Grounded by Costs and Labor Shortages? How Data Can Help

Data plays a fundamental role in improving efficiency and reducing costs in aviation maintenance. Properly collected and analyzed, it can help airlines optimize staff planning, manage supplier performance, reduce repair costs, and improve inventory management. However, using data effectively requires discipline, consistency, and a well-structured system, without shortcuts or fragmented tools like standalone spreadsheets.

Labor Shortages in Maintenance

The aviation industry has been grappling with labor shortages for years, and maintenance is no exception. While cabin crew and baggage handler shortages are often highlighted in the media, the shortfall in certified aircraft maintenance engineers is just as critical. According to the Allianz Risk Barometer 2025, the shortage of skilled workforce ranks among the top five risks for the aviation sector. The Royal Aeronautical Society estimates that in the next decade, the industry will need 300,000 additional maintenance engineers, a demand unlikely to be met. Boeing projects that the aviation sector will require nearly 690,000 new maintenance technicians over the next two decades to meet growing demand. In the U.S. alone, the Federal Aviation Administration (FAA) projects a shortage of 13,000 mechanics by 2041. This workforce shortage is already driving up costs as competition for skilled labor intensifies.

With fewer mechanics available, airlines need to ensure that unplanned maintenance events are kept to a minimum. AOG situations can lead to delays, cancellations, and additional costs that most airlines can’t afford.

Using Data to Address Workforce Shortages

To mitigate labor shortages, airlines should focus on efficiency rather than just increasing hiring efforts. Data can be used in several ways:

• Planned vs. Unplanned Maintenance: By analyzing maintenance records and component failure patterns, airlines can shift from reactive to planned maintenance. This reduces the need for last-minute staffing and minimizes unexpected work that strains an already stretched workforce.
• Resource Allocation: Tracking maintenance staff assignments and task completion times allows for better workforce planning. Understanding where time is lost, whether due to waiting on parts, tool availability, or inefficient workflows, can highlight areas for improvement.
• Skill and Certification Management: A structured database of technician certifications helps ensure that properly qualified personnel are available when needed. Keeping this data updated reduces delays caused by last-minute compliance checks or skill mismatches.
• Workload Balancing: A clear view of shift schedules and workload distribution helps prevent bottlenecks and burnout. Data-driven scheduling ensures that work is distributed evenly across available staff.

In short, data won’t create more mechanics, but it will help airlines use the ones they have more effectively.

Rising Maintenance Costs

Cost control remains one of the biggest challenges in aviation maintenance. Labor and material costs are climbing, and fuel prices continue to be unpredictable. The Allianz Risk Barometer 2025 also highlights business interruption as a key concern for the aviation industry, with supply chain disruptions exacerbating maintenance delays. The International Air Transport Association (IATA) reports that the average age of the global fleet has increased to 14.8 years, with a record backlog of 17,000 aircraft awaiting production. Older aircraft require more frequent and costly maintenance, further straining budgets.

The FAA has previously estimated that flight delays cost the U.S. economy over $30 billion annually. Meanwhile, unplanned maintenance has historically represented around 27% of airline maintenance expenditures. Reducing that percentage even slightly can lead to substantial savings.

Data-Driven Cost Reduction

A disciplined approach to data can help airlines cut costs without cutting corners.

• Inventory Control: Monitoring spare parts usage and supplier performance prevents unnecessary stockpiling while ensuring critical parts are available when needed. Poor inventory management leads to either excessive costs or costly delays due to missing parts.
• Supplier Performance Tracking: Analyzing vendor reliability, pricing trends, and delivery times enables better contract negotiations and more efficient procurement.
• Historical Maintenance Data: Reviewing past repair records can highlight recurring issues, helping airlines make informed decisions about part replacements and supplier choices.
• Equipment Utilization: Tracking maintenance equipment usage helps extend the life of expensive tools and ensures they are available when needed, reducing downtime and unnecessary replacements.
• Cost Auditing: Regular reviews of labor, material, and fuel expenses can reveal inefficiencies, prompting corrective action before minor costs escalate into major financial drains.

Emerging Risks in Aviation Maintenance

Beyond labor shortages and rising costs, the Allianz Risk Barometer 2025 identifies additional threats that have direct implications for maintenance operations:

• Regulatory Changes: New legislation, particularly in sustainability reporting and emissions standards, is adding complexity and cost to airline operations. Compliance with evolving European and U.S. regulations is an increasing challenge.
• Business Interruption: Delays in aircraft and engine deliveries, along with supply chain shortages, are making maintenance scheduling more unpredictable.
• Cybersecurity Threats: Cyber incidents now rank as the top risk in aviation for 2025. With increasing reliance on digital maintenance systems, GPS navigation, and cloud-based infrastructure, airlines must ensure their maintenance data is secure from cyberattacks. GPS spoofing, malware attacks, and system outages pose real risks to maintenance scheduling and operational efficiency.

Ensuring Data Reliability

Good data is only useful if it’s accurate and accessible. Airlines must ensure centralized data management to avoid fragmentation across multiple systems, preventing duplication and errors. System integration between maintenance, finance, and supply chain platforms allows real-time data exchange, minimizing manual work and inefficiencies. Routine validation of maintenance records, flight cycles, and component tracking is essential to maintain data integrity. Additionally, reducing reliance on external spreadsheets and standalone workarounds decreases the risk of errors and outdated information, ensuring a single, reliable source of truth for all operations.

How EXSYN Supports Data-Driven Maintenance

EXSYN enables airlines to transition from fragmented maintenance processes to a seamless, data-driven approach. With specialized apps tailored for predictive maintenance, workforce planning, inventory control, and compliance tracking, EXSYN simplifies complex maintenance challenges.

By detecting failure trends early, EXSYN’s predictive maintenance apps help airlines prevent costly AOG situations. Workforce planning tools ensure maintenance teams are deployed efficiently, while inventory management apps prevent part shortages and excessive stockpiling. Cost-tracking solutions offer insights into supplier performance and procurement efficiency, helping airlines reduce unnecessary expenditures. Meanwhile, EXSYN’s compliance and cybersecurity solutions automate sustainability reporting and protect critical maintenance data.

By integrating these capabilities, EXSYN empowers airlines to optimize resources, reduce costs, and enhance operational reliability.

Conclusion:

A structured approach to maintenance data is the foundation of efficient airline operations. Airlines that embrace predictive analytics, centralized data platforms, and automated tracking systems will not only cut costs but also gain a competitive edge in an increasingly complex industry.

Using data effectively is about building smarter, more resilient maintenance operations.