10 Steps To Choosing And Using The Right CMMS

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Make no mistake: choosing the right CMMS (computerized maintenance management system) ought to make a big difference for your commercial enterprise, assisting you with growth transparency, automating protection operations, improving worker performance, and ultimately saving money.

However, as with every technology in recent times, you will possibly discover your self-worth in alternatives and brief on the clarity with regards to choosing the right CMMS and making the incorrect decision ought to price your business time, worker buy-in, efficiency, and revenue.

In this guide, we are able to share the whole lot that you need to recognize approximately the way to pick out the right CMMS in your enterprise, along with guidelines, insights, strategies, and little-recognized information you ought to consider while making this decision.

Step 1: Assemble Your Enterprise CMMS Team

Any software program or technology is best as proper because the team is the usage of it. If your personnel no longer have the abilities, expertise, or time to properly deploy, keep, and use your CMMS on an everyday foundation, you may not get something out of it.

What’s worse, mistaken preservation or human blunders from easy errors or loss of adoption should cause incomplete records, horrific facts, and faulty insights. In other words, it may render your CMMS practically useless.

This is why it’s vital, before you do something else, to reflect on the consideration of every unmarried man or woman in order to interact along with your CMMS, to collect a super crew, and to make sure that everyone on that crew has the schooling, bandwidth, and buy-in they need to be an effective contributor.

cmms team meeting

Who Should Be Involved in choosing the right CMMS Selection and Implementation Process?

Choosing the right CMMS system if you consult the right people – those who have really good insight and unique perspectives into your maintenance operations, your needs, and your current technological capabilities. To this end, key players that you should consult include:

System Administrators and Maintenance Managers

Your CMMS administrator will oversee the day-to-day maintenance and upkeep of your system (and you definitely need an administrator). It is a good idea to get this person involved early in the process so they are completely on board and trained from the start.


Your machine operators will make many of the work order requests, and they will be keenly aware of asset status and concerns – so they need to be on board as well.

Inventory Managers

Inventory management is a major pain point for many manufacturing companies and a key functionality that attracts businesses to a CMMS. Your inventory manager should definitely be consulted about what CMMS features or inventory pain points are most relevant for your business.


Your technicians will be using your CMMS more than anyone else to complete work orders, so they have to be in the loop. They can also give you important insight into what features or usability concerns are most relevant to them.


Nothing can happen without buy-in from key decision-makers, and your C-suite will be the ones using the insights from your CMMS to make data-driven decisions about the future of your company.

IT team

A CMMS will only be effective if it integrates with your existing technologies and tools. To this end, your IT team can help with both information and implementation.

Reliability Engineers

Your reliability engineer defines, designs, develops, monitors, and refines your overarching asset maintenance plan. Their inclusion is necessary if you want to use your CMMS to its full potential and adopt an effective preventive maintenance strategy.

Health and Safety Personnel

If your industry is frequently audited, it will probably be helpful to talk to your health and safety personnel about your CMMS and figure out what kind of compliance features you need to consider.

Health and safety on construction site

A way to Get Your entire crew on Board

The wheels can nonetheless fall off the bus if key players are not on board and nicely using the gadget – and you can pick the incorrect device altogether if you no longer have all the applicable facts. To gain insight and maximize consumer adoption, you need to:

Answer the question, “Why do I care?” for anybody that you speak to. For CEOs, the answer will be something along the lines of, it’ll make our enterprise extra cash and boom performance. For technicians, “it’s going to make your everyday obligations easier and less frustrating to complete.” in this communique, you would possibly also gain extra perception into every individual’s pain points, along with any issues or push-returned they may experience about the CMMS.

Discern case your agency structure, tradition, and worker competencies will permit for an effective CMMS implementation – and speedy deal with any adjustments that want to be made in case you stumble upon any hiccups. Backside-up adoption is critical to powerful implementation, and it is going to be tons easier to proactively cope with any potential challenges.

Decide what sources, training, and gear are needed to make implementation and renovation less complicated and who they need to be sent to. This will have to include a broad asset management policy, education videos and modules, articles, demos, and loose trials.

IT team meeting

Step 2: Define the Goals and KPIs Your CMMS Will Help You Reach

When choosing the right CMMS, it is critical to start with a clear understanding of what you need to recognize and what you need the device that will help you repair or obtain. That’s why it’s vital, as soon as you’ve got all applicable perceptions, to outline your dreams and KPIs. Mainly, you have to outline quick-term desires, long-term goals, and the KPIs or metrics that you will measure to track your progress.

Whilst setting these dreams, ask yourself questions

  • What are the biggest pain points right now for your maintenance team?
  • What big-picture goals are you hoping to accomplish for your department and company?
  • What specific maintenance KPIs can help you achieve those big-picture goals?
  • What current metrics or insights are particularly helpful to your company now? Which ones are glaringly missing?
  • What is the scope of your maintenance operations? How many assets do you have? Do you work across multiple sites?
  • What state, local, or industry regulations and safety concerns do you have to comply with?
  • What does your maintenance team’s current daily workload look like? Are there particular aspects of that workload that you would like to reduce or streamline?

Recommendations for Answering these Questions and organizing desires

  • Have those discussions with your C-suite and key choice-makers. They will have robust opinions and a unique angle on what fulfillment seems like and where your enterprise and enterprise are heading.
  • Be records-driven and particular. Find out exactly where in your performance is vulnerable – excessive downtime? Ongoing compliance issues? – to decide the foundation causes and come up with a plan for tracking and addressing those worries.
  • Get on the floor along with your renovation group for a clear understanding of your structures, methods, and any areas that need development.
  • Make certain which you have desires installed for the following quarter, yr, three years, and five years.
  • Recognize your modern-day fees and discover exactly where and how a CMMS lets you with fee savings.
  • Answering these questions will assist you to decide what capabilities you want in a CMMS. Maybe you already have to take care of your protection operations, maybe you observe massive technological shortcomings that a CMMS can assist with.

KPI Metrics

Step 3: Examine your CMMS options

Ok, so say you replied to the questions in step 2 and decided that a CMMS is, in reality, the first-rate option on your enterprise. Now you need to look at the specific capabilities and the info of every software program option till you discover the tool that has the proper fee, functionality, and technical integrations on your commercial enterprise.

Finding the right CMMS in your desires

Probabilities are there are a handful of answers that you are already privy to or considering as a probable computerized maintenance control device answer on your organization. Those suggestions and questions will help you make a decision:

Questions to ask yourself:

Budget: How much can you spend annually on a CMMS? Start by outlining a 1-, 3- and 5-year budget to determine what numbers are realistic for you.

Features: Can you presently degree the performance of your assets? Do your belongings have the functionality to combine with the new generation? In that case, which CMMS technologies can they combine?

IT talents: may want your IT group to install an on-premise CMMS system. If no longer, communicate to IT about cloud adoption.

Timeline: what’s your organization’s timeline for the purchase, implementation, and deployment of a CMMS system? Placing deadlines and sticking to a pre-hooked-up timeline can help you enforce a system in a well-timed, effective manner.

The wider surroundings: Will the CMMS you are looking at combine with your current systems and environment? What do you want to feature to aid the adoption of the new software program? Take a look at your present guidelines, conversation channels, and gear – and update where necessary.

UX: once more, if your human beings do not like the CMMS or will not use it, implementation could be pointless. Make sure you effectively answer, “Why do I care?” and get your team on board.

Checking Maintenance metrics

Step 4: Can you scale that CMMS?

When choosing the right CMMS software, it’s crucial to envision how the system will align with your maintenance operations as your organization expands. Opting for a scalable system not only saves costs but also spares you the frustration of seeking a new system due to outgrowing the current one.

Deliberating on a CMMS involves contemplating future growth, whether in terms of users or data storage. It’s imperative to ensure that the chosen software exhibits flexibility to seamlessly accommodate your evolving needs. Moreover, be mindful of potential additional costs associated with extra features.

For on-premise CMMS solutions, the consideration extends to acquiring supplementary licenses and determining the allowable number of licenses. As user numbers and database size increase, there may be a necessity for additional server space to accommodate expanded file storage. Managing and maintaining on-premise CMMS software might also require extra resources.

Step 5: Is that CMMS easy to use?

When choosing the right CMMS user-friendly software lies in its ease of use, simplicity, and streamlined interface encompassing all the features and functionalities essential for your business operations. However, the perception of what qualifies as “easy” varies among individuals, shaped by their unique skill sets, knowledge levels, and experiences. Navigating the challenge of diverse skills becomes pivotal in ensuring universal usability.

To address this diversity, inquire with the software vendor about the training resources and instructional videos they provide. Recognize that not all users will engage with every feature, underscoring the importance of ensuring that power users possess the requisite knowledge and skills to effectively leverage the full spectrum of functionalities.

The optimal approach to gauging user-friendliness is to request a comprehensive demonstration from the vendor. During the CMMS demo, actively engage by asking pertinent questions to ascertain how the software aligns with the varying skill sets within your user base. This proactive exploration ensures that the software not only meets the basic criteria of user-friendliness but also caters to the nuanced needs and expertise levels of diverse users.

Step 6: Does that CMMS have mobile access?

When Choosing the right CMMS, look for a CMMS equipped with mobile access that empowers your maintenance team to seamlessly oversee their tasks from any location, substantially enhancing response times, efficiency, and overall productivity. With mobile functionality, technicians gain the flexibility to efficiently handle and fulfill work orders, checklists, and various other responsibilities directly from their mobile devices.

This mobile access extends beyond immediate task management, allowing technicians to delve into historical information or swiftly check inventory levels within the parts department—all conveniently accessible from their mobile devices. The result is a more agile and responsive maintenance team, capable of leveraging real-time information and functionality regardless of their physical location. This not only streamlines day-to-day operations but also contributes to an overall boost in the team’s effectiveness and productivity.

Step 7: Is your data secure within that CMMS?

The landscape of cybersecurity has become an integral aspect of daily discourse across all industries. As ransomware threats loom over maintenance and reliability teams in various facilities, organizations must undertake a comprehensive assessment of their cyber risk levels. It is imperative to establish robust plans to safeguard the data housed within their Computerized Maintenance Management Systems (CMMS).

While vendors may assert the security of their networks, the veracity of such claims is a critical consideration. In the contemporary cybersecurity landscape, specialized firms offer services dedicated to scrutinizing vendor networks to ensure the integrity of data. These entities generate “Security Scorecards,” evaluating vendors across multiple security categories. Opting for a vendor boasting a 100% rating in these assessments becomes particularly prudent in the current threat landscape.

During the vendor selection process, it is advisable to directly inquire about their cybersecurity rating and request access to their security scorecard. The significance of this step cannot be overstated, as a vendor with a subpar cybersecurity score may inadvertently expose vulnerabilities that could lead to security breaches, potentially bringing business operations to a standstill. Hence, an informed and proactive approach in assessing and prioritizing cybersecurity measures is paramount in safeguarding the integrity of organizational data.

Step 8: How much does that CMMS cost?

Not all Computerized Maintenance Management Systems (CMMS) are cut from the same cloth, and certain service providers may introduce additional fees. To ensure you receive the desired value, it’s crucial to proactively pose pertinent questions when engaging with CMMS providers.

Here are some key questions to ask regarding pricing:

  1. Are there separate charges for the initial setup of the CMMS?
  2. Is there a fee associated with customer support?
  3. Are updates provided free of charge?
  4. Are there any charges related to hosting the CMMS?
  5. Is there a fee for training sessions?
  6. Are there any hidden or additional costs that may arise?

Web-based CMMS software often follows pricing models based on the number of users and the level of features. The most common plans include:

1. Per-User, Per-Month Subscription Plan:
– This entails monthly payments based on the number of users actively utilizing the software. Tiers with varying features are often available.

2. Per-Month Subscription Plan:
– Structured for smaller companies with basic operations and a limited user base, this plan typically includes a maximum number of users, worksites, and specific features.

3. One-Time Perpetual Licensing Fee:
– On-premise systems, installed and run on an organization’s computers, necessitate a lump-sum perpetual licensing fee covering installation, upgrades, maintenance, bug fixes, licenses, and data storage.

For purportedly “free” CMMS options, it’s essential to discern between providers. Some claim free status but impose charges for support, hosting, additional users, or other services. Alternatively, certain providers offer limited-functionality-free versions of their paid solutions for a restricted timeframe. If opting for a trial, clearly define the criteria for essential features. Additionally, invest time in a live demo with the vendor, involving your maintenance team to ensure that the software aligns with their operational needs and preferences. This comprehensive approach aids in making an informed decision about the most suitable CMMS solution for your organization.

Step 9: Is that vendor trustworthy?

Talk with the vendor about the cumulative years of practical CMMS experience their support team possesses. A vendor distinguished by a sales team with extensive hands-on CMMS maintenance experience is a significant advantage. Interacting with individuals who have undergone more than a week of training on CMMS is a positive signal, indicative of the vendor’s genuine commitment to delivering an exceptional customer experience. The practical experience offers numerous benefits, as these individuals not only communicate in their professional language but also comprehend the intricacies of your discussions. Their ability to relate to diverse situations equips them to provide valuable recommendations and insightful advice. Considering these factors, seriously evaluate the merits of engaging with this particular vendor.

Step 10: Do they offer support?

When choosing the right CMMS, considering the longevity of your association with the software, it becomes paramount to ensure that you have access to top-tier technical support. Evaluating the knowledge base of the technical team is crucial for a seamless and reliable support experience.

Key considerations for assessing technical support include:

1. Hands-On Experience:
– Is the technical team equipped with extensive hands-on experience, instilling confidence that they can comprehensively understand and promptly respond to emergency situations?

2. Long-Term Support Costs:
– Is technical support provided free of charge for the entire duration of your engagement with the vendor?

3. Support Channels:
– How is technical support delivered? Options may include phone support, email assistance, or access through a web portal.

4. Self-Help Resources:
– Does the vendor offer additional self-help resources such as help screens or instructional videos to empower users?

It’s worth noting that while some vendors may provide live chat support, certain options may come with associated charges. Additionally, some vendors may necessitate the purchase of a support plan to access any form of assistance. These considerations contribute significantly to the overall effectiveness and convenience of the technical support provided by the CMMS vendor. Carefully weighing these factors ensures that you not only have a robust CMMS system but also reliable and accessible support for the entirety of your software usage.

Final issues while choosing and using the right CMMS

Compare Your dealer

Remember the fact that an amazing CMMS dealer will need to be your accomplice, and they’ll provide help with CMMS implementation, schooling, and ongoing assistance. Implementation services, in particular, are a natural part of a CMMS venture. Thorough vendors will renowned this and include those costs upfront. Additionally, they must provide training in many paperwork and no longer simply as a one-time interest. Any cautioned formal education must be outlined virtually in preliminary discussions and must define key information inclusive of the length, number of users that may be blanketed in the classes, and the materials in an effort to be supplied. Ultimately, as soon as a CMMS is in location, questions will inevitably arise as your employer works through growing pains.

Pay near attention to the capabilities

Be realistic and thorough approximately what functions you want and what capabilities you may manage to pay for. Every CMMS gives lots of capabilities and customizations, and also you need to strategically and proactively perceive those with the intention to definitely gain your business. For example, these days, greater than ever, cell and far-off competencies are vitally essential. Many corporations war with the loss of transparency, consistency, and communique across sites or among personnel and departments because their current tech isn’t always cell compatible or requires a wi-fi connection. A CMMS that gives a device-agnostic cell app will let you circumvent these worries.

Recall the details of Your Implementation

Right CMMS implementation is hard: your team has to emigrate copious amounts of facts, method layout, set up configuration and fine practices, and teach others to live inside this new information atmosphere. To help this technique pass easily, think proactively and ask questions earlier than you buy like:

  • What do the implementation, schooling, and help appear to be for this CMMS? Does your dealer offer all the gear and assistance you’ll need to hold it out effectively?
  • What can go wrong and how are you going to keep away from those problems? You are sure to come upon an impediment or – and knowing what you’ll do after they seem to allow you to navigate them extra correctly. Right here, it can be beneficial to speak to friends in the industry to see what they handled and the way they were given ahead of any troubles they faced.
  • After you discover the proper solution, what are your next steps to implementing a CMMS? Decide your timeline and notify applicable employees to preserve matters on track.
  • What’s next? Successful implementation is handiest at the beginning.


Choosing the right CMMS for your business can be a difficult decision. It is one that you should not take lightly. That stated, in case you do your due diligence, ask the right questions, and make the effort to set up your finances, desires, and technological wishes and competencies. And you’ll discover the right CMMS for your operation – and you may not regret it.

Not sure if our CMMS services are right for you? Read our blog or take our quiz to learn more! This quiz will help you determine if our CMMS platform is a good fit for your needs and provide you with personalized advice on the next steps. It only takes a few moments to fill out, so why not find out today if our CMMS is right for you?


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