Deep Exploration on When to Perform Reactive Maintenance and When Not

Maintenance is crucial to ensuring the smooth operation of any facility or equipment. When it comes to maintenance strategies, there are two main approaches: reactive maintenance and preventive maintenance. Reactive maintenance involves addressing issues and fixing problems as they arise, while preventive maintenance focuses on proactive measures to prevent breakdowns and improve reliability. Knowing when to perform reactive maintenance and when not can be challenging for many organizations.

When to Perform Reactive Maintenance and When Not?

This article will explore the key factors to consider when deciding on the appropriate maintenance strategy for your facility or equipment.

Understanding Reactive Maintenance

Reactive maintenance is a strategy that involves addressing maintenance issues and fixing problems as they occur. It is often seen as a more "wait-and-see" approach, where repairs are made in response to equipment failures or breakdowns. While reactive maintenance can be a quick fix to get equipment back up and running, it is not always the most efficient or cost-effective approach in the long run.

The Drawbacks of Reactive Maintenance

While reactive maintenance may seem like a fast and simple solution to equipment failures, there are several drawbacks that organizations should be aware of. By understanding these drawbacks, businesses can make informed decisions about when to use reactive maintenance and when it may not be the most effective approach.

Increased costs

One of the main drawbacks of reactive maintenance is the potential for higher costs. When equipment fails unexpectedly, it can lead to unplanned downtime, increased repair costs, and potential damage to other system components. The financial impact can be significant, especially if expensive equipment or complex production processes are involved. In contrast, preventive maintenance allows organizations to identify and address potential issues before they escalate into major problems, saving time and money.

Decreased productivity

Reactive maintenance can result in delays in production or service delivery. When equipment breaks down, it disrupts workflows and can cause delays in completing tasks or meeting deadlines. This can lead to decreased productivity and customer dissatisfaction. By implementing preventive maintenance measures, organizations can minimize the risk of equipment failures and ensure smooth and uninterrupted operations.

Safety risks

Reactive maintenance can pose safety hazards in certain situations. Equipment failures can lead to accidents or injuries, especially in high-risk environments or critical systems. By proactively addressing maintenance issues, organizations can mitigate potential safety risks and create a safe working environment for employees.

Shortened equipment lifespan

Neglecting routine maintenance and only fixing issues when they occur can lead to further damage or accelerated wear and tear on equipment. Over time, this can significantly shorten the equipment's lifespan and increase the breakdown frequency. By implementing preventive maintenance measures, organizations can identify and address potential problems early on, extending the lifespan of equipment and ensuring its optimal performance.

Inefficient resource allocation

Reactive maintenance often requires more resources, including time, labor, and materials. It can increase the workload on maintenance teams, as they have to respond to urgent repairs and deal with unexpected breakdowns. This can result in inefficient resource allocation and hinder the ability to plan maintenance activities effectively. With preventive maintenance, resources can be allocated more efficiently, reducing unnecessary downtime and optimizing the use of labor and materials.

While reactive maintenance may be suitable for certain situations or low-priority equipment, it is generally not the most sustainable approach in the long term.

When to perform reactive maintenance?

Reactive maintenance, as discussed in the previous section, may have drawbacks, but there are specific situations where it is appropriate and necessary. Organizations must understand when reactive maintenance is suitable to make informed decisions about maintenance strategies.


Reactive maintenance is most commonly employed in emergencies where equipment failure poses an immediate risk or threat to safety. In these cases, quick response and immediate repairs are required to minimize potential hazards or accidents. This could include situations where critical systems fail or equipment malfunctions unexpectedly.

Low-priority equipment

Reactive maintenance can also be considered for low-priority equipment that has minimal impact on overall operations. Organizations may opt for reactive maintenance if a particular piece of equipment fails to disrupt production or service delivery significantly. This allows for cost-effective management of resources since preventative measures may not be justifiable for equipment with low criticality.

Short-term budget constraints

Organizations may sometimes face budget constraints or financial limitations that hinder their ability to invest in preventative maintenance measures. Reactive maintenance, with its focus on addressing immediate issues and minimizing downtime, can be a more viable option in such situations. While not the most sustainable approach in the long term, it allows organizations to manage their resources efficiently in the short term.

Transitional period

During the transition from a reactive maintenance strategy to a more proactive approach, there may be instances where reactive maintenance is still necessary. Organizations implementing preventive measures and improving maintenance processes may encounter unexpected breakdowns or issues requiring immediate attention. This transitional period allows a gradual shift towards a more proactive maintenance strategy.

When not to perform reactive maintenance?

While there are specific situations where reactive maintenance may be appropriate, there are also instances where it is not recommended. Understanding when not to perform reactive maintenance is crucial for organizations to develop effective maintenance strategies and optimize their operations.

Critical systems

Reactive maintenance should be avoided for critical systems vital to the organization's operations. These systems are crucial for maintaining productivity and ensuring the safety of personnel. Waiting for a failure to occur before addressing issues with critical systems can lead to significant downtime, costly repairs, and potential safety hazards. Implementing preventive maintenance measures and conducting regular inspections and servicing is essential to minimize the risk of unexpected failures.

High-cost equipment

Reactive maintenance is not advisable for high-cost equipment that requires significant investments. Waiting for equipment failures to occur before taking action can result in substantial repair costs and production delays. It is more cost-effective to implement preventive maintenance plans for high-cost equipment to detect and address potential issues before they escalate into major failures.

Customer satisfaction and service delivery

Organizations that rely heavily on customer satisfaction and service delivery should prioritize preventive maintenance over reactive maintenance. Unexpected breakdowns and failures can lead to delays in service delivery, dissatisfied customers, and damage to the organization's reputation. By proactively maintaining equipment and systems, organizations can ensure smooth operations, minimize downtime, and meet customer expectations consistently.

Long-term cost savings

Reactive maintenance may provide a short-term solution to immediate issues, but it is not a sustainable approach in the long term. By relying solely on reactive maintenance, organizations risk higher maintenance costs, decreased equipment lifespan, and reduced productivity. Implementing preventive maintenance programs can help identify potential problems early on, preventing costly breakdowns, improving efficiency, and increasing the lifespan of equipment.

Scaling and growth

As organizations scale and grow, relying on reactive maintenance becomes increasingly challenging. With an expanding asset base and growing operational demands, it becomes more difficult to manage unexpected breakdowns and address issues on an ad hoc basis. Implementing preventive maintenance strategies allows organizations to proactively manage their assets, optimize maintenance schedules, and minimize disruptions during periods of growth.

The Benefits of Proactive Maintenance

Proactive maintenance, also known as preventive maintenance, involves taking pre-emptive measures to address potential issues before they escalate into costly breakdowns or failures. This approach offers several significant benefits for organizations:

  • Minimizes unexpected breakdowns and costly downtime. 
  • Improves equipment reliability and performance.
  • Reduces repair and replacement costs in the long run. 
  • Enhances workplace safety by identifying and addressing potential hazards early. 
  • Increases the lifespan of assets and equipment.
  • Optimizes maintenance scheduling and resource allocation. 
  • Provides better data-driven decision-making through predictive analytics. 
  • Improves overall operational efficiency and productivity. 
  • Enhances customer satisfaction by ensuring consistent service delivery. 
  • Supports sustainable and eco-friendly practices by reducing waste and energy consumption.

Balancing Reactive and Proactive Maintenance

Balancing reactive and proactive maintenance is essential for ensuring optimal performance and longevity of systems and equipment. Reactive maintenance involves responding to issues and addressing problems only after they occur. While it may be necessary for immediate fixes, relying solely on reactive maintenance can lead to increased downtime, higher repair costs, and potential safety risks. On the other hand, proactive maintenance involves scheduled inspections, preventive measures, and predictive analytics to anticipate and prevent potential failures.

Striking the right balance between these two approaches involves implementing a comprehensive maintenance strategy that includes regular inspections, predictive maintenance technologies, and a data-driven approach to identify and prioritize potential issues before they escalate. By combining reactive and proactive maintenance, organizations can minimize unexpected breakdowns, optimize asset performance, and achieve cost-effective and efficient maintenance operations.

An Introduction to Cryotos CMMS

Cryotos CMMS software has been specifically developed to enhance maintenance activities across various industries. With its extensive features and functionalities, organizations can streamline and optimize their maintenance practices, improving operational efficiency. Cryotos empowers businesses to effectively manage all aspects of maintenance, ensuring smooth operations and increased productivity.

Cryotos CMMS balances reactive and proactive maintenance through the following features:

Real-time Issue Reporting
Allows users to quickly report and prioritize maintenance issues as they occur, facilitating a reactive response when needed.
Preventive Maintenance Scheduling
Enables users to schedule routine inspections and maintenance tasks based on time, usage, or condition triggers, promoting proactive maintenance practices.
Alerts and Notifications
Sends automated alerts and notifications to maintenance teams for reactive incidents and scheduled preventive tasks, ensuring timely actions.
Asset Performance Tracking
Monitors the performance of assets over time, providing valuable insights for reactive and proactive maintenance strategies.
Resource Management
Efficiently allocates resources and workforce for maintenance tasks, optimizing the balance between reactive and proactive activities.
Document and Knowledge Management
Stores maintenance records, equipment manuals, and historical data, aiding in informed decision-making for both types of maintenance.


In conclusion, understanding when to perform reactive maintenance and when to avoid it is crucial for organizations seeking to optimize their maintenance strategies. Reactive maintenance is suitable for urgent and unforeseen breakdowns, but relying solely on it can lead to increased downtime and costs. Instead, proactive maintenance should be prioritized, as it helps prevent issues before they escalate, enhancing equipment performance and longevity.

Cryotos CMMS plays a pivotal role in achieving the right balance between these approaches. With its real-time issue reporting, preventive maintenance scheduling, and predictive analytics capabilities, Cryotos CMMS empowers organizations to proactively manage their assets, minimize downtime, and make data-driven decisions for more efficient and cost-effective maintenance operations. By leveraging the power of Cryotos CMMS, businesses can achieve greater reliability, productivity, and, ultimately, a competitive edge in their respective industries. Contact us today to learn more about our services!

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What Do Our Clients Says ?

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

Overall: Nice Software
Pros: Scheduling, work order creation, asset inventory, records.
Reasons for Choosing Cryotos: Compared to other products it's easy to use and easy to understand the feature.

Review from Capterra

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!

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.

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.

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