CMMS Software: 8 Crucial Questions You Need to Ask | Lena

Computerized Maintenance Management Software (CMMS) stores data about an organization's maintenance tasks, aiming to boost maintenance staff productivity and aid management in making informed decisions.

While choosing a CMMS software, you need to understand your industry's unique needs and how CMMS can offer solutions to challenge these needs or enhance the working process. You need to ask yourself many questions before requiring a CMMS software.

We gathered some of the popular questions asked and should be asked before getting a CMMS software, get your pens and papers (hope you won’t need it in the future) and let’s start!

How Can CMMS Software Change the Way You Work?

A little bit of imagination can help us understand what CMMS does better. Imagine you have a companion who helps you keep track of all the things that need fixing. That person can check your house regularly and tell you what is missing or what needs to be done around it. It can give you a list of things such as;

“Your bike needs maintenance.”
“Chairs are in bad shape, needs fixing.”
“Gas leak in the kitchen.”

Now, imagine if that companion were on your phone or computer; you could access it whenever you wanted, and with a touch of your finger, you would be informed about everything under your control. That companion or tool is called CMMS. Can you see how easily it can change your life and your work?

However, even if the essential function is this, what CMMS does goes beyond that.

Benefits of CMMS Software

CMMS is a powerful tool that can streamline your maintenance processes, save time and money, and improve your workplace's efficiency.

CMMS helps you plan and schedule fixes efficiently.

For example, it can prioritize tasks based on urgency or importance so you know what needs immediate attention and what can wait. This way, you can avoid emergencies and better plan your time and resources.

CMMS can manage inventory.

CMMS informs you as such: “Your bike needs fixing.” and follows up with reminders. It tells you which parts are necessary, and it can keep track of all the spare parts and supplies you need for maintenance tasks, ensuring you always have everything on hand when you need it.

CMMS can keep track of costs and budgets.

Just like your companion would record how much money you spend on maintenance and repairs, CMMS can track expenses related to maintenance tasks. This helps you stay within your budget and identify areas where you might be overspending.

CMMS can give you reports and valuable insight into your maintenance operations.

For example, it might show you that certain equipment requires more frequent maintenance than others, prompting you to consider upgrading or replacing it.

Who Uses and Should Use CMMS Software?

The CMMS Software market varies regionally. Dataquest Insights states that North America has a robust electric vehicle infrastructure driven by government incentives and environmental awareness, and because of this, it leads the CMMS market. Europe follows, focusing on rapid charging infrastructure expansion and emissions regulations.

“The European CMMS market was valued at around USD 362.2 Million in 2020.”

Asia Pacific, particularly China, sees significant growth potential in the CMMS market due to the rising adoption of electric vehicles and technological advancements. The Middle East is new to adopting CMMS Software, spurred by environmental awareness and charging infrastructure initiatives.

Who should use CMMS? Healthcare institutions, property management companies, educational institutions, the hospitality industry, the utilities and energy sector, transportation and logistics, and government agencies.

In short, every industry/company that needs maintenance management, enhanced asset reliability, and reduced operational costs by efficiently scheduling maintenance tasks, tracking inventory, and ensuring compliance with regulatory standards.

8 Questions to Ask Before “Yes”: CMMS Software

1) Does CMMS Software Respond to Your Primary Needs?

Before committing to a CMMS software, ensuring it aligns with your organization's essential features is crucial. Identifying must-have functionalities is key to maximizing the software's benefits. According to a study conducted by CompareSoft,

79% of CMMS users seek core functionalities: asset registration, job logging, and work order management.
On average, users desire over five features, excluding IoT sensor connections and data imports, which is approximately 77% of the total.
Approximately 50% prioritize health and safety compliance, asset tagging, and tracking capabilities.
21% focus solely on core CMMS functions: asset tracking, job logging, and work order management.

Buyers should prioritize features critical to maintenance operations, such as work order management, inventory tracking, and scheduling capabilities. Researching through online resources like webinars, product tutorials, and CMMS reviews is advisable to make an informed decision.

These avenues provide valuable insights into the usability of various features and help buyers gauge the software's suitability for their specific needs.

2) On-Site vs. Off-Site: Choosing “Where” in CMMS Software

Understanding the significance of choosing between cloud-based and on-premise solutions is critical. Cloud-based solutions offer the flexibility of accessing the software from any location with an internet connection, while on-premise solutions require hosting the software on your own servers.

Cloud-based solutions typically involve lower upfront costs and faster setup, as there's no need to invest in hardware or manage server infrastructure.
They often receive more frequent updates, ensuring your software remains up-to-date with the latest features and security patches.

On the other hand, on-premise solutions may be preferred if your organization has strict regulatory or data privacy requirements that necessitate keeping data on-site.

By carefully considering each deployment option's cost implications, update frequency, and regulatory considerations, you can make an informed decision that aligns with your organization's needs and priorities.

3) Ease of Use and Training Requirements: Can You Handle CMMS?

“How user-friendly is the chosen system, and does it require training for effective utilization?” is a question that needs to be asked. It may not seem important, but it will cause problems in the future if you do not think it through.

Ease of use is necessary to ensure smooth adoption and maximize the benefits of the CMMS within your organization. Ideally, the CMMS should have an intuitive interface and simple navigation, allowing users to easily access and input information without encountering significant challenges.

“Ease of use plays a very important role in choosing the right software, yet only 50% of websites communicate it in the right way.

Video content and customer reviews (ideally the two combined) are the best at conveying the “this software is easy to use” message.”

User Pilot

However, even the most user-friendly systems may require some level of training, particularly for advanced features or customization options. Therefore, it's important to inquire about training resources provided by the CMMS vendor, such as;

online tutorials,
user manuals,
or on-site training sessions,

to ensure that your team can fully leverage the capabilities of the system.

By considering ease of use and training requirements upfront, you can make an informed decision and set your organization up for success with the chosen CMMS.

4) Does Your Industry Use CMMS Software?

“Approximately 76% of CMMS users manage equipment and machinery, while around 48% oversee properties and facilities. About 28% of users are responsible for both.”

Comparesoft

While CMMS software can significantly benefit many industries, there are a few sectors where its implementation may not be as necessary or effective due to the nature of their operations or the unique challenges they face.

The creative industry may not benefit as much as manufacturing from CMMS because its primary focus is on creative work rather than maintaining physical assets or equipment. Some service-based businesses, such as consulting firms or legal practices, run their operations primarily around providing professional services rather than managing physical assets. These also may not need CMMS software.

Other examples include small-scale retail and contractors, freelance individuals, cafes, boutique hotels, and one-time project businesses. Businesses must evaluate their specific industry and operational requirements to determine whether it is the right solution for them.

5) What is the Total Cost of Ownership (TCO) for CMMS?

The Total Cost of Ownership (TCO) for CMMS software encompasses more than just the initial implementation costs and includes factors that impact expenses over the software's lifetime. When considering CMMS options, buyers should look beyond the upfront price tag and evaluate long-term costs such as licensing fees, training expenses, and ongoing maintenance with support fees in mind.

Training costs, in particular, can vary depending on the complexity of the software and the level of expertise needed to use it effectively. Additionally, ongoing maintenance expenses, including software updates and technical support, should be factored into the TCO calculation.

By carefully assessing these factors, buyers can make informed decisions about their investment in CMMS software and determine the expected return on investment (ROI) based on anticipated efficiency gains and cost savings. Evaluating the TCO helps ensure that buyers choose a CMMS solution that aligns with their budget and delivers sustainable value over time.

6) How Scalable is the Solution? Can You Grow Together?

Aiming for future growth and expansion is no other than common sense for businesses. With the right tools, businesses can accelerate the growing process or set themselves up with older equipment. It's important for your business to select a scalable, trend-following, technologically advanced CMMS software.

Scalability for software refers to its ability to seamlessly adapt to increasing demands, such as additional users, assets, and functionalities, without compromising performance or efficiency. A scalable CMMS solution allows organizations to grow and evolve without outgrowing their maintenance management system. CMMS software that is scalable allows for flexibility and supports long-term growth while also maximizing ROI and providing a sustainable solution that can quickly adapt to changes.

7) Does Your CMMS Offer Integration with Other Systems?

Today, we deal with an interconnected business environment. Maybe in the future, we will have one tool that allows us to do exactly what we ask for, but for today, integration with other tools matters more than you think!

Integration with ERP (Enterprise Resource Planning), EAM (Enterprise Asset Management), or IoT (Internet of Things) will be highly beneficial. If even one of these systems is a must for you, then CMMS software that is not up for the job will be an issue.

Organizations can streamline data exchange and improve overall asset management efficiency by seamlessly connecting CMMS with other systems. This integration enables real-time data sharing, allowing for better decision-making and proactive maintenance strategies.

When considering CMMS options, it's vital to ask about available integration options and ensure compatibility with third-party systems to maximize the software's functionality.

8) Stalk Your CMMS: What is the User Feedback and Reputation of the Vendor?

You should research user feedback and testimonials from existing customers. The vendor's reputation and reliability are essential in guaranteeing ongoing support and product development.

Positive user feedback indicates a vendor's commitment to customer satisfaction and product quality. Exploring online reviews and industry forums is essential to gaining insights into the vendor's credibility and track record of delivering excellent customer service.

Be careful of fake reviews and always ask to see aa demo available or ask for case studies on their previous works if possible.

Conclusion

Before diving too deep into CMMS, asking the right questions is indispensable. These examinations can help pinpoint the features, scalability, and integration capabilities crucial to your organization's success. Lena's solutions are designed to address these needs, offering customizable options for efficient maintenance management. Take the time to research Lena's offerings and see how they can revolutionize your operations.