Maintenance Management Software

Maintenance Best PracticesWhat is Maintenance Management Software (MMS)?

Maintenance software is a centralized platform that enables maintenance teams to effectively manage, automate, and streamline various maintenance activities, including preventive maintenance scheduling, work order management, inventory control, asset tracking, and data analysis. Its primary goal is to increase the availability, reliability, and lifespan of an organization’s equipment and assets.

Key Capabilities & Features

Some of the core features and capabilities of maintenance software include:

  • Preventive maintenance scheduling and automation
  • Work order management and tracking
  • Asset management and lifecycle tracking
  • Inventory management and parts tracking 
  • Condition monitoring and predictive maintenance 
  • Reporting and analytics dashboards
  • Digital record-keeping for compliance 

Types of Maintenance Software

Maintenance software generally falls into several major types, each serving specific purposes within maintenance management and operations. Here are the primary types:

CMMS (Computerized Maintenance Management System)

CMMS software is designed to manage and schedule maintenance tasks, track work orders, manage inventory, and record equipment maintenance history. It helps in preventive maintenance planning and asset management.  Read More…

EAM (Enterprise Asset Management)

EAM software goes beyond CMMS by incorporating additional features like financial management, procurement, lifecycle management, and overall asset performance analysis. It’s geared towards managing the entire lifecycle of physical assets.  Read More…

Predictive Maintenance Software

This software uses advanced analytics and sensors to predict equipment failures before they occur by leveraging data from IoT devices and employing machine learning algorithms to optimizes maintenance schedules and significantly reduce downtime.   Read More…

Inventory Management Software

While not exclusively maintenance-focused, inventory management software is crucial for tracking spare parts, consumables, and supplies needed for maintenance tasks. It ensures that maintenance teams have the necessary materials when they need them.  Read More…

Facility Management Software

Facility management software covers a broader scope including maintenance of physical buildings, utilities, and infrastructure. It may integrate with CMMS or EAM systems to coordinate maintenance efforts across different areas of a facility.  Read More…

Work Order Management Software

This software streamlines the process of creating, assigning, and tracking work orders for maintenance tasks. It helps prioritize tasks, monitor progress, and ensure timely completion.  Read More…

Field Service Management Software

Field service management software helps manage mobile workforces that perform maintenance and repairs on-site. It includes features like dispatching, scheduling, GPS tracking, and mobile access to work orders and information.  Read More…

Who Uses Maintenance Management Software?

Maintenance Supervisors

  • Oversee preventive maintenance (PM) programs and asset mobility.
  • Revise and approve standard operating procedures (SOPs) and audit reports to ensure best maintenance practices.

Machine Operators

  • Inspect machines for damage and submit work requests to technicians.
  • Use image detection for precise part installation.

Reliability Engineers

  • Analyze maintenance metrics to prepare cost-benefit diagrams and charts.
  • Focus on improving process availability and reliability.


  • Complete work orders and declare asset failure codes.
  • Retrieve parts and perform repairs as needed.

Executive Leaders

  • Present reports on production costs versus profits.
  • Allocate budgets for marketing and development based on maintenance data.

Inventory Managers

  • Manage inventory transactions and maintain optimal spare parts levels to prevent shortages or overflows.

Core Industries Benefiting from CMMS

While these are the core industries benefiting from CMMS, it’s important to note that virtually any industry can gain from implementing CMMS software.


  • Essential for minimizing downtime and equipment failures.
  • Helps in scheduling preventive maintenance and managing spare parts inventory.


  • Used to maintain equipment like turbines and transformers.
  • Helps in scheduling regular maintenance and tracking costs.


  • Ensures the proper functioning of critical medical equipment.
  • Manages multiple contracts and warranties, and assesses equipment risks.

Government Organizations

  • Preserve assets and ensure equipment readiness.
  • Helps in tracking maintenance costs and scheduling future maintenance.


  • Streamlines facility and maintenance management in schools and universities.
  • Tracks assets, labor, and parts, and improves the overall student experience.


  • Maintains facilities like hotels and resorts.
  • Ensures compliance with safety regulations and improves customer service.

Property Management

  • Manages multiple properties efficiently.
  • Tracks maintenance costs and schedules preventive maintenance.

Transportation and Fleet Management

  • Keeps vehicles in top condition.
  • Emphasizes asset tracking and fuel management.

Benefits of Using Maintenance Management Software

Centralizes Information

Provides a single source of truth for all maintenance activities, reducing miscommunication.

Increases Asset Uptime

Helps in proactive maintenance, reducing unplanned downtime and maintenance costs.

Streamlines Work Order Management

Automates work order processes, increasing efficiency and reducing errors.

Digitizes Record-Keeping

Facilitates compliance and audit preparedness by maintaining digital records.

Improves Inventory Management

Tracks spare parts and supplies, ensuring that you have the right materials on hand and reducing inventory costs.

Enhances Safety

Ensures that maintenance tasks are performed according to safety standards, reducing the risk of accidents and injuries.

Boosts Productivity

Automates routine tasks and frees up time for maintenance teams to focus on more complex issues.

Optimizes Resource Allocation

Helps in planning and allocating labor and materials efficiently, avoiding overuse or underuse of resources.

Reduces Operational Costs

Lowers maintenance costs by optimizing maintenance schedules and reducing equipment downtime.

Key Considerations for Choosing Maintenance Management Software

Selecting the right maintenance management software is crucial for optimizing your maintenance processes. Here are some key factors to consider:

Ease of Use
Choose software that’s intuitive and easy to navigate, so everyone on your team can quickly learn and use it effectively without needing extensive training.
Growth Potential
Select a solution that can scale with your organization, easily accommodating new assets, facilities, and users as your needs expand.
Field Accessibility
Ensure the software has mobile capabilities, so technicians can access and update information on the go, enhancing efficiency in the field.
Workflow Customization
Look for a system that can be customized to fit your specific maintenance processes and organizational requirements.
System Integration
Make sure the software can easily work together with your current systems, like ERP or IoT devices, to keep your workflow seamless and efficient.
Support and Training
Choose a vendor that offers excellent customer support and thorough training resources to facilitate a smooth implementation and ongoing effective use.
Reporting and Analytics
Look for software that provides robust tools for generating reports and analyzing data, helping you track performance metrics and make smart maintenance decisions based on solid information.

Total Cost

Consider the overall cost of ownership, including setup, subscription fees, and any additional costs for features or future upgrades.
Data Security
Ensure the software includes strong security measures to protect your sensitive maintenance data from breaches and unauthorized access.

Getting Started with Maintenance Management Software

Getting started with Maintenance Management Software (MMS) involves several key steps to ensure a smooth implementation and effective utilization:
Assess Your Current Maintenance Practices
Before you decide on an MMS, take a good look at how your organization currently handles maintenance tasks. Identify what’s working well, where there are bottlenecks or inefficiencies, and areas that need improvement.
Define Your Objectives
Figure out what you aim to achieve with the MMS. Are you looking to enhance asset reliability, reduce downtime, improve maintenance scheduling, or overall operational efficiency? Clarifying these goals will guide your software selection and implementation strategy.
Research and Select an MMS Solution
Explore different MMS options available in the market. Look into features like asset management, work order tracking, preventive maintenance scheduling, scalability, ease of use, integration capabilities with existing systems, and cost.
Engage Stakeholders
Involve key stakeholders such as maintenance managers, technicians, IT personnel, and finance teams in the decision-making process. Their insights and needs are crucial for choosing an MMS that meets everyone’s requirements.
Plan for Implementation
To successfully integrate Maintenance Management Software (MMS) into your organization, it’s important to develop a detailed implementation plan. This plan should outline clear timelines, specify who’s responsible for what, and set achievable milestones along the way. Key tasks include transferring data from your current systems, customizing the software to fit your needs, scheduling training sessions for your team, and strategizing how you’ll roll out the new system. Each of these steps is crucial for ensuring a smooth transition to the MMS and making sure it supports your maintenance operations effectively.
Prepare Data for Migration
Clean up and organize your existing maintenance data to ensure smooth migration into the new MMS. This includes asset details, maintenance histories, supplier information, and any other relevant data.
Customize and Configure the MMS
Tailor the MMS to fit your organization’s specific needs. Customize settings such as user roles, asset hierarchies, maintenance workflows, and notification preferences to optimize functionality and usability.
Provide Training
Hold thorough training sessions for everyone who will use the MMS. Tailor the training to different groups—technicians, supervisors, and administrators—so that each team understands how to use the software effectively in their specific roles. This will ensure everyone is comfortable and proficient with the new system.

Perform Testing and Quality Assurance

Before full deployment, conduct thorough testing to validate all MMS functionalities. Test workflows, data imports, reporting capabilities, and integrations with other systems to ensure everything operates as expected.
Deploy and Monitor Performance
Implement the MMS as per your plan. Keep a close eye on how it performs, in the beginning, to catch any issues early and resolve them quickly for a seamless transition.
Evaluate and Iterate
Regularly evaluate how well the MMS meets your goals. Gather feedback from users and stakeholders to pinpoint areas needing improvement. Make adjustments to improve how the MMS is used as time goes on.
Promote Adoption and Support
Encourage widespread adoption of the MMS by highlighting its benefits and providing ongoing support to users. Address any concerns or challenges post-implementation promptly to ensure the software integrates seamlessly into your maintenance operations.

Optimize Maintenance with eWorkOrders

eWorkOrders Maintenance Software provides a comprehensive solution to streamline maintenance management. Its user-friendly interface and extensive features facilitate tracking of work orders, asset management, and scheduling of preventive maintenance tasks. The software allows teams to efficiently prioritize and assign tasks, monitor progress in real-time, and maintain detailed maintenance histories—all from a centralized platform accessible via desktop or mobile devices.

Whether managing facility maintenance, equipment servicing, or property management, eWorkOrders offers customizable workflows and reporting tools to enhance efficiency and ensure adherence to maintenance schedules. Implementing eWorkOrders can improve operational effectiveness, reduce downtime, and extend the lifespan of critical assets, fostering a more proactive and responsive maintenance management approach.

The Bottom Line

Implementing and utilizing computerized maintenance management system (CMMS) software offers numerous efficiency and lifecycle benefits. CMMS software centralizes maintenance information, streamlines processes, and enhances communication across departments, aligning maintenance practices with broader business goals. By facilitating cross-departmental data sharing, CMMS software not only improves the efficiency of maintenance teams but also supports better decision-making and resource allocation throughout the organization. This integrated approach leads to reduced downtime, extended asset lifespans, and overall operational excellence.

See What Our Customers Are Saying   

Customer Testimonials Case Studies 

Case Studies 

Additional Resources

The Ultimate Library of Maintenance Checklists

CMMS Articles & Directories 

Maintenance Terms & Definitions Glossary

Commercial HVAC Maintenance Tips & Checklist

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