A Computerised Maintenance Management System (CMMS) is a management software which can be extremely useful to help schedule and manage maintenance works, as well as your budget and assets.

While you may think you have everything under control as a maintenance manager, you may be guilty of a few malpractice that suggest you should consider investing in a CMMS to modernise and improve your business. Let’s see which of the following bad habits you are guilty of, shall we?

1. You are still using Excel (or worse… paper)

If you are still using Excel spreadsheets (or any other spreadsheet platform) to keep track of your work schedules, assets and costs, you are working behind industry leaders and you are missing out on a lot of features that other companies are benefiting from with a CMMS. 

For instance, unlike a spreadsheet, a CMMS will be able to notify you and your maintenance technicians regarding preventive maintenance schedules and other unplanned events, such as reported equipment failure and maximise your work capacity. 

If this is the case for Excel, which let’s be honest is a pretty powerful tool in the grand scheme of things, do we really need to mention the limitations of relying on Paper?

2. Your decisions are based on guesses and chance

With a CMMS, you will be able to make much more informed decisions regarding various aspects of your job such as maintenance schedules, allocation of technicians or investment in equipment.

This does not necessarily mean that all your decisions made without a CMMS are unjustified or worthless. However, with traditional tools (such as the aforementioned Excel) it is much harder to achieve the same level of insight you can easily get from management software.

A CMMS provides you with a myriad of reports that are automatically generated from the available data.

3. You are experiencing excessively long periods of inactivity

Nobody wants to deal with long periods of inactivity. It is harmful to your company, both in terms of expenses and of how it affects your relationship with clients. Focusing on preventive maintenance plans will reduce the number of unexpected failures in essential equipment that could otherwise result in downtime.

With a CMMS, the planning and monitoring of maintenance plans and assets are made much simpler and effective, keeping downtime and unnecessary costs to a minimum.

4. You never really know who is doing what

If you are managing a bigger maintenance team, it’s understandably challenging to keep track of which technicians are performing which works. With a CMMS, however, it couldn’t be easier. These automatically systems track the work orders of each technician and can even calculate the time needed for the technician to complete each work order. 

5. Communication is troublesome

Does the following ring any bells? Call after call? Scrolling through unnecessarily long email chains? A couple more phone calls? It probably does sound familiar but it doesn’t have to be. One of the main advantages of a CMMS is that it allows you to dramatically improve the quality of communication between managers and technicians.

A CMMS can be accessed from any mobile device from which you can add, update or delete work orders. The relevant technicians will then be able to easily view the alterations that have been made, or receive notifications on live updates.  

Some CMMS, like Infraspeak, allow you attach files, pictures or videos with failures and assets to which  maintenance technicians will have instant access to. This visual aid eliminates unnecessary and often complicated verbal explanations.

Learn more about this and other maintenance-related subjects on Infraspeak’s Complete Guide to Maintenance!

What’s next?

While these are 5 important signs that you should start using a CMMS, there are multiple other reasons for you to do so.

If you want to know more advantages of using software like Infraspeak, schedule a free demonstration – no strings attached.