If you’re managing a facility, maintenance costs are a necessary expense—but are you spending more than you should? Many businesses unknowingly waste thousands of dollars each year due to poor planning, inefficiencies, and outdated processes. The good news? With a few strategic adjustments, you can cut costs, improve efficiency, and prevent unnecessary repairs.
Let’s break down the most common maintenance mistakes and how to fix them.
1. Relying on Reactive Maintenance Instead of Preventive Strategies
If your team is constantly putting out fires, like fixing broken equipment, handling emergency repairs, and scrambling to keep operations running, you’re stuck in a reactive maintenance cycle. While this might seem like the natural way to handle maintenance, it’s also the most expensive.
According to McKinsey, reactive maintenance can cost up to five times more than preventive maintenance due to higher emergency repair fees, longer downtimes, and unexpected disruptions.
Many facilities are now shifting toward recurring maintenance plans that ensure equipment is serviced regularly—before problems arise. This approach has been shown to reduce maintenance costs by up to 40% while significantly extending the lifespan of critical assets. If you’re looking to transition to a smarter maintenance strategy, explore how automated scheduling can help you stay ahead of costly repairs.
2. Paying Too Much for Vendor Services
If you’re working with multiple vendors but don’t have a system in place to track pricing, contracts, and performance, you’re probably overpaying. The International Facility Management Association (IFMA) found that companies with poor vendor oversight spend 15-20% more on maintenance than they need to.
Some vendors charge more than others for the same service, while others might be slow to respond, causing operational delays. Without a structured vendor management system, these inefficiencies add up fast.
An effective way to control vendor costs is by using a centralized vendor platform that helps businesses track contractor performance, manage bids efficiently, and ensure competitive pricing. Companies that use intelligent vendor management tools have reported significantly lower operational costs and faster service times.
3. Ignoring Maintenance Cost Tracking
How much are you actually spending on maintenance? If you don’t have a clear answer, you’re not alone. Many facility managers rely on outdated spreadsheets or manual record-keeping, making it difficult to spot patterns or find ways to save money.
A study by Deloitte found that 40% of maintenance expenses come from inefficiencies that could be avoided with proper tracking and analytics. Digital payment solutions, for example, allow businesses to streamline transactions, monitor spending, and reduce administrative costs associated with manual invoicing.
With the right system in place, you can identify trends, spot unnecessary expenses, and allocate your budget more effectively—rather than blindly approving invoices each month. Explore digital payment solutions that help businesses track spending and cut unnecessary costs.
4. Overordering and Wasting Surplus Inventory
Ever ordered extra parts “just in case” and then completely forgotten about them? You’re not alone. Many facilities over-order supplies, leading to surplus inventory that sits unused for months (or even years).
According to industry research, excess inventory increases maintenance costs by 12-15% due to storage costs and wasted materials. And if parts become outdated before they’re used? That’s money down the drain.
A growing number of facility managers are turning to surplus redistribution networks, which allow them to resell or repurpose unused materials instead of letting them collect dust. This not only recovers costs but also reduces waste—a win-win for the bottom line and sustainability efforts. Discover smarter ways to manage surplus inventory.
5. Sticking to Manual Scheduling and Dispatching
If your maintenance scheduling relies on sticky notes, spreadsheets, or endless email chains, you’re wasting time and money. Manual scheduling leads to missed inspections, delayed repairs, and inefficient technician deployment.
A report from the Aberdeen Group found that companies using automated dispatching systems see a 28% increase in operational efficiency compared to those handling it manually. By optimizing maintenance workflows and assigning tasks based on technician availability, location, and expertise, facilities can dramatically reduce downtime and labor costs.
Automating these processes also prevents costly miscommunications, ensuring that service requests are handled in real time rather than lost in a backlog of emails. See how automated dispatching can improve response times and lower costs.
Take Control of Your Facility’s Maintenance Costs
The reality is, most facility maintenance plans are full of costly mistakes—but they don’t have to be. By shifting to preventive maintenance, optimizing vendor management, tracking expenses, and automating your processes, you can cut maintenance costs by up to 30% while improving efficiency.
Are you ready to start saving thousands on maintenance? Learn how a smarter approach to facility management can reduce costs and streamline operations. Get started today.
