In the dynamic world of facility management, the quest for effective solutions is ongoing. 

The pressure is on modern facilities to maintain uptime and streamline maintenance operations to avoid downtime. Unplanned downtime costs up to $50 billion annually across multiple industries

The role of maintenance management in preventing downtime is well-established, with effective preventive maintenance bringing about reductions in costs and increases in productivity

For a long time, Computerised Maintenance Management Systems (CMMS) set the benchmark for maintenance management, placing multiple maintenance organisation and control features into one piece of software. 

But as businesses evolve, so do their needs. Cutting-edge solutions, such as Intelligent Maintenance Management Platforms (IMMPs), offer new opportunities for facility managers to improve the performance of their buildings and assets. 

This article explores why more and more FM professionals are moving away from CMMS.

CMMS: the status quo

Computerised Maintenance Management Systems (CMMS) are a staple for managing maintenance tasks.

This specially designed software is a stalwart in the industry, built to assist facility managers in managing, coordinating, and tracking a wide array of maintenance tasks and work orders.

While CMMS is a significant improvement over not using any maintenance management software, new industrial pressures have fuelled the development of new tools. 

For example, buildings and technology are more complex, customer and client expectations are increasing, and regulations regarding quality, safety, and sustainability are becoming increasingly stringent.

The limitations of ageing CMMS 

CMMS software has been around for decades, and we’re starting to observe some limitations:

  • Limited flexibility: CMMS solutions often provide limited customisation options, making it challenging for businesses to tailor the system to their specific needs.
  • Outdated technology: Compared to contemporary solutions like Intelligent Maintenance Management Platforms (IMMPs), CMMS technology can seem outdated.
  • Reactive instead of proactive: CMMS is often more suited for reactive maintenance issues rather than preventive maintenance, which cuts costs and boosts productivity, according to several studies.
  • Complex interface: Some CMMS solutions might have a steep learning curve due to their complex interfaces, which can affect user adoption and efficiency.
  • Integration issues: Older CMMS solutions might not integrate smoothly with other systems or software, limiting data-sharing opportunities. 
  • Inadequate analytics: While CMMS can record and store maintenance data, it often lacks robust analytics capabilities for insightful decision-making.
  • Scalability concerns: As a business grows and evolves, a CMMS might be unable to scale effectively to meet increasing maintenance management demands.
“We were using a different system that was supported by excel spreadsheets, delivering around 200 work orders a week. Now we’re delivering 2000 — and that’s just on reactive.”

— Mike Robinson, Director of Business Development at Penguin FM

So, what if we could take the CMMS further? What if there was a way to match these impressive benefits and build on them?

That’s precisely what IMMPs can do. 

The rise of Intelligent Maintenance Management Platforms

Intelligent Maintenance Management Platforms (IMMPs), like Infraspeak, have evolved to alleviate the limitations of traditional CMMS. They provide facility managers with more tools and flexibility, but without overloading them with overcomplicated interfaces. 

An IMMP is not just an advanced version of a CMMS – it signifies a paradigm shift.

IMMPs break free from the static ‘system of records’ that characterises CMMS. 

Instead, they go beyond simple maintenance management by offering IoT integration, AI data analysis and software integrations. 

“The application of Infraspeak allows us to control the times and costs of all our interventions, it allows us to have a global vision of what is happening in each of the maintenance tasks of our operators.”

— Danyel Guzmán, CEO of Verdtical

Of course, they nail the basics too, such as preventive and reactive maintenance scheduling and work order management. 

It’s important to highlight that IMMPs don’t overcomplicate the facility manager’s tech stack. On the contrary – users report that they’re easier to use, which is excellent for onboarding staff quickly and delegating tasks to non-IT professionals.

“Infraspeak, being cloud-based, means I can access anywhere as long as I have an internet connection. This is invaluable to my team as they can communicate the need for resources through recorded pictures on the app, ensuring good quality of work from the team as they report and upload pictures of completed failures and tasks, giving me a wealth of remote visibility for my team. The platform is easy to use, and the set-up was supported by the onboarding team every step of the way. On-site visits and training for the team were conducted well, and I have a collective buy-in of technicians and report users making all tasks visible and recorded for future reference.”

— Mike Kelley, Maintenance Manager at Sundeala

The IMMP edge

IMMPs effectively leverage advanced technologies such as AI and IoT. 

This allows IMMPs to collect and analyse comprehensive maintenance and work order data, transforming it into valuable and actionable insights. Harness your data to cut costs and boost facility performance. Your clients and customers will thank you for it!

Some of the key features IMMPs include:

Dynamic and flexible interface

IMMPs operate as dynamic, real-time maintenance systems – a system of intelligence. 

“The adaptability of Infraspeak allows turning this software into an application tailored to each need.”

— António Revez da Silva, CEO of ARSPLUS

“I’ve worked in estates for 15 years across, probably eight different roles, all in higher management. And I’ve used lots of different CAFM systems. Some are a nightmare. Some just aren’t quite right for our type of industry… many CMMS systems are just like, “This is how it is”. I like the way that you can tailor Infraspeak to fit your business’ niche requirements.”

— Matt Goodyear, Head of Estates at Holmeleigh Care

This means they are far more adaptable and responsive to changing operational needs compared to ageing CMMS. Moreover, you can use IMMPs to build your own optimised solutions – you’re not locked in to a clunky interface and bloated features. 

Automation: streamlining maintenance tasks

IMMPs offer AI-powered features such as weekly alerts and automated failure reporting

This not only lightens the workload for maintenance personnel, allowing them to concentrate on critical duties, but also significantly boosts productivity across maintenance operations.

“What I can highlight the most based on the sector of the company for which I work is the breakdown management tool or work orders. It is a fundamental tool that has made it much easier for us to solve corrective work, and little by little, as all the staff fully adapt, they will work better every day. Other tools, such as warehouse controls (stocks, etc.), purchasing management, consumption, SLAs, etc., appear to be very functional.”

— Manuel Morcillo, Maintenance Manager at La Siesta Salou Resort&Camping

Integration: bridging the gap between systems

One of the distinct advantages of IMMPs is their ability to seamlessly integrate with other digital tools and hardware systems. 

This interoperability allows for improved data sharing and collaboration between different platforms. 

“We used to use three different systems to run our maintenance department. Now, it is pretty much all done on the Infraspeak platform.”

— Mark Durrans, Maintenance and Service Manager at Rentec

“Infraspeak has made life a lot easier. It made everything under one umbrella, so we can manage, build reports, see where we are spending money, and where we can invest in one single platform.”

– Jordan Tesfamichael, EL&N London

An excellent example is integration with the accounting software Xero. Xero integration enables maintenance managers to automatically share invoices and procurement data with their accounting software.

Insightful analytics for data-driven decisions

IMMPs can generate automatic reports on buildings, utilities, work orders and maintenance.

This not only optimises maintenance planning and execution but also contributes to cost-efficiency and effective risk management. Use your data to cut costs and improve your facility’s performance. 

The role of IMMPs across different sectors 

IMMPs are game-changers across various industries, delivering an intelligent, integrative approach to maintenance management. 

Crucially, they’re applicable to a wide range of industries and can be customised for multiple workflows.  Let’s explore how IMMPs are reshaping operations across multiple sectors. 


In retail environments, keeping assets working for clients and customers is crucial. 

Retail units feature a wide range of lifts, elevators, HVAC air conditioning units, lighting, etc, which all need to be kept in top condition. 

With an IMMP, all maintenance data is aggregated in a centralised system, providing valuable insights into asset performance, maintenance costs, and task completion rates. This empowers retail managers to make data-driven decisions that boost efficiency and reduce costs.

Facility services

In the world of facility services, managing many diverse assets across numerous buildings and possibly even different industries or sectors is typical. 

An IMMP simplifies this process through advanced features like automated work order creation and assignment, real-time asset tracking, and advanced reporting.

IMMPs also ensure regulatory compliance through meticulous record-keeping and service level agreement (SLA) management. 


The hospitality industry depends on smooth maintenance. IMMPs streamline maintenance processes, reducing the likelihood of asset failure and maintaining high levels of customer service. 

In addition, high maintenance standards are associated with better customer reviews and repeat business. 

Furthermore, IMMPs can integrate with other hotel systems, allowing for a holistic view of operations and quick resolution of issues.


In the healthcare and medical industry, asset downtime is not just inconvenient – it can be a matter of life and death. IMMPs provide robust maintenance management, ensuring medical equipment uptime, which is crucial to supporting clinical outcomes. 

IMMPs also support compliance with stringent healthcare regulations through automated scheduling of inspections, detailed record-keeping, and timely maintenance of medical devices. 

IMMPs for future-ready facility management

The pressure is on facilities to deliver ever-increasing uptime and maintenance performance. 

IMMPs offer much-needed adaptability, combining easy-to-use interfaces with deep technical functionality. Critically, IMMPs are flexible and can be customised to users from different industries, including hospitality, retail, medical, manufacturing, and many more. 

Infraspeak’s customers and clients span numerous industries, but they all say the same thing – our IMMP drives efficiency, cuts costs, and simplifies operations. Some were using 2 or 3 different platforms before they discovered Infraspeak. 

Now, they just use Infraspeak, which offers everything from preventive and reactive maintenance management to work order management, advanced analytics, and integration with IoT devices and other software platforms. 

The future of facility management is here, and it’s intelligent, integrated, and efficient. 

Lack of control costing you time and money?
Infraspeak is the answer.