Maintenance KPIs: Metrics Every Maintenance Team Should Track

Why maintenance KPIs matter

Maintenance KPIs turn day-to-day work into measurable performance. By tracking a few key indicators, you can spot bottlenecks, justify investments and continuously improve your maintenance program.

Top maintenance KPIs

• MTTR (Mean Time to Repair) — average time to restore an asset after failure.
• MTBF (Mean Time Between Failures) — average time between two failures for a given asset.
• Preventive maintenance ratio — percentage of planned work vs reactive work.
• Work order completion rate — share of work orders completed within SLA or on time.
• Equipment downtime — total duration of unplanned downtime over a period.

MTTR

MTTR is calculated by dividing total repair time by the number of repairs in a period. A lower MTTR indicates faster response and resolution. You can improve MTTR by standardizing procedures, training technicians and ensuring spare parts are available.

MTBF

MTBF is calculated by dividing total operating time by the number of failures. A higher MTBF indicates more reliable equipment. Preventive maintenance and better operating conditions often increase MTBF.

Preventive maintenance ratio

The preventive maintenance ratio measures the share of planned work (preventive or predictive) vs unplanned reactive work. Many organizations aim for 70–80% planned work. A CMMS makes it easy to track this ratio across all work orders.

Tracking KPIs with CMMS

Without a system, calculating these KPIs is time-consuming and error-prone. A CMMS like VectraManage captures work order times, equipment history and downtime automatically, so you can monitor KPIs directly in dashboards or reports.

To learn more, start with the CMMS software overview or review plans on the pricing page.