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A computerized maintenance management system (CMMS) is essential for the coordination of all activities related to the availability, productivity, and maintainability of complex systems. Modern computer resources have made it possible to considerably improve the effectiveness and efficiency in the field of maintenance through the use of CMMS. The software has evolved from relatively simple mainframe scheduling of maintenance activities to multi-user systems that cover a multitude of maintenance functions. The ability of CMMS to process large amounts of data in a targeted and rapid manner has opened up new possibilities for maintenance, facilitating a more deliberate and thoughtful approach to asset management. Finding the right CMMS can be time-consuming and labor-intensive. You need to understand which Top 5 CMMS features will bring you the most value so you can focus on maintaining your equipment.  What Is A CMMS? The acronym CMMS stands for Computerized Maintenance Management System. This software package was designed to manage maintenance globally, on a strategic, financial, and operational level. It is today the essential software of the industrial sector. Much more than simple computer programming, it is an assistant for maintenance teams, the cornerstone of industrial efficiency. Because you can use it to achieve different goals, there are different ways to describe computerized maintenance management software. On the one hand, it is sophisticated software that captures and uses thousands of data points to provide an overview of how a facility is operating or detailed information about individual pieces of equipment. In terms of functionality, CMMS software offers businesses the ability to monitor inventory levels, manage work orders, set up and schedule preventive maintenance programs, and quickly generate accurate reports. But on another level, it's just the solution maintenance managers need. Automating processes and streamlining workflows makes your life less stressful by making your workday more predictable.  How Does A CMMS Work? The easiest way to understand how it works is to first look at two old ways of managing maintenance, paper, and spreadsheets. With paper, you always run the risk of losing or corrupting data. Every time you doodle a new work order, chances are you'll include mistakes. And even if you copy everything perfectly, chances are someone will lose that piece of paper, your only copy of that essential data. With spreadsheets, it's the opposite problem. The risks of copying and pasting bad data are still there, but now you often have too many copies of the same data. Why is this a problem? Because as soon as someone updates one copy's information, all other disconnected copies are out of sync. In the end, each member of the team works from their own version of the truth. Everyone is out of it, but no one realizes it. Read also, why your business might need CMMS.  The History Of CMMS Its origins date back to the 1970s when industrial tools became more complex, with the transition from mechanics to electronics and the emergence of robotics. The industrial sector is becoming more and more demanding. The “zero breakdowns, zero defect” injunctions are everywhere. In the 1980s, it was computerization that transformed the maintenance professions. The first maintenance management programs appear. The 1990s marked the expansion of CMMS, which was no longer content to serve the industry, but also the tertiary sector. It was finally in the 2000s that CMMS software took off. And the web has something to do with it. With reduced hardware investment and reduced installation costs, the full web CMMS enters the scene and promises great capabilities in terms of ergonomics and functionality. Nowadays, in the era of the Cloud and galloping digitization, the user experience is enriched. A CMMS software package is essential for operational teams.  What Is The Role Of A CMMS? Essential in the industrial sector, the CMMS has many uses. In particular, it allows operational staff and the management team to: Knowing and identifying and managing the equipment to be maintained: inventory, location, management of relative information by type of equipment. Manage maintenance: preventive, curative, corrective, and improvement. Manage intervention requests. Manage spare parts stocks: by keeping the store up to date, better-controlling restocking, and paying attention to stock valuation. Manage purchases of supplies and services (equipment rental): purchase requests, orders, and supplier invoicing. Coordinate staff and schedules: activities, jobs, load plan, forecasts, etc. Manage costs and budget: preparation of budgets, periodic monitoring, reports of variances between forecasts and actual costs, etc. Monitor the performance of the activity thanks to the key performance indicators represented in the form of dashboards specifying the requests, the statistics, the number of alerts, the MTTR (Mean Time To Repair), MTBF (Mean Time Between Failures), Pareto's law, etc.  CMMS: Who Is Affected By This Type Of Software? The CMMS concerns several sectors of activity, 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.  Who Uses CMMS? As said, CMMS software is a key tool for manufacturers, all sectors combined, who seek to maintain their production equipment in operational conditions. Within the company itself, it serves: Inevitably, industrial maintenance technicians are the first users of CMMS software. The maintenance manager will also actively use the CMMS to monitor interventions, manage his stock of parts and monitor his budget. Production teams can also use it to have visibility on past and future interventions. The purchasing department can also refer to this tool for negotiations. The logistics team will also have an eye on the CMMS to manage the stocks of parts and anticipate possible future supplies. Top 5 CMMS Features The CMMS (Computer-aided maintenance management) is a management software specially dedicated to companies in order to help them in the maintenance of their activities. This management tool includes many advantages, including five main ones, which have become essential for any company wishing to optimize its maintenance while reducing its maintenance costs. Here is a zoom on these features! Managing your equipment With the CMMS, you manage your equipment in an optimal way. You can inventory and locate them with ease. In addition, the CMMS allows you to manage information dedicated to each type of equipment. Whether production equipment, premises, vehicles, etc. you have easy management. This management also includes technical documentation, such as plans, or manufacturer documentation. The CMMS software assists you by offering you the perfect knowledge of your equipment fleet. Thanks to the creation of this repository and the Full Web CMMS solutions, all your information is easily accessible to you internally and via the Internet. Managing your maintenance This is the second strong point of the functionalities of CMMS software. Thanks to the assistance of a CMMS, the maintenance of all of your company's equipment is guaranteed. The CMMS allows you to manage both corrective and preventive maintenance. She can help you with: Set up a new preventive plan based on past events, Define the conditions for condition-based maintenance, Log and trace each maintenance operation. Managing your purchases Regarding your purchases, the CMMS can save you money by taking charge of the purchasing conditions of your suppliers and allowing you to easily compare them with each other. As for the integration of purchase requests into the CMMS software, it allows technicians and members of the maintenance department to have an optimal follow-up. They know at all times what the current orders are, with which suppliers, etc. Stock management For a company, CMMS software is particularly interesting for its inventory management features. Indeed, the software knows what quantities of products enter and leave the store, what parts are reserved for interventions, and what are the minimum and/or maximum quantities of replenishment. The CMMS software also allows recording: equivalent items, supplier price catalogs, links with the equipment tree, Etc. Managing your staff The CMMS software also manages the workload schedules of your teams with planning assistance tools, as well as the provisional schedule of the work to be carried out. It also allows the monitoring of time spent by each speaker. By assisting the maintenance department of your company, the CMMS provides you with considerable assistance and optimizes its productivity while reducing costs, in particular those related to the maintenance and upkeep of your equipment.  The five features above are the most common, but the CMMS includes many others, such as the management of regulatory controls, condition monitoring or the monitoring of key performance indicators. [cta title="To get an idea of ​​the benefits of CMMS software, request a demo of our tool!" text="Book a WorkTrek demo to see how a CMMS can help your maintainability." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"]  How to choose a CMMS software: advantages and features To be able to have all the advantages listed up to now, it is essential to choose the right software that gives excellent work performance. Choosing it requires a preliminary study of the needs of a company and the objectives it wants to achieve over time, so as to be able to train and prepare personnel for its use. How to choose a CMMS software: advantages and features are, in fact, important that all employees and insiders have a clear understanding of the functions of such sophisticated software and that it is promoted by all the managers of the organization. The purchase of the software is an investment that changes the pace of work and consequently the coding systems on the plants. The first consideration to be made will therefore be what specifications a CMMS software of this kind must have for the company under consideration; check the capacity of the software, understand which companies use it and their improvements, its congruence with any pre-existing software, the culture of the company personnel, who will need to be trained regarding the use of the new software. With the help of CMMS, companies can control and manage production facilities, tools, and equipment used in daily operations. A software product must meet the following criteria to fall into the maintenance management system category: Manage different asset types in multiple locations. Maintain an inventory of required replacement parts, service tools, materials, and consumables. Schedule maintenance tasks, including replacement, repair, and inspection. Control and distribute labor and spare parts for maintenance activities. Provides reporting and analysis on machinery productivity, maintenance costs, and asset utilization. Ensure facilities comply with all applicable safety and environmental laws. Provide field technicians with a mobile-friendly interface or mobile app. By using a CMMS to help companies plan and manage assets and related maintenance expenses, companies can cost-effectively extend the useful life of assets.

You are probably wondering, how to reduce downtime with CMMS? There is no time for downtime. In this context, the old adage “time is money” is even more relevant. The efficient and effective operation of your facility depends on the maintenance management and services you provide. Introducing the latest technology to your facility and team requires a steep learning curve, but the benefits in terms of reduced troubleshooting are especially huge. What Is Downtime? Downtime is an unplanned stop in production. It disrupts operations and can have a significant impact on profits. If not activated, it can negatively impact labor efficiency, inventory planning, cycle times, and lead times. Since planned outages such as software and hardware upgrades and preventive maintenance are part of regular operations, they are not usually considered "downtime". What Does CMMS Mean? The CMMS (meaning Computer Aided Maintenance Management) improves the management of service by improving the sharing of information and by facilitating the daily life of technicians in their tasks. The CMMS will help you manage your service. For example by improving the management of what already exists. That is to say, improve the availability of the equipment and the team by creating schedules for example. In addition to availability management, you can extend the life of the equipment and improve safety through preventive management. Finally, it is also possible to manage the history and costs of your service, by tracing and archiving its various actions, but also by controlling the various costs related to it. To sum up, computer-assisted maintenance management will allow you to manage your entire service to improve and optimize its results and monitoring. What Is CMMS Used For? CMMS works by tracking and managing data related to maintenance activities. This data can be used to improve the quality of an organization's services. Using a CMMS has many benefits, including: Improving the quality of service: By monitoring and managing data relating to maintenance activities, CMMS can help organizations improve the quality of their services. This improvement in service quality can lead to greater customer satisfaction. Reduced downtime: By streamlining and optimizing an organization's maintenance operations, CMMS can help reduce downtime. This reduction in downtime can lead to increased productivity and lower costs. Increased productivity: By reducing downtime and improving the quality of a company's services, CMMS can help increase productivity. This increased productivity can lead to increased profits Reduced maintenance costs: By streamlining and optimizing an organization's maintenance operations, CMMS can help reduce maintenance costs. This reduction in costs can lead to increased profits. Accurate Industrial Maintenance Tracking: CMMS can help organizations track their maintenance activities accurately. This accurate tracking can help improve decision-making and enable better planning. To be more precise, let us take as a concrete case the technical services (of a company or a municipality). In this case, CMMS software allows you to: Manage teams and stock Manage staff (availability, cost) Manage interventions (plan, execute) Manage the transmission of information Manage the budget (labor, stocks, purchase…) Downtime Type Not all downtime is terrible. In other words, sometimes companies use downtime as a means to an end. Extend the useful life of assets or otherwise help businesses increase productivity. We can distinguish between two types of downtime based on the expectation that the downtime will occur and its cause. Each element is described in detail below. Planned Downtime As the name suggests, planned downtime is calculated in advance and incorporated into the regular operations of a company. It can also be called "quiet time". For example, if the last worker shuts down a production facility for a day and all machines are shut down, it is a planned downtime. The device rests overnight and restarts in the morning. However, planned downtime also includes times when you intend to shut down equipment. This includes situations where machine components require oil changes, repairs, inspections, etc. So sometimes this downtime can do a lot of good for a company. On the one hand, the service life of the system can be extended, directly increasing productivity. Unexpected Downtime This downtime is the flip side of the coin - downtime that doesn't add value to the business. Of course, since this was a sudden outage, meaning the company didn't anticipate or plan for it, there were unavoidable costs. Equipment failures fall into this category. Furthermore, unplanned downtime means not only costs associated with damaged machinery but costs as well. In most cases, these are allegations of personal injury and environmental incidents. What Are The Causes Of Unplanned Downtime? You can think of disruptions as the result of your assets sliding down the KPI curve. This means there are many points along the way where you can spot early warning signs, plan quick and easy fixes, and avoid downtime altogether. What you need is a series of planned inspections and tasks that allow the maintenance department to regularly spot and fix small problems before they have had enough time and oversight to develop into major problems. What you need is a preventive maintenance plan, and we can accept that fact and say that one of the causes of unplanned downtime is a lack of preventive maintenance. But that's not the only reason for downtime. In fact, the best PM programs in the world are no match for crippling operator errors. It doesn’t matter how perfectly the production line runs if the operators can’t get it right. You can have a perfectly tuned engine and manual transmission, but it won't last long if the driver is constantly changing gears without using the clutch. Here's another cause of downtime: operator error. Other reasons include poor quality MRO inventory and poor or non-existent standard operating procedures for maintenance technicians. Assets fail when teams use bad parts and misuse parts. [cta title="Learn more about how can you reduce downtime with CMMS" text="Book a WorkTrek demo to see how a CMMS can help your maintenance management." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Preventive Maintenance Can Save You A Lot Of Trouble! First of all, the CMMS is the ideal tool for planning preventive maintenance operations. And this, in an efficient way and avoid unforeseen breakdowns. By maintaining your equipment regularly, you significantly reduce the risk of downtime. In addition, you prolong their lifespan. No more unexpected breakdowns, you can say goodbye to moments of stress and panic! That's not all! By planning your interventions with the CMMS, you also avoid many unnecessary costs. With a solid preventive maintenance plan, you reduce the risk of breakdowns or production stoppages. This is what can have a significant impact on your bottom line. As you will have understood, the CMMS is the ideal ally to optimize the management of your maintenance. Of course, the safety of all users is also a priority. So don't forget to take this crucial aspect into account in your maintenance planning. In short, CMMS is the secret to reducing downtime and maintenance costs while ensuring the safety of your equipment and employees. Strategies for using preventive maintenance: Create a preventive maintenance plan – A regular preventive maintenance program forms the backbone of any preventive maintenance program. However, this schedule should not be developed in isolation but should take into account various factors that affect the overall performance and life of the equipment. By creating a preventive maintenance plan, you can create a clear schedule for maintenance activities, ensuring that all required tasks are performed at the correct time. Not only does this help prevent equipment failure and downtime, it also extends the life and performance of the equipment. Implement predictive maintenance – While preventive maintenance helps mitigate potential issues before they fail, it may not be enough to completely reduce downtime. This is where predictive maintenance (PdM) comes into play. By implementing predictive maintenance, you can ensure that maintenance is only performed when needed, reducing unnecessary downtime and the costs associated with unnecessary maintenance. Train your maintenance team – To minimize downtime, a well-trained maintenance team is essential. They are the first line of defense against equipment failure, and the faster they can identify and fix problems, the less downtime you will have. A well-trained maintenance team can significantly reduce the time it takes to resolve issues and get your operations back on track, reducing downtime. Using CMMS (Computerized Maintenance Management System) – Computerized Maintenance Management Systems help companies streamline maintenance processes and minimize downtime. They help with all aspects of maintenance such as: work order management, asset tracking, and preventative maintenance planning. Implementing a CMMS can significantly reduce downtime by streamlining maintenance processes and improving communication and coordination within maintenance teams and other departments. Regularly review and update your maintenance plan – Over time, even the best maintenance plan can become obsolete. Regularly reviewing and updating your maintenance plan is essential to ensure it remains effective and downtime is minimized. By regularly reviewing and updating your maintenance plan, you can ensure that it is effective in minimizing downtime as your operation evolves and grows. Corrective Maintenance: An Essential Solution To Solve Problems Sometimes, despite preventive maintenance, equipment fails, for one reason or another. In this case, too, the CMMS allows you to manage corrective maintenance interventions effectively. When a piece of equipment breaks down, you can quickly open a maintenance request in your CMMS tool, like on WorkTrek for example. The software allows you to follow the progress of the intervention, and its degree of urgency, and to make sure that the repairs are carried out within the time allowed. And hope, we know instantly when the breakdown is repaired! By using the CMMS to manage corrective maintenance interventions, you have control of your budget and you reduce, again, the downtime of your equipment, whatever it may be. Whether you call on a service provider or your maintenance agent directs the repair, the follow-up is done on your CMMS software. In addition, the CMMS allows you to track maintenance costs. You can easily see how much you spend on maintenance and identify which equipment needs the most maintenance. By using this information, you can make informed decisions about future investments and ensure that you allocate the necessary resources to the equipment that needs them most. And yes, we know, money is the sinews of war! How Can A CMMS Help You Reduce Downtime? One of the biggest challenges of modern maintenance management is data. You need to find ways to capture them, keep them safe and up-to-date, share them, and turn them into actionable insights. This is all very difficult, basically impossible, with paper and spreadsheets. Because you're relying on everyone to manually enter data, you're bound to make mistakes. Even if you can get perfect data, you can't share it directly. They might have all the correct numbers, but if they're stuck on a piece of paper or a spreadsheet in the office, they're useless to the team. Modern CMMS solutions make your life easier. All your data is stored in a central database, so you can be sure it is correct and accessible. Everyone works with the same data sets, and everyone has instant access from any internet-connected device. This software solution allows you to set up, schedule, and track PMs. Once you have enough data, you can use automatically generated reports to calculate key metrics and KPIs, giving insight into how your team handles errors and how to improve. No Downtime Achieving zero downtime is the ultimate goal in many industries, especially manufacturing. While avoiding downtime due to unavoidable events may not be realistic, organizations can significantly reduce downtime with CMMS through proactive strategies and the use of advanced technology. Here are some steps to help minimize downtime: Implement preventive maintenance – To minimize unplanned breakdowns, a sound preventative maintenance strategy is essential. This includes scheduling maintenance tasks based on how long the equipment is running or at intervals to ensure machines are repaired before potential failures occur. Use predictive maintenance – Predictive maintenance uses technologies such as IoT and artificial intelligence to monitor equipment performance in real-time and predict when downtime is likely to occur. By identifying potential problems early, repairs can be scheduled during off-peak hours to avoid production disruptions. Use condition-based maintenance – This includes monitoring the physical condition of the facility to determine what maintenance needs to be done. Condition monitoring tools such as vibration analysis, thermal imaging, and oil analysis can provide real-time insight into machine health. Invest in maintenance management software – Maintenance management software like Cryoto's CMMS can dramatically improve maintenance planning, track asset performance, manage spare parts inventory, and provide insightful reporting that can help reduce downtime. Maintain a well-managed parts inventory – Having the spare parts you need when you need them is crucial. An efficient parts management system ensures parts are available for scheduled maintenance or unexpected repairs, preventing extended downtime. Provide regular training – Equipment operators should be well-trained to recognize early signs of potential problems. Trained personnel can help spot problems before they lead to equipment failure. Regularly review and improve your maintenance processes – To approach zero downtime, a continuous improvement approach is essential. Review your maintenance procedures regularly, learn from your mistakes, and make necessary adjustments. Remember that balance is important when striving for zero downtime. Excessive maintenance is costly and counterproductive. The goal should be to simplify the maintenance process and minimize downtime without incurring excessive costs. Implementing predictive and preventive maintenance strategies based on real-time data and analytics is critical. In conclusion, CMMS is a valuable tool for reducing downtime and maintenance costs. Planning preventive maintenance operations and managing corrective maintenance interventions, it allows you to reduce your maintenance costs. By following these, you can improve your business performance and save money.

Industries That Benefit The Most from CMMS For asset routine maintenance, CMMS software is one most used tools. It helps a business organization by running business operations without any hindrance. CMMS enhances the overall workflow of the company by making the firm more organized. It provides valuable insights, which can make your daily operation run smoother. Maintenance management is complex, especially when you lack the necessary technology. You must ensure that maintenance work is completed on time, that equipment is working smoothly, and that the business you are maintaining has few breakdowns. Things become even more complicated when you consider that all of this must be accomplished on a shoestring budget. It's no surprise that maintenance and facility management teams seek assistance from the Content Maintenance Management System (CMMS). According to Statista, the market for content management software is anticipated to generate USD 18.91 billion in revenue by 2022. Revenue is expected to grow at a CAGR of 6.68% from 2022 to 2027, with a market size of USD 26.13 billion by 2027. What Is CMMS? Computerized Maintenance Management System is what this term stands for. The computer software compiles maintenance data and makes it possible to maintain physical assets including machinery, equipment, vehicles, and different types of structures. A computerized maintenance management information system is the same as a CMMS (CMIS). It is frequently used to control maintenance chores in the manufacturing, oil and gas, electricity, and communication industries. What Are The Benefits Of CMMS? Installing CMMS software has the following benefits: Asset Management A database that stores equipment data is a CMMS program. It enables staff to review each machine's performance history, evaluate any potential failure risks, and predict the length and effects of any downtime. The CMMS uses this data as a trigger to send out work orders for preventive maintenance. It establishes the timing of minor repairs to guarantee the durability and dependability of the machine. The program also helps to make efficient use of resources by informing the maintenance team of the equipment and parts needed for routine maintenance. Reduces Downtime Downtime is drastically decreased with routine maintenance. Through remote monitoring, a CMMS program enables technicians to inspect equipment. The system simultaneously displays the machine's condition and maintenance history in real time. A mobile CMMS app also enables minor repairs as a proactive measure against mechanical failure. Increases Efficiency CMMS software features automated work schedules. It aids maintenance teams in planning, scheduling, and implementing preventive maintenance tasks. The system also identifies priority work orders, which guarantees that equipment undergoes essential repairs or parts replacement. Controls Costs The CMMS software monitors expenses such as labor, parts, and other expenses related to completed work orders. It also allows a comparison between actual and estimated costs. The platform informs the management where the budget was spent. The program can also create comparisons between reactive and scheduled maintenance, and allow the management to decide what type of maintenance is most favorable. Collects Information The CMMS acts as a reporting tool. It records all relevant information regarding a specific machine, from its manufacture, to the latest inspection, and to the number of repairs performed to the unit. Machine history is stored and can remain in the system despite employee turnover or retirement. This method serves as an advantage as it protects the company from potential brain drain when workers resign or retire. How Does CMMS Software Help Different Industries? Compared to simple worksheets or other manual servicing monitoring processes, CMMS provides some advantages. Due to CMMS's centralization and its automation, scheduling, record-keeping, data gathering and management, and productivity levels are all improved. You no longer have to maintain ad hoc records of routine preventive maintenance when you have CMMS software. The solution schedules the upkeep on an ongoing basis and assists you in making sure the right resources are accessible when required, ensuring that maintenance PMs take place as scheduled. CMMS examples, such as those used in the manufacturing industry, lessen downtime for your equipment by ensuring maintenance happens when it should, utilizing data to help guarantee productive, effective maintenance tasking and scheduling, and ensuring that the appropriate staff and parts are available. CMMS software prevents unexpected downtime due to equipment failure and facilitates effective preventive maintenance scheduling so anticipated downtime takes place at low-impact times. Whether running a small or huge business, the ERP system is another tool that can provide you with the tools necessary to accelerate, automate, and improve business functions, including customer care. Check out top ERP system examples to learn more about ERP systems suitable for your business. Along with the Help Scout alternative, these systems can help you deal with customer issues more efficiently and streamline customer support procedures. Top 20 Industries That Benefit The Most from CMMS Several industries use different types of CMMS to help them streamline their operations. According to a 2020 Plant Engineering study, 29% of participants say their management is preparing to carry out predictive maintenance systems soon. Here are the top 20 Industries That Benefit The Most from CMMS. Industries That Benefit The Most from CMMS: Energy Industry One of the most important difficulties of the 21st century is energy, which will increasingly involve CMMS. Optimizing maintenance and enhancing the performance of energy-producing or energy-consuming equipment thanks to CMMS is a practice that is becoming increasingly crucial, whether it is the maintenance of energy infrastructures, the maintenance of new energy production methods, or the energy efficiency of all sectors of activity. Renewable energy generation is particularly affected by maintenance performance requirements as it is subject to severe profitability constraints. Companies producing wind, photovoltaic or geothermal energy are particularly interested in using a CMMS to optimize the maintenance of their production facilities. Maintenance and energy efficiency Energy efficiency is a growing issue in most economic activities. In fact, it is one of the most important tools for responding to the growing number of actions governments are taking to combat climate change. In all sectors, improving the maintenance of machines, equipment, and installations is a major lever that companies can activate to improve their energy efficiency. CMMS is an essential tool for achieving energy consumption objectives. Implement a preventive maintenance strategy The implementation of a preventive maintenance program can keep equipment and machinery in optimal operating condition, thereby limiting their energy consumption and associated costs. By using a powerful and ergonomic CMMS, maintenance teams can more easily develop preventive maintenance strategies by determining the best maintenance method. For example, the ability to automate scheduling, work orders, and notifications is very useful. Improve spare parts inventory management Optimized inventory management helps to avoid wasted energy and reduce costs. To do this, maintenance data needs to be collected and analyzed efficiently so that maintenance teams can better control spare parts requirements so they always have the parts they need to properly maintain their machines while avoiding costly excess energy inventories. Use analytics to make maintenance plans more effective With the advanced capabilities of the new CMMS, advanced analysis of maintenance tasks can be performed to identify the tasks that consume the most energy. These can then be scheduled during off-peak hours to save energy costs. Manufacturing Industry All assets used in manufacturing are complex and huge. They work continuously for long hours, and it impacts the performance of an asset. It is important that they are always in good condition. If you do not keep them maintained, you can suffer huge losses due to sudden equipment failure. Manufacturing assets are costly, they cannot be replaced easily, and they are not easy to sell as well. But you can easily maintain them with CMMS Software. Automate maintenance Manufacturing companies have abundant resources, so tracking assets, which are maintained and which are not, can be a hectic and complex job. Because of this, manufacturing companies need to use CMMS software. With CMMS software, you can easily schedule maintenance as the software tracks maintenance and alerts you of any upcoming maintenance. Preventive Maintenance It is essential to perform maintenance on time. Otherwise, sudden device failure can arise. That is where preventive maintenance comes in, it's one of the most awesome functions of the CMMS software program. Preventive maintenance is an upkeep software that facilitates in fending off sudden device failure and lowering renovation fees. Masses of upkeep managers and professionals utilize preventive preservation software in their operations so that advantages may be accomplished. Decreased Asset Downtime Asset downtime is one of the fundamental factors in decreasing going back on funding (ROI). Due to the fact whilst an asset is bought a big amount of cash is spent and whilst it does not upload fee to the business enterprise then obviously funding is fruitful. In addition, while an asset no longer paints it isn't including value consequently it is important that asset downtime is reduced so that productiveness can be optimized. Construction Industry The construction industry is known for its heavy equipment – from cranes to excavators, then graders and bulldozers, some of this equipment can measure about the size of a house! In addition, construction equipment is usually extremely expensive. So expensive in fact that it’s not uncommon to find that the bulk of a construction company’s value is tied to its equipment alone. As expected, keeping these machines in prime running condition is a priority for successful construction projects. Another common issue with construction projects is safety. On a construction site, you’ll find some staff working at heights while others are rushing around the site surrounded by all kinds of heavy-duty and complex machines. This creates a hazardous work environment that must be managed carefully. Because of the busy nature of production tasks, gaining visibility over all of your operations and workflow is crucial. Especially whilst you’re coordinating activities across extraordinary locations. To efficiently control all that, preservation control software will help you with the following methods. Minimize Equipment Downtime System downtime can doubtlessly cause several problems on creation tasks including delays, excessive extra time bills, and financial overruns, and it can increase the chance of rushed or substandard work. With a CMMS, simply plan device upkeep well in advance and reduce your publicity to unexpected gadget breakdowns. The software additionally comes with numerous mobile-enabled functions that will help you tune all renovation obligations and requests from the development web page or from far-off places. Safety Management Reduce the danger of accidents via the use of CMMS to create safety checklists, carry out protection inspections, and maximize the safety of your assets. Well-maintained and regularly monitored belongings mean fewer breakdowns, emergencies, and risks of accidents. Facilities Industry The biggest challenge facing the property management sector is maintaining the value of the properties. Therefore, maintenance work is necessary for this industry. A business organization must oversee numerous properties spread across various locations. Thus, a smooth monitoring process cannot be established through manual maintenance. It uses more effort, takes longer, and is more troublesome. CMMS solutions can streamline and expedite maintenance. Below are the other benefits of CMMS software. Generate work orders from a distant location. Manage maintenance from a single location. Delegate maintenance workers from a remote location. Send a reminder for preventive maintenance. Maintenance workers can share pictures and issues with the facility manager without visiting the site. Offer insights and reliable information to aid decision-making. Healthcare Industry CMMS for hospitals makes asset and equipment maintenance easier. In hospitals and medical institutions, quality care and successful outcomes are top priorities. These facilities use defibrillators, ECG machines, patient monitors, computers, sterilizers, electrical equipment, surgical lights, and other essential facilities and equipment. Healthcare CMMS solutions ensure that these critical assets function precisely, efficiently, and adequately. Key features of Healthcare CMMS software also include the following. Management of multiple contracts and warranties. Assist in streamlining all machinery, spare parts, operational processes, and timetables. Accurately identify risks and satisfy particular medical requirements. Determine equipment risk assessment using a unique set of standards than those used for facilities. Warehousing and Distribution Industry Daily operations can be automated and made to run more efficiently by implementing a CMMS in the warehousing and distribution industry. Automation results in less administrative work and higher productivity, eventually boosting revenue and raising market competitiveness. These facilities use CMMS to increase uptime, assist higher volumes, and adhere to stricter delivery specifications. Other important CMMS features for this industry include the following. Provides a location for inventory, procurement, and vendor management. Assists managers in predicting equipment problems before they result in a production halt. Mapping inventory, monitoring merchandise, and determining storage capacity can all be accomplished methodically through the cloud. Enables you to plan work orders and maintenance needs to guarantee that the equipment is checked regularly. Allows scheduling of machine maintenance in between manufacturing stages. As a result, this maintenance does not affect production or output. Education Industry Schools and universities have a lot of equipment and precious assets that must be appropriately maintained to ensure smooth operation. A manual process can be exhausting and incapable of tracking all the equipment in various locations. CMMS software can manage preventive maintenance plans for utilities, such as air conditioning, computers, gym equipment, generators, sprinkler systems, and buildings. Below are some of the essential features of CMMS for education. Assists in the upkeep of school buildings, including inspections and the tracking of resources, labor, and parts. Automatically accept requests and create work orders. Monitor, compile, and document all requests efficiently. Create online resources and a work base via the internet. Enhances student experience while providing schools with a competitive advantage. Oil and Gas Industry In the oil and gas industry, extensive and intricate facilities rely on robust machinery, including pumps, refrigeration units, turbines, transformers, and generators, among others. To optimize efficiency and reduce expenses, companies must ensure the seamless operation of this equipment. Maintenance solutions in the oil and gas sector aim to minimize costs, meet safety and regulatory standards, and substantially reduce unforeseen equipment maintenance, enabling a prompt and comprehensive response to emergencies. The Mining Industry In the mining industry, companies rely on costly, highly specialized, and intricate equipment, much like in the oil and gas sector, to carry out their operations. The proper maintenance of these machines is essential to ensure optimal performance, reliability, and equipment longevity. Unforeseen breakdowns or malfunctions can lead to significant issues such as operational delays, setbacks, workplace accidents, and even substantial financial losses. Mine operators utilize maintenance applications to uphold the reliability, efficiency, and safety of their equipment. Farming and Agriculture Industry The success of farms hinges on the preparedness of their equipment, especially since farming is a seasonally driven industry. To minimize the margin for error, management solutions are invaluable in helping agricultural businesses keep their equipment well-maintained, particularly when dealing with costly machinery. Sports Industry When discussing sports arenas and stadiums, the condition of seats and the playing field often takes the spotlight. However, it's crucial to remember that maintaining these venues extends far beyond these two aspects. Effective stadium and arena upkeep entails planning and monitoring maintenance for lighting, scoreboards, bars, sound equipment, and restroom facilities. Recreation Industry Recreational facilities must ensure the safety and satisfaction of visitors by protecting rides, enclosures, stages, and public spaces. Well-managed theme parks perform ongoing preventative maintenance during the busy season. Off-season becomes the time for meticulous care, tear-down, and rebuilding. The adoption of equipment maintenance tracking solutions is essential for theme parks and zoos, as accidents can have dire consequences in terms of injuries, fatalities, and negative publicity. Retail Industry The retail sector is under constant pressure to deliver satisfying customer experiences, as even a single service fault can lead to significant losses. Every retail business strives to meet the high standards of its clientele. The conventional paper-based approach adds complexity and costs to operations. Automation and task-tracking solutions reduce expenses by enabling routine preventative maintenance that extends the life of retail machinery and equipment. Retail managers can plan maintenance tasks efficiently and ensure maintenance staff receives timely notifications, preventing scheduled activities from being overlooked. Government & Municipal Organizations Maintaining essential services is crucial for preventing civil unrest or riots in municipalities. Municipalities can streamline their maintenance management by ditching traditional paper-based methods. Computerized maintenance management applications simplify and enhance maintenance work by allowing municipalities to: Centralize the tracking of maintenance issues. Monitor all maintenance tasks. Enable remote submission of complaints. Send maintenance workers email or text reminders for scheduled tasks. Ensure the longevity of municipal assets through preventive maintenance. IT Industry The IT sector relies heavily on machinery, computers, and electronic equipment as long-term assets. Continuous, hassle-free operation is essential to maintain workflow and productivity. Maintenance solutions for IT offer several advantages, allowing them to: Monitor the condition of assets and machinery. Schedule maintenance tasks and create work orders. Promptly address issues for quicker resolution. Analyze data and information to make informed decisions. Shipping Industry Ports handle a significant portion of the world's goods, with container ships being loaded and unloaded at these vital hubs. Equipment breakdowns or malfunctions can result in cargo damage, leading to substantial financial losses for all stakeholders. An effective management solution for shipping ports and terminals ensures that essential equipment like forklifts, reach stackers, and mobile cranes receive the necessary maintenance. This, in turn, preserves the quality of the equipment, reduces cargo damage, and eliminates mishandling of containers, thereby enhancing asset reliability. Fleet Management Industry Maintaining a fleet while upholding rigorous safety standards and minimizing maintenance expenses can be a challenging task. Fleet managers can prioritize both employee and asset safety while reducing costs associated with downtime. They can also efficiently manage component inventory, track and identify shop and vehicle expenditures, and effectively handle warranties. Communication & Data Centers For data and communication centers, uptime is of paramount importance. Breakdowns can lead to increased response times and decreased customer satisfaction. To ensure maximum performance and minimize downtime, mission-critical assets such as servers, communication lines, and backup generators must be adequately maintained. Achieving this outcome is made possible through the use of top-notch CMMS software. Aviation Industry Airports encompass vast areas, numerous buildings, and an array of equipment that require maintenance, including HVAC (heating, ventilation, and air conditioning) systems, to ensure passenger comfort and safety, as well as the operation of conveyor belts. By implementing a digital solution, airport managers can reduce labor and energy costs, manage inventories efficiently, enhance equipment performance and lifespan, and ensure the safety of both staff and visitors. Food and Beverage Industry The food and beverage processing industry operates under strict health and safety regulations. A CMMS is employed to minimize waste and the risk of product recalls, while also ensuring the sanitation, safety, and traceability of food and beverage products. Effective maintenance of food processing plants enables organizations to either maintain or increase production levels, ultimately leading to higher revenues. Improving Maintenance Management with Reliable CMMS Manual maintenance management complicates and lengthens the task. The days of going through stacks of documents for single maintenance are long gone. A cutting-edge solution to this problem is CMMS software. It made maintenance management easier. Almost every industry requires it, from the service sector to manufacturing, hospitals to schools, and universities. The seamless delivery of services and products is only possible with top CMMS software. 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?

In today's blog, we will show you, why your business needs a CMMS. Let's start. Technology makes giant strides every day and if in the past paper notes and spreadsheets were simply used to manage an organization, today an increasing number of Facility Managers entrust the maintenance and management procedures of their companies to software able to organize, monitor and diagnose resources. But do you know what a CMMS is? Have you ever experienced how simple it is to use and how it can improve your maintenance management system? First of all, my advice to you is to immediately introduce maintenance software into your maintenance activities and, if you still have doubts, with this article you can start taking your first steps and discover the main advantages that this tool can bring to your business! What does CMMS mean? CMMS (Computerized Maintenance Management System) is a software created to help the most modern companies (and those that are not yet but want to try to modernize) manage and control their maintenance operations. The implementation of maintenance CMMS software within a company that until now has managed its maintenance activities with pen and paper or Excel sheets is an operation capable of radically changing one's work and obtaining important results with minimal effort (and much easier.) At the same time, however, precisely because a CMMS is a software dedicated to all types of maintenance, it is important to choose which benefits we want to obtain from our maintenance program. We may be interested in reporting costs and working hours, planning scheduled maintenance activities, managing the warehouse, and creating intervention requests and work orders in a simpler and faster way. And these are just some of the possible benefits of a maintenance CMMS. Also for this reason it is good to be clear, when considering the possibility of adopting a CMMS for one's own maintenance, what are the benefits that this tool will bring to our work. What Is A CMMS And Why Is It Important? Computer Maintenance Management System (CMMS) groups are software solutions that help companies manage their processes and operations. A CMMS is designed to improve the efficiency, productivity, and quality of a company's processes and operations. It also reduces costs and increases return on investment. A CMMS allows companies to plan and manage their operations, allocating the necessary resources in order to achieve their objectives. A CMMS provides businesses with complete visibility into all processes and operations through tools such as detailed reports, analytics reports, and key performance indicators. A CMMS can also be used to automate certain tasks, which can help reduce downtime and improve efficiency. The implementation of a CMMS can also improve decision-making and the execution of tasks within the company. Indeed, it offers companies a more in-depth view of their activities, which allows decision-makers to have a better understanding of the risks incurred and the opportunities to be seized. The data collected and generated by a CMMS can also be used to make better and more informed decisions about which strategies to implement. [cta title="Supercharge your business with CMMS" text="Book a WorkTrek demo to see how a CMMS can help your maintenance management." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] In addition, a CMMS improves the consideration of the complete life cycle of a company's assets. Indeed, it facilitates the planning and implementation of an effective maintenance program for each asset to function properly for a long time. The data collected by a CMMS can also be used to monitor asset performance, allowing companies to take appropriate action to prevent any malfunction or potential failure before it occurs. Therefore, a successful CMMS implementation is essential to ensure that your business operates efficiently and achieves its goals. This will not only take your organization to a higher level of productivity but also increase its profitability by reducing its overall operational costs. Additionally, making optimal use of existing assets will allow your business to maintain its competitive advantage in the marketplace by increasing its ability to innovate and provide exceptional customer service. What Role Does A CMMS Play? A CMMS can help you track all maintenance activities in one place. This can be very useful if you have a large facility or if your business has multiple locations. Having all this information in one place makes it easier to plan and budget for maintenance activities. A CMMS can also help you simplify maintenance activities. For example, you can use the software to plan preventive maintenance work so that it does not interrupt production. You can also use the software to track downtime and identify areas for improvement in maintenance activities. When Do We Use CMMS? There is no one-size-fits-all answer to this question, as every business has different needs. However, a CMMS can be used in a variety of situations, such as: If you want to increase the efficiency of your maintenance activities. If you want to reduce the cost of maintenance work. When you need better traceability and transparency of your maintenance activities. If you want to improve reporting and analysis of maintenance statistics. Whether or not you use a CMMS ultimately depends on your specific needs and goals. If you think a CMMS can help improve your company's maintenance operations, it might be worth considering implementing it. Talk to a professional who can assess your situation and recommend the best solution. Who Uses CMMS? Many types of businesses can benefit from using a CMMS. Here are some examples: Manufacturing companies: CMMS can help manufacturing companies track their production assets and schedule maintenance activities according to production schedules. Hospitality: A CMMS can help the hospitality industry track its assets and ensure they are properly maintained. Property management companies: A CMMS can help property management companies keep track of their buildings and other assets. Retailers: A CMMS can help retailers keep track of their store setup and inventory. Service companies: A CMMS can help service companies track their vehicles and other moving assets. A CMMS Can Improve The Management Of Your Business Maintenance is a fundamental part of the operation of many businesses such as department stores, boutiques, factories, or third-party service companies. Having a CMMS makes it easier to control data, communicate with customers and suppliers, manage tasks and recurring maintenance reports, as well as monitor the work of operators and the materials used for these tasks. This benefits both customers and service providers: on the one hand, customers can register incidents, communicate directly with technicians, and keep track of the actions carried out by the company performing maintenance on their premises. On the other hand, maintenance companies can better manage their technicians' hours thanks to the calendar, monitor the status of tasks, and control the time invested in each. With a CMMS, you will be able to access better customers, who are more demanding in terms of transparency and control of their data. CMMS Features To be completely clear, here are the most used features of CMMS software: Contract management It is possible to enter and track all maintenance contracts (maintenance, repair contracts, etc.) in the software. Intervention planning It is possible to plan maintenance interventions directly in the software, depending on the type of equipment, location, etc. Managing your equipment With the CMMS, you manage your equipment in an optimal way. You can inventory and locate them with ease. In addition, the CMMS allows you to manage information dedicated to each type of equipment. Whether production equipment, premises, vehicles, etc. you have easy management. This management also includes technical documentation, such as plans, or manufacturer documentation. The CMMS software assists you by offering you perfect knowledge of your equipment fleet. Thanks to the creation of this repository and the Full Web CMMS solutions, all your information is easily accessible to you internally and via the Internet. Managing your maintenance  This is the second strong point of the functionalities of CMMS software. Thanks to the assistance of a CMMS, the maintenance of all of your company's equipment is guaranteed. The CMMS allows you to manage both corrective and preventive maintenance. CMMS can help you with: Set up a new preventive plan based on past events, Define the conditions for condition-based maintenance, Log and trace each maintenance operation. Managing your purchases Regarding your purchases, the CMMS can save you money by taking charge of the purchasing conditions of your suppliers and allowing you to easily compare them with each other.  As for the integration of purchase requests into the CMMS software, it allows technicians and members of the maintenance department to have optimal follow-up. They know at all times what the current orders are, with which suppliers, etc. Stock management For a company, CMMS software is particularly interesting for its inventory management features. Indeed, the software knows what quantities of products enter and leave the store, what parts are reserved for interventions, and what are the minimum and/or maximum quantities of replenishment.  The CMMS software also allows recording: equivalent items, supplier price catalogs, links with the equipment tree, Etc. Managing your staff The CMMS software also manages the workload schedules of your teams with planning assistance tools, as well as the provisional schedule of the work to be carried out. It also allows the monitoring of time spent by each speaker. By assisting the maintenance department of your company, the CMMS provides you with considerable assistance and optimizes its productivity while reducing costs, in particular those related to the maintenance and upkeep of your equipment. Inventory of spare parts Inventory tracking and control are improved, ensuring spare parts are available when they are needed and therefore ensuring uptime is maximized. The request and ordering of parts are integrated into the CMMS in order to obtain better efficiency. Suppliers and their performance are monitored. CMMS data can then be used to accelerate future budgeting and planning efforts. Maintenance schedule Preventive and routine maintenance is particularly important to ensure the proper functioning of equipment and supporting facilities. Prior scheduling notices are issued automatically, which allows for better planning of the use of manpower. Renewals and terms of service contracts are tracked and early warnings of expiration are produced. Safety inspections Visual and instrumental safety inspections are essential for the safe operation of equipment. The computer programming of these inspections guarantees an optimal inspection schedule. In addition, routine computer analyses of inspection results provide warning of impending safety issues. Why Your Business Needs a CMMS No more paperwork! Here is why your business needs a CMMS. Raise your hand if you like sitting in the truck at the end of your shift to handle forms! At the end of a long day, you're tired and hungry and ready to head home. The last thing you want to do is fill out paperwork by the little light in a taxi. One of our favorite things about CMMS software is that maintenance teams can save time for themselves and their families. By entering your work details, you can start working right after hours. As a business owner or maintenance manager, this is a huge benefit. When your team is rushing home, paperwork can often be penciled in. However, your business depends on accurate and reliable data. So if there was an easier and faster way to get the paperwork done accurately, that would help everyone. This advantage can help you avoid making important business decisions based on inaccurate data. Ensure Proper Management Of Your Equipment With CMMS Monitoring the assets of a structure is a task that should not be overlooked. Indeed, the computerized maintenance software guarantees you optimized management of your business equipment. It allows a significant improvement in productivity by avoiding certain maneuvers that constitute a real waste of time. This technological tool provides all the information necessary for the intelligent management of a company's equipment. The software is automated and provides the manager with complete and permanent reporting. In addition, the tool will analyze the entire operating chain of your machines. From this analysis will emerge all the statistics useful and necessary for decision-making. This way, all you have to do is study this statistical data before taking action. Control The Maintenance Budget With CMMS The computerized maintenance management software reduces the cost of maintenance. Thanks to the computer tool, you can anticipate the interventions to be made on your machines as well as the related expenses. With traceability and diagnostic aid tools, it will be easier for you to plan maintenance. Apart from controlling the cost of maintaining your business equipment, the software also helps reduce supply costs. Thanks to its alarm and automatic ordering functionalities, you will replenish your company at the right time. In addition, out-of-stock expenses will be waived. In addition, this computerized management technology solution allows intelligent targeting of parts to be stored. In a nutshell, this tool will allow you to rationally manage your budget. Extend The Life Of Equipment With CMMS Another advantage that makes this software a “must-have” on the market. Thanks to its many features, its use will affect the life of your equipment. The maintenance of a company's machines is not always optimized. Between poor diagnosis and a less efficient maintenance system, the life of your equipment is limited. Yet your machines may take longer than you imagine. This tool extends the life of your devices and machines because they are better maintained. As a result, your investment budget (purchase of machines, etc.) will be considerably reduced in the short, medium or long term. Nevertheless, by achieving this performance, you increase the availability of your assets. Your mechanical and/or motorized equipment will be more productive. Share Information And Knowledge With CMMS Just as information is essential, training is also a permanent necessity for your human resources. The CMMS software, therefore, allows rapid sharing of data to all the actors involved in the maintenance of the equipment. Housed in the Cloud, the processing and dissemination of information becomes child's play. Alongside the rapid and automatic transmission of information between stakeholders, accessibility remains sustainable. That said, this management tool simplifies communication through rapid information sharing between different actors. In addition, computerized management software places particular emphasis on the training of equipment managers. Thanks to the monitoring system implemented by this software, it will be easier to provide training. The tool detects employees who need to strengthen their capacity for optimal control of their equipment. Based on this data, it will be possible to optimize the productivity of your business. High-performance equipment managed by competent personnel for performance well above expectations. Computerized maintenance management software is an indispensable tool for the maintenance of business equipment. It extends the life of your machines and other equipment in your structure. In addition to the technical aspect, it offers an optimal follow-up of the training to the actors intervening in the maintenance of the equipment. This is an opportunity to control the entire maintenance budget of your machines and plant maintenance with complete peace of mind. Purchasing CMMS software is not an unnecessary expense when you consider the benefits that CMMS software can bring to your business. Instead, it's a major investment. The software can significantly reduce labor costs by automating and completing tasks accurately and in a timely manner. Plus, timely maintenance ensures your machines and tools will keep running for a long time with minimal breakdowns. In the end, CMMS software's ability to store data can help you make more informed decisions.

Facilities management is a milestone in the successful functioning of any organization. So it's important to understand what it does, and getting it right can have a big impact on your business. Like any other maintenance process, facility management can be greatly simplified and improved through proactive measures and modern CMMS solutions with CMMS best practices. Computerized Maintenance Management Systems (CMMS) are software programs that help facility managers and maintenance professionals track and manage maintenance data. A CMMS best practices can help you track work orders, preventative maintenance schedules, inventory, and more. It also helps you plan and budget for future maintenance projects. What is Facility Management? The International Organization for Standardization defines facility management as "the organizational function that integrates people, places, and processes in the built environment to improve people's quality of life and the productivity of a company's core business". While the main objective of facilities management is to support the management of structures, including residential buildings, the definition emphasizes the importance of this process as a business discipline aimed at coordinating the physical workplace with human resources and activities carried out within the company. In short, facility management represents an integrated approach to managing a given organization's buildings, systems, and resources to ensure that the physical environment meets the needs of users and supports the core functions of the organization itself. Why Is Facility Management Important? The most important aspect of facility management is health and safety. Above all, people must be protected. Hazards may include unsafe ventilation or toxic air, excessively high or low temperatures, outdated machinery that may malfunction or fail, inadequate fire detection and protection systems, and poor signage showing exits and directions. Insufficient emergency exits and infrastructure. In addition to health and safety, operations and costs can be threatened if facilities are not managed properly. For example, it may be easier to replace or repair obsolete equipment before it fails completely, which could disrupt or delay operations and result in lost revenue or productivity. Facilities managers also provide support to people in an office environment, which can affect productivity and morale. Certain aspects, including office organization, are subject to rules and regulations that can significantly impact security. Business continuity plans and contingency plans are also critical to maintaining operations, continuous collection and analysis of information, and protection against disruption. It is also important to monitor the design of the office, including access to toilets and water fountains, seating arrangements, possible damage to infrastructure, and management of space use. What Is The Task Of Facility Management? Facilities managers are responsible for managing people and organization as well as space and infrastructure. People and organizations include roles such as marketing, accounting, hospitality, human resources, ICT, and cleaning. Facilities managers are also responsible for overseeing space and infrastructure accounts for workplaces, buildings, leases, occupancy, maintenance, and facilities. Facility managers require a variety of business functions. Your job is primarily to protect everyone's safety and integrity. Facility managers must act on two levels. At the tactical level, it starts with understanding space, business risk, cost, and service. Another level is the operational level, which oversees the profitability of the business environment for its residents. Read also LED Lighting Upgrades for Facility Managers What Is The Difference Between CMMS And Computer Aided Facility Management (CAFM) Software? CMMS is also increasingly referred to as CMMS/CAFM, emphasizing the essentially identical nature of the two types of software. Both find their main fields of application in facility management and maintenance work management. The main difference between CMMS and CAFM has to be traced back to the purpose and way of using the software. However, there are still some nuances to consider when choosing between a CMMS and computer-aided facility management software. CAFM software focuses more on room management, with modules for room booking or access monitoring, while CMMS focuses on managing maintenance operations within the facility. However, it is important to emphasize how today's CMMS, at least the higher-level CMMS, bridge this difference by implementing functions that, while still related to maintenance, are more of the so-called soft services: from On-demand supplies for stationery, handling tools and movers to manage mail flow, lockers, separate waste collection or access within the facility. Another example where a better understanding of how this gap can be successfully bridged concerns the management of suppliers, which today can be controlled in exactly the same way through CMMS and CAFM, whereas in the past it was reserved only for the latter. CMMS Best Practices for Facility Management As an invaluable tool for effectively and efficiently implementing a facilities management strategy, CMMS best practices can benefit professionals in many ways. CMMS Best Practices: CMMS software improves workflow Adding another thing to your to-do list can be challenging. But implementing a CMMS can streamline workflows, improve the way facilities and maintenance operations are managed, and provide many features that will benefit facility managers in managing day-to-day tasks. Higher visibility A CMMS gives facility managers more visibility and control when working with maintenance teams. It helps identify one's tasks, their due dates, and what still needs to be done and ensures that nothing is missed. Automated planned maintenance Shifting the focus to regular maintenance can reduce downtime and disruption, so mastering it is crucial. Instead of trying to rely on storage, the CMMS automatically notifies the facility manager when the system needs maintenance. Longer asset life By performing preventive and predictive maintenance over the long term, the availability, and reliability of equipment can be greatly improved and extended. Accessible asset history Relying on human memory is impossible. Therefore, a CMMS details the work that has been done on the system in the past. Each factory has its own unique records detailing the parts used, labor hours spent, reliability, and downtime. By tracking maintenance activities in the CMMS, this knowledge is retained when employees leave the company. This information is maintained in the CMMS and can be used as a reference when new employees resolve incidents. It reduces the time lag required for new employees to be fully onboarded. Track expenses easily Because parts, labor, and other expenses are recorded as maintenance jobs are performed, the CMMS becomes the central database for all maintenance-related expenses. Instead of looking at receipts and invoices at the end of the year, facility managers can simply create expense reports in the CMMS to see how budgets are being spent. Purchasing Most CMMS systems have a procurement module that allows tracking of purchased parts and shipments in one system to ensure that redundant parts are not purchased twice and made redundant. Procurement documentation also helps facility managers quickly reorder parts should they be needed again. Instant notification Real-time alerts can be sent from the building control and monitoring system via the CMMS when operating limits are exceeded. As the alarm escalates, the CMMS triggers corrective maintenance and immediately notifies the facility manager for proactive inspections before the problem becomes a more serious problem. Transparency A mobile working CMMS helps managers track and coordinate the behavior of other employees and consider past and future interventions when making key decisions. Increase productivity The solution can schedule and track employee availability. Scheduled notice A notification is sent when the next scheduled maintenance is due. Improve internal communication All organizational levels can access mobile work and enter new work requests or track the progress of existing work. Reporting and Analysis CMMS can store a variety of data, from plans and upscaled images to condition monitoring data and asset history. This is an invaluable source of information that can be used to refine extremely critical decisions and create predictive maintenance algorithms. Spare parts management Purchased parts and deliveries can be tracked in one system. Audit and compliance CMMS software can help facility managers prepare facilities for upcoming audits and track regulatory and professional certifications to maintain legal and safety aspects. How to Choose the Right CMMS for Your Needs When choosing a CMMS, you should make sure it is right for your facility. You want to make sure the software supports your team's needs and industry. Make sure it is compatible with your company's IT systems. Also, make sure it's easy to use and has the features you need. Here are some steps you can take to choose the right CMMS for your facility: Assess your current workflow – Before deciding on a CMMS, you should evaluate your current workflow. You want to understand how your team currently tracks data and makes decisions. This way you can determine which features are important and what type of CMMS you should use. Research – Once you've assessed your workflow, it's time to do some research. You should research potential CMMS vendors. Check review sites or ask your peers for advice. Make sure you choose the right CMMS for your setup. You'll also need to make sure it's compatible with your company's IT systems. [cta title="Supercharge your facility management with CMMS" text="Book a WorkTrek demo to see how a CMMS can help your maintenance management." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Tips for Using a CMMS A CMMS can be an invaluable tool in keeping your maintenance team running smoothly, but only if you use it correctly and take full advantage of the benefits it has to offer. When implementing a CMMS in your maintenance plan, make sure to complete these tasks to reap the full benefits. Proper staff training Your employees can only get the most out of a CMMS if they use it thoroughly and understand its capabilities. When implementing a new CMMS, conduct detailed hands-on training, teaching each employee the details of the new system. Your CMMS vendor may have training materials to support this process. Regardless, make sure every team member gets a chance actually to use the system during training. Remember to provide detailed training to new hires during onboarding. Monitor employee usage After your team starts using a new CMMS, observe how they use it for the first few months. If you find errors, such as categorizing them incorrectly, forgetting to provide some information, or using certain features correctly, please correct them as soon as possible. Otherwise, these mistakes become habitual and new employees are misled by experienced employees when they join the team. Measure and make improvements A CMMS offers unparalleled data tracking and automated reporting options, so it can be a way to spot gaps and errors in the system. Invest time in learning and using the reporting features in your CMMS. These reports are then periodically retrieved and analyzed for opportunities for improvement. Use the customer service team It's easy to lose access to a feature of your CMMS and then decide to ignore and avoid it. However, if you do this, you will miss out on a huge advantage of a CMMS best practices. If your CMMS includes customer service availability, use it. Contact us and ask for advice on features or menus you don't understand to help you get more out of your software. Invest In A CMMS The decision to invest in a CMMS tool challenges the habits of the different departments of the company, which for historical reasons differ according to the respective field of activity (procurement, approach, new projects, maintenance or operations). CMMS product ranges and markets are shifting towards the use of wearable technology, which will lead to new questions about habits formed after the first installation. It is always difficult for business decision-makers to make decisions that are sustainable over the long term and that are right for their companies. Many companies that decided to invest in specific products a decade ago are now changing tack and adopting software packages that are becoming the de facto standard: a situation that some see as unfortunate compared to traditional office software. A CMMS is a useful tool that helps facility managers become more organized by reducing their reliance on memory and automating many day-to-day activities. A CMMS best practices will help facility managers have more time to focus on improving reliability and further reducing maintenance-related costs. It makes facility management more efficient and effective, reducing costs and increasing additional revenue for the company. Make sure you take advantage of CMMS best practices after you invest in CMMS software.