{"id":5189,"date":"2020-12-23T20:36:01","date_gmt":"2020-12-23T20:36:01","guid":{"rendered":"https:\/\/mpulsesoftware.com\/?p=5189"},"modified":"2025-07-30T06:18:39","modified_gmt":"2025-07-30T06:18:39","slug":"create-benchmarks","status":"publish","type":"post","link":"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/create-benchmarks\/","title":{"rendered":"Creating Reasonable Benchmarks"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">CMMS software does more than keep your work orders organized and your team on schedule. It also helps you answer the deeper questions like, \u201cHow do I measure effectiveness of preventive maintenance?\u201d<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Creating reasonable maintenance management benchmarks help you evaluate your team\u2019s performance. Firstly, you start by measuring your team\u2019s metrics. Secondly, you evaluate your company\u2019s performance by comparing your metrics and processes with those of other organizations.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-flat ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/create-benchmarks\/#Maintenance_Benchmarking_and_Best_Practices\" >Maintenance Benchmarking and Best Practices<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/create-benchmarks\/#Benchmarking_in_Facilities_Management\" >Benchmarking in Facilities Management<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/create-benchmarks\/#Next_Steps\" >Next Steps<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Maintenance_Benchmarking_and_Best_Practices\"><\/span><span style=\"font-weight: 400;\">Maintenance Benchmarking and Best Practices<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Using benchmarks, you can identify best practices that drive the metrics. Start by using your CMMS data to measure your team\u2019s current key performance indicators (<\/span><a href=\"https:\/\/mpulsesoftware.com\/blog\/maintenance-management\/maintenance-kpis\/\"><span style=\"font-weight: 400;\">KPIs<\/span><\/a><span style=\"font-weight: 400;\">) and create a baseline.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, research your industry\u2019s benchmarks to see how you\u2019re performing and where you should look for improvements. You can find benchmarks from industry associations, maintenance journals, benchmark databases, and other sources. Additionally, use your professional network to find common benchmarks that your industry uses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, common benchmarks in manufacturing include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Planned maintenance tasks vs. total maintenance tasks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Planned and scheduled maintenance as a % of hours worked<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unplanned downtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reactive maintenance tasks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Maintenance overtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Work orders reworked as a percentage of total work orders<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Training<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Safety<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Benchmarking_in_Facilities_Management\"><\/span><span style=\"font-weight: 400;\">Benchmarking in Facilities Management<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Facilities management maintenance has its own benchmarks. Like manufacturing, you also start with your CMMS data to see where you are. Then you compare your data with similar organizations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The facility management benchmarking process can include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Space utilization<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Facility operating costs by type<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Service provider performance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Overtime<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Occupant satisfaction<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Planned maintenance tasks vs. total maintenance tasks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Facility condition<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Sustainability criteria<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Facility safety<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Environmental control<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Business metrics (facility cost as % of total payroll, sales, etc.)<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Next_Steps\"><\/span><span style=\"font-weight: 400;\">Next Steps<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The next step is to analyze your performance versus the top performers. Make sure you dig deeper than the numbers\u2014because processes, workflows, and other factors can affect these KPIs. As a result, you should understand how those numbers are calculated to make sure you\u2019re making a fair comparison.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, based on your team\u2019s performance and the industry standards, use your benchmarks to determine realistic KPI goals for your organization. Also, create a reasonable timeline with goal-based milestones and efficiency goals. (Check out our earlier <\/span><span style=\"font-weight: 400;\">blog series<\/span><span style=\"font-weight: 400;\"> for more information about the steps involved.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Above all, it&#8217;s vital to strategize about new workflows and processes, adjustments in data collection or software, or training plans. <\/span><span style=\"font-weight: 400;\">Need more information on creating reasonable benchmarks? <\/span><a href=\"https:\/\/mpulsesoftware.com\/contact\/\"><span style=\"font-weight: 400;\">Contact us<\/span><\/a><span style=\"font-weight: 400;\">. We\u2019re here to help.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>CMMS software does more than keep your work orders organized and your team on schedule. It also helps you answer the deeper questions like, \u201cHow do I measure effectiveness of preventive maintenance?\u201d Creating reasonable maintenance management benchmarks help you evaluate your team\u2019s performance. Firstly, you start by measuring your team\u2019s metrics. Secondly, you evaluate your company\u2019s performance by comparing your metrics and processes with those of other organizations. Maintenance Benchmarking and Best Practices Using benchmarks, you can identify best practices that drive the metrics. Start by using your CMMS data to measure your team\u2019s current key performance indicators (KPIs) and create a baseline.\u00a0 Then, research your industry\u2019s benchmarks to see how you\u2019re performing and where you should look for improvements. You can find benchmarks from industry associations, maintenance journals, benchmark databases, and other sources. Additionally, use your professional network to find common benchmarks that your industry uses. For example, common benchmarks in manufacturing include: Planned maintenance tasks vs. total maintenance tasks Planned and scheduled maintenance as a % of hours worked Unplanned downtime Reactive maintenance tasks Maintenance overtime Work orders reworked as a percentage of total work orders Training Safety Benchmarking in Facilities Management Facilities management maintenance has its own benchmarks. Like manufacturing, you also start with your CMMS data to see where you are. Then you compare your data with similar organizations.\u00a0 The facility management benchmarking process can include: Space utilization Facility operating costs by type Service provider performance Overtime Occupant satisfaction Planned maintenance tasks vs. total maintenance tasks Facility condition Sustainability criteria Facility safety Environmental control Business metrics (facility cost as % of total payroll, sales, etc.) Next Steps The next step is to analyze your performance versus the top performers. Make sure you dig deeper than the numbers\u2014because processes, workflows, and other factors can affect these KPIs. As a result, you should understand how those numbers are calculated to make sure you\u2019re making a fair comparison. Then, based on your team\u2019s performance and the industry standards, use your benchmarks to determine realistic KPI goals for your organization. Also, create a reasonable timeline with goal-based milestones and efficiency goals. (Check out our earlier blog series for more information about the steps involved.) Above all, it&#8217;s vital to strategize about new workflows and processes, adjustments in data collection or software, or training plans. Need more information on creating reasonable benchmarks? Contact us. We\u2019re here to help.<\/p>\n","protected":false},"author":6,"featured_media":5190,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[13],"tags":[],"class_list":["post-5189","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-maintenance-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Creating Reasonable Benchmarks | MPulse Software<\/title>\n<meta name=\"description\" content=\"Discover how CMMS software can help you create reasonable benchmarks for measuring the effectiveness of preventive maintenance.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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