1  FM quick reads on KPI

1. 5 KPI's Every Manager Should Use


Many management experts will debate the top five key performance indicators (KPIs), but to at least get started down the road of the performance measurement, I recommend these five:

  • backlog of deferred work
  • percent of completed work that is reactive
  • preventive maintenance (PM) program compliance
  • Pareto analysis of completed work weekly work-schedule compliance.


Backlog of deferred work. This KPI is one of the first measurements to put in place, especially if the department uses a computerized maintenance management system. The backlog measures all deferred work, which is work not important enough for assignment and completion in the current workweek. In other words, the department will consider it for future weeks, depending on the priority of the request as it relates to other work tickets. Managers should measure backlogs in hours and convert the data to backlog weeks, which allows comparison of crews with different numbers of technicians. The typical goal for this KPI is a backlog of four to six weeks.

Percent of completed work that is reactive. This KPI measures whether your organization is stuck in a culture of reactive maintenance or is moving toward world-class or high-performance maintenance. This transition is important because reactive work costs four-six times more than planned and scheduled work. Managers should shoot for 20-30 percent of completed work being reactive.

PM program compliance. This KPI indicates whether the department is improving proactive maintenance. To succeed in the asset management and reliability categories of maintenance, you must have a disciplined PM program that produces results. A successful PM program includes all critical equipment, and technicians will complete 99 percent of PM inspections and procedures on time.

Pareto analysis of completed work. This KPI is critical in analyzing the types of work requests that consume maintenance resources. Pareto developed the 80-20 rule: 20 percent of a facility's assets and equipment consume 80 percent of resources. The purpose of Pareto charts and graphs is to present these results in a format employees can easily understand and interpret. Managers should publish charts weekly and monthly to demonstrate the way work needs and demands are changing.

Weekly work-schedule compliance. This KPI measures the ability to schedule and complete work for customers. One key to successful management is to be able to promise your customers the day and time technicians complete requested work. This KPI is a great tool for determining the way supporting tools work together in order to deliver a good product to your customer. Remember, no department wants to be thought of as a team of cable guys, who never complete what they promise on time.



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KPI , preventive maintenance , deferred maintenance

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