7 Preventive Maintenance Myths That Keep Your Team Reactive

Jun 26

Walk into almost any industrial facility — a plant, a warehouse, a processing line — and you’ll likely hear someone say, “We’ve got a solid preventive maintenance program.” But look closer, and that same team may be rushing to handle unexpected breakdowns, servicing equipment that didn’t need attention, or replacing parts that weren’t actually worn out.

The disconnect? Many PM strategies are built on beliefs that sound smart but quietly cause inefficiency, wasted labor, and missed risk.

Here are 7 commonly misunderstood “best practices” in preventive maintenance — and why rethinking them could be the smartest move you make this year.

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1. “If we service it more often, it won’t break.”

It feels logical, right? Frequent oil changes, inspections, and re-greasing sound like a safe way to prevent failure. But in practice, too much maintenance can cause harm — like over-lubricating bearings, disrupting alignment, or accelerating wear through unnecessary disassembly.

Instead of relying on routine, many high-performing teams are using condition-based monitoring tools (like vibration or oil analysis) to guide service intervals based on need, not habit. It’s not about doing more — it’s about doing what matters, when it matters.

2. “All our equipment is critical.”

Ask a plant manager which assets are essential, and chances are they'll say: “All of them.” We get it — machines are expensive, and nobody wants to be the one who said a failing line didn’t matter.

But when everything’s labeled critical, your team can’t prioritize — and that leads to spreading time and resources too thin. The reality? Only a fraction of your equipment truly threatens production, safety, or cost if it fails.

Smart maintenance teams define their top 20% most critical assets, then focus PM strategies around them. That’s how you shift from reactive mode to real reliability.

3. “We follow the schedule. Every 30 days, no matter what.”

Fixed-interval PMs are still the default in many operations — but machines don’t care about calendars. A lightly used pump doesn’t need the same service schedule as one running 24/7 under load.

Sticking to rigid PM intervals can mean wasting time on machines that don’t need attention — or missing early signs on ones that do. Instead, tie your maintenance to runtime, usage, or actual operating conditions using a CMMS or smart sensors. Let data drive your schedule — not the other way around.

4. “Let’s just replace the part early to be safe.”

It sounds like smart prevention. But early replacement often means wasting perfectly good parts, not to mention the labor costs and risk of reassembly errors — especially if the work is rushed or undocumented.

Unless a part shows signs of wear or failure, you're better off using condition-based triggers or at least verifying its remaining useful life before swapping it out. “Just in case” isn’t a strategy — it’s a guess.

5. “If our PM program is good, we shouldn’t have failures.”

This is one of the most misleading expectations in maintenance. While a strong PM program reduces risk, it can’t eliminate it. Random failures, operator mistakes, poor-quality components — they all still happen.

Expecting zero downtime is unrealistic and sets your team up for blame when something breaks. Instead, pair PM with root cause analysis, cross-functional training, and contingency planning. PM isn’t a guarantee — it’s a foundation.

6. “Our manual inspections catch everything.”

Walkdowns and visual checks are part of any solid PM program — but they have limits. Early-stage issues like bearing fatigue, misalignment, or overheating often don’t show up to the naked eye until it’s too late.

That’s where tools like thermal imaging, ultrasonic testing, and vibration analysis come in. They catch what people can’t — and give techs the insight they need to act before things go sideways.

7. “Our techs can plan their own work.”

Technicians know the machines better than anyone — so why not have them handle planning and scheduling, too?

Because it doesn’t work. When techs are juggling urgent repairs, they rarely have time to look ahead, source parts, or coordinate efficient job groupings. Planning requires focus, data, and anticipation — not firefighting.

Even if you can’t dedicate a full-time planner, carve out protected time for planning tasks or assign the role strategically. If no one’s planning, your machines will do it for you — usually by breaking down.

Final Thoughts: Let Go of the Illusions. Focus on What Works.

Preventive maintenance isn’t about checking boxes or sticking to a calendar. It’s about using time, tools, and talent wisely to keep operations running safely and efficiently.

These myths — while common — often come from habit, fear of failure, or legacy thinking. But modern maintenance isn’t about more activity. It’s about smarter decisions.

Start by questioning old assumptions. Prioritize what truly matters. And build a PM program rooted in clarity, strategy, and impact.

Want to take your PM strategy to the next level?
We work with industrial teams to help them transition from reactive to reliable — with better tools, smarter planning, and results that stick. Let’s connect.