Overseeing the maintenance of a facility, manufacturing operation or fleet can be a daunting task, to say the least. The introduction of computerized maintenance management software (CMMS) has not only changed the face of maintenance and facilities management, but has also improved the overall efficiency of maintenance departments both large and small.

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Computerized maintenance management software enables the following 10 advantages:

1. Plan and schedule preventative maintenance.

Computerized maintenance management software automates the scheduling of inspections and maintenance, preventing the occurrence of maintenance problems and expensive repairs. Switching from reactive to proactive maintenance also extends the life of equipment while reducing the overall operating costs of the maintenance function.

2. Manage work orders efficiently.

Software for maintenance and facilities management improves workflow and efficiency by allowing you to schedule, assign, and close work orders quickly and easily. CMMS software gives you the ability to configure work order screens with the desired fields, automatically tracks all work orders in the system, and captures the history associated with every piece of equipment.

3. Manage spare parts inventory.

When a maintenance department is disorganized, it can be difficult for maintenance managers to find the parts they need, when they need them. A CMMS system allows maintenance managers to track assets that need to be maintained and set up the automatic reordering of parts, so they have the right spare parts on hand and can perform repairs quickly. A CMMS also tells you exactly where the parts you need are stored, so you don’t waste any time searching through storerooms.

4. Eliminate paperwork.

Using software for maintenance and facilities management eliminates the need for paperwork and clipboards because the software can be set up to capture information automatically. Furthermore, maintenance personnel can view all information related to work orders on their computers or mobile devices. Therefore, maintenance technicians don’t have to search through folders and filing cabinets to find the information they need.

5. Enhance productivity.

Mobile CMMS can be used on smartphones, enabling maintenance technicians to access real-time information, check inventory, and initiate work orders without returning to the office. This reduces their journey time. Maintenance software also provides maintenance technicians with details about the procedures, parts, and tools necessary to perform a job, so they can work without delay or interruption.

6. Reduce downtime and repair costs.

Downtime is costly both in terms of revenue loss and damage to an organization’s brand and reputation. When you focus on planned, preventative maintenance, equipment downtime is minimized. Because a CMMS system enables you to regularly maintain structures and assets, they are less prone to breaking down, which means that repair costs are also reduced.

7. Increase safety.

Computerized maintenance management software aids organizations in regularly checking and maintaining equipment and meeting safety standards to prevent malfunction and critical failures. This minimizes the loss of work time due to accidents and makes your equipment safer both for operators and the environment.

8. Keep a finger on the pulse of your organization.

Increase your understanding of your assets and organization by using the CMMS dashboard feature in your CMMS to monitor key performance indicators (KPIs), look at the big picture, and create reports for decision makers. By using a CMMS to analyze historical data and trends, maintenance managers can identify problems areas, like rising costs, low productivity, or constant repairs.

9. Ensure compliance with regulatory standards.

Maintenance and facilities management systems must often comply with national and international regulatory standards. All maintenance managers face periodic audits or random inspections by regulatory agencies. Maintenance software allows you to demonstrate regulatory compliance and reduce the amount of preparation and paperwork that’s required for an audit. Maintenance managers can simply generate reports detailing the maintenance work performed on vital machinery. This makes compliance easily traceable and reduces the risk of noncompliance penalties.

10. Reduce overtime.

Computerized maintenance management software can cut overtime significantly by reducing the need for emergency maintenance and repairs. By scheduling maintenance, maintenance staff can work more efficiently and effectively.

The cost savings that organizations achieve with the implementation of maintenance software can be staggering, but it’s critical to choose a CMMS with the right functionality as well as work with the right partner to maximize your return on investment (ROI). An experienced vendor can provide you with the support you need today and as your maintenance operation evolves.

DPSI has a long history of helping maintenance managers achieve their goals. Try our CMMS software free for 30 days to experience first-hand how it can revolutionize your maintenance operations.

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