Equipment downtime is one of the biggest hidden costs in architecture and engineering (A&E) firms. When key assets break down, projects stall, teams lose productivity, and budgets take a hit. Unplanned downtime disrupts workflows, leads to lost revenue, and creates unnecessary pressure on maintenance teams.

The good news? Preventive maintenance helps reduce equipment downtime and keeps projects on schedule. By tracking equipment downtime and implementing a proactive approach, firms can avoid costly equipment failures and keep operations running smoothly.

This article explores the cost of downtime in A&E firms, the benefits of preventive maintenance, and best practices for reducing downtime events.

The Cost of Equipment Downtime in A&E Firms

Every A&E firm deals with equipment failures at some point. But here’s the kicker—most firms don’t realize just how much unplanned downtime events are costing them. Depending on what type of equipment it is, how long the downtime lasts, and the cost of repair, equipment downtime can cost hundreds to thousands per hour. However, it’s not just about the immediate repair costs. It’s about the ripple effect—lost productivity, delayed deliverables, strained client relationships, and, ultimately, profit loss.

Think about it:

• Lost revenue – When a key asset goes down, your team isn’t working, but you’re still paying them. Add up the lost billable hours over the course of a project, and the numbers get ugly fast.
• Project delays – Clients don’t care why the work isn’t done. They just know it’s late. Missed deadlines can mean penalty fees, strained client trust, or lost future projects.
• Expensive repairs – Scrambling for replacement parts at the last minute? That’s going to cost you. Rush orders and emergency technician fees can drive up expenses significantly.
• Wasted resources – Maintenance teams that are constantly reacting instead of planning? That’s a drain on your entire production line. Instead of focusing on long-term asset care, they’re stuck in a cycle of crisis management.
• Production loss – If one piece of equipment fails, it can grind an entire workflow to a halt, causing lost production time across multiple teams.

And here’s something firms often overlook—downtime reasons aren’t always as straightforward as a broken part. Sometimes it’s software failures, misused equipment, or even operator error. But without proper downtime tracking, these problems go unnoticed, and they keep happening.

Beyond the obvious expenses, unplanned downtime leads to deeper financial and operational setbacks including:

• Inconsistent cash flow- When delays pile up, invoicing gets pushed back, and payments slow down. That’s a direct hit to cash flow and can make financial forecasting harder.
• Overworked employees – When equipment failures occur, teams have to work overtime to catch up. That means increased labor costs and burnout.
• Client dissatisfaction- Repeated delays erode trust. Clients may hesitate to sign new contracts if they see your firm struggling to keep projects on schedule.
• Regulatory risks – In industries where compliance matters, downtime due to poorly maintained equipment can lead to safety violations, fines, or even project shutdowns.

The worst part? Most of this could be avoided with planned downtime for regular servicing. But too many firms run their equipment until it breaks, then panic. If that sounds familiar, it’s time to rethink your approach.

What Is Preventive Maintenance?

Preventive maintenance is exactly what it sounds like—servicing and inspecting equipment on a schedule to prevent breakdowns. Instead of waiting for machine failures, you stay ahead of them.

A good preventive maintenance strategy includes:

✔️ Regular maintenance checks before equipment starts acting up

✔️ Tracking downtime and logging past equipment failures to spot patterns

✔️ Using CMMS software to schedule servicing and track performance

✔️ Keeping spare parts on hand to avoid long delays

Some firms are also moving toward predictive maintenance, using sensor data to predict when failures will happen before they do. That’s a great long-term investment, but for most A&E firms, preventive maintenance is the best place to start.

6 Best Practices to Reduce Equipment Downtime

Implementing an effective preventive maintenance program means taking a thoughtful, proactive approach that keeps your most critical tools and equipment operating smoothly. Here’s how A&E firms can stay ahead of the curve.

1. Start Tracking Equipment Downtime

It’s impossible to fix what you don’t measure. For many A&E firms, downtime happens, but the reasons behind it remain a mystery. Keeping detailed records of downtime events—when they occur, how long they last, and what caused them—provides the data needed to pinpoint patterns and trends. This is especially important when working with high-value assets like total stations, laser scanners, or CAD workstations.

Without this kind of insight, firms risk addressing only the symptoms of downtime, rather than solving the root causes. For example, if a particular machine breaks down repeatedly during heavy workloads, the issue might be poor scheduling or operator error—not just mechanical failure. If you’re tracking downtime data in real-time, you can take proactive steps to resolve recurring problems before they snowball into costly delays.

2. Schedule Planned Downtime at the Right Times

For A&E firms, timing is critical. Unplanned downtime during a project’s most active phases can bring an entire workflow to a standstill. That’s why planned downtime should be scheduled when it will have the least impact on operations. Servicing surveying instruments during a phase when design work is the primary focus, or maintaining construction equipment before crews arrive on-site, keeps projects on track while making sure equipment is in top condition.

3. Keep Spare Parts for Critical Equipment

One of the biggest bottlenecks during downtime is waiting for parts to arrive. In the A&E industry, where projects often hinge on specialized tools like robotic total stations or heavy construction equipment, having the right replacement parts on hand is essential. Waiting for a supplier to ship a replacement could mean days—or even weeks—of lost productivity.

To avoid this, firms should maintain a small inventory of commonly needed parts for high-value equipment. This might mean keeping extra batteries for surveying tools, replacement heads for 3D printers, or belts and hoses for excavators. While overstocking can lead to unnecessary costs, a carefully managed inventory makes sure that repairs can happen quickly, minimizing downtime and keeping projects moving forward.

4. Train Maintenance Teams on A&E-Specific Tools

Preventive maintenance in the A&E industry requires a unique set of skills. It’s not enough for maintenance teams to be mechanically savvy—they also need to understand the specific quirks of the equipment used in architecture and engineering projects. For example, knowing how to properly calibrate a total station or troubleshoot a software crash on a CAD workstation is just as important as knowing how to repair a broken component.

Training should focus on spotting early warning signs of equipment problems, like changes in performance, unusual noises, or calibration errors. Teams should also be equipped to handle proactive tasks like routine inspections, software updates, and preventive servicing. A maintenance team that understands the specific needs of an A&E firm can act faster and more effectively, reducing downtime and extending the life of key assets.

5. Conduct Regular Inspections and Audits

While preventive maintenance focuses on staying ahead of failures, regular audits are essential to ensure the program itself is effective. Inspections of critical tools, from heavy machinery to precision surveying instruments, provide an opportunity to catch wear-and-tear before it becomes an issue. Audits also help identify any gaps in the maintenance process, ensuring that every piece of equipment receives the care it needs.

For A&E firms, inspections should be thorough and consistent. This means verifying that tools like GPS units are calibrated, 3D printers are operating within their tolerances, and construction equipment is compliant with safety regulations. Regular audits not only prevent breakdowns but also reinforce a culture of reliability and quality within the firm.

6. Foster Communication Across Teams

In A&E firms, the success of a preventive maintenance program depends on collaboration. Maintenance isn’t just the responsibility of one department—it involves surveyors, designers, project managers, and construction crews. Open communication ensures that everyone understands the maintenance schedule, knows how to report issues, and is aligned on the importance of keeping equipment in top shape.

Clear communication reduces missteps, minimizes downtime, and ensures the entire team is working together toward a shared goal: delivering projects on time and on budget.

By tailoring these best practices to the unique needs of A&E firms, your team can prevent downtime before it disrupts your workflows, safeguard your projects from costly delays, and ultimately build a stronger reputation with your clients.

How Deltek Vantagepoint Can Help with Preventive Maintenance

When it comes to managing equipment and keeping projects on schedule, Deltek Vantagepoint makes implementing a strong preventive maintenance program easier and more effective. For A&E firms juggling multiple assets across various projects, an asset management software like Deltek Vantagepoint simplifies everything from scheduling and tracking downtime to analyzing performance and planning for the future. It’s a tool designed to take the guesswork out of maintenance, so your team can focus on delivering results. Here’s how:

Stay on Top of Your Assets

Managing equipment and assets doesn’t have to be a guessing game. With Deltek Vantagepoint, you get complete visibility into your assets—from purchase to retirement. Track key details like acquisition costs, assignments, and depreciation, so you always know what you have, where it is, and how it’s performing.

Financials That Stay in Sync

No more juggling spreadsheets or double data entry. Deltek Vantagepoint automatically calculates depreciation and ties it directly into your financial reports. That means more accurate balance sheets, better project cost tracking, and a clearer picture of your firm’s financial health.

Everything in One Place

Forget scattered records and missing information. Vantagepoint centralizes all your asset data, giving your team easy access to critical details whenever they need them. Whether you’re checking the status of a piece of equipment or reviewing its financial impact, it’s all right there.

Built for Project-Driven Firms

In A&E firms, assets play a crucial role in project success. Deltek Vantagepoint connects asset management to your projects, helping you see how equipment usage affects project costs and timelines. It’s a smarter way to manage resources and keep projects on track.

Using Deltek Vantagepoint can reduce downtime, improve operational efficiency, and protect the integrity of their projects—all while saving time and resources. It’s a better way not only to maintain equipment, but it’s a better way to run your business.

Final Thoughts on Reducing Equipment Downtime

Equipment downtime is one of the most significant hidden costs in A&E firms. It disrupts workflows, leads to lost revenue, and puts unnecessary strain on teams that are already juggling tight deadlines and demanding clients. But the good news is that downtime doesn’t have to be inevitable. By taking a proactive approach with a strong preventive maintenance program, firms can reduce unplanned stops, improve A&E asset management, and deliver projects with greater consistency and confidence.

The key is understanding that preventive maintenance is not a one-time fix—it’s an ongoing commitment. From tracking equipment downtime to scheduling planned downtime and training teams to recognize potential failures, every step is a chance to strengthen operations. Tools like Deltek Vantagepoint make it even easier by centralizing data, automating processes, and providing real-time insights to keep your maintenance efforts on track.

When equipment runs smoothly, projects run smoothly. And when projects run smoothly, your firm earns trust, builds a reputation, and creates opportunities for long-term success.

Key Takeaways

• Equipment downtime is a costly disruption that can lead to lost revenue, project delays, and strained client relationships.
• A well-executed preventive maintenance program reduces unplanned downtime by scheduling regular servicing, addressing root causes, and ensuring equipment stays in peak condition.
• Best practices include: Tracking downtime to identify recurring issues, scheduling planned downtime at times that minimize workflow interruptions, training maintenance teams to take a proactive approach to inspections and repairs, and maintaining spare parts for high-priority assets to avoid delays.
• Deltek Vantagepoint is an invaluable tool for A&E firms, offering features like centralized data, asset tracking, and integration with financials

Frequently Asked Questions