For property managers, maintaining a building efficiently isn’t just about fixing what’s broken—it’s about being proactive, data-informed, and performance-driven. Keeping track of the right metrics can streamline operations, reduce costs, and improve tenant satisfaction. In today’s increasingly digital property management environment, monitoring key property maintenance metrics is no longer optional; it’s essential.

Among the dozens of performance indicators available, three stand out as particularly vital. Let’s explore the top 3 property maintenance metrics every property manager should track to ensure optimal building health and operational efficiency.

1. Work Order Completion Time

This metric measures the average time taken to complete a maintenance request from the moment it’s submitted to the moment it’s resolved. The shorter this time, the more efficient your maintenance team is—which greatly contributes to tenant satisfaction.

Why it matters:

  • Efficient service enhances tenant trust and retention.
  • A short completion time indicates an organized scheduling system.
  • It allows you to identify bottlenecks and resource gaps in your maintenance process.

To improve this metric, consider setting priority levels for work orders and investing in a reliable property maintenance software that automates scheduling and follow-ups.

2. Preventive vs. Reactive Maintenance Ratio

One of the hallmarks of a well-maintained property is having more planned, preventive maintenance than last-minute fixes. This ratio compares the cost or number of preventive maintenance tasks performed versus reactive/emergency repairs.

Why it matters:

  • Higher preventive maintenance = longer lifespan of assets and systems.
  • Reduces unplanned downtime and costly emergency repairs.
  • Improves budgeting accuracy over time.

An ideal ratio to aim for is at least 60:40 in favor of preventive maintenance. Using a Computerized Maintenance Management System (CMMS) can automate scheduling of inspections and recurring tasks, keeping your property one step ahead of potential problems.

3. Maintenance Cost per Unit (or Square Foot)

This financial metric gives insight into how much is being spent on maintenance for each rental unit or per square foot of property. It’s an essential tool for benchmarking and budgeting purposes.

Why it matters:

  • Helps identify properties that might be underperforming or over-budget.
  • Enables comparison between different properties in a portfolio.
  • Assists in long-term capital planning and rate-setting for tenants.

Break down this number into components—materials, labor, contract services—to pinpoint areas of overspending. Over time, this metric helps justify investments in better systems or improved training for staff.

Putting It All Together

Tracking and analyzing these three maintenance metrics—Work Order Completion Time, Preventive vs. Reactive Maintenance Ratio, and Maintenance Cost per Unit—gives property managers a holistic understanding of their maintenance performance. When consistently monitored, they drive better decision-making, optimize resources, and enhance both the property’s value and tenant satisfaction.

While it may take time to set up reliable tracking systems, the payoff is well worth the effort. Effective maintenance doesn’t start with a toolbox—it starts with data.

After all, what gets measured, gets managed.