Efficiency is a concept that underpins much of our daily life and work, but it is especially critical in maintenance management. Drawing from engineering principles and practical management strategies, maximizing efficiency means achieving the most with the least waste—be it time, materials, or energy.
This blog explores the essence of maintenance efficiency, how to enhance it, and why it matters for organizations seeking to optimize resources and reduce costs.
At its core, efficiency is about minimizing waste while maximizing useful output. The First Law of Thermodynamics tells us that energy cannot be created or destroyed, only converted; the goal is always to ensure as much of that energy as possible is put to productive use. In maintenance, this translates to getting more work done with the same—or fewer—resources and ensuring that every hour and every dollar spent yields the highest possible return.
Efficiency is not just a buzzword. It is defined as the ability to accomplish a task with minimal expenditure of time, effort, or resources. Whether it’s a machine, a process, or a team, efficiency is about doing more with less. This principle is widely recognized, from the EnergyStar stickers on appliances to the fuel economy standards set for vehicles, and it applies just as much to maintenance operations.
Maintenance efficiency is about streamlining the processes that keep equipment and facilities running. This involves:
Simply stated, process efficiency is determined by the number of steps required to complete a task. The fewer unnecessary steps, the more efficient the process. This philosophy should guide the design and refinement of maintenance procedures.
One of the most significant factors influencing maintenance efficiency is resource availability. It’s not enough to know what needs to be done and how long it should take; you must also know who is available to do the work and when. Scheduling a task for someone who is unavailable leads to delays and wasted opportunities.
Effective maintenance scheduling requires:
Monitoring technician's time and availability should be integrated into your maintenance management systems, such as an Enterprise Asset Management (EAM) or Computerized Maintenance Management System (CMMS). These tools help planners and schedulers make informed decisions and quickly adapt to changes.
Research and industry experience shows that the average maintenance team operates at only 25% to 35% efficiency, measured as “wrench time”—the percentage of time technicians spend on actual maintenance tasks versus other activities. Leading organizations that implement best practices in planning and scheduling can achieve wrench times of 60% to 65%.
Why does this matter? Because every percentage point gained in wrench time translates directly into more work completed without increasing headcount or costs. For example, increasing wrench time from 35% to 50% for a team of ten technicians adds 60 productive hours per week—the equivalent of hiring four additional full-time employees, but without the associated costs.
Unplanned maintenance is significantly more expensive than planned work—often up to five times as costly. This is because unplanned tasks typically involve delays while technicians search for parts, tools, or permissions, leading to wasted time and increased overtime. Planned maintenance, on the other hand, ensures that all resources are prepared in advance, minimizing downtime and maximizing productivity.
To sustain and improve efficiency, organizations must regularly measure their processes and outcomes. This includes:
Dr. Deming’s wisdom is particularly relevant here: “If you can't describe what you are doing as a process, you don't know what you're doing.” Clear, repeatable processes are the foundation of efficiency. Regularly reviewing and refining these processes ensures that your team continues to improve and adapt to changing circumstances.
To assess your organization’s maintenance efficiency, consider these questions:
If the answer to any of these is “no,” there is likely untapped potential to increase efficiency and reduce costs.
In light of the above discussion, leverage a good mobile planning and scheduling solution or precisely a Smart Scheduler from Propel Apps that can make all the difference – effective planning, scheduling, tracking, fool-proof documentation, and much more. So, what’s this solution all about?
This is a web-based platform that empowers your planners and schedulers to efficiently manage work orders, resources, and technicians for seamless task execution and optimized maintenance management.
To know more about this solution and how it can help in optimizing your planning and scheduling process, schedule a free demo with us.
Maximizing maintenance efficiency is not a one-time project but an ongoing commitment. It requires a clear understanding of processes, accurate scheduling, effective resource management, and a culture of continuous improvement. By focusing on these areas, organizations can significantly increase productivity, reduce costs, and achieve more with the same resources.
Regular assessment of schedules, wrench time, and overtime, combined with a willingness to adapt and refine processes, will ensure that maintenance operations remain efficient and effective. Ultimately, efficient maintenance is about making the most of every available hour and every member of your team—turning limited resources into maximum results.
