5 Signs Your Oil Analysis Program Isn't Working

Practical fixes to help you strengthen reliabilty and plan for next year

Oil analysis is one of the most powerful tools for improving equipment reliability. But here’s the hard truth: not every oil analysis program delivers the value it should.

We often hear from reliability professionals who say their oil samples are getting tested, yet failures still happen, reports are ignored, or the data isn’t helping decision-making. If that sounds familiar, it may be time to evaluate and reset your approach heading into the new year.

Here are five warning signs your oil analysis program isn’t working and what you can do about it.

1. Samples Don’t Represent Actual Conditions

If oil samples are being pulled from drain ports, top-off containers, or other “easy access” spots, you may not be getting the true picture of what’s happening inside the system. Inconsistent sampling points make it nearly impossible to spot trends.

How to fix it: Establish consistent sampling procedures at the right locations, preferably from live zones in circulating systems. Standardize containers, tools, and techniques to reduce variability.

2. Testing Is Infrequent or Random

Sending oil out “when someone thinks of it” isn’t a program, it’s a gamble. Skipping months or only testing after an issue arises defeats the purpose of trending data over time.

How to fix it: Set a schedule based on equipment criticality and lubricant type. High-value or high-risk assets should have tighter monitoring intervals. The goal is to spot changes early, not after failure has already started.

3. Reports Are Collected But Not Acted On

One of the most common pitfalls: reports arrive, get filed, and never make it to the people who can take corrective action. Or worse, the reports aren’t easy to interpret.

How to fix it: Assign clear responsibility for reviewing and acting on reports. Use a system that makes results visual, understandable, and tied to recommended actions. A report should tell you what it means and what to do next.

4. Results Are Viewed as One-Time Snapshots

Looking at oil analysis as a single test is like trying to predict your health from one blood pressure reading. The power of oil analysis lies in trending results over time.

How to fix it: Build a baseline for each asset and monitor deviations. Over time, you’ll be able to detect small changes in wear metals, contamination, or additive health long before they cause downtime.

5. The Program Doesn’t Tie Back to Reliability Goals

If your oil analysis results aren’t connected to uptime, maintenance planning, or cost savings, leadership may question its value. A program that exists in isolation risks getting cut when budgets tighten.

How to fix it: Link your oil analysis results to measurable outcomes. Show how catching an issue early prevented bearing replacement, reduced oil change frequency, or extended asset life. This turns data into a reliability story your leadership team will appreciate.

Moving Forward Into the New Year

As you plan for next year, take a hard look at your oil analysis program. Ask:

• Are we consistent in how and where we sample?
• Do we have a testing schedule based on asset criticality?
• Are results easy to understand and acted on?
• Can we tell a clear story about the value oil analysis brings to the business?

If you answered “no” to any of these, it may be time to reset your approach. The good news is that small changes better sampling practices, consistent scheduling, and improved reporting, can make a big difference in the value you get from your program.

Now is the perfect time to review your oil analysis strategy before heading into a new year. If you’d like help assessing your program and building a plan that ties directly to reliability goals, Trico can provide guidance and solutions tailored to your plant’s needs.