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Preventive Maintenance

How modern maintenance management works

Maintenance as a competitive factor

With the trend towards ever more complex production systems, companies are faced with the challenge of ensuring high availability of their systems. Preventive maintenance has become an important competitive factor because the productivity of companies depends on effective maintenance processes. An intelligent software solution for mobile maintenance is more than a valuable and effective tool for the maintenance staff of medium-sized and large companies.

What exactly is preventive maintenance?

If inspection, maintenance or minor repair work is carried out on technical systems at regular intervals or at fixed time intervals, this is referred to as preventive maintenance. Measures are therefore taken before an entire system or machine fails. This includes: Inspection, maintenance and repairs.


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 is understood to mean the work on the system or the device if irregularities have occurred. So the TARGET state is restored. Maintenance work should lead to an extension of the service life of production systems by delaying signs of wear. In addition, there is the option of extending the warranty with preventative maintenance that is carried out twice a year and documented. In any case, the resale value of machines can be increased.


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 abundance and complexity of laws and regulations, the legally compliant execution of maintenance work in the field of maintenance is becoming increasingly difficult. Maintenance must be planned, monitored and documented with great care. With the appropriate software for preventive maintenance, every company is on the safe side. It supports those responsible for maintenance and servicing with the help of tools and technologies that convince.

Benefits of preventive maintenance

A system-supported preventive CMMS software is becoming essential for many companies. Preventive maintenance provides valuable help in the planning and implementation of various maintenance activities, which means that operational safety can be guaranteed. 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.

Food industry

Vorbeugende Instandhaltung in der Lebensmittelindustrie

The food industry is subject to the most exacting quality and hygiene standards, where the use of preventive maintenance software enables far-reaching improvements. It supports this industrial sector significantly in meeting the legal requirements for the maintenance of tools and machines in food production.

Logistics & Transportation

Vorbeugende Instandhaltung in Logistik und Transport

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.

Energy and Environment

Vorbeugende Instandhaltung in der Energie- und Umweltindustrie

In recent years, no other industry has experienced and is still experiencing such massive changes as the energy industry. Without mobile maintenance software for preventive maintenance of the systems, those responsible for maintenance would not be able to deal with the upcoming challenges efficiently and at short notice.


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

Interested in Learning more about MAIN-TOOL? Check out the Quickstart package

Eyke Szopieray
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