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Maintenance tracking software has evolved far beyond basic work order logging.  Today’s platforms help teams manage preventive maintenance, track asset history, monitor inventory, standardize inspections, and improve visibility across entire facilities from both desktop and mobile devices.  However, not every tool approaches maintenance tracking the same way.  Some focus on simplicity and fast implementation, while others lean heavily into predictive maintenance, production monitoring, or advanced asset intelligence.  In this guide, we review six maintenance-tracking software tools that stand out for their distinct strengths, beginning with our very own WorkTrek CMMS. WorkTrek No more relying on scattered and disorganized spreadsheets, paper checklists, or maintenance records. WorkTrek is built to bring everything into one place.  WorkTrek CMMS combines maintenance tracking, work orders, preventive maintenance, asset history, inventory, and maintenance requests inside a centralized system.  Below is WorkTrek’s dashboard, where you can find all of the above and easily track maintenance tasks. Source: WorkTrek Every completed task, inspection, checklist, uploaded image, and technician update stays attached to the asset record, making it much easier to track recurring issues, audits, and long-term upkeep performance.  You can also monitor who worked on what, when tasks were completed, and how long jobs took. Source: WorkTrek What’s more, planning and scheduling maintenance couldn’t be easier.  Teams can schedule recurring tasks (e.g., daily, monthly, yearly), attach digital procedures and inspections to each task, and thus standardize maintenance workflows across facilities or shifts.  WorkTrek also includes maintenance request management.  Maintenance requests can be submitted through a portal, email, the WorkTrek mobile app, or even a branded request app, making it easier for operators and employees to report issues quickly. Source: WorkTrek Another feature worth mentioning is SLA tracking.  Teams managing service contracts can monitor response and resolution times in real time to see whether maintenance work meets internal or customer service targets.  Source: WorkTrek The platform is also designed for field teams.  Technicians can create and update work orders, upload photos, scan barcodes, complete inspections, and access maintenance information directly from the mobile app.  The app also works offline, which is especially useful in plants, warehouses, or remote facilities with inconsistent connectivity.  Compared to platforms like Fabrico or Tractian, WorkTrek focuses less on production monitoring and predictive maintenance and more on giving teams a practical, centralized system for daily operations and long-term maintenance tracking.  Pricing starts at $29 per user/month, and unlike some competitors on this list, WorkTrek supports unlimited assets across all pricing tiers.  Source: WorkTrek That matters more than many companies initially realize, since asset or task limits can become restrictive as maintenance operations scale.  To sum up, WorkTrek is best suited for teams that want a modern, mobile-friendly maintenance-tracking platform with strong asset visibility features, without the complexity of larger, enterprise-heavy systems.  Try it for free! Fabrico Fabrico combines CMMS functionality with production monitoring, which makes it feel quite different from more traditional maintenance tracking platforms.  Like WorkTrek, the platform covers the core maintenance tracking features most teams expect:  Preventive maintenance Inventory management Mobile functionality QR-code scanning Work orders Reporting You can manage assets in one place, create urgent maintenance tasks directly from the plant floor, and quickly pull up machine history or checklists by scanning a QR code.  Source: G2 Fabrico also puts a strong focus on shop-floor visibility.  Technicians can scan physical machines to instantly access digital lubrication procedures, cleaning checklists, maintenance history, and inspection records on a mobile device.  Where Fabrico really stands out is the connection between maintenance and production data.  The platform can connect directly to machine controllers or legacy equipment through gateway devices.  When a machine reaches a certain cycle count or fault condition, Fabrico can automatically generate a usage-based work order instead of relying on someone to manually report the issue.  That production-to-maintenance connection is something users mention frequently as one of the platform’s biggest advantages: Source: Reddit The platform even includes computer vision functionality for manual assembly stations.  Overhead cameras can detect inefficiencies and capture downtime footage, while Fabrico’s Inefficiencies Zoom-In module connects OEE data with real production-floor video for visual root cause analysis. Source: Fabrico Compared to WorkTrek or Maintainly, Fabrico leans much more heavily into manufacturing intelligence and operational analytics rather than just maintenance workflows.  That said, it’s important to note that some of Fabrico’s AI-focused capabilities are still add-ons or beta features rather than part of the standard platform.  Features such as AI-driven schedule optimization and generative troubleshooting assistance are currently on the company’s roadmap.  Some users also mention that the platform can feel slightly overwhelming at first.  On G2, reviewers noted that the dashboard may feel too data-heavy for teams unfamiliar with analytics-focused systems, while others mentioned that the scheduling interface could be more intuitive. Source: G2 Pricing is another area worth paying attention to.  Fabrico offers four pricing tiers and a free trial, but pricing itself is not publicly listed.  Source: Fabrico  More importantly, lower plans come with asset and operational limits.  For example, the Free plan only supports up to 10 machines, 10 locations, and 200 tasks, while unlimited machine tracking is reserved for the Enterprise plan.  Reporting and analytics are only available in the more advanced plans, while work scheduling functionality is restricted to the Enterprise tier.  Overall, Fabrico feels best suited for larger manufacturing companies that want maintenance tracking tightly connected to production performance, machine data, and operational visibility. Makula Makula is a maintenance tracking platform that puts a strong focus on asset structure, inspections, and technician workflows.  The platform includes the core CMMS features, such as:  Work order management Preventive maintenance Inventory tracking Inspections Mobile functionality Analytics Compared to some simpler maintenance tracking tools, Makula stands out most in the way it organizes assets.  You can create parent and child assets, build clear equipment hierarchies, and link spare parts directly to specific machines or components. Source: Makula That makes it much easier for technicians to understand how assets are connected and what parts are needed before starting work.  Preventive maintenance workflows are also flexible.  Teams can schedule multiple recurring tasks for the same asset (monthly, annually, biannually, or custom intervals) while attaching procedures, inspections, and digital checklists directly to the work order, similar to WorkTrek. Makula also does a good job with inspection tracking.  Technicians can complete checklists directly from the app, upload photos, collect signatures, and keep a detailed history of completed inspections, observations, and maintenance activity tied to each asset. Source: Makula The interface itself feels more visual than some enterprise-heavy CMMS platforms.  Kanban boards make it easier to track work orders and maintenance status at a glance. Source: Makula Like WorkTrek and Fabrico, Makula also offers an offline-capable mobile app, so technicians can work easily even in facilities with poor connectivity.  The platform has also introduced several AI-focused add-ons, including an AI Copilot, voice-based note-taking, and AI-assisted procedure filling.  Source: Makula Similar to Fabrico, though, these AI features are modular rather than built into the standard platform.  Pricing starts at €55 per user/month for the Pro plan, with unlimited assets included.  However, some advanced functionality, including ERP integrations, API access, advanced security controls, and IoT integrations, is reserved for custom enterprise plans or comes with additional implementation costs.  Source: Makula That implementation complexity is something buyers should keep in mind.  According to Research.com, ERP integrations and API setup may require additional consulting hours, which can increase both implementation time and overall cost.  Some users also report that the mobile experience is currently stronger on Android than iOS.  Overall, Makula feels best suited for teams that need strong asset hierarchy management, detailed inspection tracking, and flexible preventive maintenance workflows without moving fully into enterprise-level complexity. Tractian Instead of focusing mainly on work orders and preventive maintenance, Traction combines three connected systems: CMMS, condition monitoring, and OEE tracking.  That makes it feel closer to an industrial reliability platform than a traditional CMMS.  On the maintenance side, Tractian includes the core features most teams expect:  Work order management Preventive maintenance Parts inventory Mobile app  Checklists SOPs Through the app, technicians can monitor asset status, access upkeep history, manage work orders, and navigate asset trees that show how equipment and components are connected across the facility.  Source: Tractian That asset hierarchy feels somewhat similar to Makula’s, especially for larger operations that manage complex equipment relationships.  But the biggest differentiator is the connection between maintenance workflows and live machine condition data.  Tractian’s sensors continuously monitor vibration, temperature, runtime, RPM, and ultrasonic activity to detect early signs of equipment failure.  Source: Tractian Instead of waiting for operators or technicians to notice issues manually, the system can automatically trigger alerts when abnormal machine behavior is detected.  Teams can also automate recurring maintenance tasks by connecting them directly to machine health insights and sensor data, helping shift maintenance operations from reactive to predictive maintenance.  For manufacturing companies, Tractian also adds OEE and production analytics into the same ecosystem.  Teams can monitor production lines, operator performance, downtime trends, and process analytics through live dashboards and AI-powered reporting tools. Source: Tractian Compared to platforms like WorkTrek or Maintainly, Tractian is much more focused on predictive maintenance and industrial monitoring than day-to-day maintenance administration.  That hardware-first approach does come with tradeoffs, though.  In Reddit discussions, some users mentioned that Tractian’s hardware-as-a-service model can become expensive compared to building monitoring systems with third-party sensors.  Source: Reddit Others noted that the platform appears heavily optimized for manufacturing environments and may feel less flexible for mixed operations or facilities maintenance teams.  One Reddit user also pointed out concerns around scalability and integrations, mentioning that some advanced functionality relies heavily on Tractian’s own hardware ecosystem. Source: Reddit Pricing starts at $60 per user/month for the Standard plan, with a five-user minimum.  Both Standard and Enterprise plans include unlimited assets and unlimited requesters, while the Bundle plan combines the CMMS platform with Tractian’s condition-monitoring sensors and predictive maintenance tools.  All things considered, Tractian is best suited for industrial and manufacturing companies that want maintenance tracking tightly integrated with machine health monitoring, reliability analysis, and predictive maintenance workflows. eMaint eMaint combines CMMS, EAM, and IIoT functionality inside a cloud-based system from Fluke Reliability.  Core features include: Mobile maintenance tools Preventive maintenance Spare parts inventory Condition monitoring Asset management Work orders Reporting One area where eMaint stands out is preventive maintenance flexibility.  Teams can create calendar-based PMs, meter-based PMs, or combine multiple triggers for the same asset.  For example, maintenance can automatically trigger based on runtime hours, mileage, production output, or custom thresholds.  Source: eMaint The platform also handles complex asset structures well.  Similar to Makula, eMaint supports parent-child asset relationships, allowing teams to manage multiple connected assets inside the same maintenance workflow.  Source: eMaint That becomes especially useful for production lines, fleets, or larger facilities where maintenance tracking can quickly become difficult to manage manually.  Another strong point is mobile maintenance tracking. Technicians can scan QR codes or barcodes to pull up asset details, maintenance history, spare parts, and open work orders directly from the field.  Source: eMaint The mobile app also supports offline work, allowing technicians to complete tasks and sync updates once connectivity returns.  That makes eMaint more comparable to platforms like WorkTrek and Makula in terms of field usability.  Compared to Tractian or Fabrico, though, eMaint focuses less on production monitoring and predictive maintenance, and more on configurable maintenance workflows and enterprise asset management.  That flexibility is one of the reasons users on Reddit and G2 often praise the platform.  Many companies note that eMaint adapts well across industries and maintenance operations, rather than being tied heavily to manufacturing alone. Source: Reddit At the same time, several users note that the system can occasionally feel overly detailed or repetitive, especially during setup and workflow configuration.  Source: Reddit Pricing starts at $69 per user/month with a three-user minimum, and all plans support unlimited assets.  However, some important maintenance-tracking features, including mobile offline work, QR-code request functionality, and unlimited request logins, are reserved for higher-tier plans.  Altogether, eMaint feels best suited for organizations that need highly configurable maintenance tracking, detailed preventive maintenance workflows, and scalable asset management across larger or more complex operations. Maintainly Compared to some of the larger CMMS platforms on this list, Maintainly takes a much simpler and more lightweight approach to maintenance tracking.  The platform focuses on the core features maintenance teams use daily: Mobile maintenance workflows  Preventive maintenance Maintenance requests Asset tracking Work orders Audit history Instead of trying to turn the system into a large enterprise platform, Maintainly keeps things relatively easy to implement and navigate.  That simplicity is actually one of its biggest selling points, and that’s why this tool is also suited for hotels, churches, aged care, and sports facilities.  Teams can create preventive or reactive maintenance tasks, scan QR codes to pull up assets and work orders, upload photos and files, and manage maintenance requests directly from the mobile app.  Source: Capterra The platform also supports flexible asset hierarchies, which help teams organize equipment across facilities, production areas, or movable assets.  Maintainly also puts a strong focus on maintenance history and audit trails.  Source: Maintainly Service reports, uploaded documents, technician notes, completed work orders, downtime records, and parts usage all stay attached to the asset history, making it easier to troubleshoot recurring issues or track maintenance activity over time.  Unlike platforms like Tractian or Fabrico, Maintainly is not focused on predictive maintenance or production analytics.  Instead, it focuses on making maintenance tracking accessible, mobile-friendly, and easy to roll out quickly.  The company even highlights that only 2% of customers require formal training to start using the platform.  That ease of use also shows up in customer feedback.  But at the same time, some users mention that a few workflow features still feel somewhat limited compared to larger enterprise CMMS systems.  Source: Capterra Pricing is one of Maintainly’s strongest advantages.  The platform offers a free plan with unlimited work orders, mobile access, repeating tasks, checklists, meter readings, QR asset labels, and unlimited request users.  Source: Maintainly Paid plans start at €8 per user/month, while more advanced reporting, API access, and unlimited preventive maintenance are reserved for the Enterprise tier.  However, keep in mind that inventory management and timesheet tracking are available only as optional add-ons.  Overall, Maintainly feels best suited for small- to mid-sized maintenance teams that want a clean, mobile-friendly maintenance-tracking system without the implementation complexity or pricing structure of larger enterprise CMMS platforms. Conclusion Maintenance tracking software can help you define how clearly you see your assets, how fast you react to issues, and how effectively you prevent downtime.  Some tools we covered today focus on simplicity and fast adoption, others on deep analytics, predictive maintenance, or full production visibility.  As always, the right choice comes down to what your operation actually needs today, and how much complexity you’re ready to scale into tomorrow. 

Key Takeaways: 87% of maintenance issues resurface within 90 days without root cause analysis. Unplanned downtime costs many facilities at least $10,000 per hour. Proper documentation prevents knowledge loss and repeated mistakes.  Unexpected downtime, recurring equipment failures, missing parts, poor documentation, and constant firefighting are some of the most common maintenance problems teams face today.  In most cases, these issues build over time through reactive processes, inconsistent maintenance, and a lack of visibility.  Fortunately, they are all fixable.  Here are six practical steps upkeep teams can take to reduce downtime, improve reliability, and stay ahead of maintenance problems. Identify the Root Cause of the Issue One of the biggest maintenance mistakes is fixing the immediate problem without determining why it happened in the first place.  That’s how teams end up repairing the same asset over and over again.  Over time, recurring problems lead to increased downtime, higher repair costs, and growing frustration across operations.  To prevent repeat failures, teams need to focus on root cause analysis (RCA).  The goal of RCA is simple: identify the underlying cause of a problem so it can be eliminated permanently, not just temporarily.  There are several ways to conduct an RCA, as shown below.  Source: WorkTrek You can start with the 5 Whys method, popularized by Toyota.  It couldn’t be more straightforward: simply keep asking “why?” until you uncover the process issue behind the failure.  Toyota famously used this approach after its welding robot repeatedly shut down.  At first, the problem looked like a blown fuse, but instead of replacing it, they kept asking the following questions:  Source: 5xWhys In the end, the real issue wasn’t the fuse, but contamination and missing filtration procedures.  If you still aren’t sure whether RCA is worth the effort, consider this: research shows that 87% of issues recur within 90 days when teams fix surface-level symptoms rather than the underlying cause.  Illustration: WorkTrek / Data: TallyFy Therefore, when equipment fails, don’t stop at the broken part.  Review repeat work orders, involve the technicians who handled the repair, and ask enough questions to uncover what allowed the issue to happen in the first place.  Standardize Preventive Maintenance A lot of maintenance problems become emergencies simply because small issues were not caught early enough.  Inspections get overlooked, lubrication gets delayed, minor faults go undocumented, and eventually, something fails unexpectedly.  Unfortunately, that reactive cycle is expensive.  According to a global report by ABB, 83% of facilities estimate that unplanned downtime costs at least $10,000 per hour, while 76% put the figure as high as $500,000 per hour. Illustration: WorkTrek / Data: ABB The good news is that many of these failures are preventable, but only if preventive maintenance is conducted consistently.  That’s where many teams struggle.  They may already have preventive maintenance schedules in place, but the process itself is often inconsistent.  Tasks live in spreadsheets, work orders get lost, technicians rely too heavily on memory or verbal communication, and in the end, many teams still spend more time reacting to failures than preventing them. Research confirms this. Illustration: WorkTrek / Data: MaintainX  Yes, you read that correctly: less than 35% of facilities spend most of their time on planned tasks.  Here’s how to do things differently and ensure maintenance success. First, clearly define: What needs to be inspected How often should maintenance happen What should technicians check How completed work should be documented Prioritize high-impact recurring tasks such as lubrication, calibration, filter replacements, and safety inspections. These tasks often get overlooked in reactive environments. Now, the easiest way to manage preventive maintenance consistently is with a CMMS like WorkTrek.  For example, instead of manually tracking preventive maintenance schedules in spreadsheets or on whiteboards, you can use recurring work orders to automatically schedule routine maintenance activities.  You can schedule PM based on time intervals or meter readings after specific usage time, mileage, temperature, pressure, and other factors.  Source: WorkTrek Another great thing about using a CMMS is that everything is in one place.  Technicians can use centralized asset histories to quickly see previous repairs, recurring issues, completed inspections, and technician notes before starting work on an asset.  That speeds up troubleshooting and helps teams notice patterns that would otherwise get missed.  To ensure maintenance is performed consistently across the entire team, you can even attach digital checklists and standardized procedures to work orders.  Source: WorkTrek This way, every technician can follow the same process every time, regardless of shift, location, or experience level.  Upgrade Documentation Management Processes A lot of maintenance teams rely heavily on the one person who knows everything.  The problem is that once that person is unavailable, troubleshooting suddenly becomes much slower and more chaotic.  Technicians waste time searching for manuals, repeating old mistakes, or trying to remember how a repair was handled the last time equipment failed.  Apparently, this scenario is more common than one might think, in every industry.  In a Reddit discussion about tribal knowledge in engineering teams, one engineer described how an aircraft manufacturer allowed several experienced supervisors to retire without first properly transferring their knowledge.  Source: Reddit According to the post, the company later faced a huge vacuum and a ton of rework, eventually bringing some retirees back as consultants because critical assembly knowledge had been lost.  In other words, failing to document work properly costs money.  For example, in the UK, industrial organizations lose an average of £240,000 in productivity per retiring maintenance specialist because of undocumented knowledge.  Beyond costs, poor maintenance documentation can also be dangerous.  In a recent investigation involving a fatal UPS cargo jet crash, the NTSB found that inconsistent communication and incomplete reporting created blind spots around recurring bearing damage issues.  Source: WSJ Several previous incidents were either poorly documented or never fully reported, making it harder to recognize the scale of the problem before the accident happened.  That’s why maintenance teams should document knowledge before it disappears.  Start by creating SOPs for recurring inspections, repairs, shutdown procedures, and troubleshooting processes.  Then make sure technicians can access them quickly when they need them.  A CMMS can help by giving teams one centralized place to store asset histories, maintenance notes, manuals, photos, and SOPs tied directly to each piece of equipment. Source: WorkTrek  And most importantly, technicians should be able to access all this information in the field through their mobile phones.  Keep Spare Parts Ready Even the best maintenance teams can’t fix equipment if the necessary parts are unavailable.  Unfortunately, many organizations only realize a spare part is missing after a critical asset is already down.  That situation can escalate quickly.  Maintenance engineer Jan Barraclough described watching cyclone feed pumps repeatedly fail during a single shift as worn vee-belts disintegrated one after another.  But the real problem appeared afterward.  The site had no spare pulleys available and nothing already on order.  Without replacement parts on site, the team was forced into emergency shipments and months-long lead times, as Barraclough explained: “Due to the cost of ‘hot-shotting’ them to site, I was only allowed to have 1 set of pulleys and taper locks flown in… the other pulleys and belts would have to come by road (6 months away).” That’s the real cost of poor spare-parts planning.  Once a critical component fails, teams often end up dealing with production losses, emergency shipments, temporary fixes, and months of operational risk just to keep equipment running.  To avoid situations like this, first identify your critical spare parts. These are the components that would immediately disrupt operations if they failed and were unavailable.  Then define minimum stock levels based on: Asset criticality Supplier lead times Failure frequency How long could operations realistically run without the part With a CMMS, you can track spare parts inventory alongside maintenance activities, monitor which parts are running low, and link components directly to assets.  Source: WorkTrek In the end, downtime often lasts much longer than the repair itself when teams are stuck waiting for parts to arrive. Train Your Team Regularly  Maintenance problems are rarely caused by equipment alone.  In many cases, the bigger issue is whether technicians have the skills, knowledge, and confidence to maintain that equipment properly.  Even the best preventive maintenance plans, monitoring systems, and maintenance software will fail if teams do not know how to use them correctly.  And this challenge is growing.  Modern facilities rely on increasingly complex equipment, automated systems, and digital maintenance tools, while experienced technicians are retiring faster than companies can replace them.  A McKinsey analysis of the aviation maintenance sector, for example, found that the industry could face a shortage of roughly 60,000 technicians by 2029. Source: McKinsey In day-to-day maintenance operations, this problem usually shows up as missed warning signs, inconsistent inspections, incorrect repairs, repeat failures, and longer troubleshooting times.  If that sounds familiar, your maintenance training needs to become more practical and continuous, and not something that only happens during onboarding.  Instead of relying heavily on classroom-style instruction, focus on training that reflects real maintenance situations. For example, you can: Troubleshoot real breakdown scenarios Practice inspections on actual equipment Simulate common failures your team regularly encounters Walk through “what would you do if this happens?” exercises This type of hands-on learning helps technicians build confidence in real operating conditions, not just understand procedures in theory.  Cross-training is equally important. If only one technician knows how to troubleshoot a critical asset, your operation becomes vulnerable every time that person is absent, overloaded, or leaves the company.  Therefore, ensure knowledge is shared across the team. Have technicians shadow each other, rotate responsibilities occasionally, and document lessons learned after major repairs or failures.  You should also standardize how maintenance work is performed. Clear checklists, visual instructions, and structured reporting processes help reduce mistakes, especially during busy shifts or high-pressure situations.  And with a CMMS, you can make those procedures easily accessible in the field, attach instructions directly to work orders, and ensure technicians follow the same maintenance process every time.  Ultimately, better training doesn’t equal running more courses. In fact, it all comes down to ensuring your team can respond confidently, consistently, and correctly when real maintenance problems happen. Keep Monitoring Your Operations Closely Many maintenance teams operate reactively simply because they do not have enough visibility into what is happening across their operations.  Equipment performance slowly declines, small faults keep repeating, downtime becomes more frequent, and maintenance backlogs grow, but nobody notices the pattern early enough to act on it.  That’s why maintenance teams need to continuously monitor both equipment condition and maintenance performance, not just react after breakdowns occur.  And you do not need an overly complicated system to start doing this well.  In fact, one of the biggest mistakes teams make is trying to track too much data at once.  A much better approach is to start with just a few key indicators tied to your most critical assets.  For example, you can track: Downtime frequency Temperature or vibration changes Recurring error rates Maintenance backlog Mean time to repair (MTTR) A good CMMS can help you monitor these metrics automatically and visualize them through dashboards and reports.  Source: WorkTrek   That makes it much easier to identify recurring issues, declining asset performance, and patterns before they turn into major operational problems.  This kind of deeper monitoring becomes especially valuable for critical assets where even a small failure can cause significant downtime.  In those cases, teams often go beyond KPIs and use condition-monitoring tools such as vibration analysis, temperature sensors, and real-time equipment monitoring.  That’s exactly what Ingredion, a global food ingredient manufacturer, did after repeated equipment failures caused costly downtime at one of its plants.  https://youtu.be/utX_IOZDRl4?si=cv7ag47VAHe27bP7 Source: Tractian on YouTube In one case, a critical pump with no backup failed, causing a full three-day shutdown.  After implementing real-time condition monitoring, the company started detecting developing issues much earlier.  In one standout case, monitoring tools identified a looseness defect on another critical pump before failure occurred, allowing the maintenance team to create a work order immediately and avoid another major shutdown.  According to Ingredion, this approach helped one facility achieve: $1 million in production savings $223,000 in maintenance savings Between 48 and 168 hours of avoided downtime across critical equipment Because in maintenance, the earlier you notice a problem, the easier and less expensive it is to fix. Conclusion  Maintenance can indeed be full of challenges.  But as you’ve seen throughout these steps, most common maintenance issues are preventable with the right processes and habits.  Even small improvements in preventive maintenance, documentation, training, inventory management, or operational monitoring can significantly reduce downtime and help you stay ahead of recurring problems.  Review these steps, identify where your biggest gaps are today, and start improving one process at a time.

Key Takeaways: 58% of software buyers regret at least one software purchase. Workers lose about 2.33 hours every week due to software-related challenges. Implementation challenges often have more to do with people than technology. Clear goals, executive support, and training can improve software adoption rates. Maintenance software can transform how a team plans work, tracks assets, and prevents downtime. Yet many implementations don't go as smoothly as expected.  Maybe you've already seen some warning signs.  Technicians are hesitant to adopt a new system, leadership wants results but hasn't clearly defined what success looks like, or perhaps you're worried about investing in software only to discover it doesn't solve the problems you hoped it would.  The good news is that most implementation challenges are predictable and preventable.  In this article, we'll look at the most common obstacles maintenance teams face when implementing new software and what you can do to avoid them. Unclear Goals Companies often implement maintenance software before clearly defining what they're trying to achieve.  The conversation often starts with a general desire to improve efficiency or modernize maintenance operations.  While those goals sound reasonable, they're too vague to guide software selection, implementation decisions, or long-term success.  As a result, teams end up evaluating software features without first identifying the problems those features are supposed to solve.  Alex J. Johnson, founder of MaintenanceMatters Consulting and a maintenance systems consultant with more than a decade of implementation experience, has seen this happen repeatedly. “I consulted for a midsize chemical processor (...). Their executives bought an industrial-grade CMMS with modules their maintenance team never asked for. Eight months and $130K later, they were still using Excel spreadsheets for work orders.” The software wasn't necessarily the problem.  The organization never established a clear connection between its maintenance challenges and the solution it purchased.  Johnson shared a very different example from a food processing facility that approached implementation with specific objectives in mind.  Before evaluating software, the team identified the issues they wanted to fix: Nearly 30% of preventive maintenance tasks were being missed each month Work orders took an average of 4.3 days to complete Compliance documentation required roughly 11 hours of work every week Inventory inaccuracies were causing multiple downtime events each month Because the team knew exactly what needed improvement, selecting the right system and measuring whether it worked became much easier.  According to Johnson, the facility eventually reduced missed preventive maintenance tasks to less than 8% and cut average work order completion time to 1.7 days.  Illustration: WorkTrek / Source: CMMS Blog Research suggests this approach is common among successful technology initiatives.  According to WalkMe's 2024 State of Digital Adoption report, 44% of organizations with successful digital adoption programs align technology initiatives directly with business outcomes. Illustration: WorkTrek / Data: WalkMe Therefore, before evaluating maintenance software, take time to identify the metrics and processes that need improvement. Ask questions such as: Are preventive maintenance tasks being missed? Is downtime occurring more frequently than expected? Are technicians spending too much time searching for information? Is compliance documentation difficult to manage? Do work requests regularly fall through the cracks?  The more specific your objectives are, the easier it becomes to choose software that addresses your needs instead of simply offering the longest feature list.  And perhaps more importantly, you'll have a clear way to measure whether the implementation was successful once the software goes live. Resistance to Change Even the most capable maintenance software will fail if people don't use it.  That sounds obvious, but many organizations underestimate how difficult it can be to change established maintenance routines.  Technicians who have spent years relying on paper records, spreadsheets, whiteboards, or legacy systems may view new software as an unnecessary complication rather than an improvement.  From their perspective, the current process works well enough. They know where information is stored, how work gets assigned, and what needs to be done each day.  Introducing a new system can feel like extra work, especially if they don't immediately understand how it will make their jobs easier.  This is why software implementation is often more about people than technology.  After analyzing dozens of CMMS implementations, maintenance consultant Alex J. Johnson came to a simple conclusion: Illustration: WorkTrek / Source: CMMS Blog One of his most successful clients, a large manufacturing facility that achieved an impressive 99% CMMS adoption rate, didn't focus on selling employees a new software platform.  Instead, they focused on solving everyday frustrations. The maintenance supervisor in that facility explained: “People don't resist change. They resist pain. Show them how you're removing pain, not adding it.” That's an important distinction.  If technicians believe the new system will create more administrative work, require endless data entry, or slow them down in the field, resistance is almost inevitable.  On the other hand, if they see that the software can help them find asset histories faster, access procedures on a mobile device, reduce paperwork, or simplify work order management, adoption becomes much easier.  Maintenance professionals themselves often point to usability and value as the deciding factors.  In a Reddit discussion about encouraging CMMS adoption, one technician summed it up simply: Source: Reddit Others echoed a similar sentiment, noting that if software takes more time to use than it saves, many technicians will quickly abandon it.  So, don't wait until implementation is complete to start talking about benefits.  Instead, involve maintenance teams early in the process.  Ask them about their biggest frustrations with current workflows. Show them how the new system will help solve those problems. Demonstrate features that directly support their daily work rather than overwhelming them with every capability the software offers.  For example, instead of saying: “The new software has advanced reporting and workflow automation features.” Try explaining: “You'll be able to pull up an asset's maintenance history in seconds instead of searching through folders or spreadsheets.”  The second message connects directly to a problem technicians experience every day.  When employees understand how the software helps them do their jobs more efficiently, they're far more likely to embrace the change.  Lack of Executive Support Many organizations treat maintenance software implementation as a maintenance department project, when in reality, it's a business project.  While maintenance teams may use the software every day, its success depends heavily on leadership support. Budget approvals, implementation timelines, training resources, and organizational priorities are all influenced by executive decisions.  When leadership is actively involved, teams are more likely to receive the resources and support they need.  However, when executive attention fades after the software purchase is approved, implementation often loses momentum.  Organizations with successful digital adoption strategies understand this.  According to WalkMe's 2024 State of Digital Adoption report cited above, 68% of enterprises have six or more employees dedicated to managing digital adoption efforts.  Illustration: WorkTrek / Data: WalkMe The finding highlights an important reality: implementing new technology requires ongoing support, not just a software purchase.  Before implementation begins, secure an executive sponsor who understands both the project's purpose and the expected outcomes.  Instead of focusing on software features, connect the investment to business goals such as: reducing downtime improving asset reliability increasing preventive maintenance compliance lowering maintenance costs  Just as importantly, keep leadership informed throughout the rollout. Sharing early wins and measurable improvements helps maintain engagement and reinforces the project's value.  When executives visibly support the implementation, employees are far more likely to view it as a priority, and the chances of long-term adoption increase significantly. Inadequate Training A common assumption is that once maintenance software is installed, employees will naturally figure out how to use it.  However, in reality, even the most intuitive software requires training. Without it, users often become frustrated, avoid certain features, or revert to old processes altogether.  The problem isn't usually a lack of willingness. More often than not, employees simply don't feel prepared.  According to the 2023 Yooz Survey: Technology in the Workplace, 24% of employees identified a lack of training as one of the biggest technological barriers to completing their jobs effectively.  When asked why they felt unprepared to use new workplace technologies, nearly 34% said they weren't given enough time to learn them before being expected to use them, while 18% felt the training they received wasn't thorough enough. Illustration: WorkTrek / Data: Yooz These numbers reveal that successful software implementation requires more than a single onboarding session.  Maintenance consultant Alex J. Johnson saw this firsthand while working with a healthcare facility implementing a CMMS.  To support adoption, the team created short 10-minute video tutorials covering each core function employees needed to perform.  They also installed a dedicated computer in the maintenance area with the tutorials readily available whenever questions came up.  As a result, questions dropped significantly, and system usage increased.  The approach worked because training didn't stop after launch. Employees could revisit information whenever they needed a refresher.  Johnson also recommends keeping training practical and manageable: Limit sessions to 45 minutes or less Focus on features employees will use immediately Use real facility and asset data during training Provide simple job aids or cheat sheets Schedule follow-up training sessions after implementation This last point is especially important.  Employees rarely remember everything from a single training session, particularly when they're balancing maintenance responsibilities at the same time.  Think of software training the same way you think about preventive maintenance. A single intervention isn't enough to ensure long-term performance.  Regular reinforcement keeps the system, as well as the people using it, operating effectively.  Of course, training becomes much easier when the software itself is easy to learn. But that's not always the case.  Overly Complex Tools When evaluating maintenance software, it's easy to assume that the platform with the most features will deliver the best results.  The opposite is often true. Many organizations select software packed with advanced capabilities they rarely use.  While these systems may look impressive during a demo, they often come with steeper learning curves, longer implementation timelines, and lower user adoption.  This challenge isn't unique to maintenance software.  According to Capterra's 2024 Tech Trends Survey, 58% of software buyers regret at least one software purchase made within the previous 12 to 18 months.  Illustration: WorkTrek / Data: Capterra The research also found that buyers frequently limit their evaluation to an initial list of vendors, increasing the likelihood of selecting a solution that isn't the best fit for their needs.  Complex software can continue creating problems long after implementation.  Userlane's 2023 State of Digital Adoption report found that employees lose an average of 2.33 hours every week due to software-related challenges. Illustration: WorkTrek / Data: Userlane This is what often happens when you choose software based on the number of features it offers.  So instead, choose software that matches your organization's size, maintenance processes, and technical maturity.  Most importantly, choose a tool that will make common maintenance tasks easier.  For example, maintenance teams need quick access to complete asset records.  WorkTrek, our own CMMS, allows users to view asset information and maintenance history from a single location.  You also need an easy way to submit and track maintenance requests. WorkTrek includes a centralized work request system that helps ensure nothing falls through the cracks.  Source: WorkTrek You need a straightforward process for creating, assigning, and managing work orders. WorkTrek provides dedicated work order management tools that keep everyone aligned.  Moreover, you need preventive maintenance schedules that adapt to real operating conditions.  WorkTrek allows maintenance tasks to be triggered based on time intervals, usage, meter readings, and other asset-specific criteria. Source: WorkTrek Technicians also need access to information while they're in the field.  Through WorkTrek's mobile application, they can view asset details, maintenance procedures, and safety instructions without returning to the office.  Most importantly, WorkTrek is built to be accessible without extensive training or technical expertise.  And its users appreciate it: Source: G2 At the end of the day, successful maintenance software isn't the software with the longest feature list. It's the software your team can learn quickly, use consistently, and rely on every day.  Choose one like that, and you can avoid all of these challenges. Conclusion Most maintenance software implementation challenges have little to do with the software itself.  More often, they stem from unclear goals, poor communication, or insufficient training. Address those issues early, and you'll be far more likely to achieve what every implementation is meant to deliver: better maintenance outcomes with less effort.

Picking repair tracking software is harder than it seems. Most tools on the market offer the same list of features on paper, but the differences show up in the details. That can include how scheduling is triggered, how much of the repair cycle the system actually covers, and what it costs to get the features that matter most. This article is for maintenance managers and facility teams who want a clear, side-by-side look at the options available. WorkTrek  To start off our list, we have WorkTrek, our own CMMS solution with repair tracking capabilities. WorkTrek is designed to cover repair tracking from start to finish, from the moment a request comes in, all the way through task execution, cost logging, and analytics. Source: WorkTrek In practice, this means your team handles the entire repair cycle in a single system, without needing to switch between tools or manually reconcile data at the end. Key features: Work order management Asset management Parts & inventory tracking Preventive maintenance Checklists & inspections Invoicing Reports & dashboards Even if your team handles repair work across multiple locations, WorkTrek's asset list keeps everything organized. Each asset has its own profile with details such as location, category, current status, and full maintenance history, so technicians have the context they need before starting a job. The hierarchy can span from a location or facility all the way down to a specific piece of equipment, as shown below. Source: WorkTrek The asset list also helps with planning, since all the information needed to prioritize and schedule work is in one place. For any asset, repair requests can be submitted through the desktop or mobile app, with instant notifications sent to the assigned workers. Once a work order is completed, technicians log the relevant details on it directly: photos, time spent, parts used, and any notes. Right after that, you can generate invoices from that work order data in a few clicks, even across multiple contractor organizations at once. The table below shows how completed and pending work orders map to invoicing status per contractor. Source: WorkTrek This makes WorkTrek a particularly practical option for facility managers and service teams working with external contractors, where accurate billing without extra admin work matters. That being said, WorkTrek works well for maintenance and facility teams of all sizes, and it tends to work best for teams that need straightforward end-to-end repair tracking.  As for pricing, there are three paid tiers starting at $29 per user per month. Source: WorkTrek The features available scale with the tier, with the Enterprise plan adding custom fields, custom workflows, and API access, which are generally better suited to larger organizations with more specific operational requirements. You can also try the platform for free before committing to a plan. If you're looking for a system that handles the full repair cycle without requiring additional tools, WorkTrek is a strong starting point. Zoidii Zoidii positions itself as an easy-to-use CMMS built for teams transitioning from pen-and-paper or spreadsheets. Source: Zoidii As such, it offers a relatively simple set of features for repair tracking, with an interface designed to be picked up quickly by teams with little prior CMMS experience. Key features: Work order management Preventive maintenance Parts and inventory management Purchasing Checklists Nested PMs Beyond the core work order and preventive maintenance (PM) features, Zoidii lets teams track and manage purchase orders directly within the system. When a repair requires parts that are out of stock, technicians or managers can raise a purchase order, track its status, and connect it back to the repair record, as shown below. Source: Zoidii For repair tracking teams, this is useful as it keeps parts procurement tied to the actual work, rather than managing it in a separate spreadsheet or email thread. It reduces the risk of repairs stalling because nobody knows whether parts have been ordered or not. Also, while Zoidii does offer features like nested PM, scheduling is still limited to time-based triggers. Compared to platforms like WorkTrek, which support PM scheduling based on meter readings such as operating hours or pressure, and can automatically generate work orders, Zoidii's PM capabilities are less responsive to actual asset conditions. Additionally, nested PMs are only available at Zoidii's highest paid tier, priced at $75 per user per month. Source: Zoidii On the Basic plan at $39 per user per month, you only get standard time-triggered preventive maintenance. Overall, if you are just stepping away from paper notes or spreadsheets and want to explore a simple solution, Zoidii is worth trying alongside the other systems on this list. MPulse Software Next on our list is MPulse Software, an older CMMS that has been on the market for 30 years. It offers a range of standard repair tracking features along with more advanced capabilities similar to some of the more capable modern solutions on our list. That said, its interface is noticeably less intuitive compared to most other options in this article, which can slow down adoption for less technical teams. Source: MPulse Software Here are some of its key features: Work order management Asset management Inventory tracking Barcode scanning Purchase requisitions Employee qualification tracking Reports & dashboards Compared to the other solutions here, MPulse has more structured qualification tracking for your workers. Within each employee record, you can define qualifications, set skill levels, log training dates, and track certification expiration dates, as shown in the example below. Source: MPulse Software Work orders can then be assigned only to workers who hold the right qualifications for the job, reducing the risk of unqualified personnel handling specialized repairs. Combined with the system’s role-based access controls, this makes MPulse a well-suited option for compliance-conscious repair teams with complex workforce needs, such as those in regulated industries where technician certifications are tied to specific asset types. Pricing covers three tiers, which sit on the higher end compared to most of the other tools on this list. Source: MPulse Software It’s worth mentioning that condition-based maintenance and qualification tracking are only available at the higher tiers, with the Enterprise tier requiring a custom pricing quote. MPulse is a reasonable choice for mid-to-large organizations that need structured workforce management built into their repair tracking system, though smaller teams may find the cost and the interface harder to justify. Eptura (Ex-Hippo) Fourth on our list is Eptura, formerly known as Hippo CMMS, a maintenance management platform that has expanded significantly in scope since its rebranding. At its core, it is a CMMS for work order management, asset tracking, and preventive maintenance, but its standout capabilities are around location-based and 3D asset management. Source: Eptura Through its BIM (Building Information Modeling) viewer, teams can place assets within an interactive 3D model of a facility, link repair history and inspection checklists directly to those locations, and manage work in the context of where it physically happens. Key features: Work order management Asset management with BIM viewer Inventory tracking Inspection Checklists Vendor management & invoicing Repair history tracking It is also worth noting that Eptura is not a single standalone product but a platform that brings together multiple specialized solutions, covering asset management, workplace management, and field execution. As such, it can serve as an integrated system for teams that need to connect maintenance and repair activities, facilities context, and frontline work across sites. Source: Eptura This breadth can be either a strength or a challenge, especially for smaller or mid-sized teams.  Also, while its feature depth is comparable to something like MPulse Software, Eptura is more tailored toward organizations managing complex, multi-building environments where spatial context for assets matters during repair planning. In terms of pricing, if we look at just the Eptura Assets solution, there are two tiers: Advanced and Power, with multi-location tracking, downtime cost reporting, and task automation available only at the higher Power tier. Source: Eptura Overall, Eptura is best suited for large operations in facility management, commercial real estate, and industrial environments. If you are running a smaller operation, the alternatives on this list will likely be a better fit. Oxmaint Oxmaint is a CMMS with a strong AI focus, which makes it distinct from most other systems on this list. Source: Oxmaint The standard maintenance management features are all there, such as work orders, asset tracking, and preventive maintenance, but several of them are extended with AI-driven capabilities layered on top. Key features: Work order management Preventive maintenance Synapse AI (AI-powered scheduling and intelligent work order routing) AI predictive maintenance AI Vision for visual equipment inspections AI document workflow As an example of how Oxmaint's AI features work, the AI Document Workflow allows teams to upload any maintenance document, such as a service manual, inspection report, or equipment log. The system then extracts and categorizes the content, analyzes it for patterns, forecasts potential failures, and surfaces recommended actions, as shown in the six-step flow below. Source: Oxmaint For teams working at scale, this can help identify repair tasks that might otherwise be missed in large volumes of documentation, allowing issues to be addressed before they become breakdowns. Along similar lines, the AI Vision feature lets technicians point their phone camera at a piece of equipment, and the system visually inspects it for signs of wear or potential failure. We cannot speak to how effective these AI features perform across all equipment types, but they could serve as a useful additional check, particularly for less experienced technicians. When it comes to pricing, there is one free tier and three paid options. Source: Oxmaint The AI capabilities are only unlocked from the Agentic tier at $49 per user per month. This means the Pro plan at $19 per user per month gives you a functional CMMS without any of the AI features, so the AI is effectively a separate upgrade decision, not just a bonus included at a mid-tier price. If AI-assisted repair detection and scheduling are important to your operation, Oxmaint is the only tool on this list where that is a core part of the product. Click Maint Finally, we have Click Maint, a CMMS built for simplicity, not unlike Zoidii. Source: Click Maint While Zoidii is aimed primarily at manufacturing and facilities teams, Click Maint covers a broader range of industries and offers a similarly clean, low-friction experience that most team members can pick up without much training. Key features: Facility management Team collaboration capabilities Inventory & parts tracking Vendor management Inspection checklists Reports & KPIs You can expect all the standard repair tracking functionality from Click Maint, though it’s less specialized for equipment where maintenance needs to respond to actual usage or asset conditions. For example, the preventive maintenance feature lets you schedule work and track progress alongside parts used, labor hours, and other costs, as shown below. Source: Click Maint However, scheduling is limited to time-based intervals only. So teams managing equipment with maintenance triggers from meter readings or failed inspections would need to look at options like MPulse Software or WorkTrek. Some of the key industries Click Maint serves include hospitals and clinics, educational facilities, hotels and resorts, and food and beverage processing. For those environments, the feature depth is well-suited to the work, since maintenance tends to be facility-based and time-scheduled rather than condition-driven. Combined with features like task checklists for standard operating procedures and work order history tracking, it gives these teams enough structure to stay organized. Pricing is straightforward: one plan with all features included, at $42 per user per month. Source: Click Maint Click Maint also offers a 30-day free trial, which is worth taking advantage of before committing. If you run a facility where quick adoption and simplicity matter more than advanced maintenance, Click Maint is a practical option to consider. Conclusion That covers the six repair tracking software solutions on our list. Each system covered here takes a different angle, whether that is feature depth, ease of use, AI capabilities, or how well it fits a particular type of operation. The goal was to give you enough to make an informed shortlist. From here, the best next step is to explore some trials or demos.  Pick the one or two systems that best match your team's size, workflow, and budget, and get started.

Key Takeaways: Facility managers rank work order tracking as their single biggest time-consuming task. CMMS is the most widely adopted type of repair tracking software. Repair tracking tools work best when workflows are mapped out before implementation. Keeping track of repairs gets complicated quickly, especially when teams rely on spreadsheets or lack dedicated systems. And that’s probably why you’re here. If you're a maintenance or facilities manager looking for a clearer picture of how repair-tracking software works and whether it's worth adopting, this article is for you. In this overview, we will cover what these systems do, the main types available, their benefits, and what to watch out for during implementation. What Repair Tracking Software Does In essence, repair tracking software helps teams manage the full lifecycle of repair work, starting from when an issue is reported until it is resolved. It's used across a wide range of settings, from manufacturing plants to property management, or simply wherever equipment and assets need regular attention. Most solutions share a common set of core features, some of which are shown below. Source: WorkTrek At a minimum, these systems track work orders from the initial request through assignment and execution. The best tools make this process straightforward at every step, with managers able to create and assign work orders from a desktop, while technicians in the field submit requests and update their progress from a mobile device. Source: WorkTrek Beyond work order tracking, a good repair tracking system should handle the full process end-to-end. This includes things like tracking parts used during a repair, or maintaining a service history for each asset over time. Many systems also support preventive maintenance scheduling alongside reactive work. The overall goal with these systems is to give teams a centralized place where all repair activity is recorded and easy to act on. Why You Need Repair Tracking Software You might wonder why you'd need specialized software when spreadsheets can technically get the job done. The answer comes down to efficiency and how well you're using your team's time. According to JLL's 2024 State of Facilities Management Technology report, facility managers ranked work order tracking as the single biggest time-consuming task, with WO assignment and dispatch coming in fourth. Illustration: WorkTrek / Data: JLL In other words, a large portion of a manager's time goes towards WO management. Not to mention that, for technicians, time spent tracking down job details or updating records manually is time not spent on repairs. That adds up quickly in terms of labor costs and delays. Repair tracking software helps by automating or significantly optimizing these tasks. The image below summarizes a case study from McKinsey that shows how this plays out in practice. Illustration: WorkTrek / Data: McKinsey While the chemicals company needed a few weeks to set up the new platform, the productivity gains are well worth it, with completed maintenance tasks roughly doubling after implementation. These results are something that Richard Jeffers, managing director at Two6 Services and asset management veteran, would not find surprising. In fact, in a comment for The Manufacturer, he had the following to say: Illustration: WorkTrek / Quote: The Manufacturer Jeffers points out that, unfortunately, underreliance on repair and maintenance tracking systems is a recurring issue, with many teams still running their operations out of Excel. However, he makes the case that as maintenance becomes more preventive and data-driven, teams without the right tools will fall further behind. Getting the right repair tracking system in place is a straightforward way to close that gap. Examples of Repair Tracking Software  To get a better sense of what repair tracking looks like in practice, it helps to examine specific solution types. We'll cover three types of systems, going over what they do and some examples of each. Enterprise Asset Management (EAM) Software EAM software is designed to manage assets across their entire lifecycle, from acquisition through disposal. These systems are typically adopted by large organizations because of the scale and complexity of what they're managing. A large hospital or utility company, for example, can have thousands of assets spread across multiple sites, and keeping track of all of them without a dedicated system quickly becomes unmanageable. The features that come with EAM software reflect that scope, as shown in the table below. FeatureDescriptionAsset lifecycle managementTracks assets from acquisition through disposalFinancial trackingMonitors depreciation, ROI, and total cost of ownershipWork order managementCreates, assigns, and tracks maintenance tasksCompliance and audit trailsMaintains records for regulatory requirementsMulti-site managementManages assets across multiple locations As you can see, EAM software covers a wide range of functions, with the full asset lifecycle at the center of everything. IBM Maximo is one of the most widely known platforms of this type, used across a range of industries from energy to manufacturing. Shown in the image below is its operational dashboard, featuring capabilities for creating and tracking work orders, predictive maintenance, and analytics. Source: IBM Beyond these core features, a tool like Maximo includes AI and IoT-driven predictive maintenance, compliance tracking, and spatial asset management. While some of these features are shared with other repair tracking tools, the scale and depth of EAM platforms mean they tend to be less focused on the day-to-day simplicity that field technicians or smaller teams need. They are systems built for enterprises, which means there is a learning curve involved, and implementation typically requires significant time and resources. For organizations with large, complex asset portfolios, this might be a worthwhile investment, while for others, it may be more than necessary. Field Service Management (FSM) Software FSM software is designed with the main focus being the logistics side of repair work, making sure the right technician gets to the right job as efficiently as possible. The feature set follows that priority, covering things like dispatch, scheduling, route planning, and real-time communication between the office and field staff. FeatureDescriptionDispatch and schedulingAssigns jobs based on technician location, skills, and availabilityRoute optimizationPlans efficient travel routes between service callsMobile work ordersTechnicians access and update jobs from the fieldStreamlined communicationSends real-time arrival estimates and status updatesParts and inventoryTracks van stock and field parts usageService contract managementManages SLAs, warranties, and recurring service agreements These tools are built around the idea that the technician is constantly moving, and the system's job is to make that movement as smooth as possible. Salesforce’s Field Service Management solution is a good example of how this looks in practice. Source: Salesforce The platform gives dispatchers a real-time view of technician availability and job status, making it straightforward to assign and adjust work as the day unfolds. It is a strong fit for organizations like telecom providers or home services companies, where dispatching field teams is a core daily operation. For teams working primarily within a single facility, though, FSM may not be the best choice, as the internal repair tracking and asset history features tend to be lighter. In that case, a more maintenance-focused system would likely be a better fit. Computerized Maintenance Management System (CMMS) CMMS tools are some of the most widely used types of maintenance systems, with data like the following RS report showing wide adoption over alternatives like EAM tools. Illustration: WorkTrek / Data: RS The decrease in EAM software usage in favor of CMMS makes sense.  After all, EAM covers a broader range of financial and enterprise functions, but that added scope can make it more complex than necessary. So, for most teams, a CMMS is the most practical fit for repair tracking because it is built for day-to-day operations. The core features of these systems are outlined below. FeatureDescriptionWork order management with mobile field accessCreates, assigns, and tracks maintenance tasks from request through completionPreventive maintenance schedulingAutomates recurring maintenance based on time intervals, meter readings, or usage thresholdsAsset managementMaintains a centralized registry of equipment with service history, warranties, and location dataInventory and parts trackingMonitors spare parts stock levels, usage per work order, and triggers reorders when stock is lowReporting and analyticsTracks KPIs such as mean time between failures, maintenance costs, and technician productivity WorkTrek is a good example of a CMMS built with repair and maintenance teams of all sizes in mind. It covers the core work order tracking functions without adding unnecessary complexity, which means teams can get it up and running without a steep learning curve. On top of that, WorkTrek includes a mobile app that gives technicians full access to their work orders and tasks while in the field. Source: WorkTrek From the field, workers can submit repair requests and update job status directly from their phone, acting as an FSM tracker. Plus, all activity is centralized in one place, giving managers a clear overview of ongoing repairs and scheduled maintenance at any given time. That combination of accessibility and focused functionality is exactly what makes CMMS the go-to choice for repair tracking. Biggest Mistakes Companies Make During Implementation Finding the right type of repair tracking software is only part of the work. How you implement it and how prepared your team is largely determine whether it delivers the results you're looking for. Here, we’ll cover three common mistakes during implementation. Implementing Before Defining Processes Many companies buy repair tracking software before they have a clear picture of how their repair process should actually flow. Getting a capable system in place is one thing, but expecting it to structure the entire process for you is another. In fact, Kurt Johnson, former product manager for Fluke’s eMaint CMMS, points out that most CMMS implementations fall short because of preparation and change management, regardless of how good the software is. Illustration: WorkTrek / Quote: PCT Without a defined step-by-step workflow, teams end up with inconsistent processes and confusion about how to use the tool. After all, managers and technicians need to know which features apply to which situations and what data needs to be captured at each stage. For that reason, mapping out your repair tracking flow first is vital. Below, you can see an example of one such flow.  Source: WorkTrek While we simplified the steps, each part of the workflow should be carefully looked at to see where the repair tracking tools come in and the procedures that need to be followed. When logging repair work, for instance, you might define which data points are required, such as parts used or time taken, and then configure the system to enforce that through mandatory fields or preset templates. Going through each step of your workflow in this way gives you and your team the needed clarity to use the tool correctly. Choosing Software That’s Too Complex Repair tracking systems vary widely in scope, and a common mistake is selecting a platform that goes well beyond what your team actually needs. When a system has more features than the team can realistically use, parts of it get ignored, and the tool ends up being used at a fraction of its capacity. According to Zylo, the average rate of unused software is 36% annually, meaning a substantial share of what organizations pay for delivers no value. Illustration: WorkTrek / Source: Zylo The straightforward takeaway is to focus on software that matches what your team actually does day to day. Oracle EAM is a useful example here. It's a highly capable system, but look at what is required just to get it implemented. Source: Oracle If you're managing assets across a large enterprise with dedicated IT resources, that setup may well be justified. But for most, it's a significant amount of overhead for a system that covers far more than their repair tracking needs. A better approach is to map out your repair-tracking flow first, and use free trials or demos to test how well a tool supports your workflow before you commit. That way, the decision is based on actual fit rather than feature count. Underestimating Change Management All the planning and preparation can go to waste if your team isn't on board with the new system. Even well-chosen software tends to fall short when employees aren't meaningfully involved in the rollout. There are three aspects of change management worth paying attention to here. Source: WorkTrek Training and onboarding might seem like an obvious step, but organizations consistently underestimate it. According to Yooz, 1 in 7 employees actively refuse to adopt new technology at work. The same report found that almost half of all professionals surveyed believed better training would significantly improve adoption rates. Illustration: WorkTrek / Data: Yooz Beyond training, you also want to involve workers before the system goes live. They should have input on how workflows are structured and explore which features should and can be a part of their day-to-day routine. Considering that frontline technicians understand the actual work better than anyone else, their perspective can often surface practical issues that wouldn't be visible from a management level. That can be the case even after the system is live, so keeping feedback channels open is essential. Ultimately, only by listening to your team and acting on what they share can you make a repair tracking system rollout that holds up over time. Conclusion That covers everything you need to know about repair tracking software. You have a solid understanding of how this software functions, what to look for in your own solution, and common challenges encountered during implementation. Hopefully, we provided enough information to help you make a more informed decision about your operations. Whether you're comparing software options or planning a rollout, use what you've read here to move forward with confidence.

Key Takeaways: Workers are more likely to adopt digital tools when they make their work easier. Redimix reduced maintenance costs by 66% through digitization. CMMS tools help standardize recurring work through templates and service catalogs.  Maintenance teams often struggle simply because information gets lost.  A work order sits on someone’s desk, a technician doesn’t get the latest update, or an inspection note never makes it into the spreadsheet.  Three weeks later, nobody remembers who touched the asset last, or whether the repair actually solved the problem.  That’s exactly why more organizations are moving away from paper forms, spreadsheets, and disconnected systems toward digital work order management.  Let’s see how it works and why you, too, need it. How Digital Work Order Management Works The easiest way to understand digital work order management is by looking at the day-to-day problems it solves.  In a traditional setup, work orders are often scattered across spreadsheets, whiteboards, emails, paper forms, or even text messages.  It’s only natural that in such an environment requests get missed, technicians lose time tracking down information, and managers struggle to see what’s completed, what’s overdue, and where bottlenecks are forming.  Digital work order management brings all of that into one centralized system.  Instead of manually creating, assigning, updating, and tracking work, you can manage the entire work order lifecycle digitally, from the initial request through completion and reporting.  A good way to visualize this is through a platform like WorkTrek.  In WorkTrek, maintenance teams can create work orders directly from incoming service requests instead of relying on calls, emails, or handwritten notes.  Source: WorkTrek From there, supervisors can assign jobs based on priority, urgency, location, asset type, or technician availability.  Digital systems also give technicians access to the information they actually need while they’re in the field.  Rather than walking back to the office for instructions or paperwork, technicians can open a work order on a mobile device and immediately see: Task details Asset history Safety instructions Checklists Required parts Attached images or documents That’s a huge difference from relying on tribal knowledge or hoping someone remembered to include all the details in an email.  With CMMS like WorkTrek, teams can also standardize recurring work through templates and service catalogs.  So instead of recreating the same preventive maintenance work order over and over, maintenance planners can predefine labor estimates, required materials, safety procedures, forms, and step-by-step instructions in advance. Source: WorkTrek This consistency matters more than many teams realize.  Standardized work orders help reduce missed steps, improve documentation quality, and make onboarding new technicians significantly easier.  Some systems also simplify maintenance across multiple identical assets or entire production lines.  Instead of creating separate work orders for each unit, teams can group work under a single work order while still tracking labor, materials, and completion details for each asset.  Source: WorkTrek In larger operations, this can significantly reduce administrative work and make recurring maintenance easier to coordinate.  Digital work order management also improves follow-through.  If an inspection uncovers a failed component or another issue that requires additional work, you can generate follow-up work orders on the spot rather than relying on someone to remember to create a new request later. Source: WorkTrek Because everything is tracked digitally, managers gain much better visibility into overall maintenance activity.  Instead of piecing together updates from different people, they can quickly see completed work, overdue tasks, labor hours, parts usage, recurring failures, and preventive vs. reactive maintenance trends.  All of that data is centralized within dashboards and reports, giving teams much better visibility into maintenance performance.  Source: WorkTrek At its core, digital work order management is really about one thing: removing friction from maintenance operations.  Less time chasing paperwork, less guesswork, less duplicated communication, and a much clearer picture of what’s actually happening in your facility. Why Digital Work Orders Outperform Manual Systems Paperwork orders, spreadsheets, whiteboards, sticky notes… Most maintenance teams have used some combination of all four.  And to be fair, they can work for a while.  However, once operations grow, assets multiply, or teams spread across multiple sites, manual systems usually start creating more problems than they solve.  Read on to see how digital work order management changes that. Increased Data Reliability  With manual systems, maintenance data is rarely as reliable as teams think it is.  From paperwork getting misplaced and technicians documenting repairs differently to important updates ending up buried in emails, spreadsheets, or handwritten notes.  And once work orders start moving between departments or shifts, keeping records complete and consistent becomes much harder.  That becomes a serious problem when teams need to investigate recurring failures, review maintenance history, prove compliance, or make budgeting decisions based on past repairs.  So, here’s what digital work orders do differently.  To begin with, going digital creates a centralized, standardized record of maintenance activity, where every update, inspection, completed task, labor entry, and attached document is stored in one place and directly tied to the asset or work order.  That means less guesswork and far fewer information gaps.  At Fleet Readiness Center East (FRCE), a Naval Aviation maintenance and repair depot, aircraft maintenance teams previously managed thousands of paper work orders during repair and overhaul operations.  Those documents regularly moved between teams and accumulated handwritten notes, inspection stamps, tabs, and revisions throughout the maintenance process.  Eric Macey, work lead at the depot’s New River detachment, recalls: “Tracking that many work orders is never easy, especially when they are often moved or passed from person to person.” But the real issue was the lack of consistency and traceability that came with it.  Records were difficult to locate, updates were missed, and maintenance history often depended on manually sorting through large volumes of documentation.  However, after implementing an electronic work order system, maintenance records, inspection plans, and quality checkpoints became centralized and searchable.  Teams could quickly retrieve work history, verify completed tasks, and track maintenance activity across the entire operation.  That level of traceability is especially important when something goes wrong.  As Wesley Crocker, the depot’s electronic work package manager, explained, if a torque wrench was later found to be out of tolerance, teams previously had to manually search paper records to identify every aircraft or component connected to that tool, and that “could take months.” With digital work orders, they can now retrieve that information in seconds. “Whereas now, with the electronic work order system, we could just type in that torque wrench number into the database and within seconds, the system would show us everything it has been used on.”  Most facilities aren’t maintaining military aircraft, of course.  Still, the underlying challenge is the same everywhere: maintenance decisions are only as good as the information behind them.  And when records are incomplete, inconsistent, or difficult to access, reliability suffers across the entire operation. Greater Operational Efficiency   Manual work order systems create friction everywhere.  Technicians waste time tracking down paperwork, asking for updates, or trying to determine whether an issue has already been reported by someone else.  Supervisors spend hours coordinating work manually instead of actually managing operations.  And once teams are spread across multiple facilities or shifts, communication gaps can lead to delays, duplicate work, and reactive maintenance.  Digital work order management removes a lot of that operational drag.  Camp Fire Heart of Iowa experienced that firsthand.  The non-profit organization manages 60 buildings across 168 acres, plus five additional locations, all with the budget limitations typical of non-profits.  When Blake Barrett became Facilities Director, maintenance requests were still being handled through sticky notes. Illustration: WorkTrek / Quote: UpKeep That created several operational problems at once: Maintenance requests disappeared Duplicate issues were difficult to identify Requesters had no visibility into job status Completed work wasn’t documented consistently Communication across sites became difficult to manage After implementing a digital work order system, the organization gained a much more structured workflow.  Staff and volunteers could submit requests directly through the platform, making it easier to track work from submission to completion. “Now it's been great that we've been able to have the ability for people to request, whether it's our staff. We also have volunteers set up that they can request through the email setup. That allows it to make sure that we're not losing any of those requests.” The improvements went beyond request tracking.  Because maintenance history and work order data were centralized, technicians could review prior repairs before starting work rather than relying solely on tribal knowledge or verbal handoffs.  The system also helped Camp Fire Heart manage one of its biggest operational challenges: seasonal staffing.  Every summer, the organization rapidly expands its workforce, including international staff members.  According to Barrett, built-in language support and easier access to maintenance information significantly improved onboarding and day-to-day coordination.  Digital work orders also gave the team better visibility into workload planning and recurring issues.  By analyzing maintenance data, Barrett could identify which locations generated the most requests, where staffing adjustments were needed, and which problems should be addressed proactively before becoming larger failures. “I really want to be able to schedule my staff in an accurate way where it doesn't feel like I'm overloading their daily work schedule.” That visibility helped the organization gradually move away from reactive firefighting and toward more proactive maintenance planning.  That’s where a lot of the efficiency gains happen.  Not just from eliminating paperwork, but from helping maintenance teams coordinate work more effectively, reduce communication gaps, and spend less time reacting to problems they never had visibility into before. Reduced Long-Term Costs One of the biggest misconceptions about digital work order management is that it’s just another software expense.  In reality, manual systems often cost far more over time through: Unnecessary downtime Poor scheduling Lost labor hours Reactive repairs Inventory problems Inconsistent documentation A large portion of those costs comes from inefficiency itself.  When technicians spend time chasing paperwork, searching for information, or manually coordinating work, that lost time quickly adds up across the entire operation.  Daniel Golub, former General Manager of Hippo CMMS, summed it up well: “When maintenance professionals don’t have to waste time filling out paperwork, scrolling through e-mails looking for spreadsheet attachments, or running to the office to pick up their next assignment, departments get more bang for their maintenance buck.” That’s exactly what companies like Redimix gained after moving away from spreadsheets, sticky notes, and maintenance knowledge stored mostly in employees’ heads.  To create a more structured operation, Redimix implemented a CMMS that centralized work orders, procedures, maintenance records, inventory data, and reporting.  With better visibility into maintenance activity, the company improved scheduling, strengthened preventive maintenance, and made better repair-versus-replace decisions.  The results were significant.  Within two years, Redimix reduced winter maintenance costs by 66% and lowered overall maintenance spend by 53.9%. Illustration: WorkTrek / Data: MaintainX That’s really the bigger story behind digital work order management.  Yes, digital orders replace paper.  But they also give maintenance teams the visibility and structure they need to work more efficiently, make better decisions, and spend less time reacting to preventable problems.  And all this combined leads to lower operating costs over time. How to Digitize Work Order Management Successfully Hopefully, the benefits above already make a strong case for moving away from paper, spreadsheets, and disconnected maintenance workflows.  However, implementing digital work order management successfully takes more than just buying software and rolling it out company-wide.  The facilities that get the best results usually do three things well: they understand their existing process, choose a system that fits their operation, and ensure people fully adopt it. Map Your Current Workflow A lot of maintenance teams think they already know their process.  Then they actually map it out and realize half the workflow depends on verbal communication, tribal knowledge, or workarounds people created years ago.  That’s why process mapping matters before implementing any new system.  The easiest way to do this is to take a single work order (preferably a recent reactive repair) and trace it from beginning to end.  Start with the original request: How was the issue reported? Who received the request? How long did it sit before someone responded? Who decided the priority level? How was the technician notified? Where did the technician find asset information or repair instructions? How were labor hours and parts recorded? How was the completed work documented? Who confirmed the job was actually finished? Write each step down exactly as it happens today, even if the process feels messy. That’s important because most bottlenecks hide in the unofficial parts of the workflow: Phone calls Side conversations Spreadsheets nobody updates consistently Technicians relying on memory Approvals stuck in inboxes Duplicate requests nobody notices Once the process is mapped out visually, problem areas usually become much easier to spot.  Source: WorkTrek For example, you may realize that requests are getting delayed before assignment, or discover technicians spend too much time searching for information or manually entering the same data into multiple places.  This step also helps organizations avoid a common mistake: digitizing flawed processes rather than improving them first.  If approvals are already unclear or documentation is inconsistent, moving those same habits into software won’t solve much. Choose The Right System For Your Business Not every organization needs the same type of maintenance software.  Some teams simply need a better way to create, assign, and track work orders.  Others need broader CMMS functionality like preventive maintenance scheduling, inventory tracking, asset management, reporting, or mobile field access.  Larger operations may also want condition monitoring tools that automatically generate work orders when equipment readings cross certain thresholds.  The right choice usually depends on a few factors: Company size Number of assets Number of sites Maintenance maturity Reporting requirements Technician workflows Internal technical skills Usability matters too.  A system packed with features won’t help much if technicians avoid using it because it feels overly complicated.  That’s one reason mobile accessibility has become such a major factor in software adoption.  If technicians can quickly open work orders, upload photos, log parts, and close tasks directly from the field, the system becomes part of their workflow instead of an extra administrative step. Source: WorkTrek The best systems usually feel less like “another tool” and more like a central operating system for maintenance work. Don’t Neglect Change Management  Implementing software is relatively easy, but getting people to consistently change how they work is much harder.  Even good systems fail when teams continue relying on texts, whiteboards, side spreadsheets, or verbal updates simply because those habits feel more familiar.  Good change management focuses on helping people actually adopt the new process. That usually includes: Clear communication about why the change is happening Proper onboarding and training Leadership support Realistic rollout timelines Simple, standardized workflows Ongoing feedback from technicians and supervisors It also helps when teams quickly see practical value from the new system. Derrick Colyer, senior business development manager, explained it well:  Illustration: WorkTrek / Quote: Food Engineering That’s an important point.  Technicians are far more likely to embrace digital work orders when the system actually makes their day easier; less paperwork, fewer phone calls, less duplicated communication, and faster access to information.  Because ultimately, successful digital transformation in maintenance is all about building processes people can realistically follow every day.  Conclusion Maintenance teams already deal with enough uncertainty. Work order management shouldn’t add more of it.  By going digital, teams gain clearer visibility into maintenance activity, faster communication, more reliable data, and far less time wasted chasing information.  And over time, those improvements compound.  Better planning replaces constant firefighting, makes decisions easier to justify, and significantly lowers overall maintenance costs.

Key Takeaways: Following HazCom standards ensures workers understand hazards. LOTO remains a top OSHA violation. Continuous employee training through OSHA-authorized programs is essential. OSHA citations cost US employers hundreds of millions of dollars every year, with a single willful violation reaching over $165,000.  Maintenance teams are especially exposed because they regularly work with hazardous chemicals, energized equipment, and moving machinery.  If you're looking to strengthen your safety practices and avoid common citations, this article covers practical steps to stay compliant and avoid some common OSHA violations. Implement Effective Hazard Communication The first standard to address is Hazard Communication, commonly referred to as HazCom. We start with HazCom, as it had the second-highest number of recorded OSHA violations in fiscal year 2025, with over 3,010 citations. Illustration: WorkTrek / Data: OSHA At its core, HazCom is about making sure every worker understands the chemical and physical hazards they are exposed to in the workplace.  To stay compliant, it's important to have a well-maintained HazCom program in place, with some essential elements to focus on, as shown below. Source: WorkTrek For starters, proper documentation and hazard classification are needed to ensure that every hazard on site is identified and accounted for.  Without this foundation, workers have no reliable way to know what they're handling or what precautions to take. When it comes to chemical hazards, OSHA's Hazard Communication Standard (HCS) is aligned with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS).  That means using GHS-compliant labels is required, just like the one shown below. Source: Moonstarprint These labels provide standardized hazard information through signal words, pictograms, and precautionary statements, making them easy to read and understand regardless of the worker's background.  Additionally, GHS labels give maintenance workers access to critical safety information before they handle a chemical. That being said, labels are still quite brief, so Safety Data Sheets (SDS) are also necessary for any HazCom program. SDS are detailed documents covering everything from a chemical's properties to its health effects and safe handling procedures.  With the most recent changes, OSHA now requires these to follow a standardized 16-section format.  Fortunately, SDS search providers like the one shown below make it easy to look up sheets for specific chemicals. Source: Chemical Safety For example, if a technician needs to use a solvent for the first time, the label might tell them to wear gloves and avoid inhalation, but an SDS would specify exactly which type of gloves are resistant to that chemical and what respirator rating is required. In short, a solid HazCom program and the right safety info ensure your team always knows what they're working with and how to stay safe doing it. Ensure Technicians Always Use the Right PPE PPE is the last line of defense when other controls aren't enough to eliminate a hazard, and OSHA requires employers to provide it and enforce its proper use. In fact, two PPE-related standards appear among the top 10 most-cited violations for 2025.  For instance, respiratory protection, i.e., standard number 1910.134, ranks fifth with 2,294 citations.  Source: OSHA A few spots below is eye and face protection, which comes in at ninth place, and covers the use of safety glasses, goggles, and face shields. Of course, these being the most frequently cited doesn't take away from the importance of other PPE categories.  The table below maps some common hazards to the appropriate protection. HazardPPE RequiredChemical splashChemical-resistant gloves, goggles, face shieldAirborne dust/fumesRespirator (N95, half-face, or full-face depending on exposure)Moving machinerySafety glasses, hard hat, steel-toe bootsElectrical workInsulated gloves, arc-flash rated clothingFalling objectsHard hat, safety-toe footwear Now, you might be wondering why PPE violations are so common if it comes down to simply putting on the right equipment? As Doug Parker, former Assistant Secretary for Occupational Safety and Health, explains, the issue often starts with availability and fit. Illustration: WorkTrek / Quote: US Department of Labor In fact, in December 2024, the US Department of Labor established a rule specifically requiring properly fitting PPE in the construction industry.  While that rule targets construction, the same principle applies to maintenance teams. However, even when PPE is available and fits correctly, workers sometimes forget or skip it due to tight schedules or simply not knowing the protection requirements for a specific job.  One practical solution is to outline the required PPE directly within work orders, ideally in a digital system, as shown below. Source: WorkTrek The safety icons highlighted in the image show exactly what pieces of equipment need to be worn for that particular job, removing any guesswork for the technician. Ultimately, making PPE available and all requirements visible at the point of work are the simplest ways to close the gap between policy and practice. Build a Strong Lockout/Tagout Program Control of hazardous energy, commonly known as lockout/tagout (LOTO), is an essential safety standard that protects workers from the unexpected release of stored energy during maintenance and servicing. It's also one of the most heavily cited OSHA standards, ranking fourth in 2025 by number of citations, with 2,562 violations recorded. Illustration: WorkTrek / Data: OSHA The reason OSHA enforces LOTO so strictly is that violations in this area frequently lead to serious injury or death.  This makes a well-built LOTO program a non-negotiable part of any maintenance operation. On the equipment side, building a LOTO program requires proper locks, tags, hasps, and lockout kits assigned to each authorized employee.  Source: LockoutTAG But equipment alone is just the start.  What matters more is LOTO training and establishing structured protocols that everyone follows consistently. If your team is not yet trained in proper lockout/tagout procedures, there are a variety of resources available.  Online courses like the one shown below cover the essentials and are aligned with OSHA standards. Source: 360training This kind of general training is a solid foundation, but you also want to train your team on the specific equipment they manage.  Every machine has different risks, so LOTO procedures should be written for each piece of equipment individually, not applied as a generic template. If you usea computerized maintenance management system (CMMS), it's worth checking whether the system supports attaching LOTO procedures directly to work orders.  As shown below, some systems can display hazard information, required PPE, environmental considerations, and step-by-step LOTO procedures all in one place. Source: WorkTrek This approach ensures that every technician sees the correct safety steps before they begin work, reducing the risk of shortcuts or missed steps.  Maintain Machine Guards Moving machinery is one of the most common sources of serious workplace injuries, which is why machine guards exist.  These are physical barriers or safety devices designed to prevent workers from coming into contact with moving parts like blades, rollers, gears, and belts during operation. OSHA enforces strict standards around machine guarding, and the penalties for non-compliance can be severe.  The following case illustrates just how costly and dangerous a violation can be. Source: Business Insurance Assuming you have guards installed, it's important to keep them in good condition through regular maintenance.  The type of work involved closely resembles general equipment maintenance, with some of the key practices shown below. Source: WorkTrek Getting this right is critical because a damaged or poorly maintained guard can be just as dangerous as having no guard at all.  Operators and less specialized personnel can perform daily visual checks to confirm guards are in place and undamaged, and handle basic cleaning and lubrication.  However, for more involved work like replacing worn parts or conducting detailed inspections of guards, trained maintenance workers should be assigned. When it comes to this type of work, prevention and proper scheduling are key. A CMMS platform like WorkTrek can help you manage these tasks. Source: WorkTrek WorkTrek is a system that can centralize all your asset and work order data in one place.  For machine guarding specifically, it allows you to create recurring inspection schedules for every guarded machine and attach guard-specific checklists to preventive maintenance work orders. Any planned and unplanned work can be easily viewed at a glance on a chart such as the one shown below. Source: WorkTrek ​​Work can also be prioritized based on urgency, which is important when an issue needs immediate attention.  For instance, if a daily inspection reveals a cracked machine guard on a key component, that finding can be logged as a high-priority work order. With WorkTrek's mobile app, the same task can be immediately pushed to the maintenance team's devices, potentially preventing a serious injury before the next shift begins. Overall, keeping equipment and its machine guards maintained and functional is one of the most straightforward ways to protect workers and avoid safety violations. Perform Safety Audits Regularly  OSHA has been gradually increasing the number of workplace inspections it conducts each year.  As seen in the graph below, their programmed and unprogrammed inspections have steadily risen, with the total reaching an all-time high in 2024. Illustration: WorkTrek / Data: OSHA Instead of waiting for an inspector to find safety concerns at your facility, it's far better to identify and address them yourself through regular internal safety audits.  In essence, these audits should be designed to surface hazards, unsafe practices, and compliance gaps. For guidance on what these audits should cover, you can take direction from OSHA itself. Their inspection priorities FactSheet outlines exactly what their inspectors look for during a visit. Source: OSHA As the document outlines, imminent danger situations and severe injuries are naturally the top priority, along with follow-up inspections for previous violators.  However, OSHA also takes worker complaints into account, meaning any concern that employees raised but management didn't address can become a violation waiting to happen. The goal of an internal audit is to catch all of these issues beforehand, ideally covering several key aspects, which are illustrated below. Source: WorkTrek Prevention-focused activities such as workplace walkthroughs, hazard identification, and PPE compliance checks should be the primary focus, as these are the issues most likely to be flagged during an unannounced inspection.  However, you also need to review past incident records and worker injuries to verify that those issues haven't reoccurred.  The same applies to any prior OSHA violations, which should be tracked and documented to show that corrective actions were completed and sustained. While conducting these audits, following a structured checklist is helpful as it gives you a consistent format for flagging potential issues and documenting findings. Source: WorkTrek Digital tools make this process much easier, and when done right, they provide a centralized record where all audit results are stored.  These records are especially valuable if an OSHA inspection does occur, as they demonstrate a proactive commitment to workplace safety. Train Your Employees Employee training ties into every practice we've covered in this article.  Whether it's knowing how to read a chemical label, selecting the right PPE for a job, or following LOTO procedures correctly, none of these standards work if the people performing the work haven't been properly trained. As Bryan Christiansen explains in an article on creating safety training programs, the goal is both to ensure safety and regulatory compliance. Source: WorkTrek / Quote: ISHN Just remember that effective training is not a one-time event.  Hazards change, equipment gets updated, and regulations evolve.  A technician who was trained two years ago may not be aware of a new chemical on site or a revised LOTO procedure for a recently modified machine.  That's why training plans need to be continuous and repeated at regular intervals. Some key moments when training is needed are the following: During onboarding for all new hires Whenever new equipment, chemicals, or processes are introduced After a workplace incident or near-miss After changes in regulations or internal safety procedures As an annual scheduled refresher The good news is that various OSHA-authorized training centers exist to help teams build this foundation, and the results are quite positive.  For instance, this OSHA-authorized Online Center published pre- and post-training scores across multiple safety metrics. Source: OSHA Online Center These results show significant improvements across the board, from theoretical knowledge to actual safety behavior and protocol adherence on the job.  To summarize, when workers understand the rules and why they exist, they're far more likely to follow them consistently. So investing in regular, job-specific training is one of the most effective ways to reduce violations and build a team that takes safety seriously. Conclusion That covers six practical ways maintenance teams can avoid some of the more common OSHA standard violations.  We covered specific standards such as hazard communication, PPE, and lockout/tagout programs, as well as more general tips, including focusing on employee training and conducting safety audits. You can now use what we talked about to review your current safety practices and close any gaps before an inspector finds them for you.

Key Takeaways: Even the simplest upkeep tasks help ensure operational efficiency. Without reliable data, technicians cannot execute more complex tasks effectively. Some tasks cannot be handled by either in-house or external upkeep teams.  Not all maintenance work is created equal.  Some tasks take a few minutes and a screwdriver, while others require a full factory rebuild.  To make sense of this range, the French standards body AFNOR defined five levels of maintenance in its X 60-010 standard.  If you're looking to better understand which tasks belong where and who should handle them, this article breaks down each level in simple terms. Level 1: Simple Interventions To begin with, level one refers to the most basic maintenance activities. These are routine preventive interventions performed on easily accessible components and are typically part of everyday operations. You can see some of the more common maintenance tasks at this level in the image below. Source: WorkTrek These activities are usually carried out during regular shifts or scheduled walkthroughs, and they pose no safety risk as long as basic instructions are followed. Take equipment lubrication as a simple example.  An operator applies lubricant to designated points on a machine to reduce friction and prevent premature wear.  Many pieces of equipment will have stickers marking the exact lubrication points, which removes any guesswork and makes the process easy to follow, even for someone with no technical background. Source: Fuel Stickers This shows that the level of expertise required at Level 1 is quite low.  There's no diagnosis involved, no complex decision-making, and no need for specialized technical knowledge.  The person performing the task simply follows clear instructions. Because of this, Level 1 maintenance can be carried out autonomously by non-specialized staff rather than dedicated personnel. Some of the roles that commonly handle these tasks include: Machine operators Production staff Facility workers Entry-level technicians As for tools, Level 1 maintenance requires very little beyond what's already available on the floor.  Simple visual guides for the equipment help point workers to the right spots, and standardized maintenance checklists, like the ones shown below, guide and document the work. Source: WorkTrek These checklists typically list each piece of equipment alongside the specific actions to be completed and how often.  When they’re stored and used within a computerized maintenance management system (CMMS), checklists help make sure nothing gets missed and create a record that can be referenced later if needed. Finally, any consumables used during Level 1 interventions are simple supplies like replacement bulbs, lubricant, oil, or cleaning fluid. No spare parts or specialized materials are involved. Overall, Level 1 maintenance is simple by design, but when performed consistently, it keeps equipment running smoothly between more involved interventions at higher levels. Level 2: Medium Complexity Interventions Moving up to level two, which includes maintenance tasks that are a step above the basics but still follow standard, documented procedures. While interventions on this level still don't require major equipment disassembly or advanced tools, they do go beyond what an untrained operator would be comfortable handling on their own. Below, we've illustrated the three main categories of Level 2 tasks. Source: WorkTrek To see what this looks like in practice, consider this simple troubleshooting guide for a Hytrol conveyor.  This table is found in their standard manual, which includes guidelines and procedures for installing, operating, and maintaining the conveyor. Source: Device Report As you can see, these are not overly complex repairs.  Replacing a worn chain, tightening a loose set screw, or checking for overloading are all straightforward tasks that follow documented procedures.  However, they still require a degree of technical understanding to carry out correctly and safely. Because of this, Level 2 work is typically handled by personnel with some formal training or hands-on experience.  The roles that commonly perform these tasks include: Trained maintenance technicians Skilled operators with equipment-specific training Junior maintenance staff under supervision Level 2 sits at the boundary between what a skilled operator can handle and what requires a dedicated maintenance team member.  As such, this level is where the handoff between production staff and the maintenance department is key. For instance, an operator might flag an overheating issue with equipment during a routine inspection.  To avoid potential unexpected downtime, the operator would typically use modern CMMS software, such as WorkTrek, for submitting these observations as work orders. Source: WorkTrek Once submitted and approved by management, this work order would sit in a centralized location where maintenance staff can pick it up immediately.  This kind of structured collaboration between operators and technicians is what makes Level 2 upkeep efficient, as issues get communicated clearly and reach the right people faster. Finally, unlike Level 1, spare parts also come into play at this level.  These typically include consumable components like belts, filters, fuses, hoses, and similar items that wear out over time and need periodic replacement.  To summarize, Level 2 maintenance bridges the gap between basic operator-level care and the more specialized work that comes at higher levels. Level 3: Complex Interventions Level 3 is where maintenance work becomes significantly more involved.  At this level, tasks require specialized knowledge and expertise, and often involve a proper diagnosis before any repair work can begin, as well as partial disassembly of the equipment.  Common tasks at this level are shown in the illustration below. Source: WorkTrek Unlike Levels 1 and 2, where the task is usually clear from the start, Level 3 interventions often begin with troubleshooting.  The technician needs to identify the root cause of a problem before deciding on the appropriate repair, which requires both experience and technical reasoning. For example, say a production motor starts producing unusual vibration.  A maintenance technician would be assigned to diagnose the issue and could determine that a bearing is worn out and needs replacement.  Before ordering the part, they would check the facility's inventory management system to see if the correct bearing is already in stock.  They can also pull up the motor's schematics and diagrams, since partial disassembly will be required to complete the repair. Source: WorkTrek In this case, the part is in stock, so the repair can proceed without delay. Because of this complexity, Level 3 work is carried out by qualified, specialized personnel, including roles like: Specialized maintenance technicians Mechanical fitters Industrial electronics technicians Hydraulic and pneumatic specialists If the specific work goes beyond what the assigned maintenance technician can handle on their own, support from senior engineers or external specialists may be brought in.  This is especially common when the root cause is unclear or when the repair involves components the technician hasn't worked with before. Level 3 maintenance is also where technical skill and good data start to converge, and technicians will typically rely on specialized measuring instruments to complete their work.  In our production motor example, this might involve accelerometers, such as the ones shown below, that measure vibration to confirm the diagnosis. Source: PCB Overall, while the repairs themselves require expertise, the efficiency of the work depends heavily on having the right information measured, recorded, and accessible when the technician needs it.  Without that, even a skilled technician ends up waiting or working without full context, which slows everything down and can lead to repeat failures. Level 4: Highly Complex Interventions Level 4 represents major maintenance work that goes well beyond standard repairs.  These are significant interventions, often involving full equipment overhauls, advanced diagnostic techniques, and extended downtime. As you can see from the image below, the scope of work at this level is much broader. Source: WorkTrek These tasks are technically demanding and are more challenging, both in terms of safety and operational impact.  In fact, a mistake during a Level 4 intervention can result in extended downtime or damage to expensive equipment, which is why the process requires careful planning and supervision. As an example, consider the following case of a large industrial fan brought in for dynamic balancing. Source: GES Group Because of the complexity of the task, the team at GES Group typically recommends bringing such equipment to their workshop, unless it is impractical or uneconomical to move. That’s why level 4 work is most often done by specialists in dedicated workshops, as it requires controlled conditions and a level of precision that's hard to achieve on the production floor.  The roles that typically handle these interventions include: Certified specialists like vibration analysts and thermographers Specialized teams working under supervision OEM technical advisors In many cases, the team works under the supervision of a senior engineer or maintenance manager who oversees the process and signs off on the work before the equipment is returned to service. Of course, specialized equipment and tools are used for this kind of work, which allows workshop teams to measure, diagnose, and correct issues with a level of accuracy that general maintenance tools can't match. When it comes to deciding to move forward with a Level 4 intervention, it's important to consider whether an overhaul is really necessary.  Some of the most common scenarios that justify work of this scale are shown below. Source: WorkTrek Each of these signals points to the same underlying idea: the asset is no longer performing as it should, and smaller repairs aren't going to bring it back to baseline.  At this point, extensive maintenance work usually becomes both more cost-effective and more reliable. Level 5: Actions Carried Out By Manufacturer Level 5 is the highest and most complex level of maintenance.  At this point, the work goes beyond what even the most skilled in-house or external maintenance teams can handle.  These are full-scale reconstruction or refurbishment operations that require manufacturing-grade equipment, factory conditions, and deep knowledge of the original design. The scope of work at this level typically includes the activities shown below. Source: WorkTrek The methods and tools used at Level 5 are essentially the same as those used during the original manufacturing of the equipment.  This is what distinguishes it from all other levels.  The equipment as a whole, or major parts of it, are being rebuilt rather than repaired. A good example of this kind of work comes from a 40-MW biomass-fired power plant in Michigan that suffered a catastrophic steam turbine failure.  Since sourcing a replacement turbine, along with a matching generator and auxiliary equipment, was nearly impossible on short notice, the plant turned to Sulzer, a global power generation services company. Source: Power Sulzer sourced an almost identical mothballed unit from Maine, performed a complete disassembly, and rebuilt the turbine at its Houston facility in about eight months. As you can see, Level 5 work is almost always carried out by external parties with direct ties to the equipment's design and production.  The roles that typically handle these interventions include: OEM engineers and factory technicians Authorized rebuilders or certified service centers Manufacturer's R&D teams, in cases involving upgrades or retrofits In most cases, the equipment is shipped off-site to the manufacturer's facility or a certified service center.  The in-house maintenance team's role at this level is primarily coordination, documentation, and preparation. Level 5 maintenance is rare and expensive, but for high-value equipment, it can be significantly more cost-effective than purchasing new.  The decision usually comes down to comparing the rebuild cost and the replacement cost, factoring in the expected remaining life of the refurbished asset.  When it makes financial sense, a manufacturer-level rebuild can restore equipment to like-new condition and extend its operational life by years or even decades. Conclusion  That covers the five levels of maintenance.  We went through each level one by one, looking at what the work involves, who carries it out, and the kinds of tools and resources typically needed.  We also included some examples of work for each level, which hopefully gives you a clearer framework for categorizing your own maintenance work.  Use this guide to structure your maintenance planning and decide where each task fits best.