Strategic Focus: Is Proactive Maintenance The New Norm?

Executive Summary

Maintenance practices are undergoing a fundamental shift – from reactive approaches to proactive, data-driven strategies. As organizations phase out outdated computerized maintenance management system (CMMS) and computer-aided facility management (CAFM) tools, they are adopting platforms that leverage Internet of Things (IoT) sensors, AI and cloud connectivity to align maintenance not just with operational needs, but with broader business goals such as uptime, sustainability and cost optimization. This transformation is being driven by a growing dissatisfaction with legacy tools, mounting regulatory pressure on energy performance, and the rise of performance-based facilities management (FM) contracts that reward outcomes over tasks. However, the shift is not without challenges: upfront investment, integration with legacy systems, data security and workforce adoption remain critical hurdles. Historically, maintenance has been treated as a tactical function – but this report aims to support a shift in mindset. Rather than assuming a strategic approach is already in place, it offers practical insights to help facilities leaders, building owners and technology buyers understand what proactive maintenance really looks like today – and what they should be asking of vendors to enable it. By demystifying key technologies, emerging practices and market expectations, this report provides a clear framework for engaging with solutions that are reshaping the future of maintenance. It gives readers the right questions to ask to ensure they invest in a market where proactive maintenance is fast becoming the new norm.