5 Critical Mistakes in Handling Industrial Lubricants and Oils That Cost Your Production Money

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Industrial lubricants and oils play a key role in the smooth operation of machinery and equipment. However, in practice, we often encounter mistakes that can significantly reduce their effectiveness, shorten the lifespan of components, or even cause breakdowns. These issues are usually not caused by the quality of the lubricant itself, but by improper handling, storage, or insufficient maintenance. In this article, we will look at five of the most common mistakes that can cost your production thousands of extra crowns – and how to avoid them.

1. Neglecting to check lubricant compatibility with machine materials

One of the most common and costly mistakes is using the wrong type of lubricant for specific machine components. For example, mineral oils with a high additive content can react with seals made of certain elastomers, leading to swelling, cracking, or loss of elasticity. Similarly, synthetic lubricants based on polyalkylene glycols (PAG) may be incompatible with some plastic or metal surfaces, causing corrosion or material degradation. Before changing the lubricant, it is essential to verify the machine manufacturer’s technical specifications and consult compatibility with the chemical raw materials supplier.

In practice, we often encounter cases where manufacturers use universal lubricants to save time or costs, regardless of the specific requirements of the equipment. This can lead to premature bearing wear, compromised sealing, or even breakdowns. It is recommended to maintain an internal database of lubricant compatibility with materials used in production and update it regularly based on new technical data sheets and certifications. Investing in the right lubricant always pays off—it reduces maintenance costs and extends the lifespan of machinery.

2. Improper Storage and Expiry of Lubricants

Lubricants and industrial oils are sensitive to storage conditions, particularly temperature, humidity, and contamination. For instance, synthetic ester-based oils can hydrolyze during long-term storage under unsuitable conditions, leading to a loss of lubricating properties. Similarly, mineral oils can absorb moisture from the air, promoting microbial growth and sludge formation. The ideal storage temperature ranges between 10 and 25 °C, and direct sunlight as well as extreme temperature fluctuations should be avoided.

Another common issue is exceeding the shelf life. Although lubricants do not have a fixed expiration date like food, their properties deteriorate over time. For example, anti-oxidation or anti-wear additives gradually degrade. It is recommended to follow the "first in, first out" (FIFO) system and regularly check the condition of stored lubricants. Visual inspection for cloudiness, sedimentation, or color change can detect early degradation. In case of doubt, it is advisable to perform a laboratory analysis of a sample according to standard test methods.

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3. Contamination of lubricants with foreign substances

Contamination of lubricants with dust, water, metal particles, or other chemicals is one of the main causes of premature machine failure. For example, even a small amount of water in hydraulic oil (as little as 0.1%) can cause corrosion, emulsion formation, and reduced lubricity. Similarly, metal particles generated by wear of machine components can accelerate oil degradation and damage sensitive components. Prevention involves using clean containers, filters, and regular monitoring of lubricant condition.

In practice, the importance of proper cleaning of tools and containers before handling lubricants is often underestimated. For instance, using the same funnel for different types of oils can lead to cross-contamination and irreversible damage to the lubricant. It is recommended to use color-coded containers and tools for individual types of lubricants and to clean them regularly according to the manufacturer's instructions. For critical applications, such as hydraulic systems, it is advisable to invest in online contamination monitoring using sensors or regular laboratory analyses.

4. Insufficient Staff Training and Lack of Standard Procedures

Even the highest-quality lubricants will fail if handled incorrectly by staff. A common mistake is, for example, transferring lubricants without protective equipment, which can lead to exposure to hazardous vapors or skin contact. Another issue is the failure to adhere to recommended replacement intervals or applying an incorrect amount of lubricant. For instance, over-greasing bearings can cause overheating and increased wear, while insufficient lubrication leads to seizure.

The solution is the implementation of standardized procedures (SOPs) for handling, storage, and application of lubricants, including regular staff training. Training should cover not only technical aspects but also safety measures in accordance with CLP/GHS regulations and the company's internal policies. It is also important to maintain records of training sessions and regularly update procedures based on new findings or changes in legislation. Investment in staff education quickly pays off in the form of lower maintenance costs and higher production reliability.

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Overlooking Viscosity Requirements When Selecting Lubricants

Viscosity is a fundamental parameter of every lubricant, directly affecting its ability to form a protective film between friction surfaces. A common mistake is selecting a lubricant based solely on the machine manufacturer's recommendations without considering specific operating conditions such as temperature, pressure, or the speed of moving parts. For example, a lubricant with too low a viscosity may lead to insufficient separation of metal surfaces, causing increased wear and the risk of seizure. Conversely, excessively high viscosity increases internal friction, resulting in higher energy losses and system overheating.

For the correct selection, it is crucial to consider not only the viscosity index but also operating temperatures. For instance, hydraulic oils should have a viscosity in the range of 15–35 mm²/s at operating temperature, while lubricants for bearings are often chosen with a viscosity of 40–100 mm²/s. It is always advisable to consult the lubricant's technical data sheets and compare them with the machine's requirements. In extreme conditions, such as high temperatures or vibrations, it is necessary to select a lubricant with appropriate additives to ensure viscosity stability under these conditions.

Ignoring Regular Maintenance and Lubricant Replacement

Lubricants degrade over time due to oxidative processes, contamination, and mechanical stress. Neglecting regular inspections and replacements can lead to the formation of sludge, acids, and other undesirable by-products that damage machine components. For example, in hydraulic systems, degraded lubricant can cause filter clogging, reduced pump efficiency, and, in extreme cases, failure of the entire system. Similarly, delayed oil changes in engines lead to the formation of carbon deposits, which impair cooling and increase fuel consumption.

It is recommended to monitor the condition of lubricants through regular analyses that detect the presence of metal particles, water, or other contaminants. Oil change intervals should be determined based on operating hours, temperature conditions, and analysis results. For example, in industrial gearboxes, oil replacement is recommended after 2,000–4,000 hours of operation, while for high-speed bearings, the interval may be shorter. It is always necessary to follow the machine and lubricant manufacturer’s instructions while also adapting them to real operating conditions.

Incorrect Lubricant Dosage and Application

Over-lubrication or insufficient lubrication are equally harmful and often overlooked mistakes. Excessive amounts of lubricant in bearings or gearboxes lead to increased friction, overheating, and higher energy consumption. Conversely, insufficient lubrication causes inadequate separation of friction surfaces, resulting in wear and premature component failure. For example, in rolling bearings, the lubricant should fill only 30–50% of the free space to prevent overheating and leaks.

For correct dosage, it is essential to use calibrated lubrication systems and adhere to the recommended quantities specified in the technical documentation. In central lubrication systems, the functionality of pumps, hoses, and distributors should be regularly checked to prevent uneven lubricant distribution. In the case of manual lubrication, it is important to follow precise intervals and quantities, ideally using dosing grease guns. For certain applications, such as open gears, it is advisable to use lubricants with high adhesion that do not wash off and ensure long-term protection.

Do you have specific lubricant requirements?

Every application requires an individual approach. GCG Group provides detailed technical data sheets and safety data sheets (SDS) for each product, and our experts will be happy to advise you on the selection and correct use of lubricants for your specific needs. Contact us – or browse our catalogue of over 1,300 products right away.