By definition, maintenance is an ongoing project: you can't just do it once and forget about it. Every building, machine, and vehicle needs to have regular maintenance done to keep it in top working condition, but managing multiple schedules can be a serious headache. From a building that needs a new roof every eight years, to a forklift that requires an oil change every 200 hours of use, to a CNC router that uses new bits every other week, different assets can have widely varying maintenance schedules.

CMMS software allows you to create maintenance schedules for each piece of equipment or building according to parameters you choose. It generates work orders for daily tasks, allows technicians to add notes about the work they've done, and tracks emergency repairs as well as scheduled maintenance.

Advantages of CMMS software

• Prolong the life of your assets. It's straightforward and important: regular maintenance makes your equipment last longer and run better, and maintenance software helps make sure it gets done on time.
• Minimize downtime. Because CMMS software improves your maintenance practices, it can reduce the occurrence of breakdowns, as well as help you respond faster when problems do occur.

• Know equipment and parts status. Knowing what work is due on your equipment lets you stock parts more efficiently and order only the supplies you need. It can also cut down on shrinkage.
• Track mobile equipment. Contractors and other firms whose equipment gets sent out to job sites can do a better job of tracking everything.
• Maximize efficiency. Optimize maintenance schedules by grouping similar small projects together, while spacing out larger efforts.
• Manage high-tech buildings. HVAC and environmental systems are becoming more complex and more automated. Quality CMMS software helps manage these critical systems and can help you respond to changing conditions on the fly.
• Meet certification requirements. Maintenance management systems usually provide the security and tracking required by the popular ISO 9000 quality standard. They can also meet industry-specific standards such as the FDA's regulatons for food, beverage, and medical supply manufacturers (21 CFR Part 11), and JCAHO's standards for hospitals, nursing homes, and other health care organizations.

Is new CMMS software right for you?
Smaller businesses often manage scheduling with index cards, a clipboard, or a simple spreadsheet program. However, it doesn't take long for these systems to get overwhelmed, even with a small collection of equipment to maintain. If you have more than four or five employees doing maintenance and facilities work, or more than 30 or 40 major pieces of machinery to care for, it's probably time to switch to maintenance management software.

Other potential CMMS software buyers are considering upgrading from outdated maintenance software. In some cases, the old system never really "took" - the implementation was never completed, or it didn't do everything you required. Today's CMMS software makes it easy for employees to update asset information, and provide a range of features wide enough to tackle almost any job. Upgrading can lead to improved adoption, but if your current system is getting the job done, it may not be worth the expense just to gain access to a few new features.