MAINTENANCE & REFURBISHMENT Planning for the unforeseen R


Ensuring operational continuity in pumping and rotating equipment has always been of the upmost importance. Yet, as the skills gap grows and cost constraints drive businesses to refocus their spending decisions on the short term, an increasing number risk exposing themselves to unexpected downtime and costly repairs. Here, Andy Martin, sales & operations director at Arfon Engineering examines the importance of planning for the unforeseen


educing downtime and maximising efficiency have always been two crucial components of a successful, profitable operation. Consider the whirlwind of challenges that


businesses have faced in recent years, however, and it’s understandable why so many have ended up prioritising short- term spending decisions. From mounting operational costs to an


increasing shortage of skilled labour, the pressure to do more with less has never been greater. These factors combined often culminate in equipment maintenance being delayed, in some cases, completely avoided. While this trade-off may temporarily ease short- term budgetary constraints, it can lead to far more sizable costs later down the line. When maintenance is neglected, the chance of equipment failing soars. With supply chains still under strain, even small breakdowns can result in prolonged downtime that could exacerbate repair costs and reputational damage. Shockingly, recent data projects UK and European manufacturers to lose more than £80 billion in 2025 due to downtime alone. Simultaneously, a shortage of in-house engineering specialists means that fewer businesses have the capacity to respond quickly and effectively when issues arise. The subsequent loss of institutional expertise also makes it harder to identify early warning signs or implement effective contingency plans


A pre-emptive safety net


Today, organisations are operating in an environment where the unexpected has become the norm, but they simply cannot afford to rely solely on reactive measures. A potential solution, however, lies in the form of a robust contingency plan integrated into the asset maintenance management scheme. This provides a vital safety net, ensuring that if pumps stop working, minimal impact is followed by a fast recovery.


A key component of a contingency plan should include critical asset identification, which examines the equipment most vital to operations and in the event of them failing, would cause significant downtime. They are then prioritised for monitoring and maintenance works. Methodically considered contingency strategies also incorporate clear response protocols for different types of failures, illustrating which suppliers should be contacted for spare parts and the actions that should be taken to de-escalate the issue to accelerate recovery. Additionally, it should also


encompass an inventory of critical spare parts for additional clarity. If implemented correctly, the advantages of adopting such a proactive framework are both strategic and operational. Not only can firms steer clear of wearing out equipment to the point of breakdown, but they can also guarantee that emergency procedures align with health, safety and environmental standards. This then reduces the risk of non- compliance and, most importantly, safety concerns to employees.


Leveraging third-party expertise


While a comprehensive contingency plan is desirable, it’s not always feasible – particularly for those facing well-documented resource constraints, limited technical expertise or stretched maintenance teams. Under these circumstances, partnering with a trusted service partner to act as an extension of the customer’s own existing workshop and maintenance team can be a highly cost-effective alternative. In doing so, decisionmakers can leverage the flexibility, knowledge and responsiveness required to maintain operational continuity. Partners like Arfon Engineering, part of Wilo UK, bring specialised knowledge of rotating machinery, diagnostics and repair techniques, often gained from working across multiple industries and equipment types. This scope of experience means issues can be identified before they worsen, proven solutions can be recommended, and best practices are implemented, which may not have been attainable in-house.


Crucially, service partners also provide opportunity for scalability. Be it planned maintenance, emergency repairs or condition monitoring, they can step in as needed. This is particularly valuable during peak demand periods when attention may be focused elsewhere. Additionally, many providers


facilitate access to critical spares, reducing lead times and, consequently, downtime. Most importantly, a trusted partner offers peace of mind. With service-level agreements in place, businesses can rely on rapid response times and consistent quality through ongoing support. For instance they deliver technical services and collaborate closely with clients to develop tailored contingency plans, providing the best of both worlds.


Embracing the digital revolution


In parallel with contingency planning and strategic partnerships, digital transformation is also becoming a crucial pillar of resilient operations. As equipment becomes more complex and the cost of downtime continues to increase, businesses are incentivised to move beyond traditional maintenance models by embracing a data-driven approach that offers real-time insights.


Adjacent to this, condition monitoring is becoming essential. By continuously tracking a variety of metrics, from temperature to energy consumption, operators can detect early signs of wear and tear or failure, often long before a breakdown occurs. This allows for planned preventative maintenance, reducing the risk of unexpected outages and extending machinery lifespan. Beyond real-time alerts, digital tools also enable pattern recognition and trend analysis. By monitoring for repeated anomalies or recurring faults, deeper issues, such as design flaws, improper installation or operational inefficiencies, can be uncovered. This feedback loop not only improves maintenance outcomes, but it also informs smarter asset design and future procurement decisions.


Preparing for the unexpected


While long-term strategies and digital tools are pivotal to avoiding unexpected downtime, the clearest indicators that it’s time to act can sometimes be simple. Unusual vibrations, excessive noise or rising operating temperatures can all point to underlying issues, such as unbalanced components or failing bearings. In particular, loose or worn bearings are a common malefactor in rotating equipment and often go unnoticed until it’s too late. Frequent tripping of motors or unexplained energy spikes may also indicate deeper problems. If a team is regularly reactive problem-solving machine or plant failures, struggling to source parts or relying on outdated maintenance records, it’s a clear signal that a more proactive approach is needed. Yet, these are not just operational inconveniences – they are opportunities to plan for the unexpected. Taking action doesn’t always require a complete overhaul. It could start with a simple audit, a conversation with a trusted service partner, or the implementation of basic condition monitoring tools. The key is recognising that small issues today can become exorbitant problems tomorrow, and the sooner businesses act, the more control they can retain over long-term operations.


16 BUILDING SERVICES & ENVIRONMENTAL ENGINEER AUGUST 2025 Read the latest at: www.bsee.co.uk


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