Finding the right balance between fixing things before they fail and avoiding unnecessary work is what separates effective maintenance strategies from inefficient ones. This is why it’s important to understand preventive maintenance (PM) vs. predictive maintenance (PdM). While both approaches focus on proactive upkeep, they are very different in terms of scheduling, cost efficiency, and data usage—all of which can mean the difference between a well-oiled machine and an operation constantly on the verge of breakdown.
Preventive maintenance is a structured approach to equipment upkeep that follows a predefined schedule—regardless of the actual condition of an asset. The goal is to perform regular inspections, servicing, and part replacements to reduce the risk of unexpected failures. So, instead of waiting for something to break, preventive maintenance ensures that components are checked and maintained at intervals based on time, usage, or manufacturer recommendations.
This approach works well for assets that have predictable wear patterns. It’s a step up from reactive maintenance (which only addresses issues after they occur), but because preventive maintenance operates on a fixed schedule, it does not account for real-time asset conditions, which means some maintenance may not be necessary.
Preventive maintenance is all about staying ahead of problems by following a set schedule for upkeep. Here are some examples of how businesses put preventive maintenance into action:
- Routine equipment inspections
Technicians examine machinery at regular intervals to identify early signs of wear or damage. These inspections may include visual checks or minor adjustments to keep systems running smoothly. - Oil and filter changes
Many mechanical systems—such as HVAC units and industrial machines—require regular oil and filter replacements to prevent buildup and contamination that could lead to breakdowns. - Scheduled part replacements
Certain components (conveyor belts, bearings, gaskets, etc.) are replaced periodically based on manufacturer recommendations. This helps prevent failures but may lead to replacing parts that still have some life left in them. - Cleaning and calibration
Corrosion and misalignment can reduce machine efficiency. Preventive maintenance schedules often include thorough cleanings and recalibrations to maintain optimal performance.
This method offers increased observability into physical assets to minimize unnecessary upkeep and reduces downtime by ensuring that repairs happen only when needed. However, predictive maintenance requires specialized technology like internet of things (IoT) sensors, data analytics, and trained personnel who know how to interpret the results. Still, while the upfront investment is generally higher, the long-term benefits often tend to outweigh the costs—particularly for businesses with high-value equipment.
If it isn't broken, then why waste the time and money to fix it? Predictive maintenance pinpoints exactly when equipment needs attention so that maintenance can get the most out of their efforts. Examples of how predictive maintenance keeps operations running smoothly include:
- Vibration analysis for rotating machinery
By measuring vibrations in motors, pumps, turbines, and other equipment, predictive maintenance can detect misalignment or bearing wear before they cause mechanical failure. - Thermal imaging for electrical systems
Infrared cameras identify hotspots that might indicate overheating-related problems in various kinds of assets. - Ultrasound detection for leaks
High-frequency sound waves can detect compressed air or gas leaks that might go unnoticed through traditional inspections. Addressing these leaks as they occur prevents energy waste and reduces strain on equipment. - Oil and fluid analysis
Examining the chemical composition of various fluids helps detect contamination or degradation, giving maintenance teams the right amount of forewarning to replace fluids when needed (but not before).
To reiterate, preventive maintenance sticks to a schedule—it does not worry about whether the asset needs maintenance, only whether it is due for maintenance. Predictive maintenance focuses on the current condition of the asset. By analyzing lots of relevant data, it more accurately pinpoints the best time to perform upkeep.
More specifically, these two approaches differ most dramatically in these areas:
- Maintenance timing and triggers
Preventive maintenance schedules work based on time or usage thresholds, whereas predictive maintenance uses sensors and analytics to track equipment health and trigger maintenance when degradation or other early signs of failure appear. - Data utilization
Preventive maintenance relies on historical trends, manufacturer guidelines, and industry best practices to determine in a generalized sense when maintenance should occur. Predictive maintenance continuously collects and analyzes information about the asset to assess conditions and predict imminent problems.. - Implementation
Preventive maintenance is relatively easy to implement, requiring little more than scheduling tools and some personnel training. Predictive maintenance requires advanced monitoring systems and condition-based algorithms, along with a workforce trained in data analysis. - Cost
Preventive maintenance has a lower upfront investment but may result in higher costs further down the line as a result of unnecessary part replacements and increased labor. Predictive maintenance demands a higher initial investment in technology and training, but is more likely to reduce overall long-term costs. - Device visibility
Preventive maintenance offers limited insight into real-time asset performance, while predictive maintenance enhances visibility by continuously monitoring device conditions across the operational environment.
Every piece of equipment has a limit. Parts wear down, components degrade, and sooner or later, something breaks. Regular maintenance exists to extend these limits, keeping everything operating as intended for as long as possible. More importantly, proactive maintenance—preventive maintenance or predictive maintenance—prevents small issues from escalating into costly failures that disrupt operations. A minor fix today is almost always cheaper and easier than a major breakdown tomorrow.
Beyond cost savings, proper maintenance improves workplace safety and product quality. Malfunctioning equipment isn’t just inefficient; it is dangerous and can easily lead to compliance violations or work-place accidents. Finally, well-maintained machines produce more consistent results, reducing defects and ensuring customers receive the high-quality products they expect. Whether through preventive scheduling or predictive monitoring, a solid maintenance strategy keeps operations running smoothly and reliably.
Another emerging focus area is operational technology health (OT Health), which refers to the real-time monitoring and management of OT systems to ensure reliable performance. OT Health helps minimize production downtime by actively alerting teams to potential risks to devices or processes, allowing them to intervene before small issues can turn into major disruptions. Maintaining OT Health not only supports safe and efficient operations—it plays a key role in maximizing equipment value and preventing costly production-related incidents.
Perhaps the biggest difference between preventive and predictive maintenance is in how they impact operations. Some businesses prioritize the predictability and ease of planning that comes from preventive maintenance because it is easier and requires a smaller upfront investment, while others focus on precision and cost efficiency through PdM. As such, it’s not a matter of which approach is better; only which is a better fit for the unique needs and circumstances of the organization in question.
Each option has its advantages. Here is how those advantages compare in a few key areas:
- Timing
Preventive maintenance provides consistency, ensuring that equipment is serviced at regular intervals to avoid unexpected failures, which makes planning easier and helps organizations budget for maintenance costs. Predictive maintenance on the other hand, reduces unnecessary work and maximizes asset availability by scheduling repairs only when data indicates there is a real need. - Goal
Preventive maintenance helps maintain reliability by proactively replacing parts and servicing equipment before problems arise, reducing the risk of sudden breakdowns. Predictive maintenance fine-tunes this process by extending equipment life and cutting maintenance costs, ensuring that resources are used only when necessary. - Technology
Preventive maintenance is easy to implement, requiring minimal technology beyond scheduling tools and standard checklists—making it accessible for businesses of all sizes. Predictive maintenance leverages more-advanced solutions, leading to fewer disruptions, lower repair costs, and better long-term asset performance.
Whether an organization adopts preventive or predictive maintenance—or a combination of both—each approach supports the larger goal of sustaining OT health.
ServiceNow helps organizations take control of their maintenance strategy with the ServiceNow AI Platform an intelligent system designed to automate workflows, connect teams, and optimize asset performance across the company. Businesses can track entire asset lifecycles, integrate maintenance planning with larger operational goals, and use AI-powered analytics to make smarter decisions. With real-time visibility into asset health and automated service management, teams can minimize downtime, reduce costs, and ensure that maintenance efforts are as timely as they are efficient.
Operational Technology Management (OTM) enhances these capabilities for industrial environments, helping organizations manage, monitor, and protect critical operational technologies. Streamline maintenance workflows and ensure operational resilience by unifying information technology (IT), OT, and production processes in a single, centralized system. Whether your organization relies on preventive maintenance, predictive maintenance, or a combination of both, ServiceNow provides the tools to help you get the most out of your investment.