Choosing the best CMMS (computerised maintenance management system) for your team is no easy task. Let’s see: a maintenance software should promote internal communication, reduce bureaucracy, provide more reliable data, reports and insights, optimise time and centralise all your operations. In the end, a good CMMS is an outright Swiss Army knife.

But while choosing the right software isn’t an easy task, it is something whose importance can’t be underestimated. A maintenance management software can be crucial to optimise your work (and that of your entire team!) on a day to day basis and Infraspeak customers are proof of that. But this was only possible because they were able to choose the CMMS with the most suitable structure and functionality for their teams.

If you are in the decision-making stage, there are a few things to consider when choosing the ideal tool.

1. Decide what your goals are when adopting a CMMS.

No matter which solution is chosen, you should be clear about your goals. What do you want to do and improve with a CMMS? What kind of operations do you want to streamline? Which teams will benefit the most from the software? How big are your business and its role in the market? In other words, do you need an extremely complete software to manage multiple buildings, customers and suppliers, or would these be features that make no sense in your day-to-day business?

There is no single solution that works for everyone. If you work in retail, it makes sense to have a software that allows you to manage stock; A technical assistance company, on the other hand, privileges communication between different teams and the ability to manage corrective and preventive maintenance tasks. In order to choose the right maintenance software for your team, you should never lose sight of your business goals and vision.

2. Who will use the maintenance software?

This is the logical step after outlining your goals. When it’s clear what you want to achieve with the CMMS, think about who will use it and how they work: the right choice is the most user-friendly option for your team.

In which situations will your team use the maintenance software? Is having access to a computer enough, or is it beneficial to have all the necessary information at your disposal at any time? Are you always connected to the internet, or is it convenient to work offline too? Is it critical to have exchanges of information in real-time between the team? These questions are vital in deciding your order of priorities: a native app, a program that also works on a mobile phone, a cloud-based software, integration with other software that the company already uses, etc. It is also important to be very clear on how the transition process will be like – that is, whether the software developer provides assistance in the onboarding phase.

3. What references are there for each CMMS?

Once you know exactly what you are looking for in a CMMS, you can make a short shortlist of the systems that meet those requirements. Then, there is only one keyword: investigate, investigate, investigate. Read reviews from other companies using the same CMMS, case studies, and other materials that companies may make available. It is important to know that you are choosing a trusted partner who ensures the security of your data.

When the shortlist is reduced to 2 or 3 possibilities, do not make a final decision without requesting a demo. Ideally, you would be able to see how the system works and see which interface is the most intuitive, what you value the most about each option, and what your expectations are.

These three steps are crucial to coming to a conclusion on which CMMS is best for your team. But, as your team and your needs will not always be exactly the same as they are today, we need to point out some features that will definitely help your business in the future.

Features you should look for in a CMMS for the future of your business.

1. Adaptability.

What happens when your business expands? Look for a CMMS that can grow with you as your business scales and the number of assets increases. There are several systems that have different plans that allow this scalability. Others, such as Infraspeak, are divided into several fully customizable modules. So, when your business changes, simply adapt the software as needed.

2. Updates.

It is impossible to predict the updates that each CMMS will undergo, but generally speaking – and this is true for any IT product – it is a good policy to look for vendors that constantly update. This means that the maintenance software is more likely to be responsive to the customer input and to be integrated with cutting-edge technologies in the future.

3. Records & Reports.

Don’t overlook the ability to generate automatic reports and store the records of past interventions. These analysis tools are critical to understanding what is going wrong (or less well), what changes you should implement, and how well the maintenance team has evolved.

In addition, it is important to have access to stock indicators, maintenance costs, energy consumption, or other factors that improve decision making by the maintenance manager and the administration.

4. Focus on predictive maintenance.

Preventive and predictive maintenance are essential to lowering your maintenance expenses. A maintenance management software that helps predict when certain tasks need to be done is a big step toward achieving an even higher ROI.

With this information in mind, we have no doubt that you will be able to choose the most suitable CMMS for your team and operations.

If you are curious to know more about Infraspeak, contact us!