacturing facility, tracking maintenance metrics helps you:

• Reduce unplanned downtime and costly emergency repairs
• Optimise preventive maintenance schedules
• Improve asset performance and lifespan
• Justify budgets with clear, data-backed insights
• Enhance workplace safety and compliance

Tip:

With the right CAFM (Computer-Aided Facilities Management) or CMMS (Computerised Maintenance Management System), you can automate KPI tracking, ensuring your team always stays ahead of potential issues.

Facility Management KPIs (Key Performance Indicators)

1. Planned Maintenance Percentage (PMP)

Formula:

(Planned Maintenance Work Orders ÷ Total Maintenance Work Orders) × 100

Why it matters:
A high Planned Maintenance Percentage (PMP) indicates a proactive approach to maintenance, reducing emergency repairs and increasing asset reliability. Ideally, at least 80% of maintenance work should be planned, with no more than 20% being reactive.

How to improve:

• Implement a preventive maintenance schedule with a CAFM or CMMS tool
• Use asset performance data to anticipate failures before they occur
• Reduce reliance on reactive maintenance by setting up early warning alerts

2. Mean Time Between Failures (MTBF)

Formula:

(Total Uptime of an Asset ÷ Number of Failures)

Why it matters:
MTBF helps facilities managers assess asset reliability. A higher MTBF means equipment is running longer without failure, reducing repair costs and downtime.

How to improve:

• Perform regular inspections and preventive maintenance
• Upgrade outdated equipment before failure rates increase
• Use predictive maintenance tools to detect potential issues early

3. Mean Time to Repair (MTTR)

Formula:

(Total Downtime ÷ Number of Repairs)

Why it matters:
MTTR measures how long it takes to fix a piece of equipment once it fails. Lower MTTR values mean quicker repairs, minimising downtime and keeping operations smooth.

How to improve:

• Optimise spare parts inventory to reduce repair wait times
• Train technicians on best practices for common repairs
• Use a CAFM system to track historical repair data and improve response times

4. Maintenance Cost Per Square Foot

Formula:

(Total Maintenance Costs ÷ Facility Square Footage)

Why it matters:
This metric provides insight into how efficiently maintenance budgets are being used across a facility. Keeping costs low while maintaining high service levels is the ultimate goal.

How to improve:

• Identify high-cost assets and consider energy-efficient upgrades
• Automate work orders and streamline vendor management
• Optimise preventive vs. reactive maintenance spending

5. Work Order Completion Rate

Formula:

(Completed Work Orders ÷ Total Work Orders) × 100

Why it matters:
A low completion rate indicates operational inefficiencies, staff shortages, or excessive backlog. Facilities managers should aim for 90% or higher work order completion rates.

How to improve:

• Use a CMMS or CAFM system to prioritise urgent vs. non-urgent tasks
• Automate scheduling to ensure even workload distribution
• Track technician performance and identify bottlenecks

6. Asset Downtime

Formula:

Total Hours of Downtime per Asset

Why it matters:
Downtime impacts productivity, revenue, and employee satisfaction. Tracking asset downtime helps you pinpoint problem areas and improve asset reliability.

How to improve:

• Use predictive maintenance tools to catch failures early
• Set up automated alerts for critical asset failures
• Ensure proper training for maintenance teams to reduce service delays

7. Preventive Maintenance Compliance

Formula:

(Completed PM Tasks ÷ Scheduled PM Tasks) × 100

Why it matters:
Tracking preventive maintenance (PM) compliance ensures that scheduled maintenance is completed on time, reducing the risk of costly breakdowns.

How to improve:

• Set up automated PM reminders in your CAFM system
• Allocate resources based on priority assets
• Measure compliance regularly and address gaps proactively

The Role of Technology in Tracking Top Maintenance KPIs

Modern facilities management relies on data-driven insights to optimise performance. Using a CAFM system or CMMS software makes it easier to:

• Automate work orders and track real-time maintenance data
• Generate reports on maintenance KPIs for better decision-making
• Set alerts for upcoming preventive maintenance tasks
• Manage vendors and monitor service performance

By leveraging the right technology, facility managers can reduce costs, improve efficiency, and future-proof their maintenance operations.

Every manager should Track Maintenance KPIs for Maximum Impact

Tracking the right maintenance KPIs gives facilities managers the visibility and control they need to optimise operations and keep facilities running smoothly. Whether you're focused on reducing downtime, improving asset reliability, or maximising your maintenance budget, the right maintenance metrics will help you make smarter decisions.

FAQs

Q: What is the most important maintenance KPI for facility managers?
A: It depends on your goals, but Planned Maintenance Percentage (PMP), MTBF, and Maintenance Cost per Square Foot are among the most critical.

Q: How can a CAFM or CMMS help track maintenance metrics?
A: These systems automate data collection, provide real-time insights, and generate reports on key maintenance KPIs, improving efficiency and decision-making.

Q: How do I reduce unplanned maintenance costs?
A: Focus on preventive and predictive maintenance, track failure trends, and ensure spare parts are available for quick repairs.