Key Maintenance Performance Indicators to Track in 2025

Tracking maintenance performance indicators is crucial for property management companies overseeing large residential and commercial portfolios. These indicators provide insight into how effectively maintenance teams manage assets, reduce downtime, and control costs.

Unplanned downtime costs organizations $300,000 per hour, highlighting the need for solid maintenance planning KPIs. For property managers, measuring key metrics such as Mean Time Between Failures (MTBF) and Planned Maintenance Percentage (PMP) helps shift from reactive maintenance to proactive management.

This blog explores essential maintenance key performance indicators, offering practical maintenance KPI examples that drive operational success and extend asset life.

What Are Maintenance Performance Indicators?

Maintenance performance indicators are measurable values that show how effectively maintenance activities achieve a property management organization's goals. 

These indicators offer insight into asset reliability, team efficiency, and cost control, which directly impact tenant satisfaction and portfolio profitability.

A key part of understanding maintenance performance is distinguishing between maintenance KPIs and maintenance metrics:

To put it simply:

Maintenance KPIs are the targets you want to hit, while maintenance metrics are the measurements that tell you how close you are to those targets.

An example from property management:

• Your maintenance KPI might be to reduce unplanned equipment downtime by 15% this year.
• To track progress toward this KPI, you monitor maintenance metrics such as daily downtime hours, reactive maintenance work orders, and repair times.

Effective maintenance KPIs should:

• Directly reflect property management goals such as increasing uptime, reducing emergency repairs, and improving tenant experience.
• Be quantifiable and based on accurate, real-time data.
• Encourage proactive maintenance rather than reactive fixes.
• It should be understandable and actionable for all stakeholders, including facility managers, financial teams, and community managers.

Maintenance KPIs provide the “why” and “what” you want to achieve, while maintenance metrics deliver the “how” and “how well” you are performing day-to-day maintenance tasks.

With a clear understanding of these indicators, the next step is to explore why tracking them is vital.

Also Read: How Streamlined Financial Tracking Cuts Down Operational Waste in Property Management

Why Maintenance Performance Indicators Matter in Property Management

Maintenance performance indicators are critical for operational efficiency and financial success for property management companies handling large residential and commercial portfolios. 

These KPIs help overcome common pain points such as:

• Legacy systems and spreadsheets lack up-to-date insights
• Manual processes are causing delays in maintenance response
• Difficulty tracking and justifying maintenance budgets
• Vendor coordination challenges impacting service quality
• Ensuring compliance with safety and building regulations

By effectively tracking and analyzing maintenance KPIs, property management teams can directly address these pain points and transform maintenance operations. Here are the key reasons why maintenance KPIs matter:

• Objective Measurement of Maintenance Efficiency

Maintenance KPIs enable property managers to assess team performance quantitatively. Metrics such as Mean Time to Repair (MTTR) and Planned Maintenance Percentage (PMP) track repair speed and equipment reliability, helping identify inefficiencies and areas for improvement.

• Financial Impact and NOI Optimization

Efficient maintenance reduces operating expenses and enhances Net Operating Income (NOI), a critical factor for property valuation and investor satisfaction. 

• Enhanced Asset Value and Condition

Regular, well-planned maintenance preserves property condition, prevents costly breakdowns, and increases asset value. This results in more attractive properties that support higher rents and sale prices.

• Data-Driven Decision Making:

Maintenance KPIs provide actionable data to guide decisions. Tracking leading indicators (like preventive maintenance compliance) and lagging indicators (such as repair times) offers a clear picture of current performance and forecasts future trends.

• Regulatory Compliance and Safety

Tracking KPIs like preventive maintenance compliance and schedule adherence ensures that safety-critical equipment is serviced on time, reducing risks of violations and costly fines. 

• Tenant Satisfaction and Retention

Effective maintenance leads to faster resolution of tenant issues, improving satisfaction and reducing turnover. KPIs like maintenance response time and percentage of repairs completed on schedule directly reflect service quality.

• Investor Confidence and Retention

Predictable maintenance costs and transparent performance metrics increase investor trust. Clear, data-backed reporting on maintenance KPIs helps retain existing investors and attract new capital.

Focusing on the right measures for maintenance performance enables facility managers, community managers, and financial teams to make informed, data-driven decisions.

Optimize Maintenance Efficiency with RIOO’s Automated Workflows

RIOO integrates maintenance tracking with leasing and finance, providing real-time data on KPIs like downtime, repair times, and preventive maintenance compliance to help reduce costs and boost tenant satisfaction.

Understanding their importance leads naturally to identifying the specific indicators that deliver actionable insights for operational success. Let’s understand them.

Suggested Read: How Predictive Maintenance Can Save Costs for Warehouse Owners

Key Maintenance Performance Indicators to Focus On

Property management teams must track specific maintenance performance indicators (KPIs) for different business objectives. Below are the essential KPIs, with explanations of their importance and how to measure them effectively.

1. Mean Time Between Failures (MTBF)

• What it measures: The average time an asset operates before experiencing a failure.
• Why it matters: A higher MTBF indicates better reliability and fewer unexpected breakdowns, reducing costly emergency repairs.
• How to calculate:

MTBF = TOTAL OPERATING TIMENUMBER OF FAILURES

• Target benchmarks: Typical industry benchmarks range from 500 to 2,000 hours, depending on equipment type. For example, an MTBF of 250 hours indicates frequent failures, while 1,000+ hours is considered good reliability

2. Mean Time to Repair (MTTR)

• What it measures: The average time to repair an asset and return it to operational status.
• Why it matters: Minimizing MTTR reduces downtime and improves tenant satisfaction and operational continuity.
• How to calculate:

MTTR = TOTAL REPAIR TIMENUMBER OF REPAIRS

• Goal: Aim to lower MTTR as much as possible through efficient workflows and trained maintenance teams.

3. Overall Equipment Effectiveness (OEE)

• What it measures: A comprehensive metric combining availability, performance, and quality to assess how well equipment operates.
• Why it matters: OEE helps identify inefficiencies in asset utilization and maintenance, guiding improvement efforts.
• How to calculate:

OEE = AVAILABILITY PERFORMANCE QUALITY

• Recommended benchmarks: World-class OEE scores are generally above 85%.

4. Planned Maintenance Percentage (PMP)

• What it measures: The proportion of maintenance activities that are planned versus reactive.
• Why it matters: A higher PMP indicates proactive maintenance, which reduces unexpected failures and downtime.
• How to calculate:

PMP = PLANNED MAINTENANCE HOURSTOTAL MAINTENANCE HOURS 100

• Recommended target: Around 85% or higher.

5. Maintenance Backlog

• What it measures: The amount of scheduled maintenance work pending completion.
• Why it matters: Managing backlog prevents excessive delays, reduces compliance risks, and prioritizes tenant-impacting repairs.
• How to measure: Sum of pending work orders measured in hours or tasks relative to available maintenance capacity.
• Ideal backlog: Typically 2 to 4 weeks of work to keep teams productive but not overwhelmed.

6. Schedule Compliance (Preventive Maintenance Compliance)

• What it measures: The percentage of planned maintenance tasks completed on schedule.
• Why it matters: High compliance ensures asset safety, reliability, and regulatory adherence.
• How to calculate:

SCHEDULE COMPLIANCE = COMPLETED SCHEDULE TASKSTOTAL SCHEDULE TASKS 100

• Recommended target: 90% or higher.

7. Equipment Availability and Downtime Percentage

• What they measure: Availability reflects the percentage of time equipment is operational; the downtime percentage shows time lost due to failures or repairs.
• Why they matter: Maintaining high availability reduces operational interruptions and costs.
• Calculations:

AVAILABILITY = OPERATING TIMEOPERATING TIME  + DOWN TIME 

DOWNTIME % = DOWNTIMEPLANNED PRODUCTION TIME 100

• Industry benchmarks: Equipment availability above 90% and downtime below 5%.

8. Maintenance Cost Metrics

• What they measure: Costs associated with maintenance activities, often expressed per unit of production or per asset.
• Why they matter: Tracking costs supports budgeting, cost control, and ROI analysis.
• Examples include: Maintenance cost per unit, total maintenance spend, and unplanned maintenance cost percentage.

Beyond primary KPIs, additional metrics provide valuable context to deepen the analysis of maintenance performance.

Supporting Metrics to Drive Property Management Excellence

Beyond the core KPIs, several additional maintenance performance metrics help property management teams gain deeper insights into operational effectiveness and maintenance quality. 

These supporting metrics complement primary indicators and improve decision-making across maintenance workflows. 

Here’s an overview of these metrics.

Incorporating these maintenance key performance indicators alongside core KPIs provides a comprehensive picture of your maintenance operation’s health. 

After understanding the relevant metrics, the challenge lies in selecting the right KPIs that align with organizational goals.

Selecting and Implementing KPIs for Property Management Teams

Choosing the right maintenance key performance indicators is critical for aligning maintenance efforts with property management goals. 

A structured approach ensures KPIs are meaningful, measurable, and actionable across all relevant teams.

Use this checklist to guide your selection and implementation process:

• Have you defined clear objectives? What does your property management team want to achieve? Reducing downtime, cutting costs, improving tenant satisfaction, or ensuring compliance?

• Are your goals SMART? Are your KPIs Specific, Measurable, Achievable, Relevant, and Time-bound? For example, aiming to increase schedule compliance to 95% within six months.

• Have you involved all relevant stakeholders? Are community managers, facility teams, financial analysts, and leasing staff part of the KPI selection process to ensure practical relevance?

• Are the KPIs you chose directly aligned with your objectives? Do they cover key areas such as:

• Financial KPIs (e.g., Maintenance Cost per Unit, Net Operating Income, Operating Expense Ratio)
• Operational KPIs (e.g., Occupancy Rate, Tenant Retention, Response Time for Service Requests)
• Asset Management KPIs (e.g., ROI, Capitalization Rate, Property Valuation)
• Risk and Compliance KPIs (e.g., Compliance Rate, Safety Incident Rate)
• Customer Satisfaction KPIs (e.g., Tenant Satisfaction Score, First Call Resolution)

• Have you established baselines and benchmarks?
  Do you have historical data or industry standards to set realistic targets and track progress?
  
  

• Are you utilizing technology to track KPIs?
  Have you implemented CMMS or a property management app (like RIOO) to automate data collection, reporting, and dashboard visualization?

• Is there a communication and training plan in place?
  Does every team member understand the KPIs, why they matter, and how their work impacts these indicators?

• Do you regularly review and update your KPIs?
  Is there a schedule to assess KPI relevance and adjust goals as business needs or market conditions evolve?

By working through this checklist, property management organizations can build an effective and focused maintenance KPI program that supports continuous improvement and operational success.

Choosing KPIs carefully is only one part of the process; implementing effective tools and best practices ensures accurate tracking and meaningful analysis.

Tools and Best Practices for Tracking Maintenance Performance Indicators

Effectively tracking maintenance performance indicators requires the right tools and processes. Property management teams can significantly improve accuracy, efficiency, and decision-making by using modern technology and adopting best practices.

• Computerized Maintenance Management Systems (CMMS)

These platforms automate data collection, schedule maintenance tasks, and generate real-time reports and dashboards. CMMS software accurately tracks critical maintenance KPI metrics such as downtime, work order completion, and preventive maintenance compliance.

• Property Management Software Integration

Integrating maintenance KPIs into broader property management systems allows smooth coordination between leasing, finance, and maintenance teams. This enhances workflow automation, financial transparency, and tenant communication.

• Dashboards and Visual Reporting

Visual tools provide quick insight into KPI trends, helping facility managers and financial teams monitor performance at a glance and respond proactively to issues.

• Data Accuracy and Accountability

Maintaining clean, reliable data is crucial. Assign clear responsibility for data entry, review, and KPI monitoring to ensure actionable insights.

• Regular Reviews and Continuous Improvement:

Schedule periodic reviews of KPI data with cross-functional teams to identify trends, uncover root causes of issues, and refine maintenance strategies.

• Stakeholder Training and Communication:

Educate all involved teams about the importance of KPIs and how their roles impact maintenance outcomes. Transparent communication promotes alignment and accountability.

By combining these tools and best practices, property management firms can transform raw data into actionable intelligence, driving smarter maintenance decisions and improving asset longevity.

Read more: How Property Management Companies Can Streamline Maintenance with SmartTools

Conclusion

Tracking the right maintenance performance indicators helps property managers reduce downtime, improve asset reliability, and enhance tenant satisfaction. Clear KPIs make planning maintenance, responding quickly, and keeping assets in good shape easier.

RIOO unifies leasing, maintenance, finance, and tenant engagement into one cloud platform. RIOO automates $150 million in annual recurring charges across 1,500+ communities. 

With real-time insights and automated workflows, property managers can optimize their operations and maintain strong tenant relationships.

Explore how RIOO can support your maintenance strategy and streamline your property management today. 

Book your personalized RIOO demo now →