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The Maintenance Management Blog

May 28, 2024

6 Tips To Get CMMS Approval

Image: Maintenance technician with a tablet

One of the reasons the computerized maintenance management system market is so vast is because it benefits numerous industries. From manufacturing to ethanol plants to hospitals to universities to aeronautics. And so many more.

Yet despite the popularity of CMMS software, a company's management may hesitate to invest. This week, we'll discuss six tips to get CMMS approval.

1. Use CMMS Provider Support:

People want assurance that any change in operations has a better-than-even chance for success. This is where the CMMS provider comes in to offer assistance. Account executives should offer free demonstrations of the system to highlight features and options.

The more information obtained on what the specific company needs helps to tailor the demonstration for the best presentation. After the demonstration, offer a trial period for the client to have first-hand experience.

Other information the provider can offer includes case studies/testimonials that highlight how the CMMS benefits other companies. Give hard numbers such as a 40% reduction in maintenance costs after ninety days.

Security is always a major concern with companies. A CMMS provider should explain hosting options and security measures.

Customer references beyond the case studies also help to get CMMS approval. Added value comes when the references are within the same industry as the prospective client. Tap into the expertise of the system provider to navigate the approval process.

Account executives can facilitate software demos, trials, and proof of concepts. They can also provide case studies, customer references, and security documentation to build a strong ROI case.

2. Discuss Specific Benefits:

This is part of the information gathered before the demonstration. What challenges does the maintenance department face? Increased costs and unplanned downtime? Disorganized stockroom? Are assets breaking down too often?

Connect these challenges to specific benefits of CMMS. Cost savings through efficient scheduling and improved productivity. Regulatory compliance. Enhanced asset management. Improved work order management. Reports for informed decisions.

3. Demonstrate ROI:

One of the major concerns, if not the biggest, is the return on investment. A CMMS should have plenty of reports, including key performance indicator (KPI) reports.

You should present a clear and well-researched ROI analysis, emphasizing short-term gains. Reports should clearly show how the CMMS reduces maintenance costs, reduces downtime, and improves productivity. Again, connect these reports and benefits to the maintenance challenges from above.

4. Highlight Success Stories:

This goes back to the case studies. Use real-world examples of the success of other companies to make a connection with the prospective client.

If the CMMS provider holds annual conferences for its clients, this gives opportunities to share success stories. Clients in similar industries may use the CMMS in another way that would benefit others.

5. Address Concerns Proactively:

People don't like the "catch" in negotiations. The CMMS provider should be upfront about potential objections or concerns, such as implementation costs and training requirements. The more open the representative is the more it helps improve communications.

Express the training options and continued customer support after the investment. Discuss custom services and plans for system improvements.

6. Provide a Comprehensive Implementation Plan:

Another concern with "new" changes is: How soon can we start using it? This is one of the concerns discussed in the above point. The provider can provide suggestions for easing employees into the system.

Start with a small part of the maintenance activities, judge the results, then expand to other areas. Reminders about the performance and productivity reports help keep management focused on the goals. Anything the CMMS provider can offer to help smooth the transition will only further the potential for CMMS approval.


Review the tips to get CMMS approval from management. They fall under the concept of demonstrating the benefits the system gives to current clients. Then you show how it can solve the challenges and questions of prospective clients.

The information needs to be concise and fit the executives' needs, not just the maintenance teams'. Management needs to see the value and the potential ROI of a properly used system.

For a world-class CMMS that has benefited numerous industries for over forty years, call Mapcon Technologies. You'll find in-house programming and U.S.-based support. 800-922-4336


Stephen Brayton

About the Author – Stephen Brayton


Stephen L. Brayton is a Marketing Associate at Mapcon Technologies, Inc. He graduated from Iowa Wesleyan College with a degree in Communications. His background includes radio, hospitality, martial arts, and print media. He has authored several published books (fiction), and his short stories have been included in numerous anthologies. With his joining the Mapcon team, he ventures in a new and exciting direction with his writing and marketing. He’ll bring a unique perspective in presenting the Mapcon system to prospective companies, as well as our current valued clients.


Filed under: CMMS, maintenance — Stephen Brayton on May 28, 2024