Although most maintenance management software contains similar modules and features, vendors also boast a variety of unique services, special functionality, different pricing schemes, and so on. With a long list of feature and cost differences, the process of finding the right software to meet your budget and needs is a real balancing act. In addition to the endless software options, understanding the best place to start your search can also prove challenging.

When we polled a group of Hippo CMMS experts on their thoughts regarding best software research practices, they came back with some really useful tips and tricks. So helpful in fact, that we developed a simple framework devised to reduce your research headaches, save you time and effort, and of course guide you on your path to find the right CMMS for your business. When done properly, this assessment covers 50% of your research without having to consult with a software sales rep!

We’ve consolidated our awesome CMMS Basics and Beyond Guide for your downloading pleasure here! Don’t want to read through the entire blog series? Then get it now.

What is a Needs Assessment?Visual 1-Needs Quadrant

A needs assessment is a framework used to identify the optimal software package for your business by first outlining your goals, features, functionality, and a preliminary budget. Before diving into these 4 assessment steps we want to emphasize the importance of taking your research methods offline first. Although the internet is full of useful info, it can also be a place of clutter and selling-propaganda, which can hinder your research process. Don’t get caught up in the selling hype, conduct an offline needs assessment first. A needs assessment covers the benefits and drawbacks of software for your business before you even speak with a software vendor. It provides a more focused approach to shopping for what you need instead of aimlessly browsing for what you don’t.

Lastly, it is critical that throughout the assessment you have the perspective of your entire team at all organizational levels that will be involved. From the maintenance tech to the C-Level manager to the IT department, all users must be on board with the same system but will have different needs. By better understanding these differences, you will ensure that the software provides a thoughtful solution for all stakeholders. We often find that organizations who leave users out of this initial process have a harder time getting them to buy-in later; either the software may not meet their particular need or it may be too difficult for some to use. By understanding the unique needs of your entire team, you can ensure that you find a suitable product that will stand the test of time.

We’ve consolidated our awesome CMMS Software Basics and Beyond Guide for your downloading pleasure here! Don’t want to read through the entire blog series? Then get it now.

In Part 2 of our CMMS Expert Series we discuss 5 questions you should know the answers to before speaking with a software vendor!

About The Author

Jonathan Davis

Jonathan has been covering asset management, maintenance software, and SaaS solutions since joining Hippo CMMS. Prior to that, he wrote for textbooks and video games.
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