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How Do I Choose CMMS Software?

Stagnation is the biggest enemy of a business. It can result from bad strategic decisions, but in most cases, it stems from reduced efficiency caused by frequent maintenance issues.

For a company to be a relevant player in the market, and experience growth, downtime must be eliminated. Computerized maintenance management system (CMMS) software solutions are the preferred tool to streamline manufacturing and keep things at peak performance.

Checklists and spreadsheets are ancient methods, which have no place in the fourth –industrial revolution. Companies are leveraging the processing power of computerized maintenance management systems to evaluate and coordinate maintenance operations. 

The benefits of integrating CMMS are enormous, but equally numerous are the providers that advertise sure-fire solutions. Our guide examines the crucial parameters that will help you select the appropriate CMMS for your business.

What is Maintenance Management Software?

Business objectives are only met when production performs efficiently. Several factors come into this equation, such as allocation of resources, workforce competence, and properly functioning equipment. 

It can be a cumbersome task to coordinate every aspect, and in recent years, this duty was delegated to automated computerised systems that oversee the entire process. 

CMMS is a database that simplifies maintenance operations and increases productivity and reduces expenses in turn. Selecting the right CMMS software that fits your operation can substantially improve future performance on multiple levels.

The proper CMMS software can:

  • Streamline company processes 
  • Protect assets;
  • Enable better time management;
  • Reduce the risk of machines breaking down;
  • Manage inventory;
  • Improve asset lifespan;
  • Increase workplace safety;

Essential Capabilities of CMMS

Selecting the best CMMS software is critical for preventing the maintenance chaos that looms over every company that ignores timely machinery repairs and tune-ups. When choosing a new CMMS software, consider the technical factors at hand, especially the option to expand the system in the future with maintenance and monitoring functions. Make sure the database integrity is at a high level, and the legacy system can get incorporated into newer versions. 

Let’s look at some of the important criteria to consider when opting for CMMS software. 

Identify Your Objectives 

Before you start planning, you need to know the direction you’re headed in. Having a list of KPIs will help narrow the range of CMMS options that are most suitable for your business model.  

Think about the maintenance issue you need to resolve? Identify every sector in the company that will be affected by a CMMS. 

By having a clearer perspective of who will interact with the system, you will be able to choose an adequate software solution. With this insight, you can evaluate the different elements and have a full-featured CMMS to accommodate your entire business maintenance operations.

Some questions on the goals checklist can include:

  • Are you trying to do preventive maintenance?
  • Is predictive maintenance preferred?
  • Do you want to track every work order?
  • What is your current IT infrastructure?
  • Do you want to manage parts inventory? 
  • What types of reports do you expect?

Consult Your Team

It’s crucial to consider the opinions of every employee who will interact with the software.
They may have insight into what features can improve productivity. At the same time, make them comfortable with using the software that will not replace them but enhance their capabilities.

It’s important for the team to learn the value of the software. Expand the Offline surveys to every branch that will use or benefit from the CMMS. Also, request feedback from people in the following positions:

  • Maintenance managers;
  • Technicians;
  • Engineers;
  • IT team;
  • Inventory managers;

Scalability Options

When selecting a CMMS software, don’t just look at the current needs, but also at future demands as the company develops and expands its footprint. The purpose of maintenance is to keep the equipment working for a long time, not buying new machinery every year. 

The same logic should apply to the CMMS – focus on scalable software solutions. 

When production norms increase, there will be a need for more data storage and features. Upgrading the existing system is cheaper than investing in a new CMMS, which may have compatibility issues, and prevent migration of crucial data.

This is where the cloud-based versus on-premise storage debate becomes relevant.

What infrastructure route is more appropriate for the organization? Choosing cloud-based CMMS means the software is accessible online. There is no need for software installation or hardware. This approach makes it possible to eliminate additional resources, allowing the provider to handle security and upgrades.

On-premise maintenance software is stored locally on company servers and requires equipment and an IT staff to oversee the support. The benefit is complete control over the software and data, though at a larger cost.  

Compare Available CMMS Options

If you are in a niche industry, no need to worry, CMMS choices are not limited, but even in that case, you should diligently compare the features and reputation of CMMS vendors. The best providers will offer training for your staff, provide continuous technical support and help with implementation. 

More importantly, the software will have a proven track record of delivering the promised results. Request a demo version to test out the features and see how they perform within your organization. 

There are several providers in the UK that manage this, and Collabit is among the most trusted. It offers a comprehensive CMMS package and a tailored connected system that ensures your overall organisation is flawless and more efficient, and requires minimal training to use it. 

Final Thoughts

The business scene is a high paced environment, where mistakes can derail years of effort. Efficiency is the most sought after attribute that can create an edge over the competition. 

Keeping production on schedule depends on maintenance operations, which can get handled by a streamlined CMMS and thus initiate preventive maintenance. Not just that, a CMMS will also reduce redundancy and user error on a large scale.

Choosing a CMMS for your business can be challenging. Even so, the decision should come from diligent research, foreseen company goals, its available budget, and its technological capabilities. 

With our guide, you have a blueprint that will enable you to tailor a strategy to identify the best CMMS software solution for your company’s needs, not just for the time being, but for years to come.