In the wake of rising oil prices, ongoing geopolitical tensions, including the conflict in Iran and disruptions in Middle Eastern shipping lanes, and continued material shortages, the global supply chain is facing unprecedented pressure. Lead times can now stretch into weeks or months, and critical components tied to petrochemical supply chains may suddenly become scarce or prohibitively expensive.
This puts maintenance, repair, and operations (MRO) teams on the front lines, as they’re tasked with keeping plants, warehouses, and equipment running despite these challenges. Reactive MRO management is no longer viable, and proactive stocking and planning are essential to maintaining operational continuity. These 10 tips offer practical strategies to help MRO teams anticipate disruptions, optimize inventory, and keep operations running smoothly despite supply chain unpredictability.
1. Prioritize Critical Component Stock Levels
Not all parts impact operations equally. Critical spares, which can halt production if unavailable, should be prioritized. These typically include high-wear mechanical parts, pumps, filters, and specialized electrical components that are difficult to source quickly.
By clearly identifying which components are truly critical and maintaining buffer stock, organizations can protect themselves from unexpected supply chain disruptions. Companies that implement this foresight can continue operations seamlessly, even when global material shortages or delays affect other parts of the supply chain.
2. Rethink Lean Inventory Models
Lean inventory models have long been the gold standard, but today’s disruptions demand flexibility. For MRO stocking, a hybrid approach that maintains a lean inventory where possible, but holds higher safety stock for essential parts often works best.
For example, hydraulic hose assemblies, which are often made with materials sensitive to raw material price swings, became constrained last quarter as global oil price volatility increased material costs and tightened availability. By maintaining slightly larger inventories of critical assemblies, organizations can avoid the rush to expedite costly emergency orders.
3. Factor in Geopolitical and Economic Risk
Geopolitical events and economic trends can impact supply chains unexpectedly. Consider the effects of conflict in oil-producing regions or sanctions that restrict exports. Many MRO components, such as rubber seals, synthetic lubricants, and plastic fittings, depend on petrochemical feedstocks, making them vulnerable.
In 2024, sanctions on export routes for certain chemicals used in industrial gear oils sent lead times skyrocketing for specialized lubricant cartridges. Facilities that relied on a single emergency source were forced to pause heavy equipment operations while alternative sources were vetted and qualified.
Planning for these risks through dual-sourcing or inventory buffers can protect operations when global conditions change with little notice.
4. Improve Inventory Visibility
Poor visibility is one of the most common causes of MRO inefficiency, as without real-time insight, teams may overstock some parts and understock others, wasting resources and space.
Organizations adopting digital inventory systems that include usage tracking and automated alerts can avoid costly duplicates and coordinate their stock across sites.
5. Standardize Equipment and Systems Where Possible
Reducing the number of part variations across equipment and systems can significantly simplify procurement and reduce operational risk. Standardization allows teams to consolidate inventory, minimize confusion, and streamline maintenance planning. It also makes it easier to source parts quickly, as suppliers can more readily provide commonly used components.
During periods of global constraints, standardization offers additional advantages by improving negotiating power with suppliers, reducing lead times, and lowering the likelihood of stockouts or obsolete inventory. By adopting consistent specifications across machinery and critical systems, organizations can achieve a balance of efficiency and resilience in their MRO strategy.
6. Strengthen Supplier Networks
Relying on a single supplier exposes organizations to significant risk, including shipping delays, economic sanctions, raw material shortages, or unexpected operational disruptions. Building a resilient supply chain means diversifying your supplier base and creating multiple sourcing options for critical components.
A strong supplier network reduces dependence on any one vendor, enhances negotiating leverage, improves access to scarce materials, and increases flexibility when lead times are unpredictable. Organizations can invest strategically in relationships with key suppliers, establishing communication channels, shared forecasts, and collaborative planning. This proactive approach ensures priority access to parts during periods of constraint, mitigates risk, and contributes to overall operational continuity.
7. Use Data to Forecast Demand
Historical usage, failure rates, and maintenance schedules provide a solid foundation for predicting MRO requirements, but relying solely on internal data isn’t enough in volatile markets. External signals, such as supplier reliability and shipping delays, should also inform forecasting.
Incorporating broader market trends, commodity price fluctuations, and geopolitical factors can help organizations anticipate sudden disruptions before they occur. By combining internal metrics with external intelligence, MRO teams can move from reactive ordering to proactive stocking, reducing downtime and maintaining operational continuity even during periods of uncertainty.
8. Align MRO With Maintenance Strategy
Preventive maintenance schedules should dictate MRO stocking priorities rather than reactive ordering. By closely aligning inventory with planned maintenance activities, organizations can anticipate part requirements well in advance, reducing the need for emergency orders and minimizing operational disruption.
This alignment enables better forecasting, more efficient inventory rotation, and optimized stock levels, ensuring the right parts are available when needed without overstocking. It also supports budget predictability, as maintenance-driven procurement avoids the premium costs associated with expedited shipping or last-minute sourcing. Integrating MRO planning with maintenance strategy strengthens operational resilience, improves equipment uptime, and enhances overall supply chain efficiency.
9. Train Teams to Reduce Waste
Even the best MRO stocking strategy can fail if parts are mishandled, misused, or poorly tracked. Proper training ensures that staff understand how to accurately record inventory, store components correctly, and consistently follow usage protocols. This reduces material waste, prevents lost or misplaced parts, and enhances operational efficiency, improves accountability, and strengthens overall supply chain control.
Ongoing education and refresher programs also help maintain high standards, ensure compliance with procedures, and foster a culture of responsibility in MRO management, ultimately protecting both resources and operational continuity.
10. Plan for Equipment-Specific Needs
Certain machinery depends on specialized components that are easy to overlook until failure occurs. Skid steers, for example, rely on tracks that need regular maintenance to function effectively. Understanding how these components are installed and maintained helps teams anticipate wear patterns and stock the correct parts before failure leads to costly downtime.
Preparing for Supply Chain Reality
Today’s MRO challenges reflect broader supply chain realities. Freight is unpredictable, lead times are unreliable, and materials are increasingly sensitive to global events. Organizations that invest in proactive, strategic MRO stocking are better positioned to absorb shocks, maintain uptime, and control costs, reducing the impact on workflow and ensuring operational survival.
About the author
Kristie Wright is an experienced freelance writer who covers topics on logistics, finance and management, mostly catering to small businesses and sole proprietors. When she’s not typing away at her keyboard, Kristie enjoys roasting her own coffee and is an avid tabletop gamer.
