Differences Between Preventive Maintenance and Breakdown Maintenance

Do you often get confused between preventive maintenance and breakdown maintenance? Here’s your guide explaining how exactly these two differ and which one is better to opt for.

Preventive maintenance and breakdown maintenance are two distinct approaches to ensure efficient and reliable operation of vehicles. But the catch is, that both these maintenance approaches aim to ensure operational efficiency and minimize downtime.

This piece of writing unfolds the difference between breakdown maintenance & preventive maintenance elements. Followed by which one is advantageous in terms of cost, time, and effort.

So let’s  get started with the basics i.e. defining the two-

What is Preventive Maintenance- Everything In & Out

The term preventive maintenance refers to the routine & scheduled maintenance tasks that are done to prevent vehicle failure and increase their lifespan. It is a proactive approach that involves regularly inspecting, servicing, and repairing parts of the vehicle before they malfunction.

All of these tasks are carried out based on factors like time intervals, mileage, or vehicle usage to ensure that components do not reach the point of breakdown.

Let’s have  a detailed look into the key component of preventive maintenance-

• Scheduled Maintenance Intervals – Preventive maintenance is typically scheduled based on the specific requirements of the vehicles. Manufacturers usually recommend specific intervals for services like oil changes or brake inspections to ensure your vehicle runs smoothly.
• Routine Inspections & Servicing– This involves regular checkups of various systems in the vehicle such as,

   – Tires and suspension

   – Brake systems

   – Engine

   – Fluid levels (oil, coolant, brake fluid, etc.)

During these inspections, the parts are cleaned, adjusted, lubricated, or replaced if necessary. 

• Components Replacement- Some components of vehicles have a limited lifespan and are replaced before they fail. For example
• Air filters
• Brake pads
• Engine oil and filters

What is Breakdown Maintenance? – Everything In & Out

On the other hand, breakdown maintenance refers to the process of repairing or replacing vehicle components only after they fail. Unlike preventing breakdowns, this approach waits until the vehicle is not working or any part of the vehicle has worn out.

Let’s have  a detailed look into the key component of Breakdown Maintenance-

• Unplanned maintenance- Unlike preventive maintenance which is scheduled in advance, breakdown maintenance is not planned. The repair or replacement in this case takes place after the breakdown takes place, resulting in unanticipated downtime.
• Emergency Repairs- This refers to repairs that are typically urgent and must be addressed immediately to restore the vehicle to operational condition. These repairs often take place in less than.
• Full System Failure- In this case, components are usually allowed to run until they completely fail. This often leads to larger system-wide damage. For instance- ignoring early signs of brake wear can lead to total brake failure, potentially damaging other parts of the vehicle.

Now that you know the meaning of both terms, this brings us to the next section of this piece i.e. unfolding the pros and cons of both approaches.

Preventive Maintenance – The Pros & Cons

Pros of Preventive Maintenance

1. Reduces Downtime

Regular maintenance helps you identify and address potential issues of the vehicle, keeping them on the road for a longer time.

Regular inspections enhance vehicle efficiency and performance, including Driver Vehicle Inspection Reports (DVIRs) i.e. pre & post-inspection reports, oil changes, and scheduled maintenance tasks. This not only keeps the fleet running smoothly but also ensures that resources are utilized effectively.

2. Helps You Save Cost

Saving on costs is one of the main concerns of businesses. Frequent servicing helps avoid costly repairs that can arise from neglected maintenance that can lead to engine failures or transmission issues.

Fleet managers can maintain optimal vehicle performance by keeping a check on all these maintenance activities, reducing fuel consumption.

Additionally, it helps in eliminating the need for expensive repairs, thereby lowering the total cost of ownership (the total cost of a product or service over its entire life cycle.

3. Extends the Lifespan of the Vehicle

Regular maintenance significantly contributes to prolonging the lifespan of vehicles in a fleet. The parts of the vehicle that require routine care tend to function better and last longer.

Well, when you have vehicles with extended lifespans, imagine how you will save on costs and the need to buy the types of vehicles required for the logistics industry.

4. Helps in Setting  a Predictable  Budget

Preventive maintenance allows fleet managers to plan and allocate budgets more effectively. By establishing a regular routine maintenance schedule, you will know how much it will cost to meet inspections, parts replacements, and overall services. All of this makes it easier to manage expenses.

Moreover, this predictability helps businesses avoid unexpected costs that can strain budgets. Further allowing for better financial planning and resource allocation throughout the year.

Cons of Preventive Maintenance

Like every coin has two sides, preventive maintenance also has both pros and cons.

1. Heavy Upfront  Costs

One of the most common downsides of preventive maintenance is the heavy upfront cost. Fleet managers have to carefully allocate a budget for routine inspections, maintenance tasks, and part replacements (in some cases).

While these costs are generally lower than those unexpected breakdown costs, they can still strain budgets. In the case of smaller fleets or businesses, it can be a difficult situation.

2. Time and Resource Commitment

Preventive maintenance requires time and individuals to perform inspections and maintenance tasks, that in case might disrupt daily operations. It is labor-intensive due to constant inspections.

3. Dependence on Accurate Data

Effective preventive maintenance relies on the accuracy of data and maintained historical data. Without proper tracking of vehicle conditions, and maintenance history it gets difficult to plan and make preventive maintenance strategies.  So this approach clearly relies on data and makes it data-centric.

Before we get into the pros & cons of breakdown maintenance, let’s just quickly have a look at the types of preventive maintenance.

What are the Different Types of Preventive Maintenance?

• Time-based maintenance- This category of preventive maintenance is scheduled at regular intervals i.e. (daily, weekly, monthly, or annually) based on time

For instance- Changing engine oil every 5,000 miles or conducting an annual inspection.

• Usage-based Maintenance- This category of maintenance is based on actual use or hours of operation, rather than a specific calendar date.

 Example- Replacing a machine component after a certain number of cycles or hours of use.

• Predictive Maintenance – This category relies on data analysis, machine learning, and IoT sensors to predict when a failure is likely to happen. Further, this allows maintenance to be scheduled just before a breakdown occurs.

For instance-  Using vibration analysis to detect early signs of motor failure.

Breakdown Maintenance – The Pros and Cons

Pros of Breakdown Maintenance

1. Lower Initial Cost

One of the key advantages of breakdown maintenance is that it doesn’t require upfront investment in regular servicing or parts replacements. This is particularly beneficial for businesses with very small fleet sizes, operations, and tight budgets, as such costs when a vehicle breaks down.

2. Reduced Scheduling and Maintenance Planning

Breakdown maintenance eliminates the need for meticulous planning of maintenance schedules. Fleet managers with small fleet sizes don’t have to spend time and effort tracking vehicles for regular inspections or routine servicing.

Instead, they can focus their resources on operations and only address maintenance when a vehicle fails. This further helps to streamline workflow and simplify management.

3. Maximizes Vehicle Use Until Failure

By now you would have understood that breakdown maintenance allows vehicles to run until they encounter a failure. Due to this, it maximizes the use of the vehicle’s components. Some businesses might prefer this approach to avoid spending money on parts or servicing that might not be immediately needed.

Cons of Breakdown Maintenance

1. Unplanned Downtime

The major downside of breakdown maintenance is the risk of unexpected vehicle failure, which can lead to unplanned downtime. Vehicles may break down at inconvenient times, disrupting schedules and operations.

This can result in delayed deliveries, missed service appointments, and a loss of revenue. Such unplanned events can be highly detrimental, especially for businesses that rely on timely operations, like logistics and emergency services.

2. Safety Risks

Operating vehicles until they break down can pose significant safety risks. Critical components like brakes, tires, or engine systems might fail unexpectedly, leading to accidents or hazardous situations.

In industries that prioritize safety and reliability, such as transportation and public service, breakdown maintenance could result in costly liability issues and damage to the brand’s reputation.

3. Negative Impact on Productivity

When vehicles break down unexpectedly, fleet productivity takes a hit. When a vehicle needs repairs, it’s not just out of service; it may also need towing or emergency help, causing further delays. This increases pressure on the rest of the fleet to make up for the downtime, hurting overall performance.

What Are the Different Types of Breakdown Maintenance?

1. Emergency Maintenance

These are unplanned repairs that are performed immediately after equipment fails.

Example- Fixing a punctured tire or a dead battery on the roadside.

2. Run-to-Failure Maintenance

This kind of breakdown maintenance involves using a vehicle or its components until a breakdown occurs.

Example – Running tires until the tread is fully worn out and then replacing them.

3. Accidental Breakdown Maintenance

This refers to repairs made after a vehicle suffers an accident, causing immediate or severe failure.

Example – Repairing structural damage or engine issues after a collision.

Preventive Maintenance Vs Breakdown Maintenance

Preventive Maintenance	Breakdown Maintenance
Maintenance Strategy
Scheduled, proactive, and routine.	Reactive and unscheduled.
Risk of Failure
Low, as potential issues are identified and corrected early.	High, as no maintenance occurs until a failure happens.
Goals
To avoid equipment breakdowns and ensure optimal performance.	To fix equipment after it has failed or stopped working.
Cost
Minimal, as it is planned during non-operational hours.	Significant downtime due to unplanned failures.
Vehicle Life
Extends vehicle life by addressing issues before they escalate	Shortens asset life due to excessive wear and tear before maintenance is performed.

Now you know the actual difference between both approaches. You must be wondering which approach out of these two maintenance is better.  Let’s find out in the next section.

Which One Should You Opt For –  Preventive or Breakdown Maintenance?

The decision to opt for preventive or breakdown maintenance depends largely on your fleet or business’s specific needs, goals, and operational constraints.

Where preventive maintenance helps in identifying and resolving potential issues before they escalate. This only helps in minimizing unplanned downtime and ensuring vehicles remain operational and efficient.

• For fleets that rely on operational efficiency, safety, and predictable budgeting, preventive maintenance is the clear choice.
• Breakdown maintenance may only be suitable for smaller fleets with low usage where unexpected downtime has minimal impact.

So, now the choice is yours, which one to opt for by considering various factors like the size of the fleet, your budget, and the type of business you are in.

How Can TrackoBit Be Your Partner in Maintenance Management?

Scheduling maintenance for a fleet can be a complex and time-consuming task.

But…

TrackoBit’s fleet maintenance management system simplifies the entire process by automating and streamlining maintenance activities.

From insightful reports to service reminders and maintenance scheduling – we help you keep all vehicle breakdowns at bay.

Additionally, By providing automated daily reports, DVIR enables drivers to spot potential defects such as worn-out brakes, tire issues, etc.

Coupled with driver behavior monitoring and video telematics, the system identifies reckless driving patterns (harsh braking, over-speeding, or sharp turns). These patterns when known in advance help avoid unnecessary strain on the engine and other vehicle components.

We understand that simply reducing downtime and repair events isn’t enough. That’s why we offer comprehensive fleet management solutions designed to maximize your vehicles’ longevity, enhance operational efficiency, and ensure your drivers’ safety and productivity.

FAQs

• Give a breakdown maintenance example.

  An example of breakdown maintenance is replacing a vehicle’s engine after it fails due to a lack of regular upkeep.

• Give a preventive maintenance example.

  An example of preventive maintenance is regularly scheduled oil changes to keep the engine running efficiently and prevent wear and tear.