
Management of buildings takes hard work. Modern software can simplify this job with innovative maintenance management tools that integrate smartly into everyday workspaces to automate workspaces and save businesses money in maintenance expenses. When selecting Maintenance Management Software, options can seem overwhelming. When making your selection consider these features that will assist in running your business more successfully.
Maintenance Management Software: Features To Look For
Asset Management
Asset management is an essential service that enables organizations to maximize the effectiveness of their physical assets. Measured factors may include operating costs and productivity. Software applications provide tracking capabilities within an organization for physical assets, reports detailing when each was used, and recommended maintenance schedules for the future upkeep of each item.
Managers may use asset maintenance data to set priorities in asset maintenance. By understanding asset data, property managers will know which tasks take precedence regarding investment priorities and facilities budget allocation decisions or maintenance planning layout plans for new facilities.
Maintenance Management
Asset and maintenance management are closely interwoven, but maintenance management takes center stage. In essence, software for maintenance management typically features:
- Create and track maintenance schedules
- Preventative maintenance is suggested
- Work orders can be created and tracked, allowing you to keep track of the work done.
- Manage and track facility inventory, such as spare parts and equipment.
- Prioritizing and tracking property manager's schedules
- Facility managers can create checklists and workflows.
Various programs are dedicated to maintenance management; some come packaged with all the software for doing this, while others can be purchased individually.
Schedules and Space Utilization
Overpaying can quickly become costly without oversight over how your business utilizes space while failing to maximize employee productivity. Space management software offers detailed reports about which employees, departments, and assets occupy how much of an organization's reach.
Organizations can easily track reserved spaces by having users make reservations through their system and "draw" floor plans in some maintenance management software for better visualizing how space is utilized.
Energy Use
Energy savings can effectively cut your costs long-term and show your support for an earthier world. Maintenance management software may come equipped with an Energy Management System to track electricity, water, and heat usage across an organization. With this data available, Maintenance software may predict future usage trends and give managers insight to implement necessary changes more effectively. Specific systems also track greenhouse gas and waste emission rates.
The Internet of Things allows managers to utilize real-time data to remotely adjust devices from afar, including thermostats, lights, and other devices, in response to schedule changes, security threats, or emergencies. Building management systems enable remote energy consumption control by altering thermostats, lights, and other devices based on information derived from monitoring.
Moving Management
How to Plan an Office Move addressed this topic extensively in our article: It requires extensive planning and research to be successfully executed, becoming even more complicated for larger firms with multiple employees or heavy machinery.
Maintenance management software overseas assets, employees, and equipment within an establishment. In addition, its features enable effective move planning - for instance, allowing you to select optimal routes/schedules when moving, tracking expenses/assets, etc.
Visitor Management
Some maintenance management programs include visitor management functions. Visitor management software simplifies and digitizes lobby check-in, issuing ID badges to visitors as soon as they enter. Furthermore, such programs enable custom check-in, which includes legal signatures like safety waivers or visitor agreements for easier visitor tracking and management.
These programs allow visitors to store their details for faster and simpler check-in on future visits, relieving front desk staff of any hassle when checking guests in. Some even send automatic alerts when guests arrive, reducing the manual workload at reception desks.
Specific Features for Industry and Compliance
Maintenance management programs have evolved to accommodate the unique requirements of different industries. Software such as maintenance management systems can include modules dedicated to reporting and hazardous materials management; additionally, this helps managers ensure employees adhere to protocols.
Many maintenance management software packages feature features explicitly designed to assist property managers. They allow them to oversee multiple properties simultaneously while keeping an eye on tenants' lease information and managing various contracts simultaneously.
Some tools offer features designed to assist logistics and transport companies manage their fleets more effectively. Finding one explicitly tailored to the industry of your business can bring unique advantages that meet its requirements.
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How can CMMS be used?
Maintenance professionals can use a CMMS to streamline their tasks and plan maintenance effectively, increasing overall production while prolonging asset lifespan, decreasing downtime costs, and cutting repair expenses - thus increasing overall productivity and overall productivity.
The analytical dashboard CMMS provides makes it simple for maintenance managers to maintain and organize equipment data and inventories and manage inventory levels easily, store all maintenance activities and assets efficiently in one central place, and make precise informed decisions using this dashboard.
Maintenance professionals previously utilized spreadsheets or paper to track maintenance. While this method could work, its efficiency was lacking and presented many drawbacks as an effective and more streamlined alternative to managing maintenance processes efficiently. Maintenance specialists began using CMMSs as maintenance management tools to make the process more streamlined and manageable.
Work Order Management
CMMS allows managers to keep tabs on all work orders by tracking them through its database, tracking system, and technicians marking off completed jobs quickly - sending notifications instantly back to managers when complete - in real-time, ensuring no equipment remains under maintenance for too long.
Maintenance
What Is Preventive Maintenance (PM)? Preventive maintenance is any practice to reduce repair needs by planning maintenance before equipment failure occurs. One effective means for managers to identify which equipment requires PM is through using CMMS analysis of equipment performance and maintenance data to detect areas for possible work; when performing predictive maintenance using predictive maintenance, you'll know precisely when purchasing new parts will become necessary, reducing delays caused by last minute confusion or purchasing decisions that weren't informed enough by previous data analysis.
Asset Management
Asset management works similarly to preventive maintenance, its primary function being asset protection. Basic information includes details like description and image of each asset, warranty status, maintenance history, lifespan estimate, date purchased, and manufacturer. With such data in hand, you can plan for maintenance needs before they arise - asset maintenance management makes the task straightforward using CMMS systems!
Schedule Tasks
Task scheduling can be an indispensable feature of CMMS. Every equipment or asset requires preventive maintenance at specific intervals; PM tasks should be scheduled before fulfilling a work order. A CMMS explicitly used for preventive maintenance acts as a calendar that reminds technicians about upcoming service times.
Auditing
Auditors find databases designed for maintenance management to be highly beneficial in organizing and collecting information efficiently and timely. With such systems in place, inspectors can quickly assess whether equipment maintenance was completed at scheduled times while documenting regularly occurring maintenance data.
Reporting & Analyzing
Reports generated by CMMS systems allow employees and managers to make more informed decisions, using messages such as vendor assessments, asset availability, or material costs for analysis purposes and business decision-making support. Dashboards, audit reports, or operational efficiency reports help manage maintenance supervising maintenance procedures with service manuals that emit cost savings in routine tasks and optimize maintenance efficiency and asset lifecycle.
Critical Users of CMMS Software
What are the uses of CMMS? Anyone responsible for managing equipment and properties can use computerized maintenance software to improve efficiency. They are the key personnel within the company who have direct involvement with the CMMS.
Maintenance Manager
Maintenance managers are the primary users of CMMS. CMMS is used by maintenance managers and system administrators, who heavily rely on the selection, implementation, and optimisation of the software. Using this software, they can schedule, plan, and create maintenance work orders, manage assets, and create reports.
Inventory Manager
Inventory managers use information regarding spare parts, the history of the equipment, stock levels, and quantity checks for replenishing orders that have gone out missing or run low on specific components. With the right software in place for inventory control purposes, maintenance teams can receive what they require when necessary, and improved coordination and accuracy between departments are achieved through reporting.
Operation Manager
Maintenance is primarily concerned with production equipment. Operation managers must be able to view maintenance data, metrics, and schedules for different equipment to increase efficiency, plan budgets, purchase inventory, and other things.
Executives
Executives use CMMS systems to monitor the effectiveness of maintenance, identify KPIs, and determine challenges.
Technicians
They use CMMS features and work orders to perform maintenance. The technicians need to see the schedules and work orders. They also have to add information regarding the tasks that they completed. They can make their work more efficient by adding data in real-time.
Contractors
Contractors can use the CMMS software to see work orders, task lists, and other maintenance resources to finish the task. These people are those who use CMMS occasionally.
Manager of Health and Safety
Health and safety are essential for maintenance workers to avoid accidents and ensure safety compliance. Policies, audits, and certificates are all part of a central system that can be used to store health and safety data. The safety of workers and organizations is ensured.
Reliability Managers
They are responsible for improving the quality of the business. The CMMS data must be collected and then turned into actionable information. They can access the needed data, create reports, analyze it, and develop processes to reduce costs and downtime and increase efficiency.
IT Department
The IT team is responsible for the business's digital media, including CMMS. The CMMS tracks integrations, data storage, security threats, and updates.
Production Workers
CMMS is used by machine operators, production leaders, supervisors, and anyone who uses it daily. It helps to identify the signs of failure before they occur. You can provide details of the repair order.
CMMS (computerized maintenance management system) software is available at a reasonable price for companies looking to maximize their return on investment and increase equipment longevity.
Read More: Maintenance Management Software 2023: The Ultimate Guide
CMMS Trends - Future of Industrial Maintenance Automation
CMMS has a bright future if your company is already benefiting from CMMS. CMMSs must be constantly updated to remain competitive as technology changes. The latest trends and maintenance management methods are discussed.
Utilizing Cloud Computing
Cloud-based software has quickly gained popularity among companies due to its accessibility. You can access it 24/7 across multiple devices; data security is guaranteed; installation is straightforward, and cloud-based maintenance management solutions enable faster decision-making by giving real-time insights.
The software sends technicians push notifications via SMS and email, helping maintenance teams perform better by exchanging information more efficiently with technicians, managers, and customers. Communication also improves through prioritizing data in work orders using API or application programming Interface data sharing between internet-connected devices and cloud CMMSs, allowing your assets to automatically generate maintenance requests onsite, on mobile devices, or globally distributed. Assessing actual asset conditions helps increase preventive maintenance effectiveness.
Predictive Maintenance Is Better Than Preventive Maintenance
Since their creation, CMMS solutions have gradually moved away from reactive to preventive maintenance tasks, helping businesses save between 12-18% on budgets by proactively dealing with issues immediately. Predictive maintenance could replace this method more efficiently.
As per another survey, 59% of respondents identified predictive maintenance as one of the most valuable capabilities within CMMSs. Predictive maintenance provides real-time information to facility managers, business owners, and maintenance professionals in real time about which assets require more repairs or maintenance due to reliability measures vs. other CMMSs; it helps staff save both time and energy when prioritizing maintenance for your purchases - especially useful when you manage large fleets of equipment downtime such as manufacturing companies that must manage this piece of equipment effectively for profitable service operations under maintenance department using single platform tools.
Artificial intelligence, the Internet of Things, and Internet 4.0
Maintenance automation in industrial plants will increasingly rely on cutting-edge technologies like Internet 4.0 and artificial intelligence, informing its future direction. A CMMS that works seamlessly with autonomous machines must have built-in artificial intelligence or be capable of self-regulating to maintain human factors.
Internet 4.0 makes communication between computers seamless; smart devices can self-monitor without needing technicians for supervision; maintenance managers have access to real-time data for taking proactive measures against potential issues that might arise in real time.
Businesses are turning to IoT technology in increasing numbers to maintain assets. Predictive maintenance allows real-time decisions regarding asset management to be made - becoming revenue centers instead of maintenance cost centers; data collected via IoT allows long-term decisions; plus, faster maintenance audits make IoT an increasingly appealing investment solution.
Intelligent Data-Driven Maintenance
As previously discussed, an increasing number of CMMS companies utilize artificial intelligence algorithms and machine learning for maintenance management, offering more data-driven options and streamlining certifications, audits, and root cause analysis for their operations. With these advanced solutions in mind, certifications, audits, and root cause analyses for certification can become much simpler to handle in future certification processes and audits for certification audits as well.
Adding Value
Version upgrades of CMMSs are always appreciated, yet feature updates keep it relevant and future proofed for clients' businesses. To provide future-ready companies with their CMMS provider, providers must stay connected with clients' businesses by visiting abreast of industry changes; does their CMMS meet new requirements; must it work across industries regarding feature availability.
Custom CMMS must also be versatile enough to adapt to the expansion needs of smaller organizations or enterprises, such as grain elevators and utility corporations, that may differ.
Mobile Use
A desktop-based CMMS allows you to easily create, track, and assign work orders. However, to view them, you will need a computer. Why not make use of the mobile phones that everyone carries? It would be best if you had a CMMS that has a mobile app. A portable CMMS offers many advantages to technicians. CMMS aims to simplify the use of features and functions for mobile devices.
Build A Culture That Values Reliability
Industry 4.0 encompasses many topics, but implementing new technologies starts with your people. Be sure to prepare maintenance staff and management for any changes in new procedures or systems, then begin cultivating an environment of continuous improvement within your company immediately.
Step one on your agenda should be creating guiding principles to promote best maintenance practices and create official processes in each area, from purchasing to work orders. Communication is integral to building trust and accountability - reward employees who embrace new techniques to encourage others.
Other Languages
As more companies expand abroad, having a CMMS that speaks the local language can prove highly advantageous for all involved. While newer and better may often equate to more complex solutions, build on what already works well - there's no need for a significant redesign of software products - keeping the user interface simple, well organized, and intuitive. Training sessions on features and applications should continue, and refresher courses should be provided as clients appreciate frequent refresher sessions from experienced trainers.
QR Codes Can Be Used To Organize Maintenance Information
Maintenance crews can easily find information when each asset has a unique QR code. They don't need to know the type of job or the priority level just the QR code. Information about maintenance is simpler to organize and have access to.
Safety at Work
2023 will see industrial maintenance automation evolve towards safety-centric operation and management methods, prioritizing communication among operations, maintenance, and safety departments to foster better collaboration and communication between these areas of responsibility.
Leveraging companywide technologies over isolated ones may aid data exchange. By tapping into shared databases at appropriate moments during each day's shifts, teams will have more chances to perform duties correctly at proper times - thus improving compliance and effectiveness and creating a safer work environment overall.
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Conclusion
Companies of all kinds rely on centralized platforms designed specifically to run their maintenance operations smoothly, so it made sense to speculate on its future as a CMMS and related industries evolve.
Maintenance automation should always be considered when planning company growth, both short-term and long-term; its key benefits include reduced human error, collecting machine performance information more efficiently, and collecting more reliable metrics about machine conditions more frequently it also gives managers better visibility of which machines need maintenance work more urgently and so preparing tomorrow's maintenance manager with all this knowledge is.
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