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In today's fast-paced and technology-driven workplace, computerized maintenance management software (CMMS) has become an essential tool in streamlining maintenance operations, increasing productivity, and ensuring asset longevity. Since its introduction in the mid-1960s, CMMS has evolved from its original mathematics-based system for documenting, standardizing, and validating manufacturing processes to today's powerful and sophisticated system capable of managing entire plant operations and facilities for use by maintenance and facilities departments in real-time management of multiple users. Future Market Insights conducted a historical analysis of the global CMMS market and found that the market will grow at a compound annual growth rate (CAGR) of 7.0% from 2018 to 2022, proving the attractiveness of CMMS to companies across all industries and business sectors. The growth rate over the next 10 years is 9.1%. While these numbers are impressive, they do not reflect the high error rates in CMMS implementations, which can range from 50% to 70% depending on the reporting source. One of the main reasons for high failure rates is low user adoption. Employee resistance to change is a real barrier to CMMS adoption. Before we dive into how business owners can drive user adoption and the value CMMS software offers, we'll take a closer look at the reasons behind employee resistance to adopting maintenance management software. What Qualities are Required to Master the Operation of CMMS? People wishing to learn how to use the CMMS maintenance solution must be rigorous and thoughtful. Faced with an unknown situation, they must be able to take a step back to find the right initiatives. Relationships can also be sought by employers. Their work is often part of a collaborative process with technicians. As part of a project, it will also be necessary to communicate with other stakeholders. To be able to learn how to use CMMS, you will need to master certain basic computer skills. For example, it is useful to know how to operate a computer, a smartphone, or a tablet. The equipment on which the solution may be available must be understood by the person wishing to train in this type of solution. Using this type of tool also requires perfect mastery of the different functionalities of the software. Good data analysis skills can be essential for performing preventative maintenance operations. Managing costs, or even working times, can be essential within the framework of a project. Why Learn to Use CMMS? There are many reasons to train to learn how to use CMMS. For an employee, this represents the opportunity to improve their skills. By having this type of specific training, it will be possible to qualify for positions of responsibility. For people looking for work, mastering this type of work tool in the field of maintenance allows them to benefit from better employability. It will be possible to respond to offers requiring mastery of the functionalities of this professional software. For companies, having employees trained in the use of CMMS makes it possible to better anticipate maintenance and repair operations. The software actually makes it possible to optimize this type of mission. It offers the possibility of managing the work of one or more people in the blink of an eye. Prevention also makes it possible to prevent situations where production is blocked due to machine breakdowns. Companies therefore have an interest in having people who have mastered this type of solution. Some of them also choose to offer in-house training to people working in this field. Others finance external training to ensure the skills development of their employees. Reasons for Low User Acceptance of CMMS Systems Resistance to change Like most of us, we find comfort in what we already know and are good at. This does not apply to employees who are accustomed to traditional maintenance management methods that have been used for years. When a company first adopts a CMMS, it makes sense that maintenance personnel would be skeptical about the benefits of implementing a CMMS. Not familiar with Employees who are accustomed to using existing systems and processes may resist change because they feel comfortable and competent with their current processes. When introducing new technology, there is no avoiding the learning curve. When it comes to a CMMS, employees need to be familiar with new technologies, workflows, processes, and hardware. This can be intimidating and overwhelming, especially for those who are not tech-savvy. Feeling a lack of control If employees are not involved in the decision-making process or understand the reasons for technological change, they may lose control of their work environment. This can be highly destabilizing and lead to resistance to change because employees value a sense of autonomy and influence over their work. Disrupt routines Change often disrupts established routines and work patterns. Maintenance teams may resist new technology if they believe it will disrupt their daily tasks, resulting in a temporary loss of productivity and increased workload during the transition. Doubts about the benefits of CMMS If maintenance personnel do not see the direct, tangible benefits of adopting new technology, they may resist change. You may wonder whether new technology will actually improve efficiency, productivity, and overall work quality. Without a clear understanding of the benefits of CMMS, employees may view the change as unnecessary, onerous, and not worth learning. [cta title="Supercharge your maintenance game with WorkTrek CMMS!" text="Book a WorkTrek demo to see how a CMMS can help your business." link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] Insufficient training and support Insufficient CMMS training and support during the implementation phase of new technology can lead to disaster and negatively impact adoption. If employees feel they are not competent enough to use the technology or do not have access to the resources they need to learn and troubleshoot, they may resist changing out of frustration or fear. Organizational culture Some organizations may have a culture that is resistant to change or prefers traditional approaches. In this environment, employees may resist new technologies due to prevailing norms, attitudes, or resistance from influential individuals or groups within the organization. Fear of losing your job Maintenance personnel may worry that new technologies will automate the tasks they currently perform, resulting in job losses or reduced job security. They may also worry about their ability to adapt to new technology or acquire the skills they need to remain valuable in a changing work environment. For some employees, this can be a source of extreme anxiety and another reason to resist change. Challenges of Training New Systems and Technologies As we all know, every industry has endless new technologies covering every possible process. That’s why you take the time to research the features and benefits of different software and carefully choose the one that’s best for your business. You know very well that this technology will help your company grow and succeed, so your employees should see that too...right? Well, not exactly. Because many industries experience near-constant change, some employees experience frustration and burnout when learning new CMMS software or updating systems. Maybe it’s when people at the top step down and make changes that they feel good. Additionally, existing technical training sometimes needs to be updated to reflect changes in components, versions, or updates. They always strive to keep their training up to date, which can be a chore for employees. Effective Ways to Maximize User Adoption and Value of Your CMMS System We’ve identified the top reasons why employees resist using a solid CMMS solution, so here are actionable strategies companies can use to increase user adoption and promote successful implementations. These strategies enable maintenance departments to effectively utilize their CMMS systems and gain tangible benefits in less time. The trainer must understand the software or system itself: A solid change management training program requires trainers to be experts themselves before developing the training. If a trainer doesn't know the software or isn't interested in the program, employees will know immediately. When designing training, consult subject matter experts (either inside or outside the organization) as they can be very helpful in developing technical training. If you conduct training in person, choose your trainers carefully and provide them with the training they need to help employees take the next steps to implementation. Define clear goals and benefits: Clearly define the goals and benefits of implementing a useful CMMS system. Communicate these to all involved, emphasizing the positive impact of the software on their roles and the organization as a whole. By aligning user expectations with system functionality, business owners can inspire enthusiasm and motivation for adoption. Communicating information to all employees throughout the facility via email, text messages, and posters is an effective way to disseminate information while keeping all employees informed about the entire process. Include key stakeholders: Another way to prevent employee resistance is to involve key stakeholders early in the implementation process, including maintainers, supervisors, managers, and IT staff. Listen to their input, address their concerns, and provide early opportunities for training and collaboration. Now is also the time to identify and prioritize quick wins that demonstrate the immediate value of your CMMS system. By focusing on achievable goals and demonstrating expected early success, business owners can increase excitement, build trust, and encourage wider user adoption. Once key stakeholders gain buy-in by actively participating in the early stages of a CMMS implementation, they are better able to confidently drive user adoption, communicate the technology's benefits, and ensure a smooth transition. Comprehensive CMMS training and onboarding: This is one area where entrepreneurs shouldn’t take shortcuts. Because employee buy-in is critical to a successful CMMS implementation, it is imperative to invest in a comprehensive training program that covers all aspects of the CMMS system's functionality. Consider offering a combination of on-site, virtual, and self-paced training options to accommodate employees’ different learning styles and schedules. Ongoing support is also provided through documentation, FAQs, user forums, and a dedicated support team to assist users with any questions or challenges. Consider offering additional options for mobile access to your CMMS system through a dedicated app. This is another way to reduce employee resistance by building trust with real-time capabilities. Mobile access allows users to access and update information or request assistance anytime and anywhere. This increases productivity, saves time, and proves the value of a CMMS. A friendly user interface makes it easier for users to interact with the system. Finally, continue to maintain open lines of communication with your users throughout the implementation, onboarding process, and beyond. Regularly inform your employees about system improvements, new features, and success stories. Users are encouraged to provide feedback, suggestions, and ideas for improvements. Actively incorporate user feedback into system updates and demonstrate that their input is valued and acted upon. The phased approach to CMMS implementation: Implementing the system requires a lot of planning and hard work. In addition to what has been stated, if the company has other existing systems, such as an enterprise resource planning (ERP) system or equipment monitoring system, these should be integrated before going live. This important step enables efficient data exchange and automation and eliminates redundant tasks, making the CMMS system more efficient and valuable to users. When it comes time to roll out a CMMS system company-wide, a pilot implementation is best. This means initial deployment is limited to specific departments or areas within the facility. This approach allows all issues encountered along the way to be tested, refined, and resolved on a smaller scale. The advantage of fine-tuning the system during this pilot phase is that it reduces employee frustration from dealing with disruptive outages. The final step is to incorporate feedback from pilot users to further refine the system and optimize its usability before expanding the implementation to the entire organization. Performance tracking and incentives: As an ongoing practice, regularly utilize performance tracking mechanisms within the CMMS system to monitor key metrics such as asset availability, maintenance response times, and cost savings. The information provided by these audits provides objective feedback on the organization's operations and productivity. It also provides insights into processes that may need improvement to improve workflow, resource utilization, preventive maintenance schedules, and more. Share performance reports with users and teams while recognizing and rewarding top performers. By introducing incentives and recognition programs, users will be motivated to continue using the CMMS and recognize the value it brings to their workplace. Let them do it: One of the best teaching methods when learning new software is to let employees try it themselves. Sure, you can show them how to do it and how to do it correctly, but there's no reason not to give them practical experience. According to some statistics: “People watching a software demo might be able to reproduce 10 percent of what was shown to them, calculate 20 percent, learn another 20 percent from their peers, and then completely forget the other half to learn slowly later, or not learn at all.” It is best to follow a repetitive series of teaching methods. Just like learning a musical instrument or driving a car, if you do something over and over again, it will eventually become second nature to you. Give yourself about half an hour for them to use it and then do it another day. Spending a lot of time will only make them tired or bored. Benefits of CMMS Training When everyone completes a comprehensive training program on using a CMMS, you and your team can reap these four specific benefits: Help everyone get used to using the software faster: Not everyone is quick to accept and use new technologies introduced into the workplace, no matter how valuable they may be. A formal user training program can educate your employees on the benefits of a CMMS program. In addition, they can experience concretely how the use of the software can help streamline work and improve processes. Because of this, they will be more open to accepting this new technology. If your employees understand the value of the program, they will work hard to understand it so they can use it properly. Let all users understand the functions of the program: CMMS programs have a variety of features and tools that many new users find difficult to use or even impossible to find. If your team has used a different system before, this can present a doubly challenging situation. If your team is trained before fully implementing the software, make sure they fully understand the interface and various tools before starting to use it. From creating and managing work orders, maintenance schedules, and reports to organizing assets, your employees will know how to do it all after completing the introductory course. With adequate training, your team will be fully prepared to use the software. You'll feel safer and less stressed when using it. Easier to use consistently: Another benefit of providing CMMS readiness training for your employees is that you can ensure that everyone is on the same page when it comes to using the CMMS. If you let your team research and use the program themselves, they may develop specific procedures or techniques for using it. These methods can lead to errors that affect important data and, in turn, various operations. To ensure that everyone follows the correct steps, instructions, and best practices for using a CMMS program, have a trainer conduct a proper tutorial before implementation. Not only do they reduce the frequency of errors, they help set your team up for consistency and success. Promote the speed and efficiency of software implementation: Learning the details of a CMMS system can take several days. It takes some people hours to master the steps required to perform a single function. Trying different technologies can lead to your employees making a lot of mistakes, and wasting time and resources. Trying different technologies can lead to your employees making a lot of mistakes, and wasting time and resources. Conclusion From manufacturing to healthcare facilities, the goal of a CMMS is to increase efficiency, thereby saving time and costs. Use these savings to increase employee satisfaction. High employee satisfaction leads to employee loyalty. Satisfied employees will talk to their friends, which may even lead to hiring new employees. Overall, implementing a CMMS or making the most of your current CMMS is a great way to keep your employees happy and on your team. With proper training, your team can avoid spending a lot of time guessing and making critical mistakes. You can learn to use the CMMS system correctly and efficiently in less time, which means your business can take advantage of all the benefits of the technology faster.

A preventive maintenance checklist is a structured list of tasks and inspections designed to be performed on equipment or assets to prevent potential issues, maintain optimal performance, and extend operational lifespan. It typically includes scheduled maintenance activities such as lubrication, cleaning, visual inspections, component replacements, and other necessary actions to identify and address potential problems before they escalate into costly breakdowns or failures. The checklist ensures that maintenance tasks are systematically carried out according to a predetermined schedule, reducing the likelihood of unexpected downtime and maximizing equipment reliability and efficiency. If you're a facility manager, you've probably heard a variation of the phrase, "If it ain't broke, don't fix it." This mentality may work in the short term, but ongoing reactive maintenance may fail due to a lack of consistency, and proactive repairs cost thousands of euros each year. Unplanned equipment failures are stressful and time-consuming for facility teams to fix. If your team is still taking a reactive approach to maintenance, it's time to make a change. A solid preventive maintenance program is critical to keeping equipment safe and functioning correctly. [ez-toc] What Is Preventive Maintenance? Preventive maintenance is a systematic approach to building operations designed to predict and prevent catastrophic equipment failures before they occur. To achieve this, facility personnel routinely inspect, maintain, and repair equipment to ensure that it performs as expected by the manufacturer. As a general rule, it is better to prevent problems than to react to them. A preventive maintenance plan can help maintenance managers better predict costs and improve key performance indicators. Preventive maintenance reduces the likelihood of unexpected issues by optimizing equipment performance. The following list outlines a few ways maintenance teams can stay on top of preventive maintenance in their departments: Schedule and perform regular equipment inspections. Regularly clean buildings, grounds, and property. Lubricate moving parts to reduce wear. Amplified controls for optimal performance and energy efficiency. Repair and replace any defective piece of equipment. Develop clear PM Checklists. Define maintenance processes This article will introduce you to the ultimate equipment preventive maintenance checklist that will ensure your equipment's seamless and efficient operation. Importance of Preventive Maintenance Preventive maintenance (PM) involves regular, planned maintenance tasks designed to prevent equipment failure before it occurs. Unlike reactive maintenance, which addresses problems after they arise, preventive maintenance proactively addresses potential issues, ensuring equipment operates smoothly and efficiently. Benefits of Preventive Maintenance Reduced Equipment Downtime: Routine maintenance tasks help identify and fix issues before they escalate into significant problems, reducing unplanned equipment downtime. Extended Equipment Lifespan: Regular inspections and maintenance activities can significantly extend the lifespan of equipment, ensuring it remains operational for more extended periods. Cost Savings: Preventive maintenance reduces the need for costly repairs and replacements, ultimately saving the organization money. Improved Safety: Routine checks and maintenance of safety-critical systems, such as fire alarm systems and carbon monoxide detectors, ensure the safety of personnel and infrastructure. Enhanced Efficiency: Well-maintained equipment operates more efficiently, improving productivity and reducing energy consumption. Source: WorkTrek Preventive Maintenance Checklist Equipment/Asset Name: [Insert Equipment/Asset Name] Date of Inspection: [Insert Date] Inspector: [Insert Name] Item Description: [Describe the equipment or asset being inspected] Preventive Maintenance Checklist Tasks: Visual Inspection: Check for any signs of abnormal wear or damage. Inspect for leaks, cracks, or corrosion. Verify proper alignment and positioning. Lubrication: Lubricate moving parts as per the manufacturer's recommendations. Ensure proper grease or oil levels. Replace lubricants if necessary. Cleaning: Remove any debris, dirt, or buildup. Clean filters, vents, and cooling systems. Ensure equipment surfaces are free from dust and grime. Functional Checks: Test equipment functionality according to its operational specifications. Verify safety features such as emergency stops and alarms. Conduct performance tests if applicable. Electrical Components: Inspect electrical connections for signs of wear or damage. Check for loose connections and tighten if necessary. Test electrical systems for proper functioning. Fluid Levels: Check fluid levels such as oil, coolant, hydraulic fluid, etc. Top up fluids as needed. Inspect for any leaks or abnormalities in fluid condition. Parts Replacement: Replace worn or damaged components identified during inspection. Follow the manufacturer's guidelines for part replacement intervals. Keep a record of replaced parts for future reference. Calibration: Verify equipment calibration if applicable. Perform calibration adjustments as needed. Ensure accuracy and precision of measurements. Documentation: Record inspection findings, maintenance tasks performed, and any issues identified. Maintain a log of maintenance activities for tracking and reference purposes. Source: WorkTrek Utilizing CMMS Software for Preventive Maintenance Checklists Implementing Computerized Maintenance Management Systems (CMMS) software can simplify and automate the creation and management of preventive maintenance checklists. This digital tool allows maintenance managers to automate the scheduling of regular inspections and maintenance tasks, ensuring that nothing falls through the cracks. With CMMS, you can automate the creation of preventive maintenance checklists, generate task lists for specific equipment and assign them to technicians, set up recurring work orders, and track the completion of each item on your checklist. This level of organization and automation increases equipment reliability and streamlines the workflow, allowing technicians to focus on their work without worrying about administrative tasks. Moreover, CMMS software provides a centralized database for all maintenance records, making it easy to access historical data and track the frequency of maintenance activities. This data can be invaluable for refining your preventive maintenance checklists over time, as it reveals patterns and trends that may necessitate adjustments in maintenance frequency or procedures. Additionally, CMMS can alert managers to upcoming maintenance tasks, help prioritize work based on criticality, and ensure that the necessary parts and tools are available when needed, thus further enhancing the efficiency and effectiveness of preventive maintenance programs. What Are The Different Types Of Preventive Maintenance? There are seven types of preventive maintenance: Preventive Maintenance Predictive Maintenance Corrective Maintenance Condition Based Maintenance Planned Maintenance Reactive or Emergency Maintenance Deferred Maintenance Preventive Maintenance Preventive maintenance is carried out at predetermined intervals or according to prescribed criteria to reduce the likelihood of failure or the degradation of the functioning of an item. This strategy is based on performing maintenance at scheduled intervals, regardless of whether the equipment has shown signs of deterioration. The goal is to prevent unexpected breakdowns and extend the lifespan of the machinery. Benefits: Reduces the likelihood of unexpected breakdowns. Extends equipment lifespan. Enhances operational efficiency by minimizing downtime. Helps in planning and budgeting for maintenance activities. Predictive Maintenance Predictive maintenance is a more sophisticated approach that relies on condition-monitoring equipment and techniques to assess real-time machinery performance. By analyzing sensor data and statistical methods, maintenance can be more accurately scheduled to address issues before they fail, thus reducing unnecessary maintenance tasks and costs. Benefits: Minimizes unplanned downtime by predicting failures. Reduces maintenance costs by addressing issues before they escalate. Improves equipment performance and reliability. Enables better planning and resource allocation. Corrective Maintenance Corrective maintenance is performed to rectify identified faults, and restore the equipment to an acceptable condition. Unlike reactive maintenance, which occurs after a breakdown, corrective maintenance is often the result of inspections or monitoring that detect issues before they lead to failure. Benefits: Addresses issues that were not anticipated, ensuring equipment can be repaired promptly. It can be more cost-effective for non-critical equipment with lower failure impact. It helps identify underlying issues that might not have been apparent during routine checks. Planned Maintenance Planned maintenance is carried out at predetermined intervals or according to prescribed criteria to reduce the likelihood of failure or the degradation of the functioning of an item. This strategy is based on performing maintenance at scheduled intervals, regardless of whether the equipment has shown signs of deterioration. The goal is to prevent unexpected breakdowns and extend the lifespan of the machinery. Benefits: Allows for efficient use of maintenance resources. Minimizes disruption to operations by scheduling maintenance during non-peak times. Ensures systematic and comprehensive equipment care. Helps in long-term maintenance planning and budgeting. Emergency Maintenance Reactive or emergency maintenance, sometimes called breakdown maintenance, is the most basic form. It involves repairs only after a machine has failed or broken down. While this approach may seem cost-effective in the short term, it can lead to increased downtime and higher repair costs due to the unpredictability of equipment failures. Reducing the volume of emergency maintenance is best to improve equipment reliability and reduce maintenance costs. Benefits: Addresses critical failures promptly to minimize operational impact. Enhances safety by quickly mitigating hazardous conditions. Reduces the duration of unplanned downtime. Essential for maintaining business continuity during emergencies. Deferred Maintenance Deferred maintenance refers to postponing maintenance activities on buildings, equipment, and machinery due to budget constraints, prioritization, or resource allocation decisions. While this may offer short-term financial relief, it can increase long-term costs, safety risks, and potential system failures. Benefits: Allows for prioritization of critical maintenance tasks when resources are limited. It can be used as a temporary measure to manage budget constraints. Provides flexibility in maintenance scheduling. Condition-based maintenance Condition-based maintenance is similar to predictive maintenance but specifically focuses on the equipment's physical condition. It involves monitoring specific variables, such as vibration, temperature, or lubrication properties, to determine when maintenance should be performed. This approach ensures that maintenance is only done when warranted by the equipment's condition, thus avoiding unnecessary interventions. Benefits: Optimizes maintenance activities by focusing on actual equipment conditions. Reduces unnecessary maintenance tasks and associated costs. Enhances equipment availability and reliability. Increases the accuracy of maintenance interventions. Source: WorkTrek What Are The Four Key Preventive Maintenance Actions? Preventive maintenance adopts the active maintenance method, which mainly includes four significant actions: inspection, detection, correction, and prevention. Let's examine each concept in more detail to see how it can be the foundation of a successful preventive maintenance program and help the maintenance team. Inspections Inspections are necessary for preventive maintenance and help the organization in two ways. First, facility inspections ensure that equipment is safe to use. Regular inspections help avoid workplace accidents and provide the company with more liability protection. The second is to inspect and protect assets regularly. Check to make sure the equipment is operating as intended by the manufacturer. Detection Running in a "run-to-fail" fashion ultimately incurs facility service costs, which is why many facility managers opt for a preventive maintenance approach. Predictive maintenance allows facility managers to identify problems early, which are relatively easy and inexpensive to fix. Correction Preventive maintenance encourages facility managers to maintain equipment proactively and fix problems before they occur. When a problem (or potential problem) is identified, facility managers take action to resolve it before it escalates or disrupts operations quickly. Prevention Facility managers can combine inspection records and maintenance alerts to learn from past mistakes and resolve recurring equipment issues. Preventing equipment downtime reduces stress and increases facility team productivity. When equipment is performed according to inspections, personnel can focus on proactive (rather than reactive) maintenance tasks. What Are The Benefits Of Preventive Maintenance? The most obvious benefit of implementing preventive maintenance is to get ahead of problems before equipment failure. Some of the benefits include: Preventive maintenance reduces downtime and business shutdowns due to unexpected equipment failures. Using preventive maintenance checklists can improve overall efficiency Preventive maintenance will increase equipment life, saving you money in the long run. Preventive maintenance ensures that all equipment and employees work only during scheduled hours, eliminating the need for overtime pay due to unplanned machinery breakdowns, etc. Preventive maintenance will significantly reduce safety risks for employees and customers, reducing the risk of costly lawsuits and workers' compensation. Preventive maintenance helps reduce the energy consumption of your assets and equipment through high levels of operational efficiency, which will lower your utility bills. Preventive maintenance can help maintenance teams reduce urgent repairs Preventive maintenance can give maintenance technicians a well-defined maintenance strategy These are just a few of the specific benefits of regular preventive maintenance. Preventive maintenance can reduce accidents and costly damage even if you own a small retail store or food stand and don't work with heavy machinery or equipment. What Are Repairs? Repairs are actions taken to restore an asset to normal function. It's about restoring a broken thing to its optimal working condition. The extent of repairs required depends on the nature of the equipment failure. There are two main types of errors: Complete failure This refers to an outage that causes the asset to become unusable. The asset cannot perform its function until someone takes care of it. For example, an engine failure can stall your car and make it undrivable until you take it to a mechanic. Equipment failure often results in unplanned downtime, which is often costly and requires urgent maintenance. Partial failure In this case, the asset works to some extent despite the error. You can still use the gear, but it's either unsafe or extremely ineffective. For example, a driver might drive a vehicle with a dirty air filter. But he might notice that the air conditioner isn't as cold as it used to be, or he might sneeze because of the poor air quality. Often, you want to fix partial failures as quickly as possible before they lead to complete failures at the wrong time. Some repairs are more expensive than others. How much you spend on repairs depends on the root cause of the failure. While failures are inevitable, most equipment failures are avoidable. This is where maintenance comes into play. Proactive maintenance can help you avoid major and expensive repairs. Source: Huston Dynamic Service, Inc.  Conclusion A comprehensive preventive maintenance program ensures equipment and assets' longevity, efficiency, and reliability and reduces maintenance costs. Organizations can significantly reduce the risk of unexpected breakdowns, minimize production downtime, and improve key performance indicators by creating preventative maintenance checklists and following good preventive maintenance processes. Following a structured preventive maintenance checklist, which includes regular inspections, condition monitoring, predictive maintenance techniques, and timely corrective actions, can also reduce costly repairs. The benefits of preventive maintenance extend beyond just minimizing downtime; it also enhances overall operational efficiency, improves safety, lowers energy consumption, and ultimately leads to substantial cost savings in the long run. By embracing a proactive approach to maintenance and leveraging tools like CMMS software, facility managers can streamline their maintenance workflows, make data-driven decisions, and foster a culture of continuous improvement within their organizations. Frequently Asked Questions (FAQ) What is a Preventive Maintenance Checklist? A preventive maintenance checklist is a structured list of tasks and inspections designed to be regularly performed on equipment or assets. It includes scheduled maintenance activities like lubrication, cleaning, visual inspections, and component replacements to identify and address potential problems before they escalate into costly breakdowns or failures. What are the Different Types of Preventive Maintenance? The three main types of preventive maintenance are: Preventive Maintenance Predictive Maintenance Corrective Maintenance Condition Based Maintenance Planned Maintenance Reactive or Emergency Maintenance Deferred Maintenance What are the Four Key Preventive Maintenance Actions? The four critical preventive maintenance actions are: Inspections: Regularly inspecting equipment for safety and proper operation. Detection: Identifying problems early through predictive maintenance techniques. Correction: Proactively fix identified issues before they escalate. Prevention: Learning from past issues to prevent recurring equipment problems. What are the Benefits of Preventive Maintenance? Some key benefits of preventive maintenance include: Reduced downtime and business shutdowns due to unexpected failures Improved overall efficiency and equipment life Cost savings from avoiding expensive repairs and replacements Reduced safety risks and potential legal liabilities Lower energy consumption and utility costs What is the Difference Between Repairs and Maintenance? Repairs are actions taken to restore an asset to normal function after a failure. Maintenance, on the other hand, refers to proactive actions like inspections, adjustments, and replacements performed to prevent failures from happening in the first place. Proper maintenance can help avoid major and expensive repairs.  

Facility management software is designed to help facility managers and contractors ensure that buildings, whether they are construction sites, factories, educational buildings, or corporate headquarters, are well-maintained and utilized to their fullest potential. These software solutions are essential in managing the numerous maintenance and organizational issues that are common in various types of buildings. You may already have an investment management system, but that's not enough for complex assets. If you think it's time to invest in a facility management platform, but aren't sure where to start, this article should help. We've compiled a list of the top 10 facilities management software to help you find the right one. This should give you a better idea of ​​what to expect when looking. What is Facilities Management? A "facility" is a tangible thing constructed or installed for a specific purpose. Facility support organizations, eg. buildings, IT infrastructure and services, lighting, furniture, and grounds maintenance. Facilities Management (FM) focuses on how these facilities are managed. It can be defined as a management discipline that ensures effective and efficient support services to various organizations. It is a function within an organization that integrates people, processes, places, and technology into the existing environment and focuses on improving the productivity of the organization and people's quality of life. What Does A Facility Manager Do? The facilities manager is considered a "strategic leader critical to the continued success of the organization." They are responsible for maintaining the "workplace" (such as offices, retail stores, and warehouses) and keeping business operations running. The University now offers advanced degrees in Facilities Management, a position that has evolved from a "craftsman" position to a professional management discipline that requires initiative, foresight, and planning. Not to be confused with property management, facilities management is less concerned with the buildings themselves and more concerned with the processes and people needed to ensure safety. For example, they can organize regular fire inspections and communicate with electricians when needed. Inventory Of All Assets At the Facility, Maintained  To set up an optimal plan for the facility, it is first necessary to carry out an inventory of all the tools on which maintenance must be carried out to not omit any asset essential to the proper functioning of the production chain. Depending on the size of the industrial or agricultural company and the number of installations in its possession, the complexity of the maintenance plan can vary greatly. In the most complex cases, it is strongly recommended to segment this inventory by sector or production unit to be able to manage sets of acceptable complexity. Definition And Prioritization Of Facility Maintenance Tasks To ensure effective facility maintenance, it is crucial to define all tasks required for each asset, including their frequency and necessary skill level. This enables the assignment of tasks to technicians with the appropriate skills. Prioritizing tasks can also be helpful in complex situations, where tasks can be ranked to determine which should be completed first and which can be postponed if resources are lacking (such as due to unforeseen events or absences). The purpose of this prioritization is therefore to better organize the maintenance work, which leads to better efficiency, reduction of stress in the teams, and easier management of unforeseen events. Computer-Aided Facilities Management Software Computer-aided facility management (CAFM) software assists facility managers in planning, executing, and monitoring activities including preventive maintenance, space and migration management, asset management, and facility service operations. Implementing software is also a relatively quick way to reduce facility management expenses. In addition to the cost-cutting benefits, using a software manager can help save time on documentation, leaving more time to think about preventive measures. Preventative measures can also help save money as they reduce breakdowns, repairs, and unnecessary equipment replacements. Another type of facility management software is computerized maintenance management software (CMMS). This software is similar to CAFM software but provides greater insight into a company's maintenance planning and execution. It includes automated maintenance schedules with a greater focus on preventive maintenance. With the increasing use of CAFM software and CMMS, facility managers must be aware of technological changes. Facility managers should understand the system and keep up with rapid changes in the software. You should be flexible and able to adapt to these changes. Choose A Facility Management Solution While there are a dizzying array of variables that can influence your choice of any particular facility management software, general advice can still be given on choosing the right type for your particular business. Using this logic, we managed to formulate three recommendations: Determine the features you need. Different types of facility management software tend to create a lot of confusion, especially because their features overlap. Fortunately, certain characteristics differentiate the different types of facilities management systems. For example, EAM solutions are known for their rich functionality for managing disparate assets from a single point of access. CMMS software, on the other hand, has a more limited feature list and is usually only usable with physical assets and a range of medium-sized facilities. That's not to say that these types of software aren't mutually exclusive, it's not uncommon for them to coexist and even integrate to work better. Define the main goals of the solution. Knowing exactly what your facilities management software will be used for is an important part of the selection. Single-site installations usually only require basic maintenance management software, and a CMMS is best in this case. Other more complex examples may require a hybrid solution or something more specific since the increase in complexity doesn't always correlate to the size or number of installations. For example, if your equipment includes mobile assets such as public sector vehicles, these assets will be grouped separately from your company's stationary equipment.  Research possible deployment options. Facility management system deployment methods often vary widely. There are three general approaches to deploying a facility management system: cloud, on-premises, and hybrid. Cloud deployments are relatively cheap, but for larger organizations with larger workforces or many customization preferences, prices can rise quickly. Also, since it is the cloud service provider that protects your data in this case, it is not uncommon for them to have the most advanced data protection solutions on the market. On-site facility management uses your hardware as the primary storage for the entire system. On-premises offers more customization than the cloud, but where the data is, you also have to worry about network security. You can expect many different features from a building management system, including but not limited to: The ability to analyze expenses, as facilities management systems need to be able to process information in many different ways – including benchmarking, overviews of historical data, trend detection, and more. the following. Greatly simplifies access to all contractor information - certifications, payment information, insurance tracking, and more. Eases the difficulty of managing work orders, especially for facility maintenance requests. The ability to install software that integrates with various business platforms (payment systems, accounting systems, etc.) to simplify the payment process and minimize data entry errors. Comprehensive customer support is always available to help you manage your facility management tools. Top 10 Facility Management Software in 2024 Facilities management solutions are designed to assist facility managers and contractors in ensuring that buildings, including construction sites, factories, educational buildings, or corporate headquarters, are always in top condition and utilized in the best possible way. These solutions are essential in addressing the many maintenance and organizational issues that arise in various types of buildings. You may already have an investment management system, but that's not enough for complex assets. We've compiled a list of the top 10 facilities management software to help you find the right one. This should give you a better idea of ​​what to expect when looking. 1. WorkTrek That's us! The most important thing is to find the solution that best suits your needs, which means that the best CMMS software is often the one that best meets your expectations. And we try to fulfill those expectations! Easily manage requests across multiple business locations and perform crucial maintenance tasks, including creating, assigning, and tracking work orders. Benefits of WorkTrek Facility Management: Greater transparency and control: Use one platform to track work orders and tasks, and monitor your technicians’ locations in real time. Reduce the number of interventions: Plan interventions and handle work orders promptly. Improve understanding of processes: Create internal knowledge to keep a centralized record of work history and better understand maintenance activities. Built-in safety and compliance: Give your technicians easy access to health and safety information about specific work orders, making sure your organization adheres to the highest safety standards across all activities. Digitize your workflows: Our solution replaces paper and spreadsheets with a centralized repository of electronic documents. Increase customer satisfaction: Meet and exceed your client’s expectations by shortening response times. [cta title=" Now is the time to reduce equipment downtime and associated costs!" text="Stay competitive with WorkTrek CMMS software!" link="https://login.worktrek.com/Account/Register?_gl=1*fpersd*_ga*MTcwMjE1OTkzNy4xNjU0NTA3NTI2*_ga_8N6446P9LX*MTY3Mzk2ODEzNS4yNi4xLjE2NzM5Njg4MDAuNDguMC4w"] 2. Infraspeak Infraspeak is a cloud-based maintenance management solution designed to help small and medium-sized businesses manage preventive and corrective maintenance, audits, inventory, and more. The platform offers dedicated apps with custom features for facility managers and technical assistants. It offers a wide range of features, including a centralized dashboard, NFC (Near Field Communication) beacons, asset management, task calendar, agenda, economic analysis, IoT sensors, and electronic signatures. The platform includes a fault-reporting interface that allows staff members, maintenance managers, employees, custodians, and customers to report faults directly. Users can check various failure statuses and plan interventions with information about resolved and open queries, as well as upcoming preventive maintenance tasks. Infraspeak offers a building management module that allows managers to organize infrastructure across multiple sites, as well as identify and trace assets. Managers can view real-time information regarding maintenance, inventory, costs, and productivity.  3. FMS: Workplace FMS: Workplace is a facility management solution designed to help companies get the most out of their workspace and assets. It provides users with powerful visualization and planning tools, as well as reporting options to help you gain data-driven insights into how your facility is being used. Capabilities include scenario planning, sustainability financial forecasting, environmental impact analysis, building assessment tracking, and lifecycle planning. Additionally, it has a built-in solution for service request management. Benefits of FMS: Workplace? Workplace planning and optimization: It has functions such as scene modeling, visualization, two-way drawing, and model integration. These features allow users to plan and optimize the use of office space and identify unused space that can be rented out. End-to-end inventory management: FMS: Workplace allows users full control over asset inventory management. It helps you monitor your assets across locations, tasks, and owners. The solution also records maintenance history so you know if they are still up to date. Centralized facilities management process: The platform consists of eight components, namely Regional, Relocation, Maintenance, Real Estate, Projects, Sustainability, Wealth, and Strategic Management: From one hub, users can easily handle all processes related to facility management. Plus, with its integration capabilities, the platform is designed to work with your existing software ecosystem. 4. eMaint CMMS eMaint Computerized Maintenance Management System (CMMS) software helps increase asset reliability and extend equipment life with excellent customer support. You can minimize labor costs by standardizing workflows and optimizing operations with eMaint. Use the system to manage work orders, automate PM schedules, and ensure spare parts availability. Cloud-based technology enables teams to access crucial data from anywhere, whether they are on-site, in the field, or working remotely. eMaint is part of the Fluke family and is an award-winning CMMS solution designed, both in its software and in its delivery model, with the idea of ​​partnership. Its adaptive interface enables users to connect data for actionable insights, connect teams for streamlined operations, and connect systems for extended ROI. 5. UpKeep UpKeep is a mobile computer-aided maintenance management system (CMMS) that utilizes cloud technology, allowing it to be used on mobile devices. In various sectors, such as manufacturing, construction, distribution, warehousing, utilities, hotels, restaurants, the food industry, churches, education, and more, UpKeep offers a mobile computer-aided maintenance management system (CMMS) that uses cloud technology, making it accessible on mobile devices. The system allows users to manage maintenance scheduling and work orders, with tools for creating work orders, prioritization, signature capture, image annotation, importing asset data, inventory management, barcode scanning, chat and collaboration, invoice creation, and more. UpKeep allows users to create custom work orders for multiple purposes, such as creating checklists and measuring values, using templates and form elements. Users can add files, images, and parts to tasks, as well as prioritize work orders based on their urgency. Asset data can be imported into UpKeep from existing files, and barcodes can be assigned to parts or assets, which can be scanned and included in work orders. Inventory can be managed by location, and part history tracking provides users with information on where each part has been used. 6. Hippo CMMS Hippo CMMS is a maintenance management software tool for businesses of all sizes. It is fast and easy to implement SaaS solutions. Hippo CMMS offers a custom interface that can be designed according to users' operational maintenance needs. Since 2004, Hippo CMMS has provided user-friendly maintenance software to companies in the following industries: manufacturing, healthcare, education, hospitality, sports and recreation, property management, and municipalities. This CMMS can be used by everyone in an organization, whether it's a VP, CIO, or non-technical employee. The system allows all employees (regardless of hierarchical rank) to process work orders, process maintenance requests, and manage preventive maintenance and spare parts. Hippo CMMS is coming with all the modules and functionalities needed to streamline maintenance operations: maintenance request portal, on-demand work order management, preventive maintenance, inventory management, fleet maintenance, and maintenance order management. mobile work, reporting, and extraction tools. Each subscription offers an unlimited number of users. 7. Quickbase Quickbase is an app-building platform that allows users to create custom business apps without programming. This out-of-the-box solution offers tools including workflow automation, notifications and reminders, task management, team collaboration, interactive dashboards, and more. Quickbase includes simple web forms to speed up data collection, point-and-click integration into other cloud apps and data sources, robust APIs, unlimited reports and dashboards, and landing pages customizable, and appropriate governance, with role-based access control. Among the features, it comes with asset tracking, inventory management, and maintenance request management, making it one of the most comprehensive applications for facility management systems. 8. ServiceNow Facility Management ServiceNow Facility Management software provides tools that enable the maximization of resources, improvement of preventive maintenance, and alignment of services with company priorities. This system, which is part of ServiceNow's selection of top-of-the-line products, is designed to offer innovative solutions for facility managers. Using the platform, you can address corporate goals for sustainability, operational efficiency, staff productivity, and even cost control. 9. POC System POC System is a cloud-based facilities management solution that helps medium to large businesses manage commercial real estate and seating assignments. The platform provides a real-time view of inventory and work areas, allowing managers to design seating plans and optimize utilization. It comes with an interactive space management tool designed to manage the layout of cubicles, access points, and conference rooms. A graphical interface allows teams to create table plan simulations, view empty boxes, and manage assignments. Users can use color codes to divide floor plans into different types such as vacant areas, common areas, parking lots, etc. POC System includes a marketing tool for administrators to select marketing placements using metrics and zoning. POC System's drag-and-drop functionality helps large companies streamline the entire moving process. The platform automatically backs up data and stores activity logs, as well as changes for later reference. POC System integrates with various HR systems and third-party applications like Namely, Active Directory, SAP, and Oracle. 10. OfficeSpace OfficeSpace Software is a cloud-based facilities management solution that allows users to create and allocate workspaces for critical administrative tasks using a wide range of features including desktop reservation, resource tracking, as well as travel, space and demand management, etc. Many industries, including government entities, healthcare, banking, telecommunications, and real estate, use the visual tool. The tool automates and simplifies the complex task of managing large-scale organizational moves and day-to-day employee transfers. Users can employ OfficeSpace Software to manage rooms and track boxes with their assets and attribute information. They can access the software via the web using single sign-on (SSO). A mobile visual directory allows them to find people on the go. Thanks to the space management module, they can fully control their office space. They can also view space usage and view a real-time floor plan. Powerful reporting tools help them make smart decisions about space usage. OfficeSpace Software includes an Asset Tracker, which helps users quickly identify enterprise-wide assets and equipment. They can easily find, monitor and share organizational resources from conference rooms to printers and more. They can also access critical medical and safety reports or generate accurate and up-to-date reports related to attributes and equipment. Which Facility Management Software Should You Choose? Facilities management software is an incredible tool that can improve a business's productivity in many ways. Selecting facility management software requires careful consideration of several key factors. When evaluating software options, consider the software's features and functionality, ease of use, ability to integrate with other systems Also evaluate the level of software training required, data security measures, and customer support options. The most important thing is to find the solution that best suits your needs, which means that the best CMMS or facility management software is often the one that best meets your expectations. And WorkTrek tries to fulfill those expectations!