Companies have long recognized the importance of Key Performance Indicators (KPIs) in maintenance management. While the right KPIs can reduce downtime and drive revenue, maintenance teams often struggle to prioritize them amid daily reactive repairs. Understanding what KPIs are and how they align with business objectives is key to leveraging their full potential. Here’s how to select the most impactful KPIs for your organization and track them efficiently to maximize results.

What Are Maintenance KPIs?

A Key Performance Indicator (KPI) is a measurable value that evaluates how effectively a company achieves specific maintenance objectives. Well-defined KPIs offer visibility into asset performance, operational efficiency, and cost-effectiveness, enabling data-driven decision-making.

How to Choose the Right KPIs

Selecting the right Key Performance Indicators (KPIs) for your organization can be challenging due to the vast number of options available. While many may seem like great benchmarks, not all will align with your company's specific goals and strategic direction. Choosing KPIs that don't directly support your business objectives can lead to wasted efforts and misaligned priorities.

To maximize impact, focus on five or fewer KPIs at a time. These should be targeted towards improving efficiency, driving long-term growth, and supporting overall business objectives. Keep in mind that every organization has unique priorities. For instance: 

✅ One manufacturer may aim to cut production time by 25% 

✅ Another may prioritize reducing safety incidents below 2% 

✅ A third may focus on achieving a 98%+ customer satisfaction score 

Each of these KPIs serves a purpose, but they won’t be equally relevant across all businesses. Additionally, KPIs are not set in stone; they should evolve alongside your company’s growth and industry trends. 

Equally important is gaining buy-in from managers and key stakeholders. Maintenance supervisors, who work closely with technicians and production teams, have firsthand knowledge of operational challenges. Their insights, combined with executive leadership support, ensure that chosen KPIs are realistic, actionable, and aligned with the broader company vision. 

By selecting measurable, relevant, and adaptable KPIs, your organization can effectively track progress, improve performance, and drive meaningful results.

Top 12 Maintenance KPIs to Track in 2025

1. Equipment Downtime

Reducing unplanned downtime is critical. Aim for:

• Unscheduled downtime: Less than 10%
• Equipment availability: More than 90%

2. Maintenance Backlog

Maintain a balanced workload:

• Low backlog = overstaffing
• High backlog = understaffing
• Best practice: ~2 weeks' worth of work per technician

3. Mean Time Between Failures (MTBF)

Measures asset reliability. Higher MTBF means fewer breakdowns.

4. Mean Time to Repair (MTTR)

Tracks how long it takes to fix an issue. Lower MTTR = faster repairs.

5. Overall Equipment Effectiveness (OEE)

Measures equipment efficiency across availability, performance, and quality.

• Industry benchmark: OEE > 77%

6. Planned Maintenance Percentage (PMP)

Tracks the percentage of planned vs. total maintenance activities.

• Goal: 85%+ planned maintenance

7. Schedule Compliance

Measures the completion rate of scheduled maintenance tasks.

• Best practice: 90%+ compliance

8. Maintenance Cost as a Percentage of Replacement Asset Value (RAV)

Tracks maintenance spending efficiency.

• World-class companies: ~1% RAV

9. Average Days to Complete Work Orders

Tracks work order completion efficiency while maintaining quality.

10. Percentage of Work Covered by Work Orders

Ensures all maintenance work is documented.

• Goal: 100% work order documentation

11. Maintenance Overtime

Maintains workforce balance.

• Best practice: 5% overtime

12. Energy & Sustainability Metrics

Tracks energy efficiency and environmental impact.

• Energy consumption per asset
• Carbon footprint tracking

How OXmaint Simplifies KPI Tracking

Manually tracking KPIs is time-consuming. OXmaint automates data collection and reporting with:

• Real-time monitoring
• Customizable reports
• Automated work order tracking
• Predictive analytics integration