What Is Breakdown Maintenance? Understanding Its Role in Facility Management

In any facility, equipment failure is inevitable. From water pumps and lighting to access systems and HVAC, wear and tear over time is natural. But the way a team responds to those failures can determine how efficient and comfortable a space remains.

Breakdown maintenance is one such approach. It involves carrying out repairs only after a failure has occurred, rather than scheduling routine inspections or servicing. While this method might seem reactive, it can be an effective and strategic part of a larger maintenance plan, especially when used in the right scenarios.

Key Characteristics of Breakdown Maintenance

Breakdown maintenance has a few defining traits that shape when and how it should be used within a facility’s operations.

• Reactive in Nature

Unlike preventive maintenance, which is based on regular inspections or time intervals, breakdown maintenance starts only after equipment stops working. It is not planned in advance and does not rely on monitoring performance over time.

• Cost-Effective in Certain Scenarios

This approach can reduce maintenance overhead for systems that are inexpensive, rarely used, or easy to replace. In such cases, investing in routine servicing may not offer enough value. For certain low-risk assets, it’s more practical to wait until something needs attention.

• Can Lead to Higher Long-Term Costs

If applied too broadly or to the wrong types of equipment, breakdown maintenance may result in higher cumulative expenses. Unplanned repairs often require urgent attention, costly parts, or longer downtimes. It’s important to weigh short-term savings against the potential for long-term disruption.

Types of Breakdown Maintenance

Breakdown maintenance can be categorised based on whether it is expected or comes as a surprise. Understanding both types helps teams plan better.

• Planned Breakdown Maintenance

This involves allowing certain equipment to operate until it fails, but with preparations in place to handle the failure quickly. Spare parts and repair processes are arranged in advance. This works well for non-critical or end-of-life assets where immediate repair or replacement won’t affect daily operations.

• Unplanned Breakdown Maintenance

This occurs when equipment fails unexpectedly and there is no backup or plan in place. It often leads to operational delays and stretched maintenance resources. Unplanned maintenance is more disruptive and usually more expensive to handle.

When to Use Breakdown Maintenance

Breakdown maintenance has value when used for specific types of assets. Below are some situations where it can be an appropriate and efficient approach.

• Non-Critical Equipment

For systems that don’t impact daily operations or resident comfort, such as decorative lighting or notice board screens, breakdown maintenance can be a suitable choice. These failures are unlikely to cause major inconvenience or safety risks.

• Low-Cost or Disposable Items

Some items are more economical to replace than to maintain. Examples include handheld tools, inexpensive lighting fixtures, or minor electrical components. Servicing these regularly may not be worth the effort or cost.

• End-of-Life Assets

If a system is already nearing the end of its usable life and scheduled for replacement, letting it operate until failure can maximise its remaining value. In these cases, preventive maintenance may not be necessary.

Benefits of Breakdown Maintenance

When used thoughtfully, breakdown maintenance can offer practical advantages, such as:

• Reduces maintenance costs for non-critical systems
• Simplifies resource allocation for facility teams
• Removes the need for rigid scheduling on low-risk items
• Helps focus preventive efforts on more essential infrastructure

The importance of breakdown maintenance lies in choosing it wisely—for non-critical assets, this strategy avoids overspending while maintaining smooth operations.

Drawbacks of Breakdown Maintenance

Despite its advantages, breakdown maintenance carries certain risks that need to be managed carefully.

• Higher Repair Expenses

Unplanned failures often result in costly repairs, especially when they require immediate attention or after-hours service. There may also be delays if spare parts are not available.

• Safety Hazards

Critical equipment, such as water pumps, security systems, or elevators, must not be left to run until failure. Doing so can compromise resident safety, disrupt essential services, and lead to non-compliance with regulations.

Breakdown Maintenance vs. Preventive Maintenance

Choosing between the two depends on how important the asset is and how much downtime it can afford.

Use preventive maintenance for equipment that:

• Is essential for daily operations
• Has a history of frequent failure
• Must comply with safety or legal standards

Use breakdown maintenance for equipment that:

• Is low-cost or disposable
• Has minimal impact if it fails
• Is nearing scheduled replacement

Combining both approaches allows facility teams to prioritise effectively and manage resources better.

Striking a Balance That Works for Your Facility

Breakdown maintenance may seem like a reactive approach, but when applied intentionally, it becomes a practical tool in facility management. Understanding the equipment you manage, its impact on residents, and the cost of downtime is key to deciding where this method fits best.

At Planet Smart City, we believe in enabling communities to make smarter maintenance decisions. Our digital tools help facilities teams monitor infrastructure, plan repairs, and choose the most efficient maintenance approach for each asset.

Looking to optimise how your society handles maintenance? Get in touch to see how our smart solutions can support your team.