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Delaying minor repairs can lead to significant operational, safety, and compliance risks.
A rusty exit device that turns into a failed inspection. A faulty camera that leads to a liability claim. Putting off maintenance might seem like the easy or inexpensive choice, but damaged or neglected equipment almost always costs more in the long run.
In this article, we’ll explore the difference between reactive and proactive maintenance plans—and why investing in prevention pays off.
The True Cost of “Saving Money” by Delaying Repairs
Fixing things only when something goes wrong is an expensive maintenance plan. Avoiding repairs leads to higher repair and replacement costs down the road. That loose door hinge causing your frame to warp? It could have been an easy repair, but now is a costly full door, frame and hardware replacement. The U.S. Department of Energy found that reactive maintenance can cost 3-4 times more than a preventive maintenance plan.
Operational Risks of Deferred Maintenance
Facility operations depend on functioning equipment and safe working conditions. When unplanned downtime happens, daily operations are disrupted, leading to delays further down the line. Unplanned downtime costs industrial manufacturers in the United States an estimated $50 billion annually.
Performing routine maintenance also extends the longevity of your equipment and facility as a whole. This practice not only keeps equipment in good condition; it also increases your team’s comfort level with the equipment, helping them notice when something is in need of repair.
Safety and Compliance Concerns 
Beyond financial costs, deferred maintenance poses significant risks to the safety and compliance of your facility. On the safety side, neglected issues like faulty locks or malfunctioning exit doors pose risks to the occupants of your facility. These risks could lead to potential injuries (and associated liability claims), as well as damage to your organization’s reputation.
All facility managers have compliance and inspections on their mind, and for good cause. Failed inspections can lead to fines, legal exposure, or lost certifications. Putting off maintenance tasks until the days, or in some cases hours, before an inspector comes through leaves the burden of scrambling for last-minute fixes on you or your team.
Proactive Steps to Avoid Deferred Maintenance Costs
We covered the reasons why you shouldn’t defer maintenance, but how do you ensure your team has the tools to bring your proactive maintenance plan to life? Here are some proactive steps to take to avoid unexpected maintenance costs from deferred repairs:
- Create a preventive maintenance schedule: Regular inspections and checklists.
- Track maintenance digitally: Use a Computerized Maintenance Management System (CMMS) or facility management software.
- Budget for ongoing upkeep: Build maintenance into annual planning instead of treating it as an afterthought.
- Train staff: Ensure frontline staff can spot and report early warning signs.
- Prioritize critical systems: Doors, hardware, HVAC, security, fire protection.
From Reactive to Proactive
Transitioning to a proactive maintenance plan may take time, but the payoff is worth it—fewer emergencies, lower costs, and safer, more reliable facilities.
Start by creating a maintenance plan that fits your facility’s needs. And when issues do arise, our team is here to help. Need repair assistance? Request a site survey below.