The Pros and Cons of Computerized Maintenance Management Systems

If you're in charge of system maintenance, you may be considering a move to a computerized maintenance management system (CMMS). Computerized maintenance management systems deliver numerous benefits and typically pay for themselves by reducing costs and streamlining system maintenance. However, a few pitfalls exist, too. Take a look at the pros and cons and you'll likely see that making a move to a computerized system is well worth doing, especially if you make smart choices to avoid the pitfalls from the beginning.

Computerized Maintenance Management Pros

The benefits of a CMMS are numerous. First, by computerizing system maintenance, you can make sure that nothing is left to chance, postponed indefinitely, or forgotten about completely. Whether system maintenance is mandated by a regulation or suggested by the manufacturer, maintaining equipment is essential in terms of longevity, cost control, and productivity.

In addition to complying with mandated or recommended maintenance, computerized maintenance management systems also automate recordkeeping. Not only do you have a record of service for each piece of equipment, you can also extract data from the system to create detailed reports covering everything from parts and materials used, labor hours spent, and their associated costs to lifetime cost of ownership, downtime, and reliability.

Computerized maintenance management software can also alert you to potential problems before equipment fails, providing you with the opportunity to prevent costly repairs and extended periods of downtime.

System maintenance software is also useful for: scheduling service around production schedules, making better use of staff resources, forecasting the need for spare parts, extending the life of equipment, and determining when it makes sense to replace equipment.

Computerized Maintenance Management Cons

While maintenance management software has its advantages and can make your job much easier, a few pitfalls exist. By understanding the most common pitfalls, you can take appropriate measures to avoid them.

Perhaps the biggest mistake is choosing the wrong computerized maintenance management solution in the first place. As with most software decisions, it's important to carefully assess and prioritize your needs to make sure that whichever solution you choose adequately addresses those needs. For example, if you need a system for managing fleet maintenance but the software you select is better suited for an IT environment, you'll likely be disappointed. Take the time to research your options so that you make the best decision possible.

Another mistake is a failure to properly set up the system. Just as it takes time to find the right computerized maintenance management solution for your organization, it also takes time to set it up to fully address your needs. For example, if you have a fleet of 100 trucks but only enter 10 trucks into the system, your system won't work to its fullest potential.

Finally, failing to train users is another barrier to your system's success. Some system maintenance programs are easier than others to use from the beginning. Whether you choose a user-friendly program or need a program with more complex features, make sure that everyone who will be using the software is adequately trained and committed to using it consistently.

With numerous benefits and a few easy-to-avoid pitfalls, now is a good time to consider moving to a computerized maintenance management system.

CMMS maintenance or Computerized maintenance management software is one of the leading ways managers can save money on facilities maintenance