If your company deals with equipment, chances are that equipment needs regular maintenance.

Do you have a reliable maintenance schedule? Do you know for sure that you have every part you need when you need it? Do you know what technicians are working on at any given moment?

If you weren’t sure about the answer to any of those questions, consider the benefits of CMMS software. Here, we will consider what is a CMMS, what it can do for you, how much it costs, and why you should have one.

What Is a CMMS?  

CMMS stands for a computerized maintenance management system.

CMMS is an easy and convenient way for companies to keep track of the maintenance of their equipment. It enables them to prioritize work orders so maintenance technicians can work more efficiently.

Traditional CMMS used spreadsheets or heavy binders with handwritten records that were hard to keep track of. Newer CMMS software takes advantage of advancements in technology.

By using CMMS, companies are able to keep accurate maintenance records and save workers’ time by clear scheduling and prioritization. They also save on production costs by taking care of regular maintenance before it becomes an urgent matter.

How Does CMMS Work? 

To really understand how CMMS works, you have to break down the name itself.

CMMS is computerized, which means all your data is on a computer. You can access this system through a desktop computer, laptop, or portable tablet. This makes the data easily assessable for anyone who needs it.

Maintenance technicians use CMMS to track work orders and scheduled services. Using CMMS software will make sure tasks are prioritized and completed on time. CMMS ensures no maintenance work slips through the cracks.

With this software, management can more easily access maintenance reports and get insight into the state of their equipment. This can help to assess when to purchase new equipment.

Finally, the system itself is a combination of all the features within CMMS that make keeping up with the maintenance of equipment easier and more efficient.

Those features are work order management, inventory, labor resources, utility usage, and many others! The features included with the CMMS will depend on which system you purchase.

Who Needs CMMS?

Every company with machinery will benefit from the use of CMMS software. But, there are a few basic signs a CMMS would greatly improve the workflow and maintenance schedule for your particular company.

You’re Regularly Getting Equipment Repairs Done After a Breakdown

This can be a big sign that you would benefit from CMMS software. With traditional maintenance management techniques, repairs are usually done because something wasn’t working right.

With CMMS software, maintenance gets done before a machine shut down. Like changing the oil on your car on time, you can prevent more serious issues to come up with the machine. Unlike a car though, you probably have many machines with different maintenance schedules that are hard to keep up with.

CMMS software keeps track of every machine’s maintenance, what has been done already, and what needs to be done so that you don’t have to worry about it. The software will also prioritize work orders so that the most important maintenance gets done first and is not left on the backburner for something to go wrong later.

You’re Always Waiting on Parts for Repairs

With CMMS software in place, you’ll always have access to inventory information on spare parts. Because the software will keep track of what you’re low on, you won’t have to order new parts for repairs.

This could potentially save you weeks of production you otherwise would have been waiting for a specific part. This makes ordering parts easy and efficient because you know exactly how much you need and how often.

You Have a Hard Time Keeping Track of What Technicians Are Working On

It can be a difficult task for management to keep track of what technicians have done and what work orders are still in the queue. This is especially true if they are still relying on spreadsheets or paper records that may or may not even be accurate.

One benefit of a computerized maintenance management system is that management will be able to keep track of where technicians are working and on what. There will no longer be the question of, “Is this done?” or, “What are they working on?”

Management will be able to accurately control every aspect of maintenance.

CMMS Software Saves Money

Time is money, and wasted time is money lost. By keeping equipment in perfect working condition, you save on repair costs, energy usage, and productivity. You also more efficiently use workers’ time and keep better track of inventory.

Keep the Equipment Functioning Properly

Using CMMS software will ensure that you aren’t forced to stop production and fix a machine. A broken-down machine can cost companies thousands of dollars in production time.

In the worst-case scenario, you would have to replace expensive machinery. If unexpected, this can be a very unfortunate, avoidable problem.

You can also use CMMS to ensure that machinery and operations meet industry standards. When it comes time for inspection, management won’t have to scramble to make sure operations are up to safety and environmental standards. They will be able to see that it was already done through CMMS records.

Efficiently Use Worker’s Time

It can be difficult to keep track of worker’s time and productivity with traditional maintenance management. Using CMMS makes it easier to schedule worker tasks so that they get done by certain deadlines.

This way, you can avoid the need for overtime, which will save you money. It also gives your employees a more efficient and organized work environment.

Keep Track of Inventory

A CMMS system is the easiest way to keep track of inventory and order supplies and parts preemptively instead of as they’re needed. This way, you can save on expedited shipping costs and not have to slow down production for the lack of a needed part.

The Future Is CMMS

When CMMS first came onto the market, it was simply a nice thing for maintenance teams to have. As companies have seen the benefits of using these systems, however, they have become more than that.

The rate that maintenance departments are adopting CMMS software is going up every year. Still, only 39% of maintenance management teams are using CMMS.

This is not because it doesn’t work. Actually, experts say that using CMMS improves efficiency and production time by quite a bit. Using CMMS software can actually put you way ahead of the competition in your industry.

If you want to incorporate CMMS software for your maintenance team, it’s a good idea to consider what features you need the most. With CMMS being such an innovative technology, there are many options with a variety of features to choose from.

It can be easy to get overwhelmed by the options. You will also want to consider your budget. Since there are so many options now, there’s a CMMS for just about any budget.

CMMS Cost and ROI

The cost of CMMS will depend on your needs. If you’re a smaller operation that has a minimal maintenance team, a basic CMMS system will serve your needs well. These kinds of systems are typically priced per user, per month, plus a setup charge.

These systems are usually about $30-$80 a month per user. This can be a very affordable solution for small companies. However, the capabilities of these basic CMMS systems probably will not suit larger companies with many users.

With a company that requires many users, they can get a system price based on maintained equipment. Still, for a large company, this can cost tens of thousands of dollars. It is quite an investment, but that is why you have to consider the ROI.

There are many factors affected by the usage of CMMS. Determining ROI will depend on how many CMMS features your maintenance team uses and how expensive of a system you purchased.

Typically, however, maintenance staff can expect to see consistent ROI within six to nine months.

Who Is CMMS For?

CMMS buyers want to be in control of their maintenance schedule and get things done in the most efficient way possible. The majority of maintenance teams who have put CMMS to use have been happy with the decision.

According to data, for every company that is searching for their first CMMS software, there is a company that has already implemented CMMS and is looking to upgrade. Based on that information, it’s safe to say that once a company implements CMMS, they’re more than happy with the results.

By answering what is a CMMS software, it becomes obvious that CMMS is the best option for companies that have equipment maintained by a team of technicians.

It is the single best way to keep up to date on all services and avoid unexpected repair costs. Using CMMS to manage work time helps management and employees to work better together and avoid riffs between the two teams. CMMS makes it easier for teams to work together.

CMMS makes keeping up with industry standards and avoiding factory shutdowns easy. This, in combination with the time and money-saving factors listed above, make purchasing CMMS software an easy decision.

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