Top Maintenance Challenges and CMMS Solutions

Maintenance PlanningIn industrial maintenance, managers face numerous challenges that can hinder operational efficiency and asset reliability. This article delves into the most significant challenges and explores how Computerized Maintenance Management Systems (CMMS) can provide effective solutions.

Key Challenges Faced by Maintenance Managers

Reliability of Equipment (39.9%)*

Challenge: As equipment ages and operates beyond its original design life, maintaining reliability becomes increasingly difficult. Budget cuts and reduced maintenance activities exacerbate this issue.

Resolution with CMMS: A CMMS can schedule and track preventive maintenance tasks, ensuring that equipment is serviced regularly to prevent unexpected failures. It also provides data analytics to predict potential issues before they become critical, thus enhancing equipment reliability.

Getting People to Use CMMS Properly (36.7%)*

Challenge: Despite the widespread adoption of CMMS, many organizations struggle with proper usage. This can be due to insufficient initial training or a decline in CMMS expertise over time.

Resolution with CMMS: Continuous training and user engagement are crucial. A CMMS can offer user-friendly interfaces and mobile access, making it easier for technicians to input data and follow maintenance procedures. Regular training sessions and updates on new functionalities can also help maintain high usage levels.  (Article: Encouraging Employee Adoption of Your New CMMS System)

Budget/Resources (34.7%)*

Challenge: Limited budgets and resources can restrict the ability to perform necessary maintenance activities, leading to increased downtime and higher long-term costs.

Resolution with CMMS: By optimizing maintenance schedules and resource allocation, a CMMS helps in making the most of available budgets. It can track maintenance costs and identify areas where savings can be made, thus ensuring efficient use of resources. (ArticleImportant Advantages Of CMMS For Maintenance Budgeting)

Competency of Team (32.7%)*

Challenge:  Ensuring the maintenance team possesses the requisite skills and knowledge to perform tasks effectively poses a significant challenge.

Resolution with CMMS: A CMMS can store detailed maintenance procedures and manuals, providing technicians with the information they need to perform tasks correctly. It can also track training and certification records, ensuring that all team members are up-to-date with their skills.

CMMS Data Quality (30.9%)*

Challenge: Poor data quality can result in incorrect maintenance decisions and inefficiencies.

Resolution with CMMS: Standardizing data entry procedures and conducting regular audits can enhance data quality. A CMMS can also integrate with other systems to ensure data consistency and accuracy.

Spare Parts Management (28.9%)*

Challenge: Managing spare parts inventory efficiently to avoid both shortages and excess stock is a common issue.

Resolution with CMMS: A CMMS can track inventory levels in real time, automate reordering processes, and provide insights into usage patterns, ensuring that the right parts are available when needed.

Visibility of Equipment (22.6%)*

Challenge: Lack of visibility into the condition and performance of equipment can lead to reactive maintenance and unexpected failures.

Resolution with CMMS: Real-time monitoring and reporting capabilities of a CMMS provide comprehensive visibility into equipment status, enabling proactive maintenance and timely interventions.

Rising Backlog (Safety Critical or Non-Safety Critical) (18.3%)*

Challenge: A growing backlog of maintenance tasks can compromise safety and operational efficiency.

Resolution with CMMS: Prioritizing work orders based on criticality and automating scheduling can help manage and reduce backlogs. A CMMS ensures that high-priority tasks are addressed promptly. (Article: Managing Work Order Backlog: Strategies for Efficient Operations)

Wasting Time on Non-Productive Work (18.1%)*

Challenge: Inefficiencies and non-productive activities can consume valuable time and resources.

Resolution with CMMS: Streamlining workflows and automating routine tasks through a CMMS can significantly reduce non-productive work, allowing the maintenance team to focus on critical activities.

Logistics (17.6%)*

Challenge: Coordinating maintenance activities and ensuring timely availability of parts and tools can be complex.

Resolution with CMMS: A CMMS can optimize logistics by coordinating work orders, tracking parts and tools, and ensuring that everything is in place for maintenance activities to proceed smoothly.

Rising Reliance on Vendors (14.8%)*

Challenge: Increased dependence on external vendors for maintenance can lead to higher costs and less control over maintenance activities.

Resolution with CMMS: By improving internal maintenance capabilities and tracking vendor performance, a CMMS can help reduce reliance on external vendors and ensure better control over maintenance processes.

Effective Management of Team (14.3%)*

Challenge: Managing a maintenance team effectively involves ensuring clear communication, proper task delegation, and maintaining high morale.

Resolution with CMMS:  A CMMS enhances team management by offering a centralized platform for communication, task assignment, and performance tracking. This fosters transparency, improves collaboration, and boosts team morale.


The challenges faced by maintenance managers are multifaceted, but with the right tools and strategies, they can be effectively managed. Implementing a robust CMMS, such as eWorkOrders CMMS, can address these challenges by improving equipment reliability, optimizing resource use, enhancing team competency, and ensuring high data quality. By leveraging the capabilities of eWorkOrders CMMS, organizations can achieve greater operational efficiency and maintain a competitive edge in the industry.

Frequently Asked Questions

What is one of the biggest challenges faced by maintenance managers?

Getting people to properly use the Computerized Maintenance Management System (CMMS) is a major challenge, often due to insufficient training or declining expertise over time.

How can a CMMS like eWorkOrders help manage maintenance team competency?

A CMMS can store detailed maintenance procedures and manuals, providing technicians with the information they need. It can also track training and certification records to ensure the team’s skills stay up-to-date.

See What Our Customers Are Saying   

Customer Testimonials 

Case Studies 

Additional Resources

The Ultimate Library of Maintenance Checklists

CMMS Articles & Directories 

Maintenance Terms & Definitions Glossary 

*Data Source: The 2022 Maintenace Manager Report – add energy

GetApp Category Leader Award for CMMS, Preventive Maintenance, Fixed Asset Management, Work Order, Fleet Maintenance, and Facility Management      #1 Rated Maintenance System for CyberSecurity      Capterra Shortlist Award for CMMS, EAM, Asset Tracking, Fixed Asset Management, Fleet Maintenance, Facility Management, Field Service Management, and Preventive Maintenance