Why Your Maintenance Department Needs A CMMS

The maintenance management experience today is very different from that of spreadsheets, pencils and paper. With a cloud-based Computerized Maintenance Management System (CMMS), companies can streamline maintenance tasks and activities, increase productivity, decrease equipment downtime and manage costs more efficiently.

Maintenance team making decisions with CMMS data

How a CMMS Improves Each Maintenance Function

No matter what size business or organization you have, the number of locations or where in the world you are located, companies have similar goals:

Keep detailed accurate records of all assets.
Schedule maintenance tasks and activities, maintain historical records and keep track of work completed.
Store all data such as work orders, history, manuals, etc., in one centralized location, and have the ability to access the information at any time from any location, via computer or mobile device.
Generate desired reports.
Implement a program where all of the users are comfortable using the solution.

To help you better understand the power of a CMMS, the chart below will outline some of the multitudes of maintenance tasks and how using a CMMS solution can help reduce costs and improve productivity. Incorporating a CMMS solution into your organization eliminates the need for unnecessary paperwork, saves countless hours of manual labor and repetitive data entry.

FUNCTIONS	HOW A CMMS CAN IMPROVE THESE FUNCTIONS
Work Orders	Quickly reassign work orders; prioritize and manage due dates. Manage and track work orders efficiently. Access related equipment history, manuals, photos and other important information from computers or mobile devices. Monitor workflow and increase efficiency. Generate work order history reports.
Preventive Maintenance	Calendar scheduling of preventive maintenance activities. Track maintenance history. Control equipment downtime. Reduce costly unplanned equipment failures.
Inventory Management	Minimize human error and reduce the time required for manual inventory management. Just In Time inventory shared between multiple sites. No need to shut down your stock room to perform cycle counts.
Asset Management	Maintain records of all assets. Analyze and interpret historical data to determine problems and successes.
Vendor Management	Track suppliers that contribute to your maintenance management operations, such as, parts vendors or equipment manufacturers. Track vendors, purchase orders, returns, etc.
Document Management	Store and access manuals, documents and drawings in one centralized location. Read success stories on streamlining workflows using CMMS document tools.
Manage Labor	Control scheduling and management of labor costs. Proper maintenance of assets can reduce overtime expenses.
Communications	Improved communications between maintenance teams and other departments. Timely communications drives up customer satisfaction.
Control Costs	Cost savings gained through improved management, more preventive maintenance and less corrective unplanned maintenance.
Accuracy	Data can be reported and updated in real time.
Compliance	Generate clear and accurate reports for industry audits and regulatory compliance inspections.
Safety	Easily comply with safety rules for a safer environment. Maintained equipment increases safety. Plan for routine inspections.
Reports & Key Performance Indicators	Monitor workflows and maintenance activities to increase efficiency and improve productivity. Create reports that meet the needs of your organization or business. Incorporate KPI (key performance indicators) data into your dashboard views.
Mobile Access	Access maintenance data, view manuals, documents, historical information, drawings, and pictures from a mobile device, anywhere and anytime. Techs can update work orders on the job.
Geographic Information System	GIS module is a system of mapping your infrastructure assets. Users can visually locate specific assets to add or edit details. Workers in the field can easily confirm they’re at the correct location or look up details about infrastructure before starting a job. Extremely useful when work is being done on underground pipeline, sewers, roads, airport runways, outdoor parks, etc. Accessing data in real-time helps reduce error and redundancy.
Real Time Updates	Keep track of work orders and progress with real time updates. Improve productivity with real time updates.

Summary

As you can see, maintenance management has come a long way from pencil and paper. CMMS feature-rich solutions brings many benefits that will help you get better control of your maintenance activities.

Want to know more about how CMMS can help you manage your maintenance department?

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