European firms lag in fully integrated digital maintenance systems
New research suggests that while most companies in Europe acknowledge the value of predictive and connected maintenance, many are still early in their efforts to digitalise operations.
A recent study carried out by osapiens, a Germany-based software developer, in partnership with the Fraunhofer Institute for Material Flow and Logistics IML, interviewed 407 maintenance leaders in mid-sized manufacturing firms across the UK and continental Europe. The results illustrate that two-thirds (63 percent) of firms are only just beginning their digitalisation process, despite 92 percent expressing confidence in the benefits of digital maintenance tools.
Fragmented digitalisation
While survey respondents almost unanimously recognise the potential value of predictive and connected operations, the current level of digitalisation is inconsistent. Approximately 31 percent of organisations use enterprise resource planning (ERP) systems for planning, but 29 percent still rely on spreadsheets, and 41 percent use paper checklists for execution. As many as 59 percent reported depending on Excel or Google Sheets when executing maintenance procedures. Only 6 percent use a Computerised Maintenance Management System (CMMS) for this purpose.
CMMS tools, which can help shift maintenance from reactive to predictive models, are adopted by a minority. Less than a third (28 percent) of those surveyed describe their processes as fully planned and preventive, while 37 percent maintain operations that are fully planned but reactive. Most companies blend these approaches and often have difficulty maintaining consistent standards.
Implementation of more comprehensive digital solutions faces challenges. Integration with existing systems is the most commonly cited obstacle (43 percent), followed by organisational culture resistant to change (38 percent), limited IT resources, and shortages in digital skills.
"Many companies believe they are already digitally advanced, but what we typically see are isolated systems rather than fully integrated ones," said Dr.-Ing. Thomas Heller, Managing Director of the Fraunhofer Smart Maintenance Community and Head of Department Facilities and Service Management at Fraunhofer IML. "The next step is connecting these systems - creating visibility across data, processes, and people. That's where the true value of digital maintenance begins."
The Maintenance Maturity Index
To help organisations gauge their progress, the study introduced the Maintenance Maturity Index, a model outlining five stages of digital advancement in maintenance from manual, reactive methods to intelligent, predictive practices.
According to the index, 35 percent of European companies are at Stage 2, indicating digitisation of basic processes. A further 25 percent have reached Stage 3, using structured systems such as CMMS or ERP modules. Only 15 percent have moved to higher maturity stages, with 10 percent integrating maintenance with production planning (Stage 4) and 5 percent employing fully predictive systems. Twenty-five percent remain at the lowest, purely reactive stage.
AI adoption remains tactical
Despite being at the early stages of their digital transformation, many companies are already making tactical use of artificial intelligence. The most common application is workflow automation (43 percent), followed by chatbots for knowledge management (40 percent), and anomaly detection (34 percent). Mid-sized firms generally pursue efficiency improvements before seeking fully integrated strategies for predictive maintenance.
Challenges in demonstrating ROI
Most firms (92 percent) are convinced of the ability of digital tools to deliver measurable return on investment (ROI), but few can point to hard data as evidence. Only 40 percent have adopted KPI dashboards, which can help demonstrate ROI, and similarly, integrations with ERP and production systems, as well as use of digital standard operating procedures, remain under 35 percent each.
"Companies know that digital maintenance delivers value," said Daniel Schwarz, Co-Founder of osapiens Asset Ops. "What they need to do now is to make that value visible. Those that succeed will turn maintenance into a true source of competitive advantage."
The study, which covered sectors including manufacturing, automotive, consumer goods, and life sciences, reflects the experience of senior maintenance and operational leaders across Europe. The researchers stress that digital transformation in industrial maintenance still faces several hurdles, particularly relating to the integration of existing systems, cultural change, and skills shortages. The Maintenance Maturity Index is intended to give companies a practical benchmark and roadmap for progress as they continue their journey towards smarter, connected maintenance operations.
