5 Common Causes of Equipment Failure & Problem-Solving Tips

When considering equipment failures, it’s important to note that they typically don’t just happen out of the blue. Whether they seem sudden, gradual or intermittent, there’s often an underlying issue — one that can be traced back to a specific root cause. Understanding and addressing these root causes is key to the problem-solving process and to preventing future equipment failures.

Take this real-world scenario: A manufacturing plant faced frequent shutdowns because of a conveyor belt failure. At first, it seemed like the belts were wearing out prematurely. The immediate fix was to simply replace the belts, but the problem kept happening. After looking into the issue deeper, the problem was traced back to improper alignment of the conveyor system. The slight misalignment caused uneven wear on the belts, leading to their early deterioration.

By addressing the root cause of the problem, the plant’s maintenance team not only fixed the recurring issue but also extended the life of the equipment — saving the company both time and money.

Types of Equipment That Can Fail

Failures can happen across a wide range of equipment types. Whether powered, mechanical or non-mechanical, each type of equipment presents unique challenges in diagnosing and preventing failures in the first place. Consider these types:

• Powered equipment: Relies on electricity, fuel or another power source to operate. Failures in powered equipment can disrupt operations significantly and often stem from issues in electrical components, motors or power supply systems.
• Mechanical equipment: Relies on moving parts that operate under physical forces like tension, compression and friction. Some of the most common reasons that mechanical systems fail are wear and tear, misalignment or lubrication problems.
• Non-mechanical equipment: Includes devices and systems that do not have moving parts but can still fail due to environmental factors, improper handling or material degradation.

Each of these equipment types have their own set of risks and failure modes. Proactive maintenance, proper usage and routine inspections are key to preventing unexpected breakdowns and prolonging the life of your equipment.

Types of Failure 

Failures in equipment can manifest in different ways, ranging from complete breakdowns to partial malfunctions. Understanding these two types of failure is crucial for effective troubleshooting and maintenance.

• Complete failure: A complete failure occurs when equipment stops functioning altogether, rendering it unusable until repaired or replaced. This type of failure is typically more disruptive and often leads to significant downtime, especially if the failed equipment is critical to operations. An example might be a pump failure or a total system crash.
• Partial failure: A partial failure occurs when equipment continues to function but at a reduced efficiency or performance level. The equipment may still operate, but its performance is compromised, often leading to lower productivity or quality until the issue is resolved. An example might be worn bearings in motors or leaking seals. 

Both complete and partial failures can disrupt operations, but they require different approaches. Routine maintenance and monitoring can often catch partial failures early, preventing them from escalating into more serious issues that require immediate corrective actions.

5 Most Common Causes of Equipment Failure 

1. Equipment Age & Usage

The problem: As equipment ages, wear and tear naturally accumulate. Mechanical parts can degrade over time, leading to increased friction, metal fatigue and reduced performance. Similarly, excessive or prolonged use of equipment beyond its designed limitation can accelerate degradation. As machinery ages, critical components are more likely to fail, potentially causing complete breakdowns and even unplanned downtime. Equipment that has exceeded its operational lifespan can also become inefficient and more costly to maintain.

The solution: Implementing a proactive maintenance strategy is key to extending equipment life. Regularly scheduled preventive maintenance ensures components are inspected, lubricated and replaced as needed before failure occurs. Conducting predictive maintenance using condition-monitoring technology (i.e., vibration analysis or thermal imaging) can identify early signs of wear, allowing for timely repairs. You can also create an asset replacement plan based on the equipment’s expected lifespan, which will help reduce the risk of unexpected failures.

2. Improper Operation

The problem: Improper operation can occur when equipment is used outside its intended parameters or by inadequately trained team members. Overloading, incorrect settings or using the wrong tools can lead to accelerated wear, mechanical stress or sudden failure. Operators unfamiliar with the machinery can unintentionally misuse or neglect important operating protocols, leading to unsafe conditions or damage to the equipment. In a lot of cases, equipment failure from improper operation results in costly repairs and avoidable downtime.

The solution: Providing comprehensive training to operators is critical in preventing improper usage. You should establish clear standard operating procedures that include best practices for load limits, operating conditions and emergency protocols. Regular refresher courses will ensure all staff stays up to date on correct equipment use. Additionally, posting visual guides or operating manuals near the machinery can serve as a quick reference for operators, minimizing errors. Monitoring usage patterns can also help identify improper handling before damage occurs.

3. No Real Maintenance Plan

The problem: The absence of a structured maintenance plan can lead to severe equipment failure. Without regular inspections, servicing and maintenance schedules, small issues can go unnoticed and develop into significant problems over time. This reactive approach often results in unexpected breakdowns, costly repairs and extended downtime, impacting productivity and safety. Equipment that lacks a maintenance plan is more likely to fail prematurely, increasing operational costs and reducing asset lifespan.

The solution: Establishing a comprehensive maintenance plan is the most effective solution for prolonging equipment life and ensuring reliability. You can start by identifying your most critical equipment that requires regular maintenance. Create a schedule for preventive maintenance tasks, including inspections, lubrication and parts replacement, based on manufacturer recommendations. Implement a computerized maintenance management system (CMMS) to track work orders, schedule tasks and document maintenance history. Regularly review and update the plan to adapt to changing operational needs to ensure continuous improvement.

4. Too Much Maintenance

The problem: Excessive maintenance can also lead to equipment failure by causing unnecessary wear and tear. Over-servicing, frequent inspections and premature part replacements can disrupt normal operation, introduce human error and increase downtime. This “too much maintenance” approach may also result in higher labor costs and material waste, as parts are replaced before they reach the end of their useful life. Additionally, constant handling can lead to inadvertent damage, negating the benefits of maintenance.

The solution: Businesses stakeholders should adopt a balanced maintenance approach grounded in data-driven insights. Implement a strategy that focuses on condition-based or predictive maintenance, which monitors equipment performance and condition to determine the optimal timing for service. Use analytics to review historical maintenance records and identify trends, ensuring maintenance activities are based on actual needs rather than arbitrary schedules. This targeted approach will minimize unnecessary service while maintaining equipment reliability and performance.

5. Lack of Equipment Monitoring

The problem: Without effective equipment monitoring, potential issues often go undetected until they escalate into significant failures. The absence of real-time data can prevent timely identification of wear, performance degradation or impending breakdowns. As a result, maintenance teams may miss crucial warning signs, leading to unplanned downtime, costly repairs and operational disruptions. A lack of monitoring can also hinder the understanding of equipment utilization and overall efficiency, further exacerbating performance issues.

The solution: Implementing a robust equipment monitoring system is essential for proactive maintenance. You should use condition-monitoring technologies, such as sensors and IoT devices, to collect real-time data on equipment performance, temperature, vibration and other critical parameters. This data allows for trend analysis and early detection of potential issues and their possible causes before they escalate. 

How a CMMS Can Help With Equipment Problem Solving

A CMMS like Coast is an extremely effective tool that tracks asset performance and maintenance work, giving maintenance teams the data needed to do a root cause analysis of the most common problems their assets face. Here’s how Coast can be a game-changer for your maintenance operations:

• Asset management: Coast provides comprehensive machine and asset management, allowing you to maintain detailed records of all equipment. This includes information on operational status, maintenance history and performance metrics, making it easier to identify issues with enough time before they escalate. 
• Preventive maintenance scheduling: Coast automates the scheduling of preventive maintenance tasks, ensuring that inspections, servicing and replacements occur at the right intervals. This proactive approach not only prevents unexpected failures but also reduces the overall cost of maintenance by addressing potential issues before they develop into serious problems.
• Asset tracking: With Coast, asset tracking becomes seamless. The system allows you to monitor the condition and location of your assets in real time, whether they are stationary or mobile. This capability enhances visibility across operations, enabling maintenance teams to allocate resources efficiently and respond to equipment issues promptly.
• Reporting and analytics: Coast’s reporting and analytics tools equip maintenance teams with valuable insights into equipment performance and maintenance effectiveness. Users can generate reports that highlight failure trends, maintenance costs and equipment reliability metrics. Data-driven insights empower informed decision-making, enhancing overall operational efficiency.