5 Benefits of CMMS That Justify the Investment

‍But is it worth the investment? According to a recent Mckinsey report, the majority of businesses must incorporate digitalization into their business model to stay economically viable. So, why are so many reluctant to convert to the digital world?

In this blog post, we'll explore the benefits of a CMMS and why it's worth considering for your maintenance management needs. So, if you're tired of struggling to keep track of maintenance tasks and assets with spreadsheets and pen and paper, it's time to consider investing in a CMMS. Not only will it make your job easier, but it will also save you time and money in the long run.

What are the core benefits of CMMS?

CMMS is a software program that creates and maintains a database of actionable data to improve operational functions. By optimizing the utilization of equipment, communication, and other plant infrastructure, a company can expect to see increased profits.

Today you’ll find CMMS software operating within several industries. Here are a few that have taken advantage of the benefits of CMMS:

• Manufacturing
• Retail
• Construction
• Education
• Hospitality
• Government
• IT
• Sports

In order to implement CMMS software successfully, it’s essential to understand its main features. Let’s highlight the most critical aspects seen across most CMMS software.

• Work order management
• Preventive Maintenance
• Checklists, Logs, and SOPS
• Inspections with images
• Asset and parts management
• Data Collection and Reporting
  

An organizational data reporting system gives decision-makers more time and knowledge to complete operation maintenance tasks. For frontline workers and management teams, extra business time leads to innovation.

Production needs continually change, and staying on top of market trends will create immediate tangible results. Increasing CMMS features will help optimize your business’ capabilities to meet output goals.

Advanced benefits of CMMS upgrades include

Internet of Things (IoT) sensors for predictive maintenance

The Department of Energy indicates that predictive maintenance strategies can increase your return on investment ten times over. IoT sensors provide computerized data on machinery anomalies. This information can predict equipment failure and create an algorithm to reach desired output levels.

Inter-organizational communication

Frontline workers often disengage with a lack of communication. By streamlining information through your employee directory, you essentially build a positive workplace culture. Team members can build a support system and frequently communicate on specific agendas. CMMS boosts company morale, leading to increased production, less employee turnover, and positive customer relations.

Advanced Analytics Dashboards

Customize your analytics dashboards to find insights on almost anything in your maintenance department. Export to PDF and Excel for sharing in meetings and email communications.

Time and Cost tracking

Record hours spent and supplies used on every work order to understand the cost of maintenance. Use the data to automatically create budget forecasts and send purchase orders to vendors.

Does Your Business Need a CMMS Solution?

It’s safe to say that your business could benefit from CMMS. But does that benefit warrant the expenditure? 

The cost of CMMS software can range from basic to expensive. However, when you’re business is starting to lose money, it’s time to find a solution.

Problems that Lead to Looking for a CMMS

Here are a few instances when CMMS might be precisely what you’re looking for:

You realize that Excel is very limited for maintenance

Spreadsheets are a poor tool for maintenance management because they are not designed specifically for that purpose. They are a general-purpose tool that can be used for many different types of tasks, including maintenance management, but they lack the specialized features and functionality that are necessary to effectively manage maintenance processes.

There are several reasons why spreadsheets are a poor tool for maintenance management:

1. Data organization: Spreadsheets do not have the ability to easily organize and categorize data in a way that is relevant to maintenance management. This can make it difficult to track and manage maintenance activities and assets.
2. Data security: Spreadsheets do not have the same level of data security as specialized maintenance management software. This means that there is a greater risk of data loss or corruption, which can have serious consequences for maintenance operations.
3. Data accuracy: Spreadsheets are prone to errors, such as incorrect data entry or formulas that are not correctly entered. This can lead to incorrect data, which can have serious consequences for maintenance operations.
4. Collaboration: Spreadsheets do not have the same level of collaboration capabilities as specialized maintenance management software. This can make it difficult for multiple users to work on the same maintenance tasks at the same time.
5. Reporting: Spreadsheets do not have the same level of reporting capabilities as specialized maintenance management software. This can make it difficult to generate reports and track the performance of maintenance activities.

Overall, while spreadsheets can be used for maintenance management, they are not the most effective or efficient tool for this purpose. There are many specialized maintenance management software systems that are specifically designed to manage maintenance activities and assets, and these systems are typically a better choice for this purpose.

You’re falling behind on data tracking

Congratulations! This is a great problem to have. This means that your business is expanding. When inventory increases, so does its management. At a certain point, pen and paper stop doing the job. Poor management is one of the main reasons why businesses fail. CMMS will provide a database to maintain data tracking plus give your business the tools to grow.

You want to move away from reactive maintenance 

Waiting until equipment fails to fix it costs companies money in downtime, labor costs, repairs, and maintenance fees. When employees constantly react to shutdowns and defects, the atmosphere is stressful, and production suffers. One of the fantastic benefits of CMMS software is preventive maintenance tools. This is a great place to start saving costs and promoting a positive work environment.

Cannot find the root cause of system downtime

If you’re struggling with constant equipment failures and defects, it might be time to lean on CMMS systems. Get to the core issue quickly by tracking and monitoring maintenance data. CMMS software can also provide systems to to help guide data to eliminate root causes. This data will ensure that machinery is running at peak performance capabilities.

Unmotivated workforce

Repetitive work can be easy to brush off without full attention and commitment. Whether your deskless workers or your management team is disconnecting, it’s likely wreaking havoc on your bottom line. The alignment of management to the maintenance process is crucial to its overall success. Management teams need to communicate with data-driven cohesiveness and clarity.  

CMMS software connects employees through the palm of their hand. Easily deliver recurring meetings all employees or individually chat to collaborate on specific projects.

Business Details to Consider Prior to CMMS Purchase

When deciding which CMMS solution to invest in, it’s imperative to do your research. Think about the following:

Asset quantity

• CMMS software allows companies to condense asset inventory into one database. How much space you will need for inventory could possibly affect the price. 
• If you’re business spends a lot of time tracking, monitoring, and maintaining a large number of assets, CMMS will be beneficial. A centralized data hub will save management time and increase more time for production.
  

Value of Assets

• Not only does CMMS software organize asset information, but it will also create data on longevity and health.
• This tool will predict equipment failure and create an approach to optimize assets at peak performance.
• This predictive maintenance approach will be more cost heavy but worthwhile for larger businesses aiming for zero failures.
  

Size and requirements of maintenance team

• CMMS utilization within a large maintenance team produces cohesion by streamlining communication.
• An open communication policy encourages accountability while maximizing problem-solving strategies.
• Start-ups can easily onboard new clients with training at their fingertips.
• Provides clarity on company standards and clear direction of work order scheduling.
• CMMS software generally costs more per employee but monthly options are available.
  

The complexity of your business operation

• Predictive maintenance CMMS systems are best for complex manufacturing issues. 
• AI capabilities complete analytic data that humans cannot.
• For example, advanced IoT sensors mitigate equipment defects by tracking acoustic factors that humans cannot hear.
• These processes help find the root cause of system issues and predict future problems.
• CMMS with AI will be the most advanced service available but incredibly useful to reduce human error.
  

Team accountability

Basic CMMS software will provide performance indicators that track:

• Workforce Efficiency: Track individual performance to create a baseline estimate of cost/time for each repair.
• Backlog Management: Identify issues to reduce backlogs.
• Schedule compliance: Follow work orders to track PM strategy success rates.
• Repair Time: Create a mean time to repair (MTTR) to analyze efficiency.
• Frequency of Repairs: The mean time between failure (MTBR) data will help focus PM standards.
• Maintenance cost in relation to the asset value: This number should be less than 2%.
• Cost per production unit of maintenance
• Track maintenance spending

These maintenance metrics aren’t necessarily for punishment but ways CMMS will begin to utilize maintenance actions to guide better practice creation.

5 Benefits of CMMS Programs In 2023 & Beyond

According to market research, CMMS systems will become a $1.7 billion market by 2028. Therefore, this trend will only add to the increasing digitalization in the business realm. 

The traits of a successful CMMS application stem from its holistic approach to market evaluation. This analysis has established best practice policies among several industries. 

Let’s review the 5 major benefits of CMMS software.

Downtime Reduction

1. Schedule preventive maintenance to minimize unexpected breakdowns and increase asset uptime.
2. Use digital work order creation and assignment to speed up corrective action start time.
3. Chat to streamline information while working.
4. Use pre-built SOPs (standard operating procedures) to provide clarity and proper equipment corrective maintenance.
   

Increase Asset Lifespan

1. Implementing preventive maintenance strategies will increase asset efficiency and lifespan.
2. SOPs ensure exemplary work is done every time.
   

Improve Maintenance Oversight

1. Real-time progress tracking increases accountability.
2. Easy to organize reporting by the team, individual, asset, location, time period, priority, category, etc. 

Clarify Cost Forecasting

1. Track and report all maintenance analytics regarding time and costs.
2. Keeps a record of the number of unexpected breakdowns to forecast corrective maintenance costs needed to meet project goals.

Ensure Data Accuracy

1. Reliable data collection.
2. Safeguard data from cyber threats within the cloud.
3. Access historical data with ease to generate progress reports and future performance guidelines.

Xenia is a lightweight CMMS optimized for Frontline Teams

Xenia centralizes operation, maintenance management, and inspection tools into a one-app solution. With a dedicated desktop and mobile application, it has never been easier to handle work order management, preventive maintenance strategies involving inspection checklists, meter logs, and essential asset management.

Xenia creates an easily operable interface with communication capabilities and flexible tools to offer individualized support for management teams and frontline workers. Reach quality management efficiency while also supporting critical aspects of business models like housekeeping, sales, customer service, security, etc. Here are a few of the main features:

Work Order management

• Assign, track and measure every work order
• Implement preventive maintenance correctly with template attachments.
• Images on work orders, checklists, and SOPs provide workforce accountability and can be utilized as a visual demonstration.
  

Public Template Library

• Xenia provides hundreds of checklists, logs, inspections, and SOPs within its directory.
• Don’t be overwhelmed by the thought of enacting CMMS from scratch. 
• Ready-made tools will provide confidence across managerial roles.
  

Template Builder

• Customize templates from scratch or enhance templates to match improvements.
• Xenia is a safe place to save, create and grow with your company.
  

Detailed Data Tracking

• Xenia provides report organization with export options.
• Track progress on work orders, checklists or logs.
  

Internal chats

• Xenia provides communication capabilities on specific work orders for accountability and to promote teamwork.
• Engage workers through communication to create a cohesive, collaborative environment.
• Company morale boosts productivity, reduces employee absences, and increases loyalty.

Location and Category Features

• Designate and monitor different work sites at the same time.
• Easily to Use with Low Implementation Risks
• Xenia provides training and support systems to ensure the success of its product.

Xenia’s robust, modernized system offers the core benefits of CMMS in a much more affordable package than the competition. Right now, you can save more than 50% by choosing Xenia over other CMMS services.

Final Thoughts

Encouraging your company to be fully functional at all times is one of the main goals of CMMS software. This might sound like an unrealistic objective, seeing as most companies experience downtime. 

Companies that focus on immediate cost losses but also the residual effects of equipment failure reach the most success when utilizing CMMS software. The tangible and intangible costs of downtime motivate CMMS software innovations. Factors like team bonding and stress relief among team members will exponentially strengthen your business's core. 

CMMS actualizes the goal of a zero-failure maintenance procedure through constant evolution. The future of CMMS will bring AI digitalization to every level of quality management. 

The time to enact CMMS systems within your company is now. A lightweight CMMS system like Xenia will get your foot in the door toward vitality in a digital world. While also, taking current operational practices to the next level.