Service Management

Equipment and Facility Maintenance

Equipment and Facility Maintenance for Logistics and Transportation Companies

Maintaining equipment and facilities in the logistics and transportation industry is not just a routine task—it's a critical operational necessity. Companies like C.H. Robinson, Expeditors, and GXO Logistics depend on the efficiency and reliability of their physical assets to meet customer demands and maintain service excellence. This comprehensive guide will explore the importance of equipment and facility maintenance, detail current management practices, identify the teams involved, and discuss the unique challenges and solutions within the context of large logistics companies.

What is Equipment and Facility Maintenance?

Equipment and facility maintenance in logistics and transportation involves the regular upkeep, repair, and servicing of physical assets, including vehicles, loading equipment, warehouses, and distribution centers. This maintenance ensures that all operational components function efficiently and comply with safety regulations.

Why is Equipment and Facility Maintenance Important in Logistics and Transportation?

Effective maintenance is crucial for logistics companies for several reasons:

Operational Continuity. Properly maintained equipment minimizes downtime caused by failures, keeping the supply chain fluid and reliable.

Safety Compliance. Regular maintenance ensures compliance with safety standards, reducing the risk of accidents and legal issues.

Cost Efficiency. Preventative maintenance can significantly reduce the long-term costs associated with equipment repair and replacement.

Customer Satisfaction. The ability to consistently meet delivery timelines depends on the operational readiness of equipment and facilities.

How is Equipment and Facility Maintenance Managed Today?

Logistics companies manage equipment and facility maintenance through a combination of in-house teams and outsourced service providers, employing strategies such as:

Preventative Maintenance Programs. Scheduled servicing of equipment to prevent breakdowns before they occur.

Real-Time Monitoring Systems. Use IoT sensors and fleet management software to continuously monitor equipment health and performance.

Maintenance Audits. Regular inspections and audits ensure maintenance practices meet industry standards and company policies.

Vendor Management. Strategic partnerships with equipment manufacturers and service providers to ensure timely access to parts and professional services.

Who is Responsible for Equipment and Facility Maintenance?

Several departments within a logistics company are integral to maintenance management:

Maintenance Department. Specialized teams are responsible for the routine and emergency maintenance of vehicles and equipment.

Operations Management. Oversees the integration of maintenance schedules with daily operations to minimize impact on service delivery.

Safety and Compliance Team. Ensures that all maintenance activities comply with governmental regulations and internal standards.

Procurement and Supply Chain. Manages relationships with suppliers and service providers to ensure the availability of high-quality parts and maintenance services.

Real World Example of Maintenance Issues

Imagine a scenario where a nationwide logistics provider faces a significant increase in equipment breakdowns during the peak holiday shipping season. Investigations reveal that maintenance schedules were not adequately adjusted to account for the increased load, resulting in premature equipment failures.

Impact on the company

The breakdowns cause delays, package backlogs, and increased operational costs due to expedited shipping needs and overtime labor.

Impact on customers

Delayed shipments result in dissatisfaction, damaged reputations, and potential loss of business during a critical business period.


To address these issues, this logistics provider  could enhance their maintenance strategies by:

Implementing more robust predictive maintenance technologies

Adjusting maintenance schedules based on usage patterns and peak load forecasts

Increasing training for maintenance crews on the latest equipment technologies

Challenges in Managing Equipment and Facility Maintenance

The primary challenges faced by logistics companies in maintaining their equipment and facilities include:

Scalability. Scaling maintenance operations in line with business growth without sacrificing quality or efficiency.

Technological Integration. Keeping up with the latest advancements in maintenance technology and integrating these tools into existing systems.

Vendor Reliability. Ensuring that third-party service providers meet the high standards required for logistics operations.

The Business Case for Enhanced Maintenance Practices

Investing in advanced maintenance practices offers numerous benefits for logistics companies:

Reduced Operational Disruptions. Fewer equipment failures mean less downtime and more reliable service.

Lower Total Cost of Ownership. Effective maintenance extends the life of equipment, reducing the frequency and cost of replacements.

Enhanced Competitive Edge. Companies with robust maintenance operations can offer more reliable and efficient services, attracting customers and building stronger client relationships.

Robust equipment and facility maintenance are essential to operational success for logistics and transportation companies. By prioritizing advanced maintenance strategies, these companies can ensure that they meet and even exceed their clients' expectations and remain leaders in a highly competitive industry. Investing in the right technologies, processes, and training will safeguard their operational capabilities and foster sustainable growth.

Making the Business Case for Automation in Equipment and Facilities Maintenance

The transition to automated systems is supported by a compelling business case that highlights significant operational and strategic benefits:

Operational Cost Reduction. Automation can take deep cuts out of maintenance operational expenses by reducing the reliance on manual labor and systems and decreasing the incidence of errors.

Scalability and Flexibility. Automated systems are highly scalable, allowing businesses to handle increased maintenance volumes without proportionate staffing or manual workload increases.

Enhanced Customer Experience. Automation significantly improves customer satisfaction and loyalty by ensuring accurate, timely distribution and proactive exception handling.

Automating aspects of equipment and facility maintenance can deliver strategic benefits. It can bring substantial cost savings and operational efficiencies, enhance the overall customer experience, and pave the way for sustained business growth and success.

Rivet Enhances Equipment and Facility Maintenance Automation

Rivet, Traverse Systems’ business process automation solution, combines software and professional services to assist in automating your equipment and facilities maintenance processes. It streamlines communication, ensures accountability, and increases efficiency by enforcing industry-standard preventative maintenance and safety compliance practices.

Rivet incorporates and accommodates your existing documents, data, and, where desired, data repositories and applications. It gives you complete visibility into your routine maintenance processes, including:

  • The status and schedule of equipment and facilities' preventative maintenance procedures
  • The schedule and status of safety reviews and compliance expirations
  • Any exceptions to routine and those responsible for resolving them

Rivet eliminates the immense workload associated with manual maintenance and safety compliance tracking across your entire equipment and facility asset base. It automatically alerts appropriate personnel of erroneous, incomplete, or late tasks. And its customizable dashboards give you visibility into the status of processes, risk exposure, and the need for action.

Are you ready to learn more about how automation can take the complexity out of equipment and facilities maintenance? Let’s talk. Rivet reflects the Traverse Systems team’s combined 200 years of supply chain experience. If you’ve got a problem, there’s a good chance we’ve seen it - and have solved it - before. Get in touch here.

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