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.
Whether you manage a corporate office, a hospital, or a manufacturing facility, tracking maintenance metrics helps you:
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.
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:
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:
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:
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:
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:
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:
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:
Modern facilities management relies on data-driven insights to optimise performance. Using a CAFM system or CMMS software makes it easier to:
By leveraging the right technology, facility managers can reduce costs, improve efficiency, and future-proof their maintenance operations.
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.
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.