A Computerized Maintenance Management System (CMMS) is designed to facilitate FM workflow. However, if the software is more of a barrier than a helpful tool, it might be time for a change. Here are five proactive ways to improve your facility’s CMMS usage.
1. Goodbye, paperwork!
It’s harder to lose electronic documents, they’re more environmentally friendly and more convenient for your team, in addition to saving money and reducing waste. So it’s time to ditch your department’s paperwork orders, floor plans, and other printed building information. A cloud-based facility management software makes an easier transition to a paperless workflow.
2. Accessible software to the facilities team
The more accessible your CMMS is, the more it can ensure a successful facility management department operations. The first step is uploading all the information and documents the team needs to achieve results, like floor plans, work forms, asset information, maintenance manuals. And preventive maintenance calendar. Then, train your team on how to use the system. WIth everyone collaborating, the team’s communication and success will definitely flourish.
3. A good fit for the team’s needs
When it comes to facility management software, not all options are built the same. Some software is specifically designed to be user-friendly and highly customizable. Customizable software offers a variety of ways to custom-tailor your interface. You can customize your CMMS in the following ways.
- Create color-coordinated asset pins
- Place asset pins on up-to-date, electronic floor plans
- Attach and upload necessary documentation
- Upload photos and maintenance information for all assets
- Customize maintenance schedules through your CMMS
Remember, your CMMS should be a team-oriented tool. A software that is customized to meet your team’s needs will be more enjoyable to use.
4. Reduce reactive maintenance
As many maintenance teams know, it’s incredibly easy to become overwhelmed as backlogged maintenance issues pile up. Reduce stress and frustration by switching over to preventive maintenance (PM) approach. First, update each asset’s work order history in your CMMS. This way, your team will know when an asset is due for maintenance. Second, use your CMMS to establish a solid PM plan. Address your most critical assets first, then add more assets as you go. And lastly, emphasize asset condition monitoring, which will help your team recognize repairs needed before an asset breaks. With early identification, your team will be able to prevent unplanned breakdowns and collateral damage.
5. Collect valuable data
Your CMMS should be able to collect data on work orders, service requests and reactive vs. preventive maintenance. Find a facility management software that collects data and displays this information on a dashboard; data like, work orders completed, average hours per work order, number of service requests submitted and more. Make it a goal to use your CMMS the way it was intended to be used. Remember to close out completed work orders and revamp outdated maintenance schedules. If used correctly, your CMMS will produce useful, accurate data for you.
Make a point to set proactive goals for your CMMS. As a result, your facility’s operations will be much less stressful.
