The PM Paradox: Why Labs Postpone Maintenance

Preventive maintenance (PM) is one of the most cost-effective ways to protect lab performance, but it’s also one of the most frequently deferred. For lab managers under pressure to maximize uptime and minimize costs, skipping a scheduled PM visit might feel like a harmless way to meet those goals.  

But the real cost of deferred PM often isn’t obvious until it’s too late.

Deferred Maintenance: The Hidden Threat to Lab Performance

When lab equipment fails, the impact isn’t just operational; it’s financial, reputational, and potentially regulatory. Delays in PM service increase the chance of unexpected breakdowns, calibration drift, safety failures, and data loss.  

We’ve seen that labs that consistently defer PM face: 

• 2-4x higher repair costs over the life of the equipment 

• Increased downtime and schedule disruptions 

• More frequent compliance gaps due to out-of-spec performance 

• Shorter equipment lifespans 

While it may not always feel urgent, the lack of PM service begins to erode productivity.

Why Labs Really Skip PM, Even When They Know Better

The rationale behind PM avoidance is surprisingly homogeneous across labs:

• Budget pressure: We’ve seen that PM is often the first to get cut when budgets get tight 

• Reactive culture: Teams may prioritize urgent issues over PM tasks 

• Lack of visibility: Without centralized tracking, PM schedules get missed or duplicated 

• Unclear ownership: In shared labs, we see that no one is quite sure who’s responsible for PM scheduling 
  

PM’s role in Compliance

PM is a critical component of audit readiness. Many regulatory bodies, including ISO, FDA, and GLP frameworks, expect labs to maintain service records that demonstrate proactive care and control of equipment.  

From a compliance perspective, PM helps ensure: 

• Instruments stay within manufacturer specifications 

• Calibration results remain valid between intervals 

• Service events are documented and traceable 

• Lab environments meet EH&S and quality standards 

What’s Included in a Good PM Program?

Not all PM partners are created equal. A robust program includes:

• Performance Verification: Functional testing of key components 

• Inspection and Cleaning: Preventing wear, corrosion, or overheating 

• Electrical Safety Checks: Identifying shock or fire hazards 

• Parts Assessment: Checking for degradation before failure 

• Service Documentation: Creating a digital paper trail for audits 
  

Flagship Lab Services tailors your PM plan to equipment type, risk profile, and usage intensity, so your lab gets what it needs without overspending.

What Equipment Should be on Your PM Schedule?

Labs often focus on large, obvious systems for their PM service. But smaller, higher-use instruments are just as important and often more prone to failure.  

Some examples of equipment that impact workflow and data integrity when PM services are missed: 

• Centrifuges: bearings, rotors, safety sensors 

• Cold storage: compressors, temperature probes 

• Autoclaves: pressure valves, gaskets 

• Incubators: temperature and humidity controls 

• Biosafety cabinets: airflow systems, HEPA filters 

• Balances and pipettes: calibration drift