Computerized maintenance management software (CMMS) was developed for the purpose of streamlining data and automating maintenance tasks. Without it, companies may be stuck in the past and miss out on a number of modern benefits. The risks of not using CMMS software can most certainly jeopardize the success of your maintenance department and company as a whole.

Included below are the scariest ways your maintenance will suffer by failing to implement CMMS software:

1. Unreliable Equipment in Operation

The inability to rely on equipment is one of the most obvious risks of not using CMMS software. Computerized maintenance management software allows you to store information on a wealth of assets and schedule preventive maintenance on each of them. Performing preventive maintenance helps you avoid unplanned equipment failures and increases the lifespan of assets. The end result of taking proper care of critical pieces of equipment necessary to run a business? The ability to rely on that equipment to successfully perform its intended function.

2. Manual Data Entry Nightmare

Without maintenance management software, staff must manually enter information related to assets into spreadsheets or databases. This can be an extremely tedious process that accounts for a significant portion of employees’ time—time that could be spent on more productive job duties. Entering data by hand is also likely to result in errors, as is the case with most manual processes. CMMS software eliminates most, if not all, manual data entry as it relates to maintenance management. Utilizing barcoding technology in conjunction with maintenance software, users can actually perform data entry in a matter of seconds. Simply attach barcodes or QR codes to equipment, scan the code with a mobile device connected to your CMMS and instantly retrieve or input necessary data.

3. Buried in Paperwork

Eliminating paper is common practice in today’s modern economy. From banks to utility companies, consumers can opt to receive most statement and bills electronically in an effort to reduce paper. Doing so benefits the environment—it decreases the need to remove trees for paper production, it removes the demand for mail carriers to deliver paperwork (which reduces fuel consumption and greenhouse gas emissions) and also decreases waste. Aside from the environmental benefits of eliminating unnecessary paperwork, it’s extremely helpful for businesses from a labor standpoint. A significant amount of time is needed to shuffle through folders and file cabinets to find documents like work orders, manufacturers’ manuals, vendor contact information and work histories. Employees’ time spent on locating necessary files will be significantly reduced by implementing a CMMS system, which stores all maintenance-related information and eliminates the need for hard copies. Staff time can then be spent on more productive job duties.

4. Lack of Organization

Spreadsheets and databases may allow you to keep work orders organized and perhaps utilize filters to query specific information within that data. However, you cannot use these programs to streamline all maintenance processes. CMMS software enables users to:

  • Manage all aspects of the work order process from initial development to completion
  • Organize equipment, suppliers and more from one centralized database
  • Develop preventive maintenance schedules for your equipment

The above-mentioned capabilities in addition to many, many other features provide companies with a single solution that can centralize data and automate maintenance management tasks. Among the risks of not using CMMS software, companies lack the organization necessary to successfully manage maintenance and will suffer from a flawed system.

5. Suspect to Regulatory Fines

There are various regulatory agencies that govern the way we do business. The Occupational Safety and Health Administration (OSHA) oversees working conditions for employees. The US Food and Drug Administration (FDA) protects public health by ensuring the safety of consumer products. The Environmental Protection Agency (EPA) protects human health and the environment. When companies fail to comply, or lack the ability to demonstrate compliance, they can be fined or possibly even shut down by these agencies depending on the severity of the violation. CMMS software helps businesses comply with regulatory standards and reduces the amount of preparation required for audits. It’s easy to generate detailed reports on work performed on assets, parts transactions and more using a CMMS. This results in a dramatically reduced risk of noncompliance penalties.

6. Inhibited from Company Growth

Arguably the most important aspect in company culture is continuous improvement. Neglecting to engage in activities that track strengths and weaknesses prevents companies from realizing their potential. Although maintenance personnel may be able to spot deficiencies in current operations, it can be a challenge to communicate them to upper management. Utilizing advanced reporting and CMMS dashboard features, senior leadership can monitor all relevant key performance indicators (KPIs) for maintenance. They’ll be able to easily spot trends and identify areas for improvement, which will enhance their decision-making process. Ultimately, a company’s ability to increase profits is enhanced by making continual improvements to their operations.

Halloween or not, it’s always a good time to ‘lay the ghost’ when it comes to maintenance operations. Computerized maintenance management software helps put your worries at ease, making it simple to stay on top of critical maintenance tasks. The benefits of implementation far outweigh the risks of not using CMMS software. Contact DPSI today for more information on our software solutions.

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