Equipment failures hit businesses hard. Manufacturing companies now lose over £260,000 per hour when production stops unexpectedly – that’s 50% more than in 2019.
Most companies still wait for something to break before fixing it. This reactive approach is far more expensive than planning ahead with proper device management software. Prevention is always better than panic.
The true cost of equipment failures
When a machine breaks down, the repair bill only tells part of the story. Replacing a £500 component can cost thousands in additional costs.
Production is at a standstill. Workers stand around getting paid while nothing gets done. Express delivery of spare parts costs two to three times the normal price. Weekend assignments mean double wage costs.
Take this example: A bakery’s main oven breaks down on Friday afternoon. The repairs cost £3,000. But they also lose £12,000 on weekend production, pay £4,000 in overtime to catch up and face £2,000 penalties for late deliveries. Total damage: £21,000.
Contractual penalties come into effect if deliveries are made late. During long shutdowns, perishable materials are wasted. Customer trust suffers. Employee morale declines when every day brings a new crisis.
The hidden costs add up quickly. Emergency repairs put a strain on budgets. Teams become stressed as they jump from one glitch to the next. Good technicians move to quieter workplaces.
Why prevention wins
Fixing things before they break saves a lot of money. Every dollar spent on scheduled maintenance typically saves five dollars on emergency repairs. But many companies are reluctant to take this approach.
The problem lies in how we view costs. Breakdowns scream for attention – alarms sound, production stops, phones ring. Planned maintenance whispers in the background. Managers notice the noise, not the silence.
To prove it, start small. Select your most problematic equipment. Track current costs for repairs, downtime and lost production. Then do basic checks and see how the numbers improve.
Management approval decides on prevention programs. When managers make maintenance more important than meeting daily goals, employees feel confident in identifying potential problems early.
Some teams worry that scheduled maintenance will disrupt production. Instead, schedule work during shift changes or natural breaks. Short planned stops prevent longer unplanned stops.
Prevention changes everything as soon as it takes effect. Teams identify problems early. Repairs take place at convenient times. Costs fall while reliability increases.
Technology that actually helps
Sensors constantly monitor the equipment. They detect tiny changes in vibration, temperature or pressure that indicate impending problems. These early warnings allow you to troubleshoot problems before they lead to shutdowns.
With smartphones, technicians have maintenance histories in their pockets. Scan a QR code and instantly see past repairs, parts lists, and troubleshooting steps. No more searching through filing cabinets or waiting for someone to find the right manual.
The system reminds you when routine work is due. It automatically creates work orders, books technicians and checks parts availability. Nothing is forgotten during peak times.
Managers receive dashboards that show what’s working and what needs attention. One manufacturer used this approach to reduce unplanned downtime by 35% within six months. They saved £180,000 a year while increasing production by 12%.
Modern tools make maintenance predictable rather than panicked. They transform your maintenance team from firefighters into prevention specialists.
Quick wins you can start today
Big improvements don’t require big budgets. Focus on making changes that show results within three months.
Target your worst offenders:
- Find equipment that will eat up your maintenance budget
- Add up repair costs, downtime and lost production
- Focus on the 20% of machines that cause 80% of the problems
- Look for patterns of when and why they fail
Start with your “problem children” – the machines that need constant attention. These usually offer the greatest savings potential.
Write simple checklists for daily equipment checks. Cover basics such as lubrication, cleaning and visual inspections. Small problems caught early do not become large, expensive problems.
Eliminate your spare parts chaos. Stock what you actually need for frequent outages. Get rid of outdated parts that collect dust and waste money.
Teach machine operators to recognize warning signs. Strange noises, unusual vibrations or changes in performance are often a harbinger of failure. A quick warning from an operator can prevent a major failure.
Set a three-month schedule with clear goals. Week one: Identify problem devices. Week Two: Training staff on warning signs. Second month: Conduct daily checks. Third Month: Measure improvements and expand on what works.
Track simple metrics like failure frequency, repair costs per machine, and unplanned downtime. Celebrate early wins to build momentum.
Get your team on board
People decide on the reliability of devices. How operators use machines and how technicians maintain them is more important than expensive monitoring systems.
Core training areas:
- Safe operating and commissioning procedures
- Daily checks and warning signs to look out for
- Basic fixes and routine maintenance tasks
- Proper reporting and documentation
- Emergency stops and safety protocols
Two hours of instruction in proper operating procedures can prevent thousands in damage costs. Show operators load limits, correct startup sequences and shutdown steps.
Train multiple people on each type of equipment. This prevents chaos when someone goes on vacation or leaves the company.
Build a culture where everyone cares about the condition of equipment. Praise employees who report potential problems or suggest improvements. Make maintenance everyone’s job, not just the technician’s.
The investment in training quickly pays off. Operators who understand their equipment cause fewer problems and identify problems more quickly.
Turn your data into savings
Your maintenance records provide clues to future problems. Most companies collect this information but never use it to predict what will happen next.
Numbers worth watching:
- How often does each machine fail?
- What maintenance costs depend on the age and type of equipment?
- Whether problems follow seasonal patterns
- Which suppliers deliver high-quality parts on time?
- How long do various repairs usually take?
Look for patterns in component failures. If the same part fails repeatedly, dig deeper. Environmental conditions, operating methods, or design defects may need to be corrected rather than simply replacing parts.
Evaluate your suppliers on delivery speed, part quality and service response. Use this information when negotiating contracts or selecting new vendors.
Schedule maintenance based on actual device health, not calendar dates. Some machines require maintenance every 500 hours of operation, others every 1,000 hours. Uniform schedules waste money.
Unusual pieces tell stories. High failure rates could be a sign that outdated equipment is reaching the end of its lifespan. Falling failure rates show that successful prevention efforts are worth replicating elsewhere.
Begin your transformation
Success in device management comes from combining smart prevention, useful technology and good training. Choose one or two changes to start with instead of trying everything at once. Small successes build self-confidence for bigger changes later.
