Procurement Glossary
Tool maintenance: Strategic maintenance for sustainable production
November 19, 2025
Tool maintenance comprises all systematic measures to maintain and restore the functionality of production tools. In the procurement context, it plays a central role in cost optimization and quality assurance in the supply chain. Find out below what tool maintenance means, which methods are used and how you can successfully implement maintenance strategies.
Key Facts
- Tool maintenance reduces unplanned downtime by up to 70% and significantly extends tool life
- Preventive maintenance strategies are more cost-effective than reactive repairs after tool failure
- Digital maintenance systems enable predictive maintenance through data analysis and IoT sensors
- Maintenance contracts with suppliers can transfer risks and create planning security
- Standardized maintenance processes improve quality consistency and reduce production costs
Contents
Definition: Tool maintenance
Tool maintenance refers to the systematic care, maintenance and repair of production tools to ensure their optimum functionality and service life.
Key aspects of tool maintenance
Tool maintenance includes various activities to maintain tool functionality:
- Preventive maintenance through regular inspections and service measures
- Corrective maintenance in the event of defects or signs of wear and tear
- Predictive maintenance based on condition monitoring and data analysis
- Documentation of all maintenance activities for traceability and optimization
Tool maintenance vs. system maintenance
While plant maintenance concentrates on complete production plants, tool maintenance focuses specifically on individual tools and their components. This requires specialized knowledge of tool materials, wear patterns and specific maintenance requirements.
Importance of tool maintenance in Procurement
In the procurement context, tool maintenance has a significant impact on the total cost of ownership and supplier relationships. Strategic maintenance planning enables purchasers to optimize tool deposits and build long-term partnerships with suppliers.
Methods and procedures
Various maintenance methods enable needs-based and cost-efficient tool maintenance depending on the area of application and criticality.
Preventive maintenance strategies
Time-based maintenance is carried out at fixed intervals regardless of the actual tool condition. This method is particularly suitable for critical tools with known wear patterns:
- Regular cleaning and lubrication of moving parts
- Replacement of wearing parts after defined operating hours
- Calibration of precision tools in defined cycles
Condition-based maintenance
Condition-based maintenance uses sensor data and inspection results to determine the optimum maintenance time. Modern IoT technologies enable continuous monitoring of parameters such as vibration, temperature and wear.
Outsourcing of maintenance services
Many companies outsource maintenance activities to specialized service providers. Outsourcing strategies can reduce costs and create access to expert knowledge, but require careful supplier selection and contract design.
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Important KPIs for tool maintenance
Key figures for tool maintenance enable the evaluation of maintenance efficiency, cost development and availability of production equipment.
Availability figures
Overall Equipment Effectiveness (OEE) measures the overall equipment effectiveness and takes availability, performance and quality into account. Specific availability indicators are relevant for tools:
- Mean Time Between Failures (MTBF): Average time between failures
- Mean Time To Repair (MTTR): Average repair time
- Tool availability as a percentage of the planned operating time
Cost ratios
Maintenance costs per tool or per production unit show the efficiency of the maintenance strategy. Both direct maintenance costs and indirect costs due to downtime should be taken into account.
Quality indicators
Maintenance quality can be measured by repair repeat rates and the number of maintenance-related quality problems. These key figures help in the evaluation of maintenance service providers and internal processes.
Risks, dependencies and countermeasures
Inadequate tool maintenance can lead to significant production downtime and quality problems, which is why systematic risk management is required.
Operational risks
Tool failures can cause production downtimes and jeopardize delivery deadlines. Unplanned failures during the start of series production or with bottleneck tools without a replacement are particularly critical:
- Production interruptions with high downtime costs
- Quality deviations due to worn or defective tools
- Delays in the supply chain with an impact on customer satisfaction
Supplier dependencies
Specialized maintenance services can lead to critical dependencies on individual suppliers. Breakdowns or capacity bottlenecks at the maintenance partner can affect the entire production process.
Risk minimization through strategic planning
Effective countermeasures include diversified supplier portfolios, contingency plans and preventive maintenance strategies. Tool cycles can reduce failure risks through redundancy and optimize maintenance windows.
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Practical example
An automotive supplier implements a digital maintenance management system for its injection molds. Sensors continuously monitor cycle times, pressure curves and temperatures. A maintenance request is automatically generated in the event of deviations from target values. This predictive maintenance has enabled the company to reduce unplanned downtime by 60% and extend tool life by an average of 25%.
- Installation of IoT sensors on critical tools
- Development of algorithms for anomaly detection
- Training of maintenance technicians for data-based decisions
- Continuous optimization of maintenance intervals based on real-time data
Current developments and effects
Tool maintenance is increasingly being revolutionized by digital technologies and data-driven approaches, opening up new opportunities for efficiency gains.
Digitalization and IoT integration
Intelligent sensors and networked systems enable real-time monitoring of tool conditions. These technologies create the basis for predictive maintenance and significantly reduce unplanned downtime:
- Automatic data acquisition of operating parameters and wear indicators
- Cloud-based maintenance platforms for centralized management and analysis
- Mobile apps for maintenance technicians for efficient order processing
Artificial intelligence in maintenance planning
AI algorithms analyze historical maintenance data and operating parameters to determine optimal maintenance intervals. Machine learning models can predict failure probabilities and allocate maintenance resources as required.
Sustainability aspects
Environmental awareness and resource conservation are becoming increasingly important in tool maintenance. Repair and refurbishment are preferred over new procurement, which offers both ecological and economic advantages.
Conclusion
Tool maintenance is a strategic success factor for sustainable and cost-efficient production. Modern digital technologies enable predictive maintenance strategies that minimize downtime and maximize tool life. Buyers should consider maintenance aspects as early as the tool procurement stage and establish long-term partnerships with competent maintenance service providers. The integration of IoT and AI will further increase maintenance efficiency.
FAQ
What does tool maintenance actually involve?
Tool maintenance includes preventive inspections, cleaning, lubrication, calibration, repairs and the replacement of wear parts. It also includes documentation, condition monitoring and the planning of maintenance intervals to ensure optimum tool function.
How do you determine optimum maintenance intervals?
Maintenance intervals are based on manufacturer recommendations, operating hours, number of cycles and condition data. Past experience, wear analyses and modern sensor technology help to find the ideal time between too early and too late maintenance.
What are the advantages of preventive maintenance over reactive maintenance?
Preventive maintenance reduces unplanned downtime, extends tool life and lowers overall costs. It enables better production planning, higher quality consistency and lower emergency repair costs. Reactive maintenance often leads to higher follow-up costs due to production downtime.
How do you evaluate maintenance service providers?
Important criteria are technical competence, response times, spare parts supply, documentation quality and cost structure. References, certifications and the availability of emergency services should also be taken into account. Long-term partnerships can offer advantages in terms of conditions and service.
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