15 Reasons to Invest in Maintenance Management Software

Maintenance management software can be a hard sell.

Maintenance has been a paper-based industry for a long time. Moving to a software solution can be seen as an expensive and disruptive process, leading to resistance from both maintenance managers and technicians.

However, the cost of maintenance software pales in comparison to the cost of downtime, which can include employee wages per hour, average revenue, the number of units produced, and any manufacturing scrap that results from the breakdown.

While software like a computerized maintenance management system (CMMS) is not going to eradicate downtime, it can completely overhaul how often it happens and how you deal with it in your facility.

Aside from decreasing downtime, there are a lot of ways a CMMS can help your maintenance team save your business time and money on daily operations.

Top Reasons for Investing

1. Stop reacting and start preventing

A CMMS lets you get on top of your maintenance, and work towards a preventive maintenance (PM) strategy. The system can activate planned tasks based on a number of fixed or floating triggers, including time, meter and event. Once the system is configured, it will churn out work orders based on schedules you’ve set along with the information required to complete the work order quickly and easily.

2. Establish a flexible maintenance strategy

There are other maintenance strategies beyond preventive maintenance, and a mix of these is probably your best bet for an efficient facility. Though, it’s hard to mix and match maintenance strategies without already having a system in place. Rather than always being at the mercy of unanticipated breakdowns, a CMMS allows you set the PM schedule for your assets and decide where to strategically use reactive maintenance.

3. Access mobile maintenance apps

Most modern maintenance management solutions come with a corresponding mobile app. This is the most valuable part of the software because it lets technicians carry the CMMS with them wherever they go. They can access the software in the field, close work orders and receive push notifications as new work comes up. This gives maintenance managers better oversight on the comings and goings of their team during the day, and saves technicians from having to run back to the main office to log their work.

4. Manage aging infrastructure

A new machine might be a breeze to maintain, but over time it will require a bit more care. Having all of the machine’s historical data and documentation (i.e. manuals) stored in a CMMS will make maintaining it much easier in the long run.

5. Standardize best practices

With a CMMS, you can set up checklists and other workflow systems to establish consistency and best practices. This is beneficial for tasks like troubleshooting because it gives you a solid overview of the steps taken to maintain your assets.

6. Get on top of maintenance backlog

Maintenance backlog is unavoidable, but when it gets out of control it can be very hard to rein in. A CMMS helps you keep a balance between resources and maintenance costs, getting backlog under control. It also helps capture small fixes that may have otherwise fallen through the cracks, preventing them from becoming bigger problems down the line.

7. Limit manufacturing scrap and rework

Scrap and rework happen when systems break down and the product is left sitting for too long while technicians scramble to fix the issue. The defective product is either thrown out or reworked through the system, which requires energy and generates waste. Maintenance management software helps you schedule repairs before a breakdown occurs, letting you work on assets while they are not in use.

8. Manage health and safety information

A CMMS doesn’t just manage the well being of your machines, it also protects the people working in your facility by managing health and safety information. The software can facilitate inspection rounds, act as a central repository for checklists, material safety data sheet (MSDS) information and safety procedures, and keep track of technician certification.

9. Get real-time updates

A CMMS allows you store, attach and update asset information in real-time, such as procedures, error logs, manuals and schematics. This allows users to access critical information when they need it, and improve troubleshooting and work order processing times.

10. Quickly access valuable historic information

An aging workforce and high turnover are both big challenges for maintenance teams. Technicians possess a lot of expertise, but if this expertise is never recorded, you risk organizational information loss when a technician leaves the business. A CMMS helps bridge the knowledge gap by maintaining an up-to-date record for each asset.

11. Track maintenance-related costs

CMMS software tracks parts, labor, service history and other expenses whenever work orders are completed. This makes it easy to see where the budget was spent, identify areas that are running over budget, and make educated decisions about whether a piece of equipment should be repaired or replaced. You can also filter data to show the cost of reactive versus planned maintenance, which identifies areas for improvement in your current maintenance approach.

12. Generate detailed reports from key performance indicators (KPIs)

A CMMS lets you keep track of KPIs in your facility, which helps you get a good idea of the overall performance of your assets. By analyzing asset failures, downtime, resource utilization and spending patterns you can get better visibility on where to focus your efforts, identify chronic equipment problems, and benchmark against industry standards.

13. Automate work requests

Text messages, sticky notes and word of mouth might seem like a quick way to submit a work request, but these “systems” carry a pretty high risk of being lost or forgotten. A CMMS, on the other hand, lets employees quickly and easily log guest work requests. This cuts out broken telephone-esque systems and gets the right information into the hands of the right technicians.

14. Gain greater control over inventory

Maintenance management software automatically tracks parts, which helps you manage suppliers and vendors while optimizing inventory levels. You can set it up to notify specific users and suppliers to start re-ordering if and when stock falls below a set minimum.

15. Reduce energy consumption

Adhering to maintenance schedules and keeping systems in like-new condition ensures equipment is operating as efficiently as possible. Doing so limits the impact your equipment and assets have on the environment.


Maintenance management software should never be an afterthought—Whether you’re a small or large organization, scheduling and tracking maintenance with a CMMS is your key to getting and staying organized.



Author Bio: Jes Ellacott is a writer and content marketing specialist with Fiix, a leading cloud-based maintenance and asset management software company located in Toronto. Find out more, at www.fiixsoftware.com.

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  1. Derek Dewitt says:

    There is always something going wrong with the software at my work I feel like. Having a CMMS sounds really beneficial to handling employee work requests like you mentioned. Word of mouth is always risky when asking for time off because it isn’t guaranteed so having a system to handle it for you sounds useful. Thanks for sharing!

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