Maximizing Efficiency in Facility Management: The Power of Mobile CMMS Program(s)

Facility Management
Published on:
April 4, 2024
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Do you recall the time before cell phones existed? Perhaps some of you were too young then!

When we share "olden times" tales with our kids about an era before mobile phones, getting in touch with someone required dialling your home number from another phone and pressing a series of numbers. The hope was that your friend's message would be playable on your answering machine.

The same difficulties arise in maintenance operations. After leaving the office and entering the plant, grounds, facilities, or wherever their maintenance takes them, many people who do not utilize their mobile devices as an extension of their computerized maintenance management system (CMMS) as mobile CMMS and who rely on paper prints from their desktop computer find themselves in a state of informational vacuum. 

According to Fortune Business Insights, the market for facilities management and other administrative services is predicted to increase by 1.3% by the end of the year compared to 2021.

Between 2020 and 2030, employment in this industry will increase by 9%. The global facilities management market is now valued at $1,260.36 billion. Fortune Business Insights predicts that by 2029, it will be valued at $1,856.44.

Even though we never fail to complete a task as maintenance specialists, there are instances when we are missing vital information that necessitates going backward, calling someone, or even taking a guess. Exactly like in the good old days, before mobile phones were all the rage.

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What is a Mobile CMMS?

A CMMS app that is optimized for use on mobile devices, including tablets and smartphones, is called a mobile CMMS. The CMMS mobile app allows maintenance staff to access and interact with the system when they are out in the field, using their mobile devices. 

Using FM technology can save enterprises an average of 5% in total cost of occupancy, 3.5% in leasing expenses, and 3.3% in maintenance expenditures.

Key performance indicators (KPIs), asset and inventory management, work orders, maintenance requests, and preventative maintenance are all elements that mobile CMMS software feature with their desktop equivalents.

Nevertheless, not all CMMS functions included in the desktop version are intentionally left out of the CMMS mobile application. Customizing reports, extensive admin settings, data extraction, and sophisticated setting setups are examples of features that are usually left out. 

Consider CMMS mobile apps as stripped-down desktop alternatives designed to facilitate job processing while on the go. 

Because of their portability and versatility, mobile devices have been increasingly used to handle work orders inside CMMS systems. This is particularly true for field technicians and other personnel who are always on the go. Access to vital data, including work orders, asset information, and maintenance history, may be facilitated in real-time using mobile devices.

Essential CMMS Mobile Features That You Need To Be Mindful Of

1. Comprehensive Mobile Accessibility 

Start with the fundamentals. The usefulness of a CMMS mobile app depends on its accessibility. Fortunately, there are CMMS mobile apps accessible for both the iOS and Android platforms. 

The mobile app's responsiveness and compatibility with different screen sizes should not depend on the platform it's operating on. There shouldn't be any problems with the mobile app's usability on tablets and smartphones running Android or iOS.

2. Real-Time Updates and Notifications

It is possible to get updates and alerts from CMMS mobile apps in real-time. Most CMMS mobile apps include push alerts, similar to other popular mobile apps that we use often. Timely notifications are sent to users about assigned task orders, significant changes, overdue work, and requests that require review. 

Maintenance managers and technicians can get crucial job status information in real-time, even when they're on the road, thanks to real-time updates.  With these alerts and updates, maintenance crews are always in the know and can react quickly to any changes or crises.

3. CMMS Mobile Imaging

Every single smartphone and tablet these days comes equipped with a high-tech camera. One of the most useful features of a smartphone, especially for mobile CMMS software, is its camera. Pointing and clicking is all it takes to use the camera in the app, exactly as when capturing a picture. 

Images of equipment, components, facility damage, before and after repair work, and more can be captured with the CMMS mobile imaging. Immediate attachment of these photographs to requests and work orders allows for easy sharing with team members or maintenance supervisors. 

4. Barcode and QR Code Scanning

Scanning barcodes and QR codes is another capability of the camera that is crucial. You can scan and interpret barcodes and QR codes with most CMMS systems. You can connect these codes to specific places, pieces of machinery, or components. Scanning the code with the mobile app allows users to quickly view full item data, make work orders for the linked asset or location, and more. 

The necessary paperwork can be found in this, including instructions, records of maintenance and downtime, components inventory, and more. Users can easily generate and manage work orders, as well as access necessary information, on the move with this mobile capability. 

5. Offline Functionality

Occasionally, locations with little or no network coverage will have to be worked on for maintenance. While these situations do not often arise, they do limit access in real time. Even so, it shouldn't mess with the app's offline functionality too much. 

The ability to work offline and synchronize data while connected is a feature of many work order CMMS mobile application.

Thanks to the offline mode function, technicians can access and update information even while working in dead zones, which is very useful for companies that need regular fieldwork in areas with restricted internet connectivity.

What are the Benefits of a Mobile CMMS?

Priority one is efficiency. Imagine the time you'd save compared to having to return to your desk for further information or go to the spare parts department for an out-of-stock component. 

There is a clear correlation between the efficiency gains we experience in our personal lives from using mobile devices and the gains we get in our professional operations.

These efficiencies have immediate benefits mobile CMMS for the company.

  • Streamlined and efficient teams enable you to "do more with less," reducing overtime and freeing up time for profitable initiatives (including greater preventative maintenance), among other advantages.
  • Quick access to mobile CMMS software can assist our operations to operate more smoothly by reducing downtime, improving asset/facility quality, reducing waste, and providing other typical CMMS advantages.
  • A mobile CMMS saves us money by reducing labor expenses, improving the operation and longevity of assets and facilities, and so on, all of which lead to greater budget adherence and profitability.

Mobile CMMS Best Practices

When planning the rollout or upgrading to mobile CMMS software, it's important to keep a few things in mind. If you want your business to get the most out of mobile CMMS, follow these best practices.

Operating System: iOS vs. Android

Most mobile devices have an operating system, such as Apple's iOS or Google's Android, which allows the device to perform basic operations. The mobile CMMS and the devices that your company's IT staff will need to manage are both affected by the operating system.

The Android operating system is compatible with a large variety of devices, and those devices tend to be more affordable. In contrast, iOS is limited to Apple devices, which are more expensive and have a smaller support spectrum. The decision of which operating system is ideal for your company depends on several things.

The mobile CMMS of several suppliers is available in both iOS and Android versions. Verify that the CMMS is compatible with the equipment that your technicians will be using. To find out which platform is compatible with current systems and is simpler for your IT staff to administer, consult with them.

Device Features and Accessories

A common set of functions is available on the majority of mobile devices, which is great for teams who do maintenance. Pick devices with these specs for the greatest mobile CMMS experience:

  • Internet and cellphone data transfer speeds that are very high
  • A top-notch camera that can capture images, record movies, and read barcodes
  • Wireless barcode scanners, condition monitors, printers, and alert wearables are all possible thanks to Bluetooth connectivity.
  • Satellite-Based Navigation System (SANS) monitoring one's whereabouts
  • Durable battery life
  • Quickly recharging your devices

User-friendly Interface

User adoption is greatly affected by the user interface, which refers to the visual and tactile aspects of the mobile CMMS. Technicians will be hesitant to utilize or stick with a CMMS if it is too complicated or hard to manage. Because of this, you need to choose a CMMS that is straightforward to use.

Everyday user can access vital maintenance management activities including seeing asset information, updating and finishing repair orders, and more with the help of a mobile CMMS application that simplifies the process.

What is deemed "user-friendly" might vary greatly from one individual to another, depending on the technical expertise your maintenance crew possesses.

User Training

A mobile CMMS offers a more compact and streamlined experience when contrasted with its desktop version. Having said that, user training should still be a priority. To make sure the mobile CMMS goes well, make use of the vendor-provided user training, product documentation, and continuing support.

All users of the mobile CMMS must undergo thorough training. Make sure they are familiar with the system's layout, controls, and capabilities. Keep training materials up-to-date regularly so users are aware of any modifications or new features.

Maximizing Efficiency in Facility Management with the Best Mobile CMMS

  1. Comprehensive Asset Management

An ordered inventory of assets is critical for effective facilities management. The best mobile CMMS can track and manage assets, plan preventative maintenance, and monitor their lifecycles. This assures prompt maintenance, eliminates downtime, and extends the life of the equipment.

  1. Proactive Maintenance Strategies

It is possible to save time, energy, and money by switching from reactive to proactive maintenance. Regular inspections, predictive analytics, and data-driven decision-making can help prevent possible problems from escalating. This technique not only reduces interruptions but also improves the dependability of important systems.

  1. Energy Efficiency Initiatives

Sustainable measures not only benefit the environment but also save money. Implement energy-efficient devices, analyze usage trends, and encourage personnel to save energy. From improving lighting systems to implementing smart temperature control, these projects benefit both the bottom line and the environment.

  1. Safety and Compliance

In facilities management, safety must always come first. Establishing a safe working environment requires regular safety audits, training, and compliance checks. Whether it's about fire safety standards or ergonomic workplace configurations, following rules promotes employee well-being and reduces the risk of liability.

  1. Space Utilization and Optimization

Facilities management is an art form that involves making the most efficient use of existing space. To find unused space and rearrange furniture for better use, conduct space utilization studies. Workplaces that are both lively and efficient include collaborative areas, flexible work arrangements, and well-planned layouts.

  1.  Technology Integration

The use of technology has the potential to greatly improve facilities management. Tech integration simplifies procedures and gives real-time data for informed decision-making. For example, there are Internet of Things (IoT) sensors that track the health of equipment, and there are automatic repair request systems.

  1. Data-Driven Decision Making

Making educated decisions requires data. Gather and examine information about maintenance plans, resource use, and staff opinions. Facilities managers can optimize operations and resource allocation with these data-driven insights.

Xenia - The #1 Choice of CMMS for Facility Management

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Xenia's facility management software empowers your maintenance crew to confidently plan for today, tomorrow, and beyond. Facility upkeep gains significant importance when mishandled, as over 82% of businesses encounter unanticipated downtime quarterly.

Any employee working in a facility can detect issues like colder-than-usual conference rooms, grim restrooms, faulty equipment, or other safety concerns. Maintaining a building's infrastructure is crucial for ensuring a safe and healthy work environment.

Our cutting-edge maintenance software streamlines work order administration by establishing comprehensive maintenance procedures. 

The user friendly solution allows you to oversee and control all aspects of your maintenance, asset management, up keep and related operations in one place. This centralized approach enhances team and task management, leading to cost savings, increased productivity, and smoother equipment operations.

Take command of your maintenance operations with the Xenia CMMS mobile app, equipped with everything you need to plan, execute, and monitor your tasks.


When was the last time you had trouble finding your mobile phone? Being disconnected feels like a weight pressing down on you. 

I think there are moments when we should put down our screens and simply be (like when we're with our families), but when it comes to running our businesses daily, the rule doesn't apply. 

With Xenias mobile CMMS, you can stay in contact with your teams and general staff on the go, while getting more done in less time.   

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