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Coffee is all about consistency – whether it’s the perfect espresso shot, a flawlessly roasted batch, or a seamless customer experience at your café. But behind every great cup is a fleet of machines working tirelessly to keep up with demand. What happens when an espresso machine breaks down during the morning rush? Or when a roasting machine malfunctions in the middle of a big order?
That’s where Key Performance Indicators (KPIs) for Computerized Maintenance Management Systems (CMMS) come in. These KPIs help coffee businesses track the health of their equipment, reduce downtime, and optimize maintenance strategies – because in the coffee industry, time lost to equipment failure is money (and customers) lost.
In this blog, we’ll break down the essential CMMS KPIs every coffee business should track to keep operations running smoothly, from coffee chains and roasteries to equipment manufacturers. Ready to boost efficiency and keep your machines in top shape? Let’s get right to it!
Brew Smarter. Track Better. Run Smoother with FieldEx | From espresso machine uptime to technician response times, FieldEx helps you stay on top of the KPIs that keep your coffee business thriving. All in one simple dashboard. Want to see FieldEx in action? Book a free demo today, or reach out with any questions you may have. We’re here to help.
KPIs are more than just numbers – they provide valuable insights into the efficiency, cost-effectiveness, and reliability of your maintenance operations. In an industry where machine downtime can mean delayed orders and lost revenue, tracking KPIs helps businesses proactively prevent issues rather than react to them.
For example, an unplanned espresso machine breakdown during peak hours can be disastrous for a busy coffee shop. By tracking maintenance KPIs, businesses can minimize equipment failures, reduce repair costs, and maintain high-quality standards across locations.
A well-monitored CMMS helps coffee industry professionals:
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What it Measures: The percentage of time your machines are operational and available for use.
Why It Matters: In the coffee business, machine reliability is everything. Whether it’s a roasting machine at a production facility or an espresso machine in a high-traffic café, uptime directly impacts productivity and revenue. High uptime means fewer disruptions and a more consistent product quality.
How to Improve It: Implement preventive maintenance schedules and monitor equipment performance to detect early warning signs of failure.
Want to track your café's KPIs like a pro? Download our free Maintenance Metrics Tracker to monitor uptime, downtime and service performance.
What it Measures: The average time between one failure and the next for a specific machine.
Why It Matters: The longer the gap between failures, the more reliable your equipment. A low MTBF may indicate an underlying issue with machine quality, maintenance frequency, or improper usage.
How to Improve It: Ensure that all equipment is serviced at recommended intervals, train staff on proper machine usage, and replace aging components before they cause failures.
Don’t let breakdowns kill your flow. Use our free Espresso Machine Maintenance Checklist to keep your most valuable asset running smoothly.
What it Measures: The average time it takes to repair a machine after a breakdown.
Why It Matters: The faster a machine is repaired, the quicker operations can resume. A high MTTR indicates delays in diagnosing issues, accessing spare parts, or executing repairs.
How to Improve It: Keep essential spare parts in stock, provide technicians with clear maintenance guidelines, and leverage CMMS data to identify recurring issues and fix them efficiently.
What it Measures: The percentage of scheduled maintenance tasks that are completed on time.
Why It Matters: Preventive maintenance reduces the likelihood of breakdowns and extends the lifespan of expensive coffee equipment. High compliance means maintenance teams are effectively following schedules.
How to Improve It: Use CMMS automation to set reminders for scheduled maintenance and track completion rates to ensure accountability.
Stay ahead of breakdowns. Our Preventive Maintenance Checklist ensures your equipment stays in top shape with proactive care.
What it Measures: The percentage of maintenance work orders that are completed within a specific timeframe.
Why It Matters: A high completion rate signals an efficient maintenance team, while a low rate may indicate resource constraints or workflow bottlenecks.
How to Improve It: Assign clear responsibilities, monitor work order progress through CMMS dashboards, and streamline communication between technicians and managers.
What it Measures: How often spare parts are used and replaced within a given period.
Why It Matters: Overstocking parts ties up capital, while understocking leads to repair delays. A balanced inventory ensures that the right parts are available when needed without excess waste.
How to Improve It: Use CMMS analytics to track part usage trends, set reorder points, and maintain an optimal stock level based on demand.
What it Measures: The proportion of total revenue spent on maintenance and repairs.
Why It Matters: If maintenance costs are eating too much into profits, it may signal inefficiencies or excessive unplanned repairs.
How to Improve It: Optimize maintenance schedules, negotiate better vendor contracts, and track maintenance spending trends to identify cost-saving opportunities.
In the coffee industry, where machine performance directly affects product quality and customer experience, tracking CMMS KPIs is essential. From minimizing downtime to optimizing maintenance costs, these KPIs provide critical insights that can improve efficiency and profitability.
By leveraging a CMMS tailored for the coffee industry (like FieldEx), businesses can automate maintenance, track key metrics, and ensure their equipment stays in peak condition – because when it comes to coffee, consistency is everything.
Brew Better Decisions with FieldEx | Tracking KPIs like equipment uptime, maintenance costs and service response time is easier when it’s all in one place. FieldEx CMMS helps coffee businesses streamline operations, reduce downtime and stay on top of what really matters. Want to see FieldEx in action? Book a free demo today, or reach out with any questions you may have. We’re here to help.
KPIs (Key Performance Indicators) are measurable values that help café owners track how well their business is performing in key areas like equipment uptime, maintenance costs and customer service. They turn guesswork into data-backed decisions.
The top KPIs include:
Equipment uptime is the percentage of time your machines are available and functioning. You can calculate it using:
Uptime % = (Total Time – Downtime) / Total Time × 100
A CMMS like FieldEx can automatically track and report this for you.
Preventive maintenance is key to avoiding costly breakdowns and ensuring consistent coffee quality. Most cafés should clean machines daily, perform weekly deep cleans and schedule technical servicing every 1–3 months, depending on usage.
With a tool like FieldEx CMMS, you can automate these maintenance schedules, get alerts when tasks are due, and track equipment health over time, so that nothing slips through the cracks.
MTBF stands for Mean Time Between Failures. It shows how long your coffee machines run before breaking down.
Higher MTBF = more reliable equipment = better service and lower costs.
You can use spreadsheets, maintenance tracking templates, or specialized software like FieldEx CMMS that automates data collection, dashboard visualization, and task alerts.
You can reduce downtime by:
Most cafés aim for equipment uptime of 98–99%. Anything below 95% suggests frequent breakdowns and potential revenue loss.
While templates are a great starting point, a CMMS automates tracking, prevents human error and integrates maintenance with other areas like inventory and compliance.
Yes, FieldEx makes it simple. Our CMMS platform is built for coffee businesses that want to streamline equipment maintenance, automate preventive schedules, track performance metrics in real time, and keep service running smoothly – all in one place.
Want to see how it works? Schedule a free demo with FieldEx and discover how we help cafés like yours stay efficient, reliable and data-driven.
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