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Building maintenance - Introduction Building maintenance includes cleaning common areas, regular trash removal, and repairing damaged items. This may include inspections, repairs, and maintenance of electrical systems, heating and air conditioning systems, and other utility services. Facility and building maintenance are critical to ensuring the safety, efficiency, and longevity of buildings. Managing a multi-unit building or home that requires regular maintenance can present landlords with new problems that you may not be familiar with. Preventative maintenance is critical to a building's long-term viability, but not all landlords know how to manage these tasks effectively. To be successful at this, what you need is a quality building maintenance guide. Leaving a building without regular inspections and repairs can result in costly repairs. By proactively checking for failures before they occur, you can save your business a lot of time and money. However, it can be hard to know where to start. Learn about today's building maintenance processes and how to create an effective preventative maintenance program. What is Building Maintenance? Building maintenance involves a variety of tasks, depending on the company or organization. It involves a lot of work "behind the scenes" to ensure that a facility or building remains functional and comfortable for its occupants. In some cases, building maintenance extends to outdoor campuses, including sprinkler management, lawn maintenance, and landscaping. Types of Building Maintenance Most building maintenance falls into three categories. Preventive Maintenance Preventive maintenance is routine maintenance performed on a regular basis to proactively address maintenance issues before they occur. It includes inspection, handling, replacing parts, and other tasks that prevent damage to building interiors and exterior structures. Plan and schedule preventive maintenance tasks on appropriate dates or at usage-based intervals. Corrective Maintenance When the damage becomes apparent, corrective maintenance measures restore the building to its optimum condition. The nature of these tasks depends on the type of building and the needs of its occupants. Unlike planned preventive maintenance, for example, corrective maintenance is performed in response to a problem reported through a service call. Protective Maintenance Protective maintenance protects building structures from harsh environmental conditions and deterioration. It involves the application of protective paints, sealants, coatings, and films to exposed surfaces such as columns, awnings, and other architectural surfaces. Depending on the climate, these areas of the building may need protection from ice, snow, salt, heat, humidity, and extreme weather conditions. Types of Building Maintenance Workers Maintenance personnel is critical in almost every operation to ensure that mechanical and electrical systems are functioning properly. They can work in a wide range of jobs, including plumbing, carpentry, and electrical repairs, while some specialize in the maintenance of certain types of machinery or equipment. Someone who enjoys doing things and is dexterous is likely to find work as a maintenance technician in a variety of fields and specialties. Cleaners, site managers, mechanics, and industrial machine operators make up the majority of maintenance jobs. Maintenance managers manage maintenance programs and schedules for buildings. Supervisors supervise maintenance personnel and ensure that maintenance work is performed correctly. In some cases, building maintenance job descriptions include hiring and training maintenance personnel. Janitors: A janitor is responsible for the overall cleanliness of a building: cleaning floors, cleaning bathrooms, cleaning doors and windows, and sweeping carpets. In residential buildings, they only clean shared areas. Maintenance Engineer: Maintenance engineers work on tasks that require specialized knowledge. They inspect, maintain, and repair a building's HVAC and utility systems. Maintenance technicians typically assign work orders in a computerized maintenance management system (CMMS). Maintenance Manager: The roles and responsibilities of a maintenance manager include overseeing and managing maintenance programs and other activities within the organization. Also known as maintenance supervisors, they oversee activities related to structure maintenance, landscaping, and offices. They are responsible for tracking expenses, reporting progress, and setting timelines. Why Building Maintenance Matters Building maintenance is important because it ensures the safety and comfort of everyone in the building, whether they live or work there. From a business standpoint, proper regular maintenance can save homeowners money in the long run and help increase the value of the property. For those in the field service industry, building maintenance is critical to extending service life and reducing repair costs. As part of your customer responsibility, you must ensure that there is a work schedule for repairs and maintenance. With proper building maintenance, you can prevent major equipment and asset failures. Preventive maintenance allows you to catch any defects before they become serious problems. Regular maintenance also gives you more confidence in the quality and safety of your work. Buildings or construction sites that are not regularly maintained are at greater risk of hazards and emergency failures that could result in serious injury. Benefits of Building Maintenance Safety A poorly maintained building is an accident waiting to happen. It's not "if", it's "when" something will happen. A recent example is the 2021 collapse of the Champlain Tower in South Florida: Reinforced concrete structures are corroded and damaged by water. When the tower collapsed, 98 people were killed, and 11 injured, and property damage totaled nearly $1 billion. When costs are reduced and important maintenance tasks are pushed into the background, the consequences can be dire. By maintaining your buildings on a regular basis, you can increase the safety of your facility and easily avoid such tragedies. Save money It's much easier (and it's also much cheaper) to create and maintain a budget for regular maintenance than to suddenly find money when something breaks down. Some ways you can plan ahead are: Use a CMMS to track the lifecycle of your assets and get notified when a machine has exceeded its useful life. Schedule preventive maintenance tasks so they don't go unnoticed and end up costing more to fix than simple maintenance. Increase productivity to save money. By automating some maintenance tasks, such as scheduling work for your team, you can increase productivity and get more done in less time. Check for deficiencies in energy efficiency, such as ventilation or leaks. By tracking assets and spare parts, you can identify where you are losing money, or which assets could benefit from installing more energy-efficient solutions. Feature Like any machine, a building and its assets will age if it is not inspected and maintained on a regular basis. Vulnerabilities go unnoticed; day-to-day operations begin to crumble. Think of a leaky pipe that goes unnoticed until it bursts and turns into a flood that destroys everything behind it. Regular maintenance, on the other hand, provides consistent building function by: Regularly maintained building components are less likely to fail, causing breakdowns and outages. Regularly reviewed assets ensure they are up to date and in sync with code. Obey Regular building maintenance is critical to ensuring you comply with ever-changing building and safety codes, as well as state and federal regulations. Maintaining permission is important to eliminate security risks and reduce your liability exposure. Industries that Perform Building Maintenance Facilities that rely on building maintenance include: Apartments: Apartments require maintenance both indoors and outdoors. Regular inspections, maintenance, and repairs are carried out to ensure everything is in perfect condition. Business Premises: Every building needs maintenance services. In fact, most smaller sites outsource maintenance services, while larger companies have in-house maintenance departments to oversee maintenance. Government Facilities: Government buildings such as post offices, city buildings, and libraries require maintenance to remain in good condition for public use and safe use. Top Building Maintenance Tips to Follow While every business has its own unique maintenance needs, there are a few key points to consider. When it comes to build and order management, you need consistent and understandable workflows. Here are the 5 most important things you need to know to improve your building and facility management. Keep your maintenance technician informed Communication is key to maintenance planning and management. For maintenance technicians, maintenance supervisors, tenants, and management, you need to ensure that you need to communicate on a regular basis. Without consistent communication, you may find that you are dealing with outdated information, which creates errors in your schedule. Have you ever turned up at a location for maintenance only to find out the customer isn't home and you can't visit? With real-time updates and SMS alerts, you can easily keep your business and customers in sync. Research if your repair service is up to specification For your building and equipment maintenance program, you must ensure that all requirements of the manufacturer's warranty are met. Researching your warranty and manufacturer requirements will give you details on what maintenance is required and at what intervals. This information is key to planning proper maintenance work, so you can be confident you are delivering quality work to your clients. Make sure your service technicians are properly trained When it comes to equipment maintenance, your team needs to have the right skills before going on-site. Without the right skills and training, your business can suffer from job deficiencies, poor quality, and lack of consistency. There are countless certifications, internships, and apprenticeships that can help improve and expand a technician's skills and knowledge. Security is essential Every industry professional knows that safety is paramount on any job site. If your workplace does not have proper PPE or risk assessments, you risk injury and breaches of health and safety regulations, leaving your business vulnerable to lawsuits. When you have a building maintenance system that allows you to easily follow safety checklists and conduct on-site risk analysis, SWMS, and documentation, you can ensure your team always keeps safety a priority. Checklists make your life easier One of the most important tips for your facility and building maintenance is a comprehensive checklist system. Without checklists, you'll find that your work is often inconsistent and your field technicians are likely to make more mistakes. In this case, you may find that your tests and reports also become redundant. If you have a preventative maintenance checklist, your technician can easily check each step. This type of maintenance work helps to improve the quality of work. Your list doesn't have to be overly complicated, either. Simple steps are often more effective, such as checking your lighting system or checking your smoke detectors, or cleaning your air conditioner filters. [cta title="Try for free today and get started with the end-to-end software you need." text="Save your time with a guaranteed 99% uptime cloud software and try WorkTrek!" link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] What's on the Building Maintenance Checklist? External Structure Check the exterior of the building. Walls, masonry, foundations, arches, roofs, canopies, and all other exterior components should be regularly inspected regularly. A landlord inspection checklist usually includes: Inspect roofs, roof gutters, downspouts, and gutters Check roof panels for cracks Pay attention to external hazards such as standing water Secure all exterior stairs and railings Check the condition of driveways, parking lots, and sidewalks Windows and Doors Windows and doors don't need to be replaced often, but minor repairs may be needed. Locks and hinges wear out over time and keeping them in good condition is necessary for tenants' safety. Check the small components of all windows and doors annually to make sure they are still strong and safe. Lighting Make sure all exterior and interior lights are safe and working. In addition to replacing light bulbs, you'll want to make sure switches, transformers, and all other controls are working properly. Lighting surfaces should be cleaned regularly, but additional inspections can be done quarterly. When checking to light, don't forget to make sure the exterior lights are working properly and illuminating the designated area. For example, tenants will feel safe in a lighted parking lot, so don't neglect this area. Pipes Unexpected plumbing problems can be an absolute nightmare for landlords. It's often difficult to spot plumbing problems before they erupt, but there are a few things to check. Landlords often check the following when performing preventive maintenance on a facility: Replace valves at recommended intervals Check all couplings for leaks Check water heaters and boilers; recommended service Change and top up oil, lubricant, and refrigerant as needed An annual inspection of the sump pump and sump pump It's best to have a specialist inspect particularly critical areas, such as a swimming pool, annually or prior to heavy use. Otherwise, make sure to include sanitation inspections on your quarterly checklist. Fire fighting equipment Many areas require fire protection equipment to be serviced at least annually. Ensure that all fire fighting equipment is properly stored, displayed, and maintained in accordance with applicable regulations. Buildings with crawl spaces, fire escapes, and sprinkler systems should also be inspected regularly. Air Conditioning All HVAC systems require regular cleaning and maintenance. It's best to schedule regular visits by experts to make sure these pieces of equipment don't break down without warning. Tenants and staff can be very uncomfortable if an HVAC system fails, so checking it is a high priority, especially before heavy use. It is recommended to do this twice a year. Inside Danger Internal hazards in common areas and even rental units should be checked regularly to avoid injury. Damaged floors, peeling paint, or loose lighting fixtures can pose a safety hazard. When performing preventive inspections, closely monitor high-risk areas. Additionally, you should make sure that all smoke detectors, sprinklers, and carbon monoxide monitoring systems are working properly. Change batteries regularly and make sure all emergency exits are functioning properly. Electrical As with plumbing, checking electrical systems can be a challenge unless something is wrong. Plan to have your building's electrical installation inspected by a professional every four years. Some areas may have requirements on when to do this, so check your local laws to plan your electrical equipment preventive maintenance program. Building Maintenance Software Building maintenance management can be overwhelming without a system in place to coordinate and organize maintenance activities. Computerized Maintenance Management System (CMMS) software provides a single platform for managing the building maintenance. Using a CMMS, maintenance, and facilities managers can get a bird's-eye view of all maintenance activities, track building and equipment maintenance costs, and schedule preventive maintenance tasks. How to Improve Building Maintenance Using CMMS Software Building Maintenance System is an all-in-one workplace management tool that helps you manage equipment, schedule maintenance, create work orders, and track inventory. CMMS building maintenance tool that helps you spot issues with your building maintenance data in real-time. It also has built-in workflows to notify your team of maintenance issues or automatically trigger resolution. Built-in reports give you a complete view of savings opportunities, existing issues, and everything you need to keep your building efficient.

The widespread adoption of the cloud has led many vendors to shift their focus from on-premises solutions to cloud delivery models. This raised the question "what is best for my business?". If you're wondering which option is more secure, accessible, and affordable, explore our handy comparison. Comparison Of Cloud And On-Premises Software Essentially, the fundamental difference between cloud-hosted and on-premise software lies in their location. On-premises software is installed locally, on your company's computers and servers. In contrast, cloud-hosted software is hosted on the provider's server and accessed through a web browser. Besides accessibility, there are many other things to consider when making a decision. These include software ownership, cost of ownership, software updates, and additional services, such as support and implementation. In the next few lines, we explore all the pros and cons of these two different solutions. Cloud-Hosted Software With cloud computing and SaaS, users now have other options for using software: instead of purchasing the program once, installing it on their PC, and using it, you can opt for a subscription principle. A supplier thus hosts the software in a data center and gives access to its users. The computer then simply establishes a connection via the browser, and the actual computing power is exercised in a perfectly matched data center. So all you need is internet access. Not only is the hardware maintained by qualified personnel, but the software is also always kept up to date. Updates are installed without user work and are available immediately. As the software is PC independent, you can access the program from anywhere; you are not limited to your device or location. On the other hand, without Internet access - and this is the big drawback of cloud-based software - nothing works. This can be especially critical for professionals: if the effectiveness of the software struggles due to poor internet connection, you can find yourself in very uncomfortable situations. Cloud-Hosted Software Cost Professional on-premise programs can be expensive. It is then not always possible for small businesses and entrepreneurs to make such a large investment. Also, if the business changes and the needs increase, the purchased program may not adapt as quickly as you thought at the time of purchase. With most SaaS providers, on the other hand, users can choose between monthly or annual payments and switch to another product within a relatively short period of time. Additional functions or additional access for employees can be configured easily and often inexpensively. Opting for cloud-based software means trusting the supplier who offers the program and the control. This relationship of trust is essential because you will certainly be required to transmit sensitive information. These will then be stored in the provider's data centers. If the cloud program maker does not take data protection seriously, it becomes critical. On the other hand, if the supplier decides (by personal choice or by constraint) to end the offer or to take a break for maintenance work, these stops can have negative consequences for the users. Cloud Software: Advantages And Disadvantages Advantages Anytime, anywhere access: You can access your apps anytime and anywhere through a web browser from any device. Affordable: The cloud requires no upfront cost. In contrast, you make regular payments, making it an operating expense (OpEx). Although the monthly cost adds up over time, maintenance and support services are included, eliminating the need for annual contracts. Predictable costs: Enjoy predictable monthly payments covering software licenses, upgrades, support, and daily backups. Managed computing: Because the cloud-hosted software is hosted for you, you don't have to worry about maintaining your software or the hardware it resides on. Compatibility and upgrades are handled by the cloud service provider. High levels of security: Data centers use cloud monitoring and employ security measures beyond the means most businesses can afford given increasing observability costs. Therefore, your data is often safer in the cloud than on a server in your offices. Rapid deployment: Cloud-hosted software is deployed over the Internet in hours/days. However, on-premises applications must be installed on a physical server and on each PC or laptop. Scalability: Cloud technologies offer greater flexibility because you only pay for what you use. Additionally, you can easily scale to meet demand, for example, by adding and reducing licenses. Reduced energy costs: When you move to the cloud, you no longer have to pay for electricity to power on-premises servers or maintain their environment. This significantly reduces the amount you pay for your energy bills. Best Cloud Hosting Services Reviewed by Jayprakash Prajapati Disadvantages Connectivity: Cloud solutions require reliable internet access to keep you productive. Long-term costs: Although they require a lower initial investment, cloud applications can be more expensive throughout the life cycle of the system. This increases the total cost of ownership (TCO). Less customizable: Cloud-hosted software is generally configurable. But, depending on how it is hosted, a cloud solution may not be able to cope with complex development. [cta title="Achieve your core business strategies with WorkTrek cloud software!" text="Save your time with a guaranteed 99% uptime cloud software and try WorkTrek!" link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] On-Premise Software Never change a winning team? Many users have been accustomed to the software in their computer systems for decades and have never had any problems with it. You buy a product, then install it on your personal computer, and then use it for many years. The advantage here lies in the possession of the software: once the product has been purchased, it can be used indefinitely. The costs are therefore one-off. But is it worth it? In business, in particular, we work with licenses. Programs cannot be used for an infinite number of workstations. Under certain circumstances, a separate license must be purchased for each employee - or multiple licenses can be purchased directly as a package. The on-premise solution ends up being expensive. Good software should be constantly updated. These updates may improve program functions, and software stability or close security gaps. They, therefore, require regular installation by users, which takes time. Especially in large companies, installing updates and patches can be a huge effort. Moreover, these updates are generally not infinite. At some point, software publishers may stop developing the software to develop a new product. You then have two options: either you continue to work with an outdated version, or you invest in the new product. However, one big advantage should not be overlooked: all data stays with you. While cloud solutions require information to be transmitted to a remote server in a data center, on-premise software keeps all data with you (unless the software is combined with cloud hosting). As a user of on-premises solutions, you have full control. You always decide for yourself how to use the software. On-Premise Software: Advantages And Disadvantages Advantages The total cost of ownership: You only pay once for your user licenses. Therefore, an on-premise solution can have a lower total cost of ownership (TCO) than a cloud system. Total control: Your data platforms, hardware, and software, belong to you. You decide on system configuration, upgrades, and modifications. Availability: With on-premises systems, you don't need an internet connection or external factors to access your software. Disadvantages Large capital expenditure: On-premises systems typically require a large initial purchase. This means that capital expenditure (CapEx) is often required. Additionally, you should include maintenance costs for support and feature upgrades. Responsibility for maintenance: With an on-premises system, you are responsible for maintaining server hardware and software, data backups, storage, and disaster recovery. This can be a problem for small businesses that have limited budgets and technical resources. Longer implementation time: On-premises implementations take longer due to the time required to complete installations on servers and each individual pc/laptop. Why Is Cloud-Hosted Better Than On-Premises Software? Better than on-premises deployment due to its flexibility, reliability, and security, the cloud takes the hassle out of maintaining and updating systems. Cloud-Hosted allows you to invest your time, money, and resources in achieving your core business strategies. Also, it provides real-time access to systems and data from a variety of devices, regardless of location. Cloud-Hosted also offers a guaranteed 99% uptime. In 2018, the cloud became the number one choice for UK businesses, with adoption rates reaching 88%. What Is Best For My Business? There is no right or wrong solution to the dilemma between cloud-hosted and on-premises software. Each customer is different and has different requirements that will influence the choice of deployment strategy. However, there are a host of questions you will need to ask yourself before finalizing your decision between cloud software and on-premises software: CapEx vs. OpEx: Can you afford the initial investment required in an on-premises solution? Backup and disaster recovery: Do you have the tools you need to ensure high-level security? The Upgrade Cycle: How important is it to you to have access to the latest feature and compatibility updates?

If you’re a business owner, you know that keeping your operations running smoothly is essential for success. One way to ensure the optimal performance of your facility is to utilize CMMS tools. CMMS stands for Computerized Maintenance Management Systems, offering a wealth of benefits for your business. In this blog post, you’ll discover 20 of the main advantages of using CMMS software for your business. Read on to learn more! What businesses use CMMS? CMMS, also known as facility management software, can be used in many business environments, including manufacturing plants, retail facilities, restaurants, and healthcare laboratories. These businesses use CMMS to keep track of preventive maintenance tasks, such as oil changes or filter replacements, as well as corrective maintenance activities, like replacing broken parts or performing repairs when needed.  The software also allows businesses to collect data on machine performance, so they can identify potential problems before they become serious issues. Moreover, it enables them to track stock levels so they won’t run out of vital supplies at critical times. Why do businesses use CMMS? According to a research study by Whole Building Design Guide, a CMMS allows businesses to track maintenance-related data in real time. This information helps organizations monitor the performance of their machines and equipment, predict potential issues before they arise, and schedule preventive maintenance accordingly.  By utilizing a CMMS optimization program, business owners can save money by avoiding costly downtime due to unexpected repairs or replacements. Additionally, CMMS makes it easier for teams to collaborate on projects across multiple locations or time zones. All information is stored securely in one place, so everyone has access to the same up-to-date information when needed. 20 Benefits of CMMS software for business CMMS software can provide a wide range of benefits to business owners, including: 1. Increased visibility over assets One of the major benefits of using a CMMS tool is increased visibility over assets. With an efficient system in place, it's easier to track and monitor assets, allowing businesses to stay ahead of potential problems before they become full-blown disasters.  Improved visibility also makes it easier to plan for upcoming maintenance, repairs, and replacements—helping businesses avoid costly downtime or surprises down the line. This can be especially beneficial for operations that may not have the resources or manpower to track every asset manually.  2. Enhanced operational efficiency Many CMMS examples are designed to help manage equipment maintenance activities, optimize inventory control, and improve scheduling processes. It also has features that allow users to store data on equipment performance and track labor hours for various tasks.  This information can be used by business owners to identify opportunities for improvement in operational efficiency and make the necessary adjustments accordingly. By monitoring these metrics regularly, businesses can ensure they remain efficient and cost-effective while delivering excellent customer service. 3. Easier inventory management Business owners who employ a CMMS tool will be able to automate the tracking functions related to their inventory. For example, they can use barcodes for quick scanning or make use of auto-replenishment features that notify users when certain items are low. By integrating your CMMS tool with accounting software like Sage 50 Cloud, you can also set up alerts for particular items when stock levels get too low. You can also try some Sage 50 Cloud alternatives to get greater insight into your inventory.  All this helps ensure that proper stocking levels are maintained without having to manually track every item on a spreadsheet. 4. Improved communication As per an article by IBM Corporation, CMMS tools provide a centralized point for information sharing, which allows teams to communicate more effectively. This improved communication streamlines maintenance processes and reduces issues, such as missed deadlines and miscommunication between departments.  With improved communication capabilities, CMMS tools provide an invaluable resource for businesses looking to maximize efficiency in their day-to-day operations. 5. Decreased labor costs As a result of using CMMS tools or top facility management software, business owners can save time in the administrative workload related to managing their facilities. The software helps reduce labor costs by streamlining processes, such as scheduling work orders or tracking materials inventory levels.  Additionally, with automated reminders for scheduled maintenance tasks or notifications when parts need replacing, there’s no need for an additional staff member to monitor these activities. This reduces long-term overhead costs without sacrificing quality or reliability in facility management services. 6. Addressing Maintenance Backlog While some level of maintenance backlog is inevitable, an excessive backlog can have detrimental effects on your operations. Case in point: the estimated $12 billion cost of backlogged maintenance at US national parks. While this is an extreme scenario, it underscores the critical need to maintain a manageable level of maintenance backlog. A Computerized Maintenance Management System (CMMS) plays a crucial role in striking a balance between resources and maintenance costs to prevent the backlog from spiraling out of control. The software identifies minor issues that might otherwise go unnoticed and facilitates the scheduling, assignment, and prioritization of maintenance tasks, ensuring that no jobs are overlooked or neglected. 7. Prolonging Asset Lifespan The current average age of industrial equipment in the United States has reached levels not seen since the 1940s. While age alone may not always be the primary cause of equipment failure, it frequently contributes to operational issues. Given the financial constraints that may hinder the outright replacement of older models with new ones, the emphasis on proactive maintenance becomes paramount. Preserving the optimal operational state of equipment over an extended period entails conducting maintenance before any significant breakdown occurs. Relying solely on Original Equipment Manufacturer (OEM) guidelines or guesswork proves inadequate for achieving this objective. By integrating Computerized Maintenance Management System (CMMS) software with sensors, Programmable Logic Controllers (PLCs), Supervisory Control and Data Acquisition (SCADA), and Manufacturing Execution Systems (MES), you gain the ability to monitor an asset's health in real-time. This integration facilitates the identification of potential failures before they happen, enables diagnostic evaluations of problems, and empowers you to schedule timely maintenance interventions. 8. Streamline Scheduling and Execution of Preventive Maintenance Preventive maintenance plays a crucial role in identifying defects before they escalate into major issues, ultimately minimizing the occurrence of breakdowns. Maintenance teams recognize the significance of preventive measures in curtailing downtime, but the challenge lies in efficiently scheduling and implementing them. A Computerized Maintenance Management System (CMMS) provides a comprehensive solution to this challenge through the implementation of automated work orders. Within a CMMS, preventive maintenance (PM) triggers can be established based on factors such as usage, time intervals, or specific conditions. These triggers initiate the generation of a work order, which is then systematically scheduled and assigned. The automation of this process enhances the efficiency of preventive maintenance scheduling, resulting in smoother execution and, ultimately, reducing downtime. 9. Expedite Repairs and Inspections Downtime becomes inevitable whenever an asset requires repair or inspection, and while complete avoidance may not always be possible, inefficient processes for repairs and preventive maintenance (PM) can significantly prolong downtime. The cumulative impact of these inefficiencies translates to substantial time and financial losses for your facility in terms of disrupted production. Implementing a Computerized Maintenance Management System (CMMS) streamlines the repair and inspection processes, minimizing downtime to the bare minimum. Technicians gain the flexibility to access a mobile CMMS app from any location, enabling them to review an asset's history, diagrams, spare part locations, and other pertinent details for expedited work completion. Moreover, CMMS software provides the capability to identify work orders that are taking too long, pinpoint the cause of the delay, and rectify it promptly, ensuring swifter task completion. 10. Minimize Risk in Every Job The expeditious completion of a job holds little significance if it compromises safety. Failing to integrate safety into the planning process elevates the risk of accidents. Ensuring the safety of every task introduces additional steps in the work order creation process, but the investment is worthwhile in preserving the well-being of your team. A Computerized Maintenance Management System (CMMS) simplifies the creation of work orders with a focus on the maintenance team's safety. Incorporating checklists, material safety data sheets, safety procedures, and required Personal Protective Equipment (PPE) ensures that technicians execute tasks safely, mitigating potential risks. 11. Streamline Audit Preparation Navigating audits can prove challenging without the right tools and expertise. Failing an audit entails significant complications and the potential loss of substantial financial resources. CMMS software provides a more efficient and cost-effective approach to audit preparation. It facilitates inspection rounds and enables seamless searches within the system for maintenance records related to specific assets or time periods. The documentation of compliance activities becomes more straightforward with CMMS, offering the capability to generate reports and store relevant photos. 12. Avert OSHA Violations and Penalties Safety violations not only contribute to increased accidents but also incur substantial financial penalties, potentially costing businesses millions of dollars. Such violations often result from missing information, unclear expectations, and breakdowns in communication. A CMMS emerges as a solution to these challenges. Safety procedures become more accessible and visible through checklists and asset profiles. Technicians can swiftly access these procedures on their mobile devices, ensuring they never overlook crucial safety instructions that could lead to a violation. 13. Streamline Safety Training Management Safety training is a pivotal component, shown to reduce injuries by 24% and mitigate unforeseen costs. However, challenges such as timing and the need for specialized skills can impede the implementation of well-intentioned safety plans. CMMS software acts as a facilitator in overcoming obstacles to proper safety training. It allows for the storage and tracking of health and safety information for technicians, including certifications. Furthermore, CMMS enables the extraction of safety reports, aiding in the prioritization of necessary training initiatives. 14. Uncover Patterns in Maintenance Metrics Maintenance metrics act as a numeric translation of actions, enabling the measurement of everyone and everything's performance within your operation. They serve as a bridge between cause and effect, facilitating informed decision-making and operational improvement. Effective metrics tracking demands the right combination of tools, processes, and personnel. The instrumental 'tools' in this equation are provided by CMMS software, which captures and tracks metrics over time, offering a comprehensive, long-term perspective on performance. Additionally, CMMS software streamlines metric analysis, empowering you to fine-tune strategies based on valuable data insights. 15. Streamline Reporting and Save Time Maintenance Key Performance Indicators (KPIs) play a pivotal role in identifying persistent equipment issues and benchmarking against industry standards. However, compiling KPI reports using manual methods like Excel or pen and paper can be laborious and prone to errors. CMMS software transforms this process by enabling the collection of data from various facets of your maintenance operation and synthesizing it through reporting templates. Many CMMS platforms offer automated report delivery to your inbox on a predetermined schedule. A clearer understanding of your KPIs empowers you to enhance value and mitigate risks through strategic adjustments. Swiftly analyze trends, identify recurring problems, track costs, and more with the efficiency of CMMS reporting capabilities. 16. Receive Real-Time Work Order Updates Efficient tracking of work order progress is pivotal for minimizing backlog, establishing effective schedules, planning production, and managing budgets. Lack of visibility into work orders for key personnel can result in increased downtime, elevated costs, and uninformed decision-making. CMMS serves as a safeguard against such scenarios by providing real-time work order updates, including priority status, assigned personnel, and duration of tasks. This information allows for proactive resource allocation if required. Additionally, CMMS notifies production staff when assets are back online, ensuring a prompt return to work. The system's ability to identify work orders causing delays or incurring additional costs empowers you to address and rectify underlying issues promptly. 17. Access Comprehensive Historical Information Effectively managing an asset throughout its lifecycle necessitates a thorough understanding of its history. Even with technicians possessing extensive knowledge about an asset's past, the risk of losing this information forever looms due to high turnover and retirement rates. CMMS acts as a bulwark against this knowledge loss by providing unique records for each asset, documenting all relevant details from repairs to inspections, labor hours, and more. Technicians can readily access these records for preventive maintenance or troubleshooting, ensuring that critical historical information remains accessible and valuable. 18. Streamline Work Requests Through Automation Maintenance managers often contend with work requests arriving through various outdated channels such as phone calls, sticky notes, whiteboards, or word of mouth, creating inefficiencies in the process. These antiquated methods compel maintenance teams to invest unnecessary time in creating work orders and manually inputting data. CMMS software addresses these challenges by automating the work request process. Employees can effortlessly log work requests, establish preventive maintenance (PM) triggers, or integrate with sensors to generate work orders based on real-time asset conditions. This automation eliminates the need for translating work orders, chasing down operators, or sifting through physical files, saving valuable time and streamlining the entire workflow. 19. Standardize Maintenance Processes for Efficiency Efficiency in maintenance is often achieved by employing proven tools and methods tailored to specific situations. Starting from scratch with each preventive maintenance (PM), repair, or report can result in prolonged timelines, increased downtime, and higher costs. A CMMS empowers you to standardize maintenance processes by creating checklists, workflows, reporting templates, and more. These resources are digitally accessible, ensuring that everyone has access to the same information, follows consistent best practices, and completes tasks efficiently. 20. Enhance Access to Maintenance Resources A lack of centralized knowledge often translates to the need to track down individuals, sift through physical documents, or navigate computer files to find solutions for breakdowns. These seemingly minor inefficiencies can cascade into more significant issues, including increased downtime and failed audits. CMMS serves as a solution by providing a centralized hub for maintenance resources, making information readily available to anyone at any time. Attach videos, manuals, task lists, accident reports, inventory requirements, and more to specific equipment or work orders within the CMMS. This accessibility enables technicians to complete tasks more efficiently, reducing downtime and contributing to overall operational success. Top 3 CMMS software features Do you want to make the most of your CMMS software system? With so many different features to choose from, it can be hard to know which ones will give you the highest return on investment. To help narrow down your choices, here are the top 3 CMMS software features: 1. Asset tracking This feature allows you to keep an accurate and up-to-date record of all assets in your business. With this data at hand, you can streamline operations, improve performance, reduce maintenance costs, and ensure compliance with industry standards.  2. Preventive maintenance (PM) scheduling PM scheduling enables businesses to stay ahead of potential breakdowns by pre-emptively checking equipment and replacing parts as needed before they fail. This helps reduce repair costs while improving safety conditions for workers and customers alike. 3. Powerful reporting capabilities These features should include intuitive report customization for greater accuracy and flexibility, built-in templates for quickly generating reports, interactive charts for deeper analysis, and automated email notifications so you’re always up to date with the latest information.  Leverage CMMS tools to grow your business CMMS tools have huge potential to improve the efficiency and profitability of businesses. With their ability to store data, track maintenance, schedule tasks, and forecast costs, they can save time and money and help ensure better outcomes for customers.  Business owners should take advantage of these powerful tools to bring more success and prosperity to their operations. Ultimately, investing in a reliable CMMS tool will be an investment that pays off for many years to come. 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?

Computer Maintenance Management System (CMMS) is specialized maintenance management software that performs a series of advanced functions and essential tasks, including operations and maintenance activity tracking and other management features. The CMMS makes it easier for maintenance departments to keep a database of the equipment for which they are responsible, by planning, monitoring, and logging curative and preventive maintenance tasks. CMMS software is therefore a specialized database that allows you to streamline and track every aspect of maintenance operations within a company. As the interventions become more complex and more important, the need to resort to a centralized and efficient CMMS becomes essential. How Do CMMS Essential Tasks Work? As we have just seen, the CMMS is a complex set of tasks that requires day-to-day work and optimization. Management, CMMS, or maintenance solutions for your premises all work in almost the same way. It is true that these tools are above all created to replace complex processes or non-performing tools dating from another era! For example, CMMS managers who wish to digitize their processes most of the time start by handling tools available to everyone but unsuitable, such as office suites, or task management solutions, which are often incomplete. CMMS tools respond to all of the CMMS manager's issues. And here is the difference between these software and non-performing tools. To sum up, CMMS solutions do not only deal with one of the axes of your daily life but help to work more easily on all the issues related to CMMS. In most of these solutions, you will therefore find modules allowing you to collaborate with your service providers and your suppliers, modules allowing you to build a precise budget on your CMMS, or even modules that will help you to monitor your deadlines, for example! Benefits Of CMMS - Essential Tasks To Track The CMMS offers several advantages to companies who decide to implement this solution in their computer system in particular: Improvement of the availability rate of equipment and better analysis of its lifespan and long-term depreciation. Cost reduction. Improved stock management. Optimization of the organization of the technical service thanks to the recording of operating modes, the monitoring of interventions, and the increase in preventive actions. Inventory of equipment, incident prevention, planning, and monitoring of regulatory controls. Control of the quality of the unit's customer services and monitoring of the evolution of the breakdown rate thanks to the indicators delivered by the software. Centralization of technical, administrative, and financial documentation for equipment and traceability of history and costs related to maintenance operations carried out on each piece of equipment. Improved decision-making on the renewal of equipment, the internal and external maintenance budget to be allocated to equipment, the choice of partners (suppliers, subcontractors, and manufacturers), etc. CMMS: Who Is Affected By This Type Of Software? The CMMS concerns several sectors of essential tasks, as long as they involve maintenance of equipment, buildings, or installations. Here is a non-exhaustive list: The real estate sector uses it to centralize information related to building maintenance. The energy sector uses it in the management of network equipment. The transport sector uses CMMS to monitor its infrastructures. The public sector uses it in the management of public buildings in communities. The medical sector uses CMMS for the maintenance of equipment, essential for medical operations. The industrial sector uses it for the maintenance of automated machines. Essential Tasks To Track In Your CMMS Processing of requests for intervention and maintenance Work order management can be defined as the proper and timely processing of work orders. It may sound simple but it can actually be a complex process that would take countless hours and reams of paper if done by hand. The use of CMMS software aims to automate these processes and to profile the processes relating before, during, and after the intervention. Managing these orders starts with creating missions that need to be prioritized. To begin, it is necessary to define what a work order is: it can be defined as a maintenance service to be carried out, received either as a customer request or as a recurring planned work intended for the maintenance of the equipment, or any other resource. The notion of priority of work orders is determined by the degree of urgency of the service to be performed (emergency vs. routine repair) as well as by the condition of the equipment. The level of criticality can be established in advance for each type of repair as well as for each piece of equipment, which facilitates the task of the planner or manager when defining daily priorities. When done correctly, the most important work is carried out in priority while if a delay were to occur, it would be for non-essential work. Thus, CMMS software aims to simultaneously process the management of intervention and maintenance orders in order to break down the processes and tasks that must be carried out to execute each type of mission and then ensure that they are carried out in the same way. Most efficient and productive way possible. Preventive Maintenance Management The last desirable thing is to have to constantly follow the maintenance curve of a piece of equipment and to have to react urgently to extinguish any “starting fires” in the event of a breach. Therefore, a preventive maintenance module helps companies to stay one step ahead, allowing them to finally be responsible for the work carried out by field technicians and thus to move towards proactivity and no longer be in the reaction. Using the CMMS, it is now possible to configure your workflows to gather all the data that technicians need to work efficiently. The latter arrives on site knowing exactly what to do with which parts and have all the tools they need to carry out the intervention. Once the workflows have been configured with the right data, it is also possible to configure an automatic trigger so that the intervention is automatically generated on a specific date or from a particular data. For example, it is possible to automate the maintenance of a pump after a certain number, previously defined, of cycles, or even a treadmill to be checked once every three weeks. Personnel and Schedule Management The effectiveness of field workers and a successful tour both depend on good planning and faultless dispatch of intervention orders to the personnel responsible for carrying out the missions. This is why the artificial intelligence of CMMS software contributes greatly to the optimization of routes by considering the criteria of operational constraints or even the minimization of the distance traveled between each intervention. Dispatching and assigning an intervention order to a technician are intended to be quick and intuitive to increase the company's responsiveness to any potential emergency, guaranteeing an immediate and appropriate response. Subcontracting management requires a tailor-made interface to study the parameters specific to this part of the activity, attesting to the performance, according to different criteria, of one subcontractor compared to another, thus making it possible to compare a company's entire list of subcontractors according to their respective competitiveness. On the other hand, a CMMS solution offers a solution for real-time monitoring of activity in the field to ensure the feedback of important information such as the dematerialized piece of the signed intervention order (for example) allowing automatic triggering of actions with the customer. To this must also be added the fact that a lot of useful information can be relevant for analytical purposes to study operational performance more closely. Analysis of data and Key Performance Indicators CMMS software makes it possible to create customizable reports according to the specific needs of the market sector addressed, without the need to develop any complex function. Once the reports have been created, the information can be consulted at a glance, while the reports created remain scalable. This same exploitation of data gives the company control of the present while aiming to plan for the future. It is now possible to transform information of better quality and confidence into meaningful data, which can positively impact the operational part of the activity. Work orders Work order management is often considered the main function of a CMMS. The system allows for submitting, reviewing, filtering, assigning, recording maintenance data and feedback, and analyzing work orders. The CMMS generates work orders based on scheduled maintenance work or when it receives a repair request from authorized personnel. You can filter requests by order type, work order number, vendor, staff, or priority. You can set up custom maintenance procedures and checklists, as well as attach documentation, notes, and safety guides to standardize technicians' maintenance work. Purchases and requisitions The purchase module of the CMMS is an essential task to track. Whenever you need maintenance or repair, the purchase order creates a requisition of components. A purchase request ensures that your team has what they need to complete the task efficiently. The CMMS sends an alert when a critical element is temporarily unavailable. Unfortunately, unexpected delays are common without this control. Asset Tracking Asset Tracking is an essential task to track that involves monitoring the physical locations of multiple assets and defining different types of assets and the relationships between them. It also keeps a history of all operations, such as maintenance and repairs, to identify potential issues. [cta title="Ensure savings with professional CMMS software." text="With professional CMMS software, the invested money can pay off many times over." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] CMMS inventory Maintaining an up-to-date inventory of repair supplies keeps you informed of supply shortages. These shortages may impact daily programming. The CMMS inventory tracks the physical location of these supplies. This enables seamless transfers between different company locations and ensures that when a technician needs to perform a repair, the components are accessible. In addition, this CMMS feature helps to quickly determine availability and pricing. It can offer information about the supplier. Additionally, it can recommend substitute items when these are needed and not available. CMMS Inventory updates its totals when workers use parts and when the supply of a specific item runs out. It also notifies your purchasing department. Remote and Mobile Maintenance The Internet of Things (IoT) and cloud computing allow technicians and supervisors to monitor and capture maintenance information from a mobile device. This information is accessible from anywhere and does not require technicians and supervisors to work hand in hand, even when they are both not present at the maintenance site. How is CMMS essential for companies? CMMS and the manufacturing industry: Machine downtime is the primary concern of production line and plant managers. And too long a downtime has particularly damaging consequences for the company: unused resources, delayed manufacturing processes, and inability to deliver orders on time. CMMS software offers preventive maintenance features, but also optimized spare parts inventory levels, improved planning and scheduling, better use of resources, and the assurance of compliance with equipment regulations. CMMS and facility management: Customers are particularly concerned that the facilities they use are always available and in good working order. Currently, facility and maintenance managers cannot manually track all phone calls, and emails, on excel files. CMMS software is the ultimate solution that helps them easily deal with these issues through better management, fast response time, less downtime, longer longevity of valuable assets, better coordination within the maintenance service, and improved accountability and communication with the customer. CMMS and the hospitality industry: Customer satisfaction is the top priority at any resort. Whether it's a restaurant, casino, hotel, or holiday resort, the quality of the customer experience is the number one priority. Managers of establishments in this sector do everything possible to ensure that their equipment and facilities are running smoothly around the clock. CMMS allows the hotel and restaurant industry to manage thanks to the input and output flows, improve equipment tracking, reduce response time, and equipment downtime, and lower maintenance costs. CMMS and teaching: University campuses, colleges, high schools, and schools also use CMMS. Indeed, educational institutions must respect and comply with many regulations. The use of CMMS software facilitates their task and allows them to ensure the proper execution of their regulatory obligations. The benefits are actually many, including ensuring preventative maintenance, faster response time, better workflow management, better asset tracking and reporting, and better management and performance of maintenance teams.