What is Reactive Maintenance- Complete Guide

February 21, 2025

What is Reactive Maintenance?

Reactive Maintenance is a task that is performed as a response to identify, isolate, and rectify a failure to restore the failed equipment, machinery, or system in operational condition.

It’s known as breakdown maintenance or run-to-failure maintenance also.

Instead of pre-scheduled planning, your team waits for asset failure and then fixes it.

The phrase "if it isn't broken, don't fix it" describes the meaning clearly.

For example, will you change a light bulb before it burns out?

Most probably No. You will wait for it to burn out and then buy a new bulb.

Key characteristics of reactive maintenance are:

Emergency Work Order: To restore operations swiftly, repairs are made as soon as a failure is detected.

Unplanned Repairs: You don't schedule the maintenance activities in advance but do it as a response to unexpected issues.

Resource-intensive: Requiring quick resource mobilization: personnel, tools, and spare parts, often leading to high costs.

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Reactive Maintenance Services Workflow

Are you aware of Newton's third law? According to Newton, there is an equal and opposite reaction for every action.

Relating to the interaction of forces and motion. This principle is related to physics.

However we can implement this law when it comes to construction asset breakdown, fixing the task of any construction equipment maintenance seems tough.

It's a reaction to a stimulus which we know as reactive maintenance.

Addressing issues of maintenance in this manner is an unplanned response rather than a proactive method.

Serving the purpose of addressing problems as they arise striking while the iron is hot.

This is one of the oldest and most widely adopted strategies in the construction industry.

Managers use this approach primarily or alongside preventive maintenance.

This “into the ground” method is ideal for low-priority equipment.

For instance, those assets without which your company’s operations can continue running normally.

Few Practical Examples of Reactive Maintenance

Here are a few examples of RM:

Automobile Repairs: When a construction company takes its fleets to the mechanic after something breakdown i.e. an expired battery, flat tire, or engine loss.

Factory Assets: If a piece of production machinery is repaired after it has broken down and production has been interrupted is an example of the RM approach.

Site: At a construction site, a concrete slab cracks unexpectedly. The workers notice and repair it. It qualifies as reactive maintenance.

Overheated Bearing Inside a Machine: The general cause of overheating is improper lubrication. When you lubricate the bearing to fix it, it’s a reactive approach to maintenance.

Malfunctioning Treadmill at The Gym: Sometimes problems can't be solved if you refer to the equipment’s manufacturer recommendations. In such a case, you need a technician who will get the machine back in working order.

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Common Reactive Maintenance Types

Almost 80% of industrial plant maintenance managers rely on the reactive approach of maintenance.

Let's look at some common types:

Emergency Maintenance

To avoid possible safety risks, emergency maintenance is performed immediately following an asset failure.

It’s carried out on equipment that is vital to operations. Usually it's a last minute response to an immediate breakdown at the site.

Requiring high priority, and quick attention, this approach often snowballs into high costs due to the urgency and unintended downtime.

Factors like replacement part availability and repair scope can affect this maintenance activity.

Example: Hydraulic hose bursts, electrical short, Crane breaks down etc.

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Corrective Maintenance

Corrective maintenance is a process of identifying and fixing system malfunctions to restore equipment to optimal working condition.

You can catch or notice the defect before the wheels come off resulting in a total equipment breakdown.

What's the most important thing you must not forget about this technique?

It does not require the repair of totally busted equipment.

Rather, it corrects the defect or potential problem area, in an asset that is still running.

Allowing the company to organize resources.

Example: Engine overheats, faulty sensor misreads data etc.

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Run-to-Failure Maintenance

image showing workers working on maintenance

When construction equipment fails or breaks down completely, failure maintenance is implemented.

It’s considered as the most reactive form. Because your asset will have no maintenance or repairs throughout its lifespan and it’ll continue to produce until it stops functioning.

You don't make any attempt to prevent failure; only focus on restoration. It's always a deliberate decision.

Example: Bulldozer battery dies, light burns out etc.

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Deferred Corrective Maintenance

image showing two worker pointing on maintenace

Also referred to as backlog maintenance or demand maintenance, this approach involves deferring repairs to a later date once a problem is identified.

What's the reason behind this strategy?

This technique typically involves resource constraints (such as finances, supplies, and manpower) or low priority.

So it's considered suitable for lower-risk maintenance needs that don’t require immediate attention.

Example: Replacement of a worn-out conveyor belt.

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Fault Maintenance

This maintenance strategy involves two things:

Identifying the root cause of a fault or malfunctioning of asset
Performing the necessary fixes or replacements

How is this reactive?

It's a reactive approach in the sense that you allow the fault to happen and then apply corrective measures closing the stable door after the horse has bolted.

Example: Sensor malfunctions, engine misfires, system restored etc

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Benefits and Drawbacks of Reactive Maintenance

Just as with every other strategy, this type of maintenance activity has its benefits and drawbacks.

According to a report, the maintenance industry in the USA employs more than 1.3 million people.

Reactive Maintenance Benefits	Explanation	Disadvantages of Reactive Maintenance	Explanation
Lower Initial Costs	Requires minimal upfront investment without need of scheduled inspections or routine repairs.	Cost-Intensive Repairs	If unplanned repairs are frequent involving complex equipment, they often incur high costs.
Simplified Planning	A ‘set it and forget its task: lessening the need for considerable maintenance planning and tracking systems.	Increased Downtime	Unscheduled asset downtime which is 3.3% more than preventive maintenance, because equipment failures are unpredictable.
Less Need for Maintenance Staff	Repairs are done on an as-needed basis, leading to limited staff requirements.	Reduced Equipment Life Expectancy	Repeated breakdowns can accelerate equipment wear and tear.
Flexible in Resource Allocation	Maintenance is only performed when an issue occurs.	Safety Risks	Unexpected failures can cause safety risks for personnel especially when machinery malfunctions in ways that put workers at risk.
Great to Maintain Non-critical Assets	Opt this strategy for maintaining your non-critical assets.	Overtime for Relevant Workers	If one or two staff members are running the failed machine more often, their knowledge is worth its weight in gold when planning repairs.
No Regular Stoppages	No need to plan around any stoppages or halt routine production.	Higher Energy Costs	Depending upon the equipment in question, faulty appliances often mean much larger surges of electricity resulting in higher electricity bills.
Productive Solution In Some Cases	Simple ‘stop and repair costs’ proves to be better in terms of time and money investment.	Little Time to Organize Resources	Causes little time for resource organization after a failure occurs - the longer the service disruption, the more losses will be incurred.

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Reactive Maintenance vs Proactive Maintenance

Below is a table highlighting some of the differences between reactive and proactive maintenance activity:

Factors	Reactive	Proactive
Timing	Done in response to a problem that's already occurred.	Planned ahead of a problem, follows a set schedule with regular check-ups.
Cost	Initially cheaper but often more expensive in the long run.	Requires an initial investment but saves money over time.
Asset Performance	Performance diminishes due to delays in repairs and unresolved issues.	Ensures optimal efficiency by keeping equipment in peak condition.
Safety	Unplanned failures pose serious safety risks and potential accidents.	Prevents hazards by identifying and resolving risks before they escalate.
Strategy & Resources	Minimal planning, resources allocated only when issues arise.	Requires structured planning, proper resource allocation, and scheduling.

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Best Practices to Reduce Your Reactive Maintenance

As we see, reactive maintenance is a perfectly appropriate choice in some cases. However, wherever possible, you can plan your interventions.

A study reveals maintenance activities can take up to 40% of the total production costs.

To reduce the load of reactive maintenance cost, try these practices:

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Provide The Appropriate Tools

You need to make all working tools accessible to your staff for quick and effective maintenance.

Using equipment maintenance software might be a suitable solution for you.

Collating all manuals and documents (related to equipment) into a single platform granting everyone access to them.

‍Clue, an easy-to-use maintenance software enables your team to be more efficient when responding to issues.

Improve Your Team

Try to join forces with qualified technicians.

They must be trained in all types of equipment failures and malfunctions.

When selecting the perfect team, consider supplementing the development of your team.

Providing them with extra coaching or vocational training.

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Educate Your Staff

This emphasizes thoroughness meaning every staff member is equipped to carry out failure reporting.

Furthermore, your workers at construction sites for maintenance tasks should be capable of detecting potential maintenance issues and differentiating them.

For example, your whole staff recognizes that an unusual noise during machine operation may signal a potential equipment failure.

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Automate Technician Assignments

Without too much administrative work, assign the malfunctions to the most suitable technician.

It all depends on the nature of the failure. Case in point: assign the task automatically to the electrician when a failure occurs in an electrical network.

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Optimize Workload of Team

image showing three worker checking work time

Based on the analysis of your work order data, schedule maintenance tasks.

Helping you to prioritize tasks. Moreover, it aids in ensuring that your team focuses and spends time on the most important jobs.

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Maintain A Good Equipment Stock

Ensuring your stockroom has a well-equipped reserve of diverse parts of equipment and materials is important. Don't ignore this.

Try that your technicians may not have to wait for long for simple items like bolts and screws!

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FAQs

Is There a Right Time and Place for Reactive Maintenance?

Yes, there are particular scenarios where reactive maintenance is appropriate. Including non-essential equipment, low-cost replacement, and assets nearing their end of life.

How Much Does Reactive Maintenance Cost to Implement?

Depending upon the scope of maintenance and the value of assets, cost varies accordingly. However, this strategy can be a cost-effective solution but sometimes ends up becoming more costly. To save money, you should consider a combination of both reactive and proactive maintenance.