Maintenance KPIs Every Property Manager Should Track

In property management, efficient maintenance isn't just about reacting quickly — it's about measuring performance, identifying trends, and continuously improving operations. That’s where KPIs (Key Performance Indicators) come in. Tracking the right maintenance KPIs allows property managers to move from reactive to proactive operations and improve tenant satisfaction while controlling costs.

Why KPIs Matter in Maintenance

Without KPIs, it's difficult to know what's working and what needs improvement. Metrics give teams visibility into their performance, highlight inefficiencies, and help justify investments in tools or personnel. With clear benchmarks, property managers can make data-driven decisions to boost productivity and reduce costs.

Key Maintenance KPIs to Track

1. Work Order Completion Time How long does it take to complete a maintenance task from the moment it’s logged? Shorter completion times indicate better responsiveness and more efficient workflows.

2. First-Time Fix Rate This measures how often issues are resolved in a single visit. A high first-time fix rate saves time, money, and reduces tenant disruptions.

3. Preventive vs. Reactive Maintenance Ratio Preventive maintenance reduces costly emergency repairs. A higher ratio of preventive to reactive tasks means your team is staying ahead of problems.

4. Emergency Maintenance Frequency How often are teams dealing with emergency repairs? Frequent emergencies may point to underlying issues or gaps in your maintenance schedule.

5. Cost Per Work Order Track labour, parts, and administrative costs for each task. This KPI helps identify opportunities to optimise processes and control spending.

6. Equipment Downtime When critical systems go offline, it impacts operations. Monitoring downtime helps improve asset reliability and plan better maintenance cycles.

7. Tenant Satisfaction Related to Maintenance Regular feedback from tenants after maintenance visits helps gauge the overall effectiveness of your team’s service.

How to Track KPIs More Effectively

Manual tracking through spreadsheets is time-consuming and prone to error. With Onsite HQ, property managers can monitor these KPIs in real time through:

• Custom dashboards for real-time visibility
• Automated reporting to reduce manual work
• Integrated inspection and work order data
• Mobile access for on-the-go updates

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Staying on top of your KPIs isn’t just good practice—it’s how high-performing property teams gain a competitive edge. By tracking the right metrics with the right tools, you can drive efficiency, improve service, and create a stronger, more proactive maintenance strategy.

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