What is Proactive Maintenance and How it Differs from Other Maintenance Strategies?

Article Written by:

Muthu Karuppaiah

What is Proactive Maintenance and How it Differs from Other Maintenance Strategies?

What is Proactive Maintenance?

Proactive maintenance, also called condition based maintenance, is a preventative strategy that involves fixing potential equipment problems before they become major. It relies on regular monitoring and maintenance of equipment to catch small issues early and deal with them right away, thereby preventing larger and more costly failures from occurring.

Proactive maintenance aims to extend the life of the equipment and reduce maintenance costs by preventing unnecessary repairs and replacements. It typically involves regular inspections, routine servicing, and replacing parts known to wear out over time.

Some common examples of proactive maintenance include replacing worn-out belts on machinery, oiling moving parts to prevent friction, and performing regular safety checks.

How It Differs From Other Maintenance Strategies

Reactive Maintenance
Unlike proactive maintenance, reactive maintenance involves waiting for equipment to fail before taking action. Although it can be less expensive in the short term, reactive maintenance can lead to higher costs in the long term due to unanticipated downtime and the possibility of more extensive damage caused by equipment failure.
Preventive Maintenance
While similar to proactive maintenance in that they both aim to prevent equipment failure, preventive maintenance is time-based, meaning that maintenance tasks are performed at predetermined intervals, regardless of whether there are signs of equipment wear or impending failure. On the other hand, proactive maintenance is condition-based, with tasks being performed to detect changes in equipment condition that indicate an impending failure.
Predictive Maintenance
Predictive maintenance is further from proactive maintenance. It leverages data analysis, machine learning, and predictive modeling to predict when equipment failure might occur based on real-time data collected through various sensors. Predictive maintenance allows organizations to move from scheduled routine checks to more targeted maintenance performed just in time to prevent predicted failures.
Reliability-Centered Maintenance (RCM)
RCM involves analyzing all the possible failure modes for each piece of equipment and then deciding on the most cost-effective maintenance strategy, which can be any combination of the above. Proactive maintenance might be the most effective strategy for some failure modes, but not all.

Advantages of Proactive Maintenance

Reduced Downtime
By addressing problems early, proactive maintenance can significantly reduce unexpected equipment failures and associated downtime.
Cost Savings
While proactive maintenance requires an upfront investment, it can lead to significant cost savings in the long run. Preventing major breakdowns reduces the need for expensive repairs or replacements.
Extended Equipment Lifespan
Regularly maintaining equipment and fixing minor issues can extend the lifespan of your assets, leading to a better return on investment.
Improved Safety
Proactive maintenance can also lead to safer working conditions by identifying and addressing potential safety issues before they become serious.
Increased Operational Efficiency
With less downtime and more reliable equipment, operations run more smoothly, increasing productivity and efficiency.

Disadvantages of Proactive Maintenance

Requires Investment
Proactive maintenance requires an upfront investment in maintenance resources and, perhaps, technology to monitor equipment conditions.
If not properly managed, proactive maintenance could lead to unnecessary maintenance tasks, wasting time and resources; This is particularly true if equipment condition is not monitored effectively.
Proactive maintenance can be resource-intensive, requiring trained personnel to perform regular checks and maintenance tasks.
Dependent on Skill and Experience
The success of proactive maintenance can be highly dependent on the skill and experience of the maintenance team. Incorrectly identifying potential problems can lead to unnecessary work or missed issues.

To maximize the benefits and mitigate the disadvantages of proactive maintenance, it is essential to have a well-planned maintenance strategy in place; This involves determining which assets are most critical and would benefit from proactive maintenance, training staff, and utilizing the right tools and technologies. Proactive maintenance can be a valuable strategy for increasing equipment reliability and operational efficiency with the right approach.

When comparing Proactive Maintenance (PM) and Predictive Maintenance (PdM) from a reliability standpoint, both strategies have their strengths and play critical roles in a comprehensive maintenance strategy. Here's how they stack up:

Proactive Maintenance

Proactive Maintenance includes routine inspections, regular servicing, and preventive measures to keep equipment in optimal working condition. The goal is to catch and correct minor issues before they become major problems. PM can help extend equipment life, reduce failures, and lower repair costs. However, PM can sometimes lead to over-maintenance, where resources are wasted on servicing equipment that doesn't need it.

From a reliability perspective, PM increases the dependability of equipment by reducing the likelihood of sudden failures. Regular check-ups ensure that equipment is always in good working condition and can be relied upon for continuous operation.

Predictive Maintenance

Predictive maintenance, on the other hand, involves monitoring equipment condition during normal operation to predict when maintenance should be performed. This approach uses data, machine learning, and predictive analytics to determine equipment health. PdM can help prevent unexpected equipment failures, improve Overall Equipment Effectiveness (OEE), and reduce unnecessary maintenance or unplanned downtime costs.

In terms of reliability, PdM can significantly improve the availability and reliability of equipment. By predicting failures before they occur, PdM allows maintenance to be planned and scheduled at the most reasonable time, thus preventing unplanned downtime and production losses.


While PM focuses on regular, scheduled maintenance, PdM performs maintenance tasks just before they are expected to fail. In essence, PM can be viewed as a time-based strategy, while PdM is a condition-based strategy.

The choice between the two often depends on the specific context, including the criticality of the assets, the availability of resources, and the organization's risk tolerance. Ideally, a blend of PM and PdM would be part of an organization's maintenance strategy. High-critical assets might be better suited for PdM due to their impact on operations, while less-critical assets could be managed effectively with a well-planned PM program.

In the context of reliability, PdM has a slight edge as it aligns closely to increase equipment uptime and availability. However, the PM still plays a vital role in maintaining the overall health of the equipment and ensuring smooth operations. Combining both strategies in a balanced way can lead to the highest equipment reliability.

Let's take the story of a savvy Maintenance Manager, Mark, and his new sidekick, Cryotos.

Like every other Maintenance Manager, Mark was once working with piles of paperwork, juggling multiple checklists, and racing against time. But one fine day, he had a visitor - Cryotos, a cutting-edge CMMS Software. Like Batman meeting Robin for the first time, Mark wasn't sure what to make of this newcomer.

Mark started using Cryotos hesitant at first, just for the small tasks. It was like asking the new kid on the block to run to the store for a candy bar - a test of sorts. And Cryotos delivered every time! It began with simple reminders for routine maintenance and then moved on to identifying equipment nearing its critical condition.

One day, Cryotos picked up on a minuscule anomaly that Mark would have typically missed. It notified Mark about a potential issue with the boiler, like an alert sidekick whispering, "Boss, this doesn't seem right." Mark inspected the boiler, and it was headed toward failure. Like a superhero duo averting a crisis, they saved the day, preventing costly downtime.

Mark was so impressed that he began referring to Cryotos as his "Robin." It became the perfect sidekick he didn't know he needed, alerting him about impending issues and helping him implement a preventive maintenance strategy. And the best part? Cryotos never asked for a day off!

Slowly, Mark's facility turned into a well-oiled machine, thanks to Cryotos. Mark became the hero of his organization, all while maintaining his sense of humor. He often joked, "With Cryotos around, I don't even need my morning coffee!"

And so, Mark and Cryotos continued their maintenance adventures, battling downtime, reducing repair costs, and improving efficiency – all with a dash of humor. A perfect pair in the world of maintenance management, just like Batman and Robin!


Proactive maintenance

Predictive Maintenance vs Proactive Maintenance. Why Not Both?

Choosing the right maintenance strategy

Maintenance strategies: How advanced is your program?

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Here From Our Esteemed Clients!

Amrapali Exports - Esteemed Clients of cryotos
Anuraj Sharma - Maintenance Manager

The best thing about Cryotos CMMS software is that it always tells me when something needs to be fixed - before it breaks and cost me a fortune!

The software is very user-friendly, and even if I don't know how to do something, the support team is always there to help me out.

Most importantly, unlike other such software, Cryotos is editable and hence the user can modify how the software works as per their need, we made several changes in the workflow & flowchart with the help of development team.

I don't know what I would do without Cryotos! I've been using it for years, and it has saved me so much time and money. I highly recommend it to anyone who wants to manage their assets efficiently.

Resil Chemicals - Esteemed Clients of Cryotos
Jeevan Belliappa - Head, Information Technology

Since we've been using Cryotos CMMS Software, our asset maintenance management has been running more smoothly than ever. We're able to track and optimize our preventive maintenance with ease, thanks to the customized process workflow. This has been a lifesaver for our team!

The Cryotos CMMS software has allowed us to manage our assets more effectively and efficiently. It has helped us to improve our asset utilization. The software is user-friendly and easy to navigate, and the support team is always quick to help with any questions we have. We're very happy with the results we've seen so far and we're confident that we'll continue to see improvements in our asset management as we use the Cryotos CMMS software.

Planys - Cryotos Esteemed Client
Antony Jacob Ashish - Lead, R&D

Cryotos goes above and beyond when it comes to customer satisfaction. Planys Technologies use Cryotos for preventive/ corrective maintenance of our critical systems and not once did we face a problem that was not dealt with immediately. The team is extremely professional and helpful. We can rely on Cryotos when it comes to the operations and processes.

Thanks to the whole team for the amazing performance and thought leadership. It's rare to see teams that can put themselves in the customer's shoes and think from their perspectives - Cryotos team doesthat and more.

We recommend Cryotos if you are looking to put an end to your preventive maintenance problems and sign up with them!

Thanks to the team for an awesome job.

Xpert IFM - Esteemed Clients of Cryotos
Siva Shankar - AGM, (Operations & BD)

On behalf of Xpert FMS we would like to express our sincere appreciation for the excellent support Cryotos team have provided us for our building and facility management. Cryotos has always provided support that is timely and meets our expectations. Professionalism and quick response are the hallmarks of this team.

Sincere appreciation for the team's brilliant performance and wish them continued success. We highly recommend Cryotos as they have executed well on all assigned tasks and continue to outperform.

Thanks to all the hard work, our lives have become easier.

ST Jude India Childcare Centers - Cryotos Esteemed Client
Mukesh J - CIO

We are able to raised the workorder and tracking of these till the closure as helped us to provide better services our beneficiaries. Workflow-based work order management has helped us to define processes for each locations separatley. System provide notification once order is raised for assignment to engineer.

Maspro - Esteemed Clients of Cryotos

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Al Zain Farms LLC - Esteemed Clients of Cryotos
Mr. Vishnu S Nair

Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.

Dinex - Esteemed Clients of Cryotos
B S Vijaya K. - Maintenance Engineer

At starting it felt some what difficult for scheduling but now it made to easy access.

Review from Capterra

Korrun - Esteemed Clients of Cryotos
Nithin G. - Maintenance Incharge

What do you like best about Cryotos?
Easy to access and data collection,user friendly, the technical team and the supporting team is excellent the way they are solving the issues ontime and the continuous training given by supporting team. I would like to promote the cryotos APK to other industries to use.

What problems is Cryotos solving and how is that benefiting you?
Easily we came to know which machine is problem and what is the issue. And we got the exact data of spare parts stock. Using cryotos APK our machinery maintenance is increased and now we are getting less machines problem.

Review from G2

Aptiv8 IT Solutions
Hashim - Business Project Manager

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Gurit - Esteemed Clients of Cryotos
Mr. Mohanmurali R

I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!

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Metro Tyres - Esteemed Clients of Cryotos
Mr. Sanjay Beri

Before using Cryotos, asset management and maintenance seemed like an uphill task for my team. Manual processes laden with human errors did not work for us at all. We decided to go with Cryotos after checking out similar products in the market.

The user interface of the software is intuitive and easy to use, making it simple to navigate through the different features and functionalities. I particularly appreciate the ability to track all assets in real-time, allowing me to keep a close eye on their performance and maintenance needs.

Customized work order and workflow creation has reduced the needs to always follow a particular template. Depending on our needs we can create tailor made workflows to suit our requirements.

I highly recommend Cryotos to anyone who would like to unburden themselves of maintaining and managing their critical assets.

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Dinex - Esteemed Clients of Cryotos
Mr. Yuksel Aksin

As a customer of Cryotos CMMS software for asset management needs, I must say that I am thoroughly impressed with the features and functionality offered by the platform. Cryotos CMMS software has made managing my assets a breeze, and I no longer have to worry about missing maintenance or inspections.

One of the standout features of Cryotos CMMS software is the ability to generate work orders and schedule maintenance tasks. This has made it easy for me to stay on top of maintenance and repair tasks, ensuring that my assets are always in optimal condition.

The software also allows me to track inventory levels which has streamlined my inventory management process. The ability to generate reports and analyze asset performance data has also been invaluable in helping me make data-driven decisions about my assets. Overall, I would highly recommend Cryotos CMMS software to anyone looking for a reliable and efficient asset management solution.

Mr. Sathyendran R.

What do you like best about Cryotos?
I am using this application right now for my service team, very good, user friendly, have lot of customisation in workflow and service reports. the team supported for initial implementation, They have good support team. Myself fully recommended this application.

What do you dislike about Cryotos?
Noting as of now seems all good

What problems is Cryotos solving and how is that benefiting you?
Cryotos application is solving our feild service team operations.

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Mr. kandasamy S.

What do you like best about Cryotos?
Excellent application for Maintenance activity like PPM,etc
Good team for develop our process as per our requirement like process,Standards,etc
Professional & very Supportive team.
Really appreciated for language change (English to Arabic).

What do you dislike about Cryotos?
There is no negative observation till now.

What problems is Cryotos solving and how is that benefiting you?
Scheduling & PPM for Maintenance Activity.

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Mr. Yap

What do you like best about Cryotos?
template are ready to use, minimal need for IT knowledge. support team are supportive in all aspects

What problems is Cryotos solving and how is that benefiting you?
We are still in the midst of experimenting all the functions in Cryotos, for now is the ease of using asset management and as a scheduler.

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Mr. Hari K. - Ram Leathers

What do you like best about Cryotos?
Asset Management - Is Very easy for us, which make us to easily complete the tasks.

We are able to schedule the tasks and at the same time able to capture the daily readings for the machine.

Meter Reading module provides the real time data monitoring for all assets.

The very specific feature of the software is "AMC Monitoring"

What do you dislike about Cryotos?
As of now this software provides a better solution for us.

What problems is Cryotos solving and how is that benefiting you?
Asset monitoring is very helpful.

Able to track the machine availability using the MTTR & MTBF details.

MIS Dashboard - Provides the breakdown information of all our machines.

The dahboards & reports generates the accurate details our assets.

They also provide the customizable dashboard option using Metabase.

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Dinex - Esteemed Clients of Cryotos
Māris A.

What do you like best about Cryotos?
We used many maintenance CMMS and only in Cryotos is functionality to build your own workflows for work orders and scheduled maintenance. With this CMMS we not need some separate analyzing system like Power Bi, Cryotos have already built-in Metabase system where we can easily build reports and visualizations for reports.

What problems is Cryotos solving and how is that benefiting you?
CMMS help us control all machinery brekdowns and factory problem. CMMS collet all data about our historical data, its help analize deviations. With this system we build all necessary processes which we need in our factory, which are work autonomous.

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Planys - Cryotos Esteemed Client
Aravindishwar k.

What do you like best about Cryotos?
Cryptos is very easy to use and user friendly which we can easily customise to our needs and while delivering the workprocess it's very convenient to use by the end user as well.

What problems is Cryotos solving and how is that benefiting you?
Cryotos saves our time and space thus act as a great inventory of data which will be accesed from anywhere any time and it helps us to track the work we have done all along it's a best CMMS software.

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