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How to Cut Maintenance Costs & Increase Profitability

24/7 Software
Nov 2, 2021 7:00:00 AM

CMMS software is a prized solution for properties.

It can help any proactive leader move toward a profitable maintenance operation.

But, knowing which systems are going to help you reduce operational waste and cut hindering costs can be tricky.


Many maintenance “solutions” have flaws.

Yes, they’re software and tout their ability to improve efficiency for your operation.

But, it seems their perspective comes only from their understanding of maintenance operations.

These systems are antiquated and cumbersome and do not take into account the real needs of the customer.

One issue leads to another with their use – and the cumbersomeness catches up to your bottom line.

Vital activities and tasks that are essential to running a fluid operation start slipping through the cracks.

These missed maintenance initiatives cost you money, often lots of it too.

“What do we do,” is the question you’re back to asking yourself and your team.

You’d rather be able to quickly cut your maintenance costs and focus on increasing the profitability of your business.

Are we right?

Yes, we are!

We’re going to show you how a proactive CMMS can help you turn your maintenance operation and keep it a profit center.

Are you ready for Proactive Operations?


There’s a lot of software out there.

Every industry is flooded with one maintenance solution after another.

Most systems are outdated, cumbersome, and a hassle for managers to learn, teach to their staff, manage, and use.

Extensive, ongoing training is needed to use these systems.

We’re not talking about the enjoyable customer support that leads to peace of mind either.

Flexibility doesn’t exist.

Many managers use systems that are a hassle.

The wrong software, coupled with lots of paperwork are problems associated with the wrong solution.

If you want to cut costs and ensure your maintenance is a profit center, you’ll need to:

  1. Remove paper from your maintenance operation – entirely– because it costs money and slows you down.
  2. Automate all work orders, preventive maintenance, approvals, activities, and tasks. Automation saves you time and money, which can boost your profit potential!


Solutions have advanced over the years.

Yes, many antiquated systems are still out there, but progressive systems have prevailed.

Leaders now have the functionality and tools to improve all associated processes, starting with implementation.

Spending reduces over the long term while proactivity increases.

Software solutions like this give you the value to remedy current drawbacks and eliminate future costs.

Value like this results in achieving a return on your new investment that’ll make your boss smile.

Do you want your boss to smile?

Probably, right?

Now, you’ll have a solution that gives you the ability to organize your efforts according to your needs.

Let’s take a moment and put what we’re talking about into perspective:

Your chief engineer receives a work order request from the Administration staff.

They’ve reported a broken door handle at the entryway of their office location.

The chief engineer can quickly add the work order details to the software.

All the need-to-know information can be added without shuffling through multiple screens.

While tracking the general details of the work order within the system, both departments will have a timeline of the work order.

Both departments will be able to see when the maintenance was scheduled and completed.

Efficient communication of the work and timely completion result in lower costs.



You may already know this; efficiency is a leading factor that helps move your maintenance from a cost center to a profit center.

To help you get there, we’re going to show you eight characteristics of CMMS software that ensure you do.

1. Digital Means Peace of Mind

Removing handwritten work orders should be a priority on your property.

Trust us; it’ll move your operation closer to peace of mind.

Eliminating illegible, handwritten work order reports can help you achieve greater efficiency and effectiveness by reducing the number of files stacked in your office.

Introduce this into your maintenance operation.

Watch your staff’s performance spike as creating, tracking, and automatically communicating work orders becomes much more comfortable.

2. Easy Approval of Work Orders

Eliminate waiting altogether.

Provide your team with web-based forms for submitting work orders.

It’ll allow them to quickly request work to be done without the worry of paperwork getting lost in the mix.

Use web forms for your maintenance operation to reduce the time it takes work to be completed.

Save time and money.

Staff can merely submit work orders for approval directly into the software.

Efficiency is a vital characteristic of a progressive system.

Web forms will help you reduce waiting time and unnecessary mishaps.

3. Chain of Command Streamlines Operations

  • Are work order approvals leading to headaches?
  • Does this process stress you and your staff out?
  • Is the need for approvals slowing your operation down?

Simplified CMMS software gives your staff the ability to streamline the approval process for work orders.

It reduces approval times to minutes, if not seconds.

Work orders are automatically enrolled in your property’s chain of command as soon as they enter the system.

This leads to an efficient, stress-free line of approval.

Work order approval is based on the type of work order and the amount.

With a chain of command in place, two areas of your operation are improved:

  1. Essential planning is quickly completed according to schedule, and additional discussions are removed from the approval equation.
  2. Real work that needs to get done gets done before problems escalate.

4. Preventive Maintenance Saves Your Profit

It’s time to start considering a preventive maintenance system if you don’t already have one.

Get your preventive maintenance running – starting today.

It’s the best way to start cutting costs, stop losing money, and start being profitable.

We can’t stress this point enough.

Put a system in place to create your maintenance activities and tasks with ease.

Use a system that allows you to track and monitor a calendar full of scheduled maintenance.

Do this, so nothing slips through the cracks.

5. Checklists Help Eliminate Time Wasters

Time to recycle the paper checklists.

Produce digital checklists and electronically deliver them to your engineers and technicians.

It’ll give you confidence knowing that work will be completed the way you need it to be.

Using digital checklists ensures the consistency of all maintenance activities occurring throughout your property.

Consistency removes questions that result from stressful and ambiguous maintenance operations.

It removes any barriers preventing work from getting done correctly.

Here are a few simple examples of what we’re talking about:

  1. Conduct HVAC inspections according to guidelines.
  2. Ensure all equipment required to pass compliance inspections are up to par.
  3. All life safety equipment has been inspected.

It’s easy to forget small items like where you left your coffee cup.

Don’t let forgetfulness merge into your operation.

Some checklists may be more complicated than others, but you’ll be able to ensure your property is running well and looking great.

Create policies to follow and hold everyone accountable – even yourself.

6. Manage Your Inventory Easily

Create a schedule of essential notifications for managing and tracking your assets and inventory levels.

For example, know when your HVAC filters have low inventory.

Efficiently managing your inventory levels helps you forecast future material and equipment needs.

Knowing what you need is available when you need it is always good for business and peace of mind.

7. Get Notified of Warranty and Vendor Insurance Expiration

When your warranties are expiring, you should know. Expired vendor insurance can lead to unneeded stress as well.

You need a solution that allows you to set alerts and notifications, so vital information like this doesn’t go undetected.

Know when warranties and vendor insurance expire. It’ll remove stress, headaches, and confusion.

You can then focus on ways to save time and money for your property.

  • Streamlining work order approvals
  • Mastering preventive maintenance
  • Maintaining compliance
  • Ensuring all life safety equipment stays active

8. Analyze Often to Find Dollars and “Sense!”

You can manage what you measure.

Measure and manage your maintenance operation to cut costs and increase profits.

Do this by using comprehensive and smart analytics inclusive of lots of data, charts, and organization.

Get information from your system when you need it and how you need it.

Improving your processes, cutting costs, and increasing profits put you on track to peace of mind.

The enhanced analysis will put you on track for all these.

We want to eradicate stress from your operation.

Have and use the valuable information you need when you need it.


Managing property maintenance can be stressful and rewarding. But, we believe you can make upcoming 2022 the year it’s more satisfying than stressful. How does that sound?

Don’t waste any more time. Implement CMMS software starting today to cut costs and drive profitability for your property!

Editor's note: This post was originally published in February 2018 and has been updated for comprehensiveness and freshness.

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