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We spend so much time at Hippo writing about the benefits of our CMMS solution that we've developed our own set of go-to expressions. You can see "from anywhere, at any time" all over our website. "Get more done, faster" is another one we use a lot. "Data-driven decision-making" is a personal favorite. Because they're nice and short, they carry a punch while saving on time and space. But it's worth looking at them in more detail to better understand the benefits of a CMMS solution.

From anywhere, at any time, with CMMS software 

This one comes up whenever we talk about the benefits of a modern CMMS backed by cloud computing. In many cases, we're comparing them with traditional paper- and spreadsheet-based methods, which are both slow and prone to their own unique frustrations. 

With paper, there's only one copy of the work order, and that means your data is often incomplete and always fragile. Incomplete because you can only ever scribble so much on a single sheet of paper. Technicians get a basic description of which asset to work on and the type of work that needs to be done. With that much reading between the lines, there's a lot of guess-work. And the data is fragile because of how easy it is to misplace a piece of paper. 

With spreadsheets, you have the opposite problem. Instead of having one copy, you have a bunch. The one on your desktop, plus the one you emailed to yourself as a backup, and then there's the one that you sent to the technician. The problems start as soon as you make changes to any one of these copies because now you don't have copies, you have versions. Changes you make in one file are not carried over to the other files, and it quickly becomes impossible to know which version is the most recent, which one has the right data. When you try to update the work order with new information, the technician has no idea. They're still working off the old data. And when they update their version, adding notes or closing out, you don't know until they've told you. Remember, you can only see your versions of the files. 

Modern CMMS software takes all your data and puts it in one place. In fact, we do all the IT heavy lifting for you. We take care of data backups and software security updates. Changes are handled in real-time; when you assign a work order or a tech closes one out, everyone can see it. And we make the data available from any Internet-connected computer or mobile device. In the end, "from anywhere, at any time" means that no matter where they are, your whole team is working from the same data. The benefit is that you're always working with accurate, dependable data. Effortlessly, you keep everyone in the loop who needs to be there. 

Get more done, faster, with CMMS software 

In some ways, this one is a bit of carryover from the benefits of having all your data in one central database that's updated in real-time. Instead of having to run back to the office every time they close out a work order and need a new one, technicians can access tasks on the move. Modern work order software reduces technicians' downtime between tasks, boosting productivity. 

But it does more than tell technicians where to go and what to do. Work order software gives them everything they need to work efficiently and close out quickly, including: 

  • Complete asset repair and maintenance histories 
  • Step-by-step instructions 
  • Customizable checklists 
  • Associated parts and materials lists 
  • Digital schematics, images, O&M manuals 
  • Interactive site and floor maps

Also related to the idea of working faster, having associated parts and materials lists built into work orders saves techs from unexpected delays when they have to run around tracking down inventory. They arrive onsite with everything they need. But it also helps the department control overall inventory levels, ensuring you have the right parts at the right time, and at the right price. When a technician completes a work order, the parts and materials are automatically removed from your inventory counts. And when you reach customizable min levels, the software sends out an alert, warning you to place an order. No more sitting around, waiting for parts to arrive.

People tend to think of work order software as a one-way street, with information moving from the maintenance lead to the department's technicians. But a good CMMS supports clear, two-way communication, and that helps the department get more done, and get it done faster. When a technician has a question about a task, they can quickly attach comments, requesting help or further explanation. When they're about to close out a work order, they can upload digital images of their work, requesting a virtual visual inspection. 

Calling visitors to watch Hippo CMMS demo to understand the software better

Get ahead of the maintenance curve with CMMS software 

This one is all about how our maintenance solution makes it so much easier to set up, schedule, and track a preventive maintenance program. In the end, you get out from under that pile of on-demand work orders and stay a couple of steps ahead. Instead of being reactive, now you're proactive, finding and taking care of little issues before they have a chance to grow into big problems. Not only are you saving yourself a lot of frustration but you're also saving the organization a lot of money. Quick example: replacing a cheap cog or widget before it breaks means the company isn't paying operators to stand beside idle equipment and your department isn't paying rush-delivery prices for parts on top of overtime rates for technicians. 

Here's how preventive maintenance software makes it happen. First, it has all your equipment and asset repair and maintenance records, and can auto-generate reports that tell you which assets are eating up the biggest chunks of the department's budget. Combining that with manufacturers' recommendations, you can set up your PMs, which are the required preventive tasks and their frequencies. Next step: schedule the preventive maintenance inside the software, which is easy thanks to the in-app calendar. Input the tasks once and have the software automatically generate and assign meter- and time-based PMs. When you need to move things around, drag-and-drop your PMs to fine-tune the program. 

In some cases, you make small adjustments to your PMs to better accommodate holidays or parts and resource availability. In others, you can use the preventive maintenance software to quickly add, remove, or adjust large parts of the program. For example, with COVID-19, many organizations are adding hourly sanitation schedules or, in cases where facilities are shut down, pausing their entire PM programs. 

Data-driven decision-making with CMMS software 

Asset management comes down to getting the most value out of equipment and assets for the least amount of money, and in the end, it's a balancing act. You might be able to completely eliminate on-demand work orders, but there's no point if the only way you're doing it is with PMs that recur every two days. At the other end of the spectrum, you might save money in the short term by cutting back on scheduled maintenance, but you pay for it with unschedule downtime and costly repairs in the long term. 

The best way to know what to do and how often to do it is with robust automated reporting. Before you can take the right corrective action, you need to know which assets are costing you the most to run and the types of repairs you're putting into them. In some cases, you can fine-tune your preventive maintenance program. In others, you can look into switching vendors. For example, if you're adding lubricant to your pumps regularly but still having failures, it's time to switch suppliers. And reports are for more than just parts and equipment. It's also people. By tracking KPIs related to productivity, you can better manage your workforce resources. 

CMMS benefits are not guaranteed 

That's not a phrase we use a lot, but it is true. In fact, it's not uncommon for CMMS projects to fail. That means you need a CMMS provider that's committed to your long-term success. First, you want to make sure they have a solid onboarding process with dedicated instructors and a variety of resources, including recorded videos and live online lessons. Then check out their ongoing support systems. 

CMMS software (also known as facility management software can deliver a lot of benefits. Some of them apply to all industries, while others are more industry specific. To get a fuller picture of the types of benefits you can expect, you need to reach out and start talking with CMMS providers. Once they know more about your organization and the challenges you're currently facing, they can give you a more tailored list of benefits and explain how they can work with you to make sure you see them. 

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About The Author

Jonathan Davis

Jonathan Davis started out writing for textbooks before branching out to video games and marketing collateral. He has a master’s degree in journalism and a certificate in technical writing.