Last Updated on February 16, 2026

Some downtime is expected in every industry, such as during manufacturing changeovers or IT server upgrades. But when equipment unexpectedly breaks down or a natural disaster strikes, the delays can cost thousands in lost productivity or additional expenses.

You may have to rent backup equipment or hire extra team members to keep factory lines running. Or, you might have to pay overtime maintenance fees to get equipment fixed during off hours. It all adds up, and it adds up quickly.

To minimize costly delays and keep your project site safe, you need to prepare for planned and unplanned downtime. In this article, you’ll learn the difference between the types of downtime and key steps to reducing the impact of unplanned downtime on your organization.

What Is Downtime? Why Do You Need to Manage It?

Minimizing downtime is a vital part of keeping your operation profitable because downtime stops the normal flow of business and increases costs.

Downtime is any period when company resources, such as equipment, are not being used for their intended purpose. There are two types of downtime:

• Planned Downtime: Also known as scheduled downtime, planned downtime is when work stops intentionally, usually for maintenance or training. For planned downtime, you may need to rent backup equipment so that scheduled maintenance doesn’t delay production.
• Unplanned Downtime: Unplanned downtime is when something unexpected prevents equipment or employees from doing their jobs. Unplanned downtime is expensive because it not only delays your project but could result in unexpected equipment or labor expenses and rework.

Causes of Unplanned Downtime and Planned Downtime

Planned downtime is often caused by the following.

• Routine equipment maintenance or inspections.
• Hardware/software upgrades.
• Switch-overs on manufacturing lines or moving equipment between jobsites.
• Employee training or company events.

Unplanned downtime can be caused by the following.

• Equipment failures or broken tools.
• Power outages and natural disasters.
• Human error, miscommunication or poor planning.
• Labor shortages due to illnesses or unexpected events.

Manage the impact of planned downtime with careful planning. However, the impact of unplanned downtime is harder to recover from, so the goal is to prevent or reduce downtime. Next, you’ll learn the basic steps to reducing unplanned downtime.

How to Reduce Unplanned Downtime

1. Analyze the Downtimes of Past Projects

Knowledge is power. Track and analyze downtime events (both planned and unplanned) from your past projects. Identify what happened, when it happened and why. The more information and data, the better. You can identify trends and better plan for future projects.

For example, look at past projects and consider:

• How much did it affect cost and productivity? Knowing which events caused the most damage to budgets or productivity will help you prioritize what to do in the future.
• Are there seasons when the impact of downtime was less than other times? Schedule planned downtime for these slow periods.
• When did most unplanned downtime events occur? This may indicate a trend you can prepare for.  
• Could past unplanned downtimes have been prevented? If so, you may need to develop a more robust preventative maintenance or training plan.

2. Perform a Risk Audit for Your Current Project

Once you’ve identified trends, you can look at your current projects or various company departments to see if they are at higher risk for unplanned downtime. You can also make sure planned downtime is scheduled and planned for appropriately.

To do a risk audit:

• Start with your goals or performance metrics. How do you know when a project is successful?
• Identify likely causes of downtime. Is there planned downtime to account for? Is bad weather likely to delay work? If so, for how long?
• Review all equipment and tools. Is anything overdue for maintenance? Is anything nearing the end of its usefulness?
• Review who is assigned to the project. Will this person’s skillset benefit the project and others working on it? Could someone cause a bottleneck or delay?

3. Create Comprehensive Prevention and Backup Plans

Now that you’ve identified trends and potential unplanned downtime events, you can create standard plans of action to minimize downtime. Make sure your plans include roles and responsibilities and step-by-step instructions of what to do to prevent or minimize downtime scenarios.

• Read more: How to Choose an Equipment Rental Provider

For planned downtimes, for example, make it standard operating procedure to schedule equipment maintenance on weekends when regular business is closed. Alternatively, work with a reliable rental equipment provider to have backup equipment available during planned downtimes.

When it comes to unplanned downtimes, create backup plans that highlight:

• Where and when unplanned downtime is likely to occur and what to watch out for.
• What steps to take, including how to communicate and report the issues.
• Who is responsible for each step.

4. Upgrade Equipment

Replace or upgrade outdated technology. Older equipment is more likely to break unexpectedly. It also requires more maintenance and more expensive repairs than newer equipment.

Newer equipment comes with less risk of downtime. Plus, new equipment may include advanced technology that helps you track usage and prevent delays.

It may be more cost-effective to replace old equipment or rent the latest technologies from a high-quality equipment rental provider.

5. Train Employees Early and Often

Human error is a major cause of unplanned downtime and costly accidents. Staff training is as important as regular maintenance in preventing unplanned downtime.

Train staff how to safely operate their equipment to reduce the likelihood of accidents and excessive wear and tear. Also show operators how to inspect their equipment regularly. They can often catch problems early, preventing a lot of unplanned downtime.

Train staff regularly on what to do when unplanned downtime events pop up. Accidents and emergencies are very stressful and confusing, making it tough to remember a procedure you were only told once. Regular training and on-the-job support can save a lot of time getting equipment fixed or recovering after an emergency delay.

6. Keep Up with Trends and Track Downtime

Lastly, reducing downtime is not a one-time-only event. Track and analyze downtime for every project and be aware of industry trends as well. By continually monitoring what’s happening, you’re less likely to be caught off guard.

For example, as you implement new procedures and training, the types of downtime you encounter will change. Keep tracking what’s happening, so you can keep improving. Similarly, technology is always evolving. Keep up with industry trends, especially those within manufacturing and information technology, to learn about the latest downtime management solutions.

Downtime Happens: 3 Tips for Managing It Effectively

Downtime is going to happen no matter what, but by following these tips, you can minimize the disruption it causes in your business and be less likely to be caught off-guard.

• Be Aware: Know what maintenance is needed and plan it in a way that’s least disruptive. Understand how extended or unusual work shifts affect employees. Pay attention to potential unplanned downtime events and their causes, so you can minimize their impact.
• Be Proactive: Have a plan to get replacement equipment on site before you need it. Have low priority tasks ready for employees for when they can’t perform their primary responsibility. Schedule maintenance and training during slow times so they don’t result in more downtime than necessary.
• Empower Employees: Make sure workers are trained on how to handle problems and are given the tools and authority they need to fix them. Cross training them on tasks that cause bottlenecks or how to recognize potential issues early can greatly minimize delays.

Minimize the Impact of Downtime with Herc Rentals

Unplanned downtime can cost a lot of time and money by delaying work and wasting resources. Keep your equipment in prime condition and reduce unplanned downtime by renting from Herc Rentals.

Whether you need fuel tank rentals that keep generators going during natural disasters or construction equipment with the latest monitoring technology, we can help. By partnering with Herc Rentals, you’ll get access to high-quality equipment with fast delivery and on-site maintenance services to keep your project running.

Explore our comprehensive, real-time fleet management solutions, or call 1-800-432-6215 to discuss options to reduce equipment downtime with an expert today.