24/7 Software Blog

7 Problems CMMS Software Can Reduce

by 24/7 Software / April 28, 2015

engineer passing work orders to facility manager without paperless CMMS software in placeEliminating your facility maintenance problems ultimately lands on your shoulders.

Yes, that’s a lot of responsibility. It’s also why we thought this article would point you in the right direction…and even elevate your mood.

So that we’re on the same page, we’d really like to help – in every way possible – to completely eliminate all your maintenance concerns. But, we figured reducing them would be the logical first step.

You might be thinking to yourself:

“They’re right, it would be nice to actually like using my CMMS software.”

We know we’re not mind readers, but are we close?

Reducing the impact of maintenance related problems will be the first step on your journey to eliminating workplace stress and achieving peace of mind.

CMMS software is the best thing since paper, so you can stop using paper AND start “loving” your maintenance solution.

We’re ready to show you facility maintenance made easy, are you ready?

Making the Move from Cumbersome to “Cumber-none”

As a facility manager, you rely greatly on not only your team’s performance but the capabilities of your maintenance solution. It’s a package deal. You can’t be successful with only one.

Here’s the problem with that:

Your team can be trained very well, your processes can be flawless – but what happens if your maintenance software is outdated or limits your ability to execute effectively and efficiently?

We’ll tell you what happens…

You’re stuck.

Your whole maintenance operation will always be in a constant state of “downtime” preventing you from moving your maintenance to a profit center.


When you implement innovative CMMS software you can reduce the 7 problems we’ll dive into below. Then, you can focus on completely eradicating all your maintenance issues as each day passes.

It’s time to take your facility maintenance from cumbersome to “cumber-none” today!

7 Problems Facility Managers Can Resolve By Using CMMS Software

Now, it’s no secret:

You can’t find too many maintenance solutions that facility managers truly enjoy using. They’re cumbersome and difficult to use.

You might even feel stuck using yours. Let’s fix that, today.

Putting a system in place will – at the least – let you ease the stress of the seven issues most facility managers face on a daily basis. Starting with how to manage the daily hassles of work orders…

Effectively Managing Work Orders

How paperless is your current system?

We hear it all of the time:

We have a paperless work order system.” or “Our paperless system does X, Y and Z.”

Well, how paperless is that “paperless” system of yours if you still print out work orders or have stacks of paper on your desk?

When you think about it, it’s not so paperless after all, is it? But, when you put a real paperless work order system in place, you can reap some incredible benefits.

Trust us, you want a system in place that’ll let you create, track, edit and automatically communicate work orders to your engineers or technicians…without ever clicking the “Print” button.

Not only will you be reducing the time it takes for your team to handle work orders, you’ll be reducing the time it takes you to enforce accountability and be sure things are getting done.

Added bonus:

You’ll reduce – and we hope eventually eliminate – the amount of paper required to perform daily maintenance activities.

Simplify Vendor Management

When an outside vendor or an employee from a different department needs to submit a work order request, how do they currently do this?

Do they have to find you or an engineer? Do you have a system in place?

Well, what if we told you that you could use a streamlined solution? One that allows you to create a web-based form where people can submit work order requests for approval through the internet.

It’s such a simple yet powerful tool. Your goal is a reduction in these types of problems.

It gets better:

You’ll have peace of mind knowing nothing that needs to be fixed slips through the cracks.

Introduce Chain of Command for Approving Work Orders

Consider this, one of your technicians is working on an air handler. They’ve determined it would be more cost-effective to fix the equipment rather than replacing it all together.

They’ve determined the cost of the replacement parts will run $1,200-$1,500. What happens now? Who approves it? Does it need to be approved by you directly?

If you’re using an innovative system, you’ll be able to organize how you handle the approval processes.

Using a chain of command, your technician is able to submit a purchase request for, let’s say, $1,500 based on certain criteria you establish like:

  • Work type
  • Request amount in dollars

The purchase request will be sent to the associated person for approval. In this case, $1,500 may be on the lower end of what you’re used to having for purchase requests, so your senior engineer need only to approve the request – not you.

This not only reduces the time it takes to move purchase requests through the funnel, but also reduces any confusion and frustration when your engineers and technicians need to get work done on time.

Get a Handle on Preventive Maintenance

One of the biggest challenges we’ve identified among facility managers is Preventive Maintenance. It’s a vital processes they need to control in order to be successful.

It’s also one of the most troublesome aspects of facility maintenance, because there has not been many maintenance solutions allowing facility managers to truly tap into their preventive maintenance potential.

Until now.

We’d even go as far as saying there’s software out there that allows you to eliminate your preventive maintenance issues.

Seeing as how preventive maintenance can be quite complex, getting the right tool will reduce your inefficiencies and drastically increase the effectiveness of your preventive maintenance.

With a maintenance solution, where optimized preventive maintenance has been achieved, you can manage and track:

  • Preventive Maintenance Schedules
  • Associated Activities
  • Associated Activity Tasks

Know who’s doing what and when.

We’ve seen maintenance solutions that take the flexibility of the system even further. We’re talking extremely innovative features like this:

An ability to track preventive maintenance in a calendar format with drag and drop ability to change dates.

You read correctly. Manage your activities with ease. It also gives you the ability to view your scheduled activities on a global monthly, weekly and daily view.

How’s that for a reduction in…well, a lot of things?

Control the Consistency of Maintenance through Checklists

Do you ever have trouble communicating the correct way to complete maintenance to new and even existing staff?

It takes time to remember every procedure. How to inspect and fix an air handler…how to respond to a water main leak…all important processes to remember.

But, why wait weeks or even months for your team to perform up to par? We don’t see a reason to wait, especially if you have the ability to reduce the time it takes for your team to complete maintenance the right way, from the start.

With a truly paperless system turned on, you can now create digital checklists for performing all types of maintenance. Use the checklists that you’ve created to effectively direct your staff.

Take full control of your maintenance initiatives and have peace of mind knowing everything is being handled according to the steps you’ve laid out.

Inventory Tracking Allows Your Operation to Remain Whole

Do you ever run to the material warehouse to retrieve material only to find you’re out of the exact materials you need?

It’s important to reduce the problems of low or no available inventory – especially when you need it the most.

When the time to reorder material is close, you won’t have to remember it yourself. With a valuable system in place, it’ll alert you so you never run out of what you need again…ever again!

Data Will Help You Control the Process of Reduction on to Elimination

If you’re anything like us, you like to control your efficiency.


We can all agree that drastically reducing stress, downtime, error rates, and all the problems associated with maintenance is a fantastic feat to overcome.

But, if you really want to move your operation from a cost center to a profit center, you’ll want to have bigger goals.

You’ll want to put your operation on a path for elimination of all these aforementioned problems and any you encounter over time.

How do you do that? Analytics, inclusive of reports and charts. They’ll let you organize, manage and analyze the data the way you need to. See the data how you need to see it and be proactive in moving your operation in the best direction.

This is how you ensure the longevity of your success and it’ll get you one step closer to the elimination of maintenance-related issues you’re facing.

Over to You

How quickly do you think you can reduce these problems with your current maintenance solution? Did we spark a change that’s causing you to rethink your current solution?

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