Preventative maintenance and energy savings: Reducing costs through proactive care

In facilities management, the link between asset maintenance and energy performance is undeniable. Equipment that is poorly maintained often consumes more energy, runs less efficiently, and shortens its own lifespan. For facilities managers tasked with balancing operational performance, cost control, and sustainability goals, preventative maintenance is one of the most effective strategies to deliver results across all three fronts.

In this post, we’ll explore how proactive maintenance, powered by smart technology, can reduce costs, improve energy efficiency, and support long-term operational resilience.

Why reactive maintenance costs more in the long run

It’s tempting to delay maintenance until something breaks, especially in budget-constrained environments, but the true cost of reactive maintenance is often far higher than anticipated. Emergency repairs come with premium call-out fees, operational downtime, and lost productivity.

More importantly, assets that are neglected tend to operate inefficiently before they fail. A poorly serviced HVAC unit, for example, can consume significantly more energy than one that’s regularly tuned, driving up utility bills month after month.

MRI’s Voice of the Facility Manager (VOFM) research found that 40% of FM leaders see AI’s greatest benefit in improving efficiency and automating routine tasks, which includes taking the guesswork out of maintenance scheduling.

The role of preventative maintenance in energy savings

Preventative maintenance can not only help avoid unexpected equipment breakdowns, but can also ensure that every asset in your facility operates at peak efficiency. When systems are properly maintained, they use less energy to deliver the same output, which not only reduces operating costs but also supports sustainability goals.

Take HVAC systems, for example. Routine tasks such as cleaning filters, checking refrigerant levels, and calibrating controls help maintain optimal airflow and precise temperature regulation. Without these measures, the system may have to work harder than necessary, leading to wasted heating or cooling and higher utility bills.

Lighting systems also benefit greatly from a preventative approach. Regularly inspecting control systems and occupancy sensors ensures that lighting is only in use when it’s needed. This minimises unnecessary energy consumption, particularly in areas with variable occupancy such as meeting rooms, warehouses, or corridors.

Pumps and motors are another area where preventative maintenance can yield significant energy savings. By carrying out lubrication, alignment checks, and vibration monitoring, facilities teams can prevent wear that causes machinery to draw more power than necessary. These measures not only reduce energy demand but also extend the life expectancy of expensive equipment.

Ultimately, by identifying and addressing inefficiencies before they escalate, organisations can significantly cut down on wasted energy while maximising the performance and lifespan of their most critical assets.

AI and IoT: Taking preventative maintenance to the next level

Traditionally, preventative maintenance has relied on fixed schedules – servicing equipment every three or six months regardless of actual wear and tear. While effective to an extent, this approach can still result in wasted resources or missed warning signs between scheduled visits.

This is where IoT sensors and AI-driven analytics change the game.

• Predictive Maintenance: IoT sensors capture real-time performance data, such as vibration, temperature, or power draw, and AI algorithms analyse this data to predict when an asset is likely to fail. This means work can be scheduled just in time, minimising downtime and avoiding unnecessary servicing.
• Automated Workflows: When thresholds are breached, maintenance tasks can be automatically generated in CAFM systems like MRI Evolution, ensuring no issue slips through the cracks.
• Energy Efficiency Alerts: AI can detect anomalies that signal excess energy use, such as a chiller working harder than normal due to a clogged filter, prompting immediate corrective action.

At MRI’s own London HQ, IoT-enabled monitoring has helped optimise system performance and reduce operational costs by £20,000 per year, proving that proactive care, backed by data, delivers measurable value.

From data to action

Having real-time asset and energy data is only half the story. The real value comes from using it to make informed, timely decisions.

MRI’s facilities management platform integrates preventative maintenance scheduling, IoT sensor data, and energy analytics into one intuitive dashboard. This allows FM teams to:

• Prioritise work based on asset criticality and energy impact
• Track performance improvements over time
• Align maintenance budgets with the highest ROI activities
• Demonstrate tangible cost and carbon savings to stakeholders

By connecting asset health to energy performance, facilities managers can make a strong case for continued investment in preventative maintenance programmes – and show the direct link between FM actions and strategic ESG goals.

The key to lasting savings

With AI and IoT enhancing visibility and precision, FM teams can move from fixed schedules to data-driven interventions, ensuring both building performance and energy efficiency are continuously optimised.

Every day an asset runs below peak performance is a day you’re paying for wasted energy. By embracing proactive, technology-enabled maintenance, facilities teams can protect budgets, meet sustainability targets, and deliver more value from every square metre of the estate.

Visit our website today to learn more about how MRI’s smart energy management solutions can help your organisation.