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The Maintenance Management Blog

July 09, 2024

How a CMMS Benefits Business

Image: A team meeting.Some maintenance managers looking to improve their operations may ask how a computerized maintenance management system (CMMS) benefits business. Perhaps they want to move away from spreadsheets and handwritten work orders. Perhaps they have high costs because of unplanned downtime.

In this article, we'll look at several benefits CMMS software offers.

♦ Cost Efficiency

♦ Increased Productivity

♦ Assets/Inventory Tracking

♦ Reports

♦ Adaptability

♦ Training

♦ Support

♦ Innovation/Improvement/Evolution

Cost Efficiency: Slashing Expenses and Boosting ROI

Lowering overall costs tops many company lists.

A core benefit of a CMMS is its ability to significantly reduce maintenance costs. According to a Plant Engineering document, businesses using CMMS experience see a significant reduction in maintenance costs.

Let's look at some ways a CMMS benefits businesses in this area.

Preventive Maintenance (PM) Optimization. Automating PM schedules. Tracking maintenance history. These help minimize unexpected breakdowns. This reduces repair costs and the need for emergency parts purchases.

Inventory Management. A CMMS monitors inventory quantities. You have access to details about all your stock. You can track spare parts usage and reorder based on actual needs. This eliminates overstocking and minimizes the risk of stockouts that can halt maintenance operations.

Labor Cost Optimization. CMMS assists you with organizing work order management. Checklists. Attachments. Prioritization. Scheduling. Assigning the appropriately skilled crews and crafts.

For further cost-saving measures, read the article from Simplicable.

Increased Productivity: More Uptime, More Output

By minimizing downtime and optimizing maintenance activities, a CMMS directly translates to increased productivity across your organization.

Reduced Downtime. You have a proactive program. With the assistance of a CMMS, equipment remains operational for longer stretches. Fewer delays mean more production.

Improved Work Order Management. With the aforementioned organized work order system, the percentage of on-time completion increases. Attainment and other key performance indicator (KPI) reports help with efficiency and workload. This allows your team to focus on core maintenance tasks.

Improved Communication and Collaboration. A CMMS fosters better communication between maintenance teams and other departments. Comments within the system. You discuss and analyze feedback.

Everyone has access to real-time asset data and work order updates.

For further helpful hints on productivity, visit:




Assets/Inventory Tracking: Knowing What You Have, Where It Is

A CMMS provides a centralized platform for tracking all your physical assets and stock.

Detailed Asset Records. Create comprehensive profiles for each asset, including maintenance history, parts manuals, and warranty information.

Equipment Readings. Track the status of assets. PSI. Temperature. Mileage. Hours in operation. All these and more help shape your preventive maintenance program.

Inventory Management Integration. Create a list of your stock. Include descriptions, cost, quantity, location, vendor distribution unit, and more.

Physical Count. While a CMMS does a great job of adjusting quantities, you still need to schedule a regular physical count. However, the CMMS can help with that, too. Generate count sheets organized by stockroom location and reconcile totals to stay accurate.

Reports: Data-Driven Insights for Better Decisions

With every piece of information you input into a CMMS, you can access it and turn it into valuable data for later discussion. Read on for highlights of the types of reports available.

Performance Reports. Track key metrics like MTBF (Mean Time Between Failures) and MTTR (Mean Time To Repair) to identify areas for improvement and prioritize maintenance efforts.

Cost Reports. Gain visibility into overall maintenance expenses, labor expenses, and stock costs.

Inventory Reports. Analyze inventory levels and usage patterns. This helps budget better for future purchases.

Adaptability. A System that Grows with Your Business

A quality CMMS must adapt and grow alongside your business. How does a CMMS remain flexible?

Scalability. Don't settle for a package deal that includes irrelevant features. Look for a system where you choose your modules to fit your operations. Then, when you want more, you'll have more waiting.

Customization. Some companies have specialized maintenance tasks. They have certain reports or categories to track. Work with your CMMS provider to have those custom features/reports added.

Integration. Integrate your CMMS with existing software like ERP or accounting systems to share data. Again, your provider will assist you in achieving this.

Training and Support: Getting the Most Out of Your CMMS

You want a powerful but easy-to-use CMMS. To learn the fundamentals and features, you need comprehensive training and support. These benefits come directly from the vendor.

Implementation Training. The implementation phase typically includes training to familiarize your team with the system's functionalities and best practices.

Implementation. The implementation phase typically includes basic software navigation to familiarize your team with the system's functionalities and best practices. Configuring the system to meet your needs, setting user security, and starting the data collection process are the goals. Implementation is often an ongoing process of deciding are we using the most beneficial practices moving forward.

Training. Step-by-step user instructions help ensure the right data is being captured in the most efficient manner possible. Standards are set so users understand critical choices such as Priority and Type of work order for each situation.

All users should understand their role in capturing data, including checking out spare parts and purchasing more, completing safety forms or checklists. Is a meter reading or a Failure code for downtime tracking also required? Training helps to ensure data is entered consistently for quality and reliable reporting.

Further Training. For refresher courses or to introduce new hires to the system, take advantage of the training options offered by the provider.

Ongoing Support. You have questions. You want answers. You want a knowledgeable and expert support team who will address your concerns.

For a further discussion on the importance of customer support, read Investopedia.

Image: a futuristic image of a computer.Innovation, Improvement, Evolution: The Future of CMMS

As mentioned above, business evolves. So must your CMMS. If you have an outdated system you need a company that will continue to offer more.

Mobility. Cloud-based CMMS solutions offer mobile apps. This means technicians have access to work orders, asset information, and maintenance history from anywhere on- or offsite. By using the system on a mobile device, you improve communications and efficiency.

IoT Integration. The Internet of Things (IoT) allows equipment to collect and transmit data on its own health and performance. CMMS can integrate with IoT sensors to trigger preventive maintenance actions automatically. With this data, technicians can stave off potentially serious issues.

Predictive Maintenance. Advancements in data analytics pave the way for predictive maintenance capabilities within CMMS. By analyzing historical data and real-time sensor readings, CMMS can predict equipment failures before they occur. Once again, your proactive program steps in to solve the issue.

Conclusion: A CMMS Benefits Business

Look at a CMMS as a strategic investment. With proper use, you'll see positive results. From reducing costs and boosting productivity to organizing asset management and valuable reports, a CMMS provides continuous value for your company.

Taking the Next Step. Evaluate your specific needs and research which CMMS will fit your goals. Consider factors like scalability, ease of use, reporting capabilities, and budget when making your selection.

By leveraging the power of a CMMS, your business can achieve significant improvements in efficiency, productivity, and maintenance management success.

Organize your maintenance management. Learn more about CMMS Software here.

MAPCON / 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, business — Stephen Brayton on July 09, 2024