It’s crunch time, and suddenly, a machine breaks down. What went wrong? The equipment maintenance log could hold the answer. In the past, you’d be flipping through paperwork, trying to piece together notes your team has made over the years. But now, you’re more likely to grab your phone, tablet, or computer. Maintenance management software is like an invisible framework that holds everything together, even in peak season.
Tools like computerized maintenance management systems (CMMS) and mobile apps help teams communicate and allow managers to store all the crucial information in one place (much better than an overflowing file cabinet, right?). Digital maintenance management tools can improve manufacturing operations by transforming how teams plan, execute, and monitor maintenance workflows. There are hundreds of options. The right tools can address specific operational challenges and improve efficiency. Here's what to consider when searching for the perfect fit.
Evaluate Business Needs
Start by assessing the size of your organization and how many people will need to use the maintenance management software.
Determine Licensing Requirements
Some software agreements limit the number of users or the amount of storage space, so you'll need to know how many licenses to purchase or which tier plan is the best value. A mom-and-pop shop won't need the same tools as a large manufacturer with multiple facilities in different locations.
Assess Your Production
Along with size, assess the complexity of whatever you produce and how that factors into your requirements. Include the number of assets and the volume of tasks as a baseline for your maintenance team's current capabilities. Plus, think about any gaps between the current capabilities and stretch goals and whether streamlining tasks like maintenance logs can close the gaps.
Do an Informal Audit of the Shop Floor
Take note of key challenges, such as frequent breakdowns, slow task resolution, or poor communication. Don't just rely on your own evaluation. Ask team members if they have common complaints that software could solve.
This process of identifying challenges helps in two ways. First, it enables you to discover which maintenance management software you need. Second, once you've selected a tool, having a good grasp of the problems will help your IT admin configure it with the right settings.
Key Features to Consider When Evaluating Digital Maintenance Tools
When comparing CMMS and other software, there are a few features to think about. Here are the essentials:
Preventive Maintenance
Preventive maintenance helps you schedule and track routine checks and proactive machinery services to optimize your maintenance calendar and minimize downtime. A good system should ensure all maintenance tasks are completed on time and in the most efficient order.
Asset Tracking and Management
Asset tracking allows you to monitor the location and status of every piece of equipment and machinery throughout its entire lifecycle. This ensures that you can easily find, manage, and maintain assets, improving overall operational efficiency.
Inventory Management
Keep track of spare parts and inventory levels to know when it's time to reorder or offload excess stock. Many digital maintenance tools also allow you to attach photos, comment on items, and search for parts by name, streamlining the process and reducing the risk of stockouts or overstocking.
Work Order Management
Work order management systems enable you to create, assign, and manage work orders, as well as close them out once completed. Look for software that lets you document issues, track progress, and easily search past work orders when needed for historical reference.
Reporting and Analytics
With reporting and analytics, you can unlock efficiencies and identify areas for improvement that manual tracking might miss. Be sure to evaluate who will be generating reports and who will be reading them, as reporting capabilities can range from basic to highly advanced.
Scalability
Choose software that offers different levels of service, so you can start small and scale as your business grows. This ensures you won’t outgrow your system too quickly and that it will evolve with your company’s needs.
Customization Options
This is not the time for a one-size-fits-all approach. Look for software that offers plug-ins or customization options that can expand its functionality as your needs change. This flexibility ensures you get the most out of your investment.
User-Friendly Interface
Although a solution's user-friendliness isn't technically a feature, it is one of the most important factors. Like any other tool in your facility, software is only helpful if people use it correctly. Look into how intuitive the interface is and whether training resources are available. A system that's easy to use will make a massive difference for people in the field who will interact with the software regularly.
Cost
If your budget is tight, then your options will be limited. However, reduced downtime and better machine performance can quickly offset the initial expense of maintenance management software. After all, labor costs more than software, and the right software can eliminate gray work, which reduces the amount of work that maintenance requires.
Aim for Seamless Operations with Integration Capabilities
Once you've narrowed down the options and decided to adopt maintenance management software, it's time to introduce it into your workflow. Tools should integrate seamlessly with existing systems to enhance efficiency. You don't want it to feel like a clunky new addition that gets in the way of the work. Instead, it should enhance what your team is already doing.
Look into whether your maintenance management tools can integrate with your Enterprise Resource Planning (ERP) platform. Also, consider whether your team can use the software on different devices. For example, if your team has tablets on the shop floor, phones in their pockets, and a laptop in your office, check whether the software will work on whichever operating system those devices use. If you already have tools like CMMS and you're adding apps or other software to enhance it, make sure they are compatible.
Maintenance Management Software Protects Your Investments
When you're looking for digital maintenance tools, assess your operational needs and focus on essential features. Then, explore tools that match your specific challenges and goals.
In the end, here's what matters most: regular maintenance can keep your machines running smoothly for as long as possible. But let's be honest–it's a bit of a pain, and it's not as urgent as getting orders out the door because it doesn't directly tie to revenue. But maintenance protects your investments by extending the useful lifespan of equipment. The right software can help make maintenance tasks easier and more efficient.
