11 Key Maintenance KPIs Every Manager Should Track in 2026

Introduction

“You can’t improve what you don’t measure” – this management wisdom applies perfectly to maintenance. Key Performance Indicators (KPIs) are the compass that guides maintenance decisions and measures the effectiveness of efforts expended.

In this guide, we’ll review 11 critical indicators every maintenance manager should track.

1. Planned Maintenance Percentage (PMP)

The percentage of planned maintenance hours out of total maintenance hours.

Formula: PMP = (Planned Maintenance Hours ÷ Total Maintenance Hours) × 100

Global Standard: 80% or higher for excellent facilities. If your percentage is below 50%, you’re overly dependent on reactive maintenance.

2. Mean Time Between Failures (MTBF)

The average time an asset operates before it fails.

Formula: MTBF = Total Operating Time ÷ Number of Failures

The higher the number, the more reliable the equipment. Improved MTBF means preventive maintenance is working effectively.

3. Mean Time To Repair (MTTR)

The average time required to repair an asset after it fails.

Formula: MTTR = Total Repair Time ÷ Number of Repairs

The lower the number, the more efficient the maintenance team. The standard varies by equipment type.

4. Overall Equipment Effectiveness (OEE)

A comprehensive metric that combines availability, performance, and quality.

Formula: OEE = Availability × Performance × Quality

Global Standard: 85% for excellent facilities. 60% OEE is considered average in most industries.

5. Preventive Maintenance Compliance Rate

The percentage of preventive work orders completed on schedule.

Formula: (PM Orders Completed On Time ÷ Total Scheduled PM Orders) × 100

Global Standard: 90% or higher. A decline in this rate leads to increased failures.

6. Unplanned Downtime Rate

The percentage of unexpected downtime out of total operating time.

Formula: (Unplanned Downtime Hours ÷ Total Operating Hours) × 100

Global Standard: 10% or less. The goal is to continuously reduce this percentage.

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

Measures maintenance spending efficiency compared to asset value.

Formula: (Annual Maintenance Cost ÷ Asset Replacement Value) × 100

Global Standard: 1-3% for industrial facilities. Above 5% indicates problems.

8. Work Order Closure Rate

The number of closed work orders versus open ones in a time period.

If the number of open orders is continuously increasing, there’s a problem with capacity or efficiency.

9. Maintenance Backlog

The number of weeks of accumulated work awaiting execution.

Formula: Total Backlog Work Hours ÷ Available Weekly Work Hours

Standard: 2-4 weeks is considered healthy. More than 6 weeks means critical accumulation.

10. Overtime

The percentage of overtime hours out of total maintenance hours.

Standard: Less than 5%. Excessive overtime indicates resource shortages or poor planning.

11. Spare Parts Inventory Turnover

The number of times inventory is consumed and replenished annually.

Formula: Cost of Parts Used ÷ Average Inventory Value

Very low turnover = frozen capital. Very high turnover = risk of stockouts.

How to Start Tracking Metrics?

• Choose 3-5 key indicators initially – don’t try to track everything at once
• Establish current baseline before setting targets
• Use a CMMS system to collect data automatically
• Review metrics weekly or monthly
• Link metrics to overall business objectives

Conclusion

Metrics themselves have no value unless used to make decisions and improve performance. Choose the right indicators for your organization, track them consistently, and take action based on what the data reveals.