Planned vs Reactive Maintenance in the UK: Finding the Right Balance
In the UK’s current climate of tight budgets, infrastructure strain, and rising scrutiny, maintenance strategy matters more than ever. With schools closing over RAAC concrete, NHS trusts managing a £10.2 billion backlog, and councils facing bankruptcy, how we maintain our assets is under the spotlight.
But amid the push for digitisation and risk mitigation, it's worth asking: Is reactive maintenance still a valid approach? And where does planned maintenance fit in?
Why Reactive Maintenance Still Makes Sense
Reactive maintenance—fixing things only when they break—is often dismissed as shortsighted. But in reality, it remains a key tool in a balanced strategy.
60% of local authority maintenance is still reactive, according to a 2023 UK Government Building Maintenance report.
It’s cost-effective for non-critical, low-risk assets, non critical building infrastructure and furnishings.
It reduces upfront planning costs, which matters in tightly budgeted and profit driven environments.
It allows stretched teams to focus limited resources where they're most needed.
In sectors like leisure, hospitality and retail, this approach can be the most efficient option for certain non-mission critical repairs—especially where remedial work can be undertaken out of hours.
Where Planned Maintenance Adds Value
Planned maintenance is scheduled and proactive—designed to reduce risk, extend asset life, and avoid major failures.
It’s critical for:
Lifesaving systems (e.g. fire alarms, emergency access, fire doors and supporting structures.
Flood protection and drainage infrastructure amid rising climate events
Avoiding costly emergency repairs or business continuity failures
As the National Audit Office has highlighted, organisations that invest in planned maintenance typically reduce long-term costs and risk exposure—even if the initial outlay is higher. In fact Planned Maintenance is actually up to 30% more cost effective then Reactive Maintenance.
Hybrid is the Future
With smart sensors, digital asset registers, and CAFM systems becoming more affordable, many FM Managers and estate teams are now taking a hybrid approach utilising:
Planned Maintenance programmes for critical, high-risk assets
Agile, Swift Reactive maintenance for consumable/non-mission critical and set lifespan items.
Condition-based monitoring where available to bridge the two
This isn’t just good practice—it’s increasingly expected by insurers, regulators, and auditors.
Final Thought
In today’s high-stakes environment, the question isn’t whether reactive maintenance or planned maintenance is better—it’s about using the right mix, at the right time.
Reactive still has a place. Planned creates resilience. Together, they keep Britain’s buildings running—safely, affordably, and reliably.