Performance

Eight maintenance KPIs every manager should track

A good maintenance dashboard has few numbers, and every one of them leads to a decision. These eight KPIs cover planning, speed, reliability and cost. Together they tell you whether maintenance is in control.

By the Mintema team7 min read
Eight maintenance KPIs every manager should track

Planning

  1. Planned maintenance ratio

    Planned work as a share of all maintenance hours. A rising ratio means fewer surprises.

  2. PM compliance

    Preventive jobs done on time, as a share of those due. If it drops, failures usually follow.

  3. Backlog

    Work waiting to be done, in weeks of crew capacity. Too little means idle teams; too much means risk.

Speed

  1. Mean time to repair (MTTR)

    Average time from failure to working again. It shows how fast you respond and fix.

  2. First-time fix rate

    Jobs closed on the first visit. Low rates often point to missing parts or information.

Reliability

  1. Mean time between failures (MTBF)

    Average running time between breakdowns. It shows whether assets are getting more reliable.

  2. Availability

    The share of time an asset is ready for use. This is the number operations cares about most.

Cost

  1. Maintenance cost per asset

    Labour, parts and contractors per asset. It shows where the money goes and when replacing is cheaper than repairing.

Traps to avoid

  • Reporting averages only. One asset can hide behind a good average.
  • Typing KPIs into a spreadsheet. If the number is not calculated from the work itself, nobody will trust it.
  • Too many KPIs. If a number never leads to a decision, remove it.
  • No targets. A KPI without a target is just a statistic.

Make KPIs part of the weekly routine

Review planning KPIs every week with supervisors, reliability KPIs every month with engineers, and cost KPIs every quarter with finance. Each review should end with two or three actions, for example a shorter interval for an asset that keeps failing, or a spare part to keep in stock.

How Mintema helps

Because work orders, inspections, parts and sensor readings live on one platform, Mintema calculates these KPIs from the work itself. Thirty ready dashboards cover executives, maintenance managers and finance, and the report designer sends them on schedule.

Related modules
BI dashboards30 ready dashboards and a designerWork ordersFrom request to costed close-outReport designerScheduled reports without code
FAQ

Questions, answered

Have a question that is specific to your organisation? A solution engineer will answer it against your own assets, processes and data.

Many organisations aim for most of their maintenance hours to be planned. The right target depends on your assets; what matters most is that the ratio improves over time.

MTTR measures how long repairs take. MTBF measures how long assets run between failures.

Keep reading

More from the blog

How to build an asset register you can trustAsset managementHow to build an asset register you can trust

What to record, how deep to go and how to keep the register clean once the project team has left.

12 October 2026 · 7 min readPreventive vs predictive maintenance: how to choose for each assetMaintenance strategyPreventive vs predictive maintenance: how to choose for each asset

A simple way to decide which assets get time-based service, which get sensors and which can run to failure.

6 October 2026 · 8 min readAsset criticality: how to rank what matters mostRiskAsset criticality: how to rank what matters most

A simple scoring method that tells you where to focus maintenance, spare parts and capital.

22 September 2026 · 6 min read

All posts

A WORKING SESSION

See it on
your own assets.

We will set up one of your asset types and show how the ideas in this post work in practice.

Talk to sales