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Preventive Maintenance

Preventive Maintenance

How modern preventive maintenance management works

Preventive Maintenance as a competitive factor

With the trend towards increasingly complex production systems, companies are also facing a new challenge. A high level of system availability must be guaranteed. In addition, preventive maintenance has become an important competitive factor. The productivity of companies depends on effective maintenance processes. An intelligent software solution for mobile maintenance is therefore a valuable and effective tool.

What exactly is preventive maintenance?

When inspections, maintenance or minor repairs are carried out on technical systems at regular or fixed intervals. It also means that measures are taken before an entire system or machine breaks down. This includes inspection, maintenance and repair.

You can also support your company by preventing machine breakdowns. Our MAIN-TOOL maintenance software helps you to do this.

  • inspection

    The inspection is the checking of a functional unit. This can be a device, a machine, a part of a plant or an entire plant. The actual situation is recorded and documented, e.g. with regard to setting values ​​and condition as well as function testing.

  • Maintenance

    With preventive maintenance using software, maintenance managers or teams can quickly see when a product was purchased. In addition, how often breakdowns occur, when maintenance work was carried out and much more. The person responsible for maintenance can quickly see where an asset is located, who should be working on it and what is needed.

    Automating manual tasks such as ordering spare parts, maintaining inventory, shift planning and other administrative tasks saves time. In addition it reduces errors and increases productivity. All of this helps the team to focus on maintenance work.

  • Repair

    One speaks of repair or a repair measure when a defective part is discovered and replaced during maintenance work. This restores trouble-free, functional operation – a reset to the TARGET state, so to speak.

Summary of preventive maintenance objectives:

Ingenieure für die vorbeugende Instandhaltung

  • Increase in plant availability

  • Improvement of operational safety

  • Extension of the service life of machines/plants

  • Optimization of operational processes

  • Securing competitiveness

Legally compliant execution of maintenance work

Due to the increasing number and complexity of laws and regulations, it is becoming more and more difficult to carry out maintenance work in accordance with the law. Maintenance must be planned, monitored and documented with great care. With the right software for preventive maintenance, every company is on the safe side. It supports those responsible for maintenance and servicing with the help of impressive tools and technologies.

Benefits of preventive maintenance

System-supported preventive maintenance software is becoming essential for many companies. Preventive maintenance provides valuable assistance in the planning and execution of various maintenance activities, thereby ensuring operational reliability. In addition to the high availability of production facilities and a longer service life of capital goods, there are other advantages:

  • Increase in transparency & automation

    In preventive maintenance using software, maintenance managers or teams can quickly see when a product was purchased, how often failures occur, when maintenance work was carried out and much more. The person responsible for maintenance can quickly see where an asset is located, who should be working on it and what is needed.

    Automating manual tasks such as ordering spare parts, maintaining inventory, shift planning and other administrative tasks saves time, reduces errors and increases productivity. All of this helps the team focus on maintenance work.

  • Minimizing downtime

    Closing the maintenance backlog in maintenance is challenging and can lead to unwanted downtimes. If the backlog becomes too large, there is a risk of triggering further operationally damaging effects. With preventive maintenance, you can balance resources and maintenance costs and avoid escalating backlogs.

  • Use of mobile technologies

    With mobile maintenance, it is now very easy to record ad hoc repairs that previously went unnoticed because no documentation was made on the way. Mobile maintenance also enables the recording, documentation, assignment and prioritization of maintenance tasks “on the fly”, i.e. in passing, so to speak. Other areas of application for mobile maintenance are the procurement of spare parts information and availability, the processing and confirmation of work orders, the recording of goods receipts, material transfers or material withdrawals as well as inventory tasks in the area of ​​maintenance.

  • Support in planning & execution

    Data on maintenance work is made available with the software solution, so that an innovative strategy for plant maintenance can be developed. With certain functions, maintenance work can be ordered, divided, combined or postponed. Furthermore, tools for planning scenarios and graphic planning boards can be used so that future work orders can be planned and visualized more easily.

    The software for preventive maintenance supports resource planning by assigning tasks to individual maintenance employees – based on availability, skills and workload. Once the tasks have been planned and distributed, they are simply assigned to the people who will carry them out.

    Well thought out maintenance schedules save time, resources and money. With preventive maintenance, you keep track of all areas of maintenance, such as maintenance schedules, current work orders, fault reports, resource requirements or spare parts inventories.

  • Efficient management of work orders

    All maintenance work and work orders are stored in the central database. The maintenance team can therefore search for planned, pending or completed maintenance at any time, filterable by clerk, department, plant structure elements or other important criteria. Details on the status, the materials used, the effective working time, the documentation, follow-up measures, the planned budget and the actual maintenance costs can be viewed for each order.

    Thanks to the appropriate software for preventive maintenance, technicians have the advantage that they can easily process maintenance orders, complete them or search for relevant information and view checklists for upcoming maintenance work.

  • Improvement of cost control

    The avoidance of unplanned downtime provided by the preventive maintenance of the Computerized Maintenance Management System (CMMS) contributes the most to reducing costs. Costly downtimes can also be avoided by planning and organizing inventory management with foresight. Scrap and rework typically result in high costs in the form of energy, disposal and overtime pay. With effective preventive maintenance software, this is a thing of the past.

  • Improvements in Health, Safety & Sustainability

    In addition to maintaining a robust general condition of buildings and facilities, maintenance also plays an important role in ensuring a safe working environment. Poor or lack of maintenance can lead to dangerous situations, accidents or health problems. Maintenance activities are associated with a higher risk and must therefore be carried out under safe working conditions for the maintenance staff.

    The right preventive maintenance software will help you comply with health and safety regulations, ensuring an appropriate work environment and safe execution of maintenance. Furthermore, the software can be used to provide documentation, checklists, process descriptions and defined workflows for compliance with regulations. The aim is to reduce risks and create a safe working environment. CMMS offers evaluations for the analysis of recurring incidents or errors as well as the traceability of incidents and corrective measures.

    With the preventive maintenance software, maintenance is only carried out when it is actually necessary. In this way you avoid an unnecessary exchange of perfectly functioning products and components. This in turn reduces the number of service calls, makes an important contribution to resource conservation, the reduction of CO2 emissions and promotes sustainability.

Examples of areas of application for preventive maintenance

In the meantime, more and more companies in different areas are using the preventive maintenance of systems and machines based on real-time data.

Vorbeugende Instandhaltung in der Lebensmittelindustrie

Food industry

The increasing complexity and cost intensity of capital goods poses ever greater challenges for maintenance in logistics and transportation. Preventive maintenance using intelligent, mobile maintenance software is a MUST here. In times of delivery bottlenecks and enormous time pressure, the maintenance team is effectively supported. It also helps them to maintain an overview and cope with the stressful working day.

Vorbeugende Instandhaltung in Logistik und Transport

Logistics & Transportation

The increasing complexity and cost intensity of capital goods poses ever greater challenges to maintenance in logistics and transport. Preventive maintenance using intelligent, mobile maintenance software is a MUST here. In times of delivery bottlenecks and enormous time pressure, the maintenance team is effectively supported in keeping track and mastering the stressful everyday work.

Vorbeugende Instandhaltung in der Energie- und Umweltindustrie

Energy and Environment

No other sector has experienced and continues to experience such massive changes in recent years as the energy industry. Without mobile maintenance software for the preventive maintenance of systems, those responsible for maintenance would not be able to tackle the upcoming challenges efficiently and at short notice. Our MAIN-TOOL maintenance software is available both as an app and in the cloud.


The advantages of a clever software solution for mobile maintenance are convincing with the up to 20% lower spare parts costs and downtimes. It meets all the requirements of preventive maintenance in different sectors. It is the best option to meet standards compliance while increasing a company’s competitiveness.

Preventive maintenance with MAIN-TOOL

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CMMS Software

CMMS Software

Systematic maintenance planning

CMMS for modern maintenance planning

The conditions of maintenance in companies have changed dramatically in recent years. But the technical tools for managing maintenance tasks have not always kept pace with the more complex workload.

But recently, most maintenance teams relied on outdated methods, such as Excel spreadsheets or Microsoft Word documents. To get important tasks done. However, these methods are no longer sufficient to remain in control of the situation with higher requirements without simultaneous increases in efficiency.

The fierce competition and the high production quotas make the non-stop availability of the plants indispensable and the pressure on the maintenance teams is greater than ever. This is where CMMS software comes into play, a so-called Computerized Maintenance Management System. It is a software for planning, organizing, tracking and optimizing maintenance.

Modern CMMS not only promise increased security and improved productivity in the company, but also generate a reduction in energy consumption and overall costs.

In this article you can find out exactly what a CMMS is and what advantages the use of such a system brings.

What is a CMMS?

The term CMMS stands for the English term Computerized Maintenance Management System and means something like “computer-aided maintenance management system”.

For example CMMS is a software that helps maintenance teams manage assets, manage inventory of spare parts or tools, and manage work orders. It is used to maintain technical systems in a company and can be used as a management tool to strategically and automatically implement important processes.

In addition CMMS is used in a wide variety of industries For example in the energy industry, hotel and catering industry, food industry, logistics and transport. With this software, maintenance activities can be “switched to autopilot” and maintenance departments can be effectively supported.

CMMS software – advantages at a glance

Ingenieur arbeitet mit CMMS Software

  • Streamline work order management

  • Simplification of maintenance planning

  • Real-time asset tracking

  • Better safety standards and healthier facilities

  • Improving inventory control

  • Track, report and manage maintenance costs

  • Creation of more detailed reports

CMMS benefits explained in detail

Preventive maintenance with a CMMS

A successful maintenance strategy requires planning and scheduling maintenance on assets before a problem occurs. A good preventive maintenance plan includes keeping records of previous inspections and maintenance of equipment.

Since it is very complex to create a plan for the preventive maintenance of a large number of systems, companies can simplify their processes and make them clearer with modern CMMS software.

Just like preventive maintenance requirements differ depending on the equipment being serviced. The tasks include B. cleaning, lubrication, replacement or repair of parts or even partial or complete overhauls.

More obvious examples of preventative maintenance include ensuring production equipment is running efficiently, or inspecting, cleaning, and updating heating, ventilation, and air conditioning elements.

But other areas in a company also need regular maintenance. Water supplies must be hygienic.  Electrical systems must be safe and in compliance with government regulations, and doors. Lighting and flooring must also be inspected to ensure they do not pose potential hazards.

With a modern CMMS solution, companies and operations can create recurring work orders to automate preventive maintenance. Users can create a central checklist for preventive maintenance and share it across different mobile devices. With certain triggers in the CMMS software, it is possible for responsible persons to send work orders automatically and to generate standardized processes for preventive maintenance in the company.

Advantages of using modern CMMS software for companies

  • Streamline work order management

    With a modern CMMS, management teams could send specific work orders to different team members at the same time and track the status of work orders in real time. This saves time and reduces delays in approvals, requests, and task assignments inside and outside of a facility. Supervisors can automate the scheduling of work orders according to a set maintenance schedule.

  • Simplification of maintenance planning

    A CMMS software offers a centralized platform on which companies can create and use their maintenance plans together. All upcoming and open maintenance tasks are laid out directly in one place and can be accessed from any mobile device. The time normally lost in manually creating a maintenance plan can be regained thanks to a CMMS.
    We have also developed functions to speed up the inventory process. When creating new inventory lines, the warehouse worker has the option of “fixing” the storage location and the storage bin. This means that when the inventory is saved, this information does not have to be re-entered. The article suggestions are then displayed filtered on the storage location and, if necessary, storage bin. This is much clearer than the selection from the complete article master. Bar or QR codes can also be used to specify a storage location, storage space and articles.

  • Real-time asset tracking

    Regularly checking the health and performance of an asset is essential. While manual investigation takes a lot of time, a CMMS can access different data sets at any time and thus prevent unplanned and costly downtime. The software tracks important information, such as operational capacity and customized metrics, and allows the user to review them at any point in time.

  • Better safety standards and healthier facilities

    With a CMMS, companies have instant access to all employee health and safety data and injury reports. As a result, directors can focus on developing a safer work environment and receive diverse data on compliance with local, state and national health and safety regulations at the click of a button.

  • Improving inventory control

    There is no question that acquiring new parts is a relatively expensive task. With CMMS software, managers can make better purchasing decisions when purchasing new items thanks to automated inventory reports. Inventory management is thus made more cost-effective in the long term.

  • Track, report and manage maintenance costs

    Keeping track of all maintenance costs is not always easy. By tracking individual work orders, parts and working with the reference to specific technical objects in real time, companies can make better decisions about repair and replacement options. A CMMS provides users with manageable data collection and reporting on various business expenses.

  • Creation of more detailed reports

    The delivery of detailed reports is not only an important element in the work process for the management level, but also represents a decision-making criterion for potential customers. Modern maintenance software provides a collection of concrete data from various sources and enables the provision of report templates that companies can use to turn your data directly into readable reports.

    A CMMS software also provides access to analyze trends, identify problems and track costs in real time.


MAIN-TOOL: Maintenance made easy

MAIN-TOOL is modern maintenance software that helps companies to streamline their maintenance management. With MAIN-TOOL you can eliminate the weaknesses in your maintenance, optimize your processes and thus use your resources more effectively.

CMMS software can not only help you plan preventive maintenance, but also help you create and edit work orders and reports, and manage assets, inventories, and suppliers.

Regardless of whether you manage a production line or manage a solar farm – you too can optimize and digitize your maintenance processes and reduce costs and unforeseen failures thanks to our modern CMMS solution MAIN-TOOL.

Interested in learning more about MAIN-TOOL? We recommend our MAIN-TOOL Quickstart package

  • Webdemo
  • Workshop with needs analysis
  • 30 day trial license

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Maintenance made easy

Maintenance at a glance

The background and goals

Maintenance is understood to mean all measures that serve both to record the current status quo as well as to assess machines, systems or networks and which are able to maintain or restore the target status. Plant safety is also an important area of ​​maintenance.

Maintenance is of essential importance, because without maintenance activities, for example, safe, smooth, trouble-free, reliable and efficient operation cannot be guaranteed in the long term.

Maintaining and optimizing the functionality and service life of all machines, systems or processes is of great importance. Because regular maintenance can improve operational safety on the one hand, and processes can be monitored and optimized on the other. System failures, which can lead to massive losses in industry, can not only be reduced by maintenance, but often even avoided. With the regular recording of the current situation, it is possible to recognize disruptions at an early stage, to take suitable countermeasures in good time and to plan any expenses that may arise.

In simple terms, maintaining a healthy lifestyle with regular medical check-ups. Prevention is better than reaction.

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5 elements of maintenance

5 elements of maintenance

1. Inspection

The inspection is used to record the condition and function control. During an inspection, it can be seen whether maintenance measures are required that can avoid subsequent repairs.

  • 2. Maintenance

    Maintenance is used for prevention in order to prevent signs of wear and tear. This includes the cleaning of machines, the refilling of operating fluids and lubricants as well as readjustment.
  • 3. Elimination of malfunctions

    Faults in individual elements can be eliminated by repairs in order to maintain efficiency and productivity and prevent failures.
  • 4. Repair

    The repair itself is only used if defects have occurred despite inspection, maintenance and troubleshooting. Wearing parts are exchanged, defective components replaced or repaired. The functionality is preserved.
  • 5. Optimization

    The optimization serves to increase safety, productivity and reliability and ensures that systems and machines can be used in the best possible way.


  • maintenance

    The term maintenance is standardized according to DIN31051 and serves to maintain functionality. Maintenance also includes the repair or optimization of individual components in order to enable the entire system to function properly. All analytical, technical and administrative measures of a machine system are summarized under the term maintenance.
  • Inspection

    The inspection, on the other hand, describes measures that record the current state of a system and then assess it. If there is a need for optimization during the inspection, implementation is then carried out to improve and repair the system accordingly. The aim is always to achieve the best possible result in terms of efficiency and production.

    The inspection, which is used as a basic measure, includes the inspection. While the system is in operation, the inspector inspects the functionality and checks the individual segments of the system. Control via drones has already established itself in large-scale systems; this form of mobile maintenance is used to control devices and machines that are difficult to reach. The next step consists of a visual inspection, during which existing functional deficiencies are recorded via visual assessment. The subsequent functional test determines whether the system is suitable for performing its actual function. Any defects are documented in writing and recorded for improvement.

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Maintenance is the most important element in maintaining functionality. It is used to identify errors in good time and to prevent them. For example, the use of lubricants can prevent future defects in the system. If there are already defects, the repair is used. It is used to return the system to the required state. If the object is defective, repairs must be carried out that go far beyond maintenance.

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With CMMS, i.e. a software-supported maintenance management system such as MAIN-TOOL, it is not only possible to document the work steps carried out (who, where, when, what), but also to record the results of the maintenance activity, categorize them for evaluation purposes and, if necessary, directly Recurring maintenance processes are predestined for software-supported optimization of processes. The aim is to minimize the effort required to set up and configure the application, while still generating permanently usable added value.

This concerns both the increase in the utilization of the company through more structured and more targeted maintenance activities per se as well as the saving of resources for the organization, implementation and documentation of the maintenance through software-supported processes.
These maintenance management systems (CMMS) bundle information, bring together divergent communication and documentation levels and then make the required information available transparently on various work platforms.

In contrast to the CMMS, asset management, such as a corporate asset management system (EAM), enables assets (tangible assets) and parts of a company’s current assets to be recorded and managed. By combining both systems, CMMS and EAM, the company management is able to combine key figures from both systems and evaluate them in combination, which enables a detailed insight into the company’s processes.


Maintenance is an important part of optimizing and maintaining the performance capacity of any company. The timely detection of potential sources of error and the maintenance and care of your technical systems mean that failures and malfunctions can be efficiently avoided. This permanently increases the availability. Malfunctions can mean considerable losses for companies of all kinds, because unplanned repairs take up more time than regular maintenance.

Inconsistent communication and documentation media with information exchange by telephone, handwritten notes, e-mails, maintenance instructions in paper form or as PDF and if necessary. Partial database solutions ensure that maintenance and servicing take up a lot of human resources and thus result in a loss of efficiency. With software-based, mobile maintenance solutions it is not only possible to save time, but also to use resources more efficiently.

Software-supported maintenance not only enables an increase in the utilization of the company through structured and targeted maintenance activities of the monitored objects, but also generates day Noticeable added value every day through the more efficient use of resources for the organization, implementation and documentation of maintenance.

MAIN-TOOL is equipped with a very extensive range of functions, with which most customer requirements are covered in the standard.

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