8 Ways CMMS Software Cut Costs for Facility Managers

At one time, facility management was considered a fairly straightforward line of work that involved making sure all equipment was up and running, orders were filled, inventory levels were maintained, heat, lights and water were all functioning and employees were doing the jobs they were assigned to do.

While not minimizing the early demands on facility managers, the reality is they did not face the challenges associated with technological advancements or tight competition within the marketplace; both altering how businesses are run today.

Today, facility managers are challenged to keep pace with changing industry trends and economic demands while at the same time being cognizant of profit margins and returns on investments (ROI). The current economic climate has resulted in an increasing number of companies turning toward Computerized Maintenance Management Software (CMMS) systems as their facility management solution.

For those new to the concept, CMMSs are best described as highly sophisticated software systems that utilize thousands of data points which at any given time, can provide a user an overview of a facility’s operation or alternatively, the status of an individual piece of equipment.

The following are eight ways that maintenance management software reduces costs for facility managers:

1.) Simplification

By design, maintenance management software automates business operations by having all facility processes and information available through its system dashboard. This means that information previously stored in paper format or on spreadsheets can now be accessed by facility managers and employees with a click of a mouse or a tap on a tablet. There is no longer a need to hunt down work orders or inventory reports by going through stacks of papers buried in filing cabinets.

2.) Powerful Data Capabilities

CMMSs go beyond just making basic facility information readily available to all system users by including information which previously was stored in the depths of filing cabinets and retrievable only with considerable time and effort. Well suited to large facilities, maintenance management systems have the capability to:

  • Import asset manuals, pictures and other information for easy access
  • Store route maps and drawings for improved fleet management
  • Build custom screens to suit the needs of your business
  • View interactive work order summaries
  • Collect all asset and equipment information in integrative floor plans

3.) Access to Real Time Data

CMMSs do away with lengthy time lags. As information is entered into the system, it’s immediately available to facility managers and all employees who have access to it. This means that among other things, work orders can be submitted as soon as an issue is discovered and dispatched to relevant technicians in one easy step. There is no need for phone calls, paper delivery or other time-consuming delivery methods.

4.) Mobile Access

With a CMMS, facility managers can access the system from where ever they may be; in a facility, in the field or on the go. The system dashboard can be accessed on multiple devices including computers, tablets and smartphones. Work orders or supply requests can be transmitted through the system replacing hardcopies that could often take several hours or even days to be retrieved and fulfilled.

5.)  Robust Analytical Capabilities

While spreadsheets have the ability to inventory equipment, parts and supplies as well as record work orders and financial data, they are lacking in their ability to analyze asset tracking, inventory or other maintenance and workflow tasks such as preventative maintenance scheduling.

In contrast, maintenance software systems have superb analytical capabilities and can instantly generate reports on work flow and labor utilization, as well as provide a range of metrics that relate specifically to the functioning of a company. For example, CMMSs can produce the following metrics in real time: MTBR (mean time between repairs); MTBF (mean time between failures); MTTR (mean time to repair).

6.) Integration with Other Software

CMMSs have the ability to interface with other software such as email, barcodes and cameras. These recent CMMS innovations make it possible for facility managers to identify the location within a facility of a piece of equipment in need of repair or the exact part in need of replacement. The result is cost savings in the form of reduced errors, time and labor utilization.

7.) Preventative Maintenance (PM) Schedules

At the core of an efficiently managed operation, is well maintained equipment and assets. Poorly maintained equipment generally results in unanticipated breakdowns, costly repairs and often equipment replacement. Conducting regular preventative maintenance is the best way to avoid unforeseen equipment failure while also prolonging their lifespans.

The software systems provide a checklist of all tasks involved in maintaining each piece of equipment as well as create routine schedules, send notifications and reminders and generate reports. These factors explain why facility managers consider CMMS as being valuable.

8.) Making Business Projections

As noted, CMMS systems have the ability to track work orders, quickly generate accurate reports, and instantly determine which assets requires preventive maintenance or repairs. By reviewing operational data, CMMSs make it possible for businesses to make informed evaluations of company goals as well as make projections about future endeavors.

Increased efficiency, reduced costs and a greater return on investment (ROI) are the primary reasons that motivate companies to make the move to automated maintenance management systems. Current CMMS systems offer businesses the ability to track work orders, quickly generate accurate reports, and instantly determine which of their assets required preventive maintenance – all accessible from multiple devices. These benefits are realized through extended equipment lifespans, better time management and labor utilization and ultimately, reduced overall costs and increased profits.

Author Bio: Reena Sommer originally hails from Winnipeg, Manitoba and currently resides in the Houston, Texas area. In 1994, she graduated from the University of Manitoba with a Ph.D. in Psychology, Sociology and Family Studies. Over the years, she’s had diverse careers as a researcher in the Department of Community Health Sciences at the University of Manitoba, a mental health consultant to First Nations communities and as a self employed trial consultant. Now retired, Dr. Sommer spends her time traveling, visiting her Winnipeg family and providing content writing for Hippo CMMS.

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