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Stop Guessing: Purchase a CMMS Using These 14 Rules

24/7 Software
Aug 24, 2021 7:00:00 AM

Any facility manager could tell you:

Purchasing a new CMMS is a stressful and overwhelming process.

When you’re already faced with the apparent challenges of operating an existing unwieldy piece of software – it’s even worse!

We understand your struggle.

So much that we’ve spent the last several years working out the kinks.

You might think:

There’s no way to make this process an enjoyable one.

Well, friend, there is.

We’ve defined 14 rules that’ll change the way you purchase CMMS software.

We call them ‘rules’ because if you don’t live by them, you’ll select the wrong system.

Your operation won’t become a profit center.

We don’t ever want that to happen.

Follow these rules, and you’ll be able to make the purchasing process effortless (and stress-less!) and your maintenance initiatives a breeze.


You need your cloud-based CMMS software training to be easy, so your team will use it, right?

Then, let’s start by getting the buy-in from your team – the people that’ll be trained and using the system.


To ensure your steps to success remain well managed, we made the actual selection process a set of rules to stick to – strictly.

Here’s the thing:

Selecting maintenance software can be detrimental to your peace of mind.

This is why we only want you to focus on making the right decision for your facility.


Ask yourself, should you stay with what you’re currently using,  or should you move on and find a new system?

It’s vital to understand why you’re better off moving forward.

The reason?

You’ll know what’s holding your operation back, which means you’ll know what “qualities” to avoid.

Are you going to continue with complacency or clean your slate and move forward?

Enter your first five rules to follow…

Using these very disciplined steps will allow you to stay focused and choose the right maintenance software.

This is important, so please pay close attention. Remain methodical and make selection decisions that are:

  • Objective
  • Logical
  • Based on analytics

Stop guessing and start using this strict selection process:

  1. Form a Selection Team to Make a Decision
  2. Define All Functionality Requisites Before Comparing Worthwhile Vendors
  3. Critically Assess Possible Vendors with Purpose
  4. Schedule and Complete a Live Demonstration of Each Solution
  5. Review Top Vendors and Make Your Final Purchase Decision

1. Form a Selection Team to Make a Decision

You’ll need the help of your team.

These are the people already familiar with your maintenance operation.

Your current maintenance teammates are the ones that know what they need as an operation to remain whole.

They understand your goals and what’s required to be successful too.

More importantly, they’ll know what the system will need to be successful.

2. Define All Functionality Requisites Before Comparing Worthwhile Vendors

Decide on the:

  • Needs
  • Should haves
  • Wants
  • Model functionality

That'll give you the critical info you need for rejecting solutions that aren’t a fit.

Here’s the thing:

You’ll know the non-negotiable functions. These are your must-haves.

You’ll also know the ones you can pass on and the possible upgrades you’d like if the ROI is right.

3. Critically Assess Possible Vendors with Purpose


It’s essential to have an intention when examining potential vendors and solution providers.

Make a list and answer these questions:

  • What are their track record and credentials?
  • How well do they know what facility managers need?
  • Are they capable of educating you on how to improve your operation while keeping everything safe and compliant?

Target the facts.

What do they have to offer?

Then, study the good and bad, the pros and cons…for each solution.

4. Schedule and Complete a Live Demonstration of Each Solution

Trust us; there’s nothing better than a live demo.

How do we know?

That’s all we provide for our solutions.

A demo is a real-time engaging way for you to see the true value of a solution – tailored to your operation.

A tailored demonstration should be quintessential to your decision.

The vendor should fully understand your needs before demonstrating the value of their product.

They should even be asking the right questions during the demo conversation to uncover your operational needs.

When done right, they’ll show you how their software will be the perfect solution to help you achieve your goals.

It’s always about peace of mind.

It gets better, though:

A superior vendor, the ones we’re talking about, will help you understand how to reduce task and activity oversights along with equipment downtime.

Two factors are a critical difference between a cost center and a profit center.

Here’s the kicker:

You have to stop relying on software reviews!

At this point, you’ll want to skip the software reviews and ask the vendor for high-quality referrals in your industry.

You need real-life testimonials from people who use the system in the same capacity.

Did they deliver?

If not, you’re wasting your time.

The best software review is a customer referral.

We swear by this…and we can prove it!

5. Review Top Vendors and Make Your Final Purchase Decision

It’s time for some dollars and “sense.”

We get it:

You have a budget. Everyone in this industry does.

Our biggest concern is whether you’ll make a purchasing decision uniquely based on budget.

Please don’t; we don’t want you to regret that decision three months into a three-year purchasing agreement.


It’s time to choose your solution.

To help you, we have our remaining nine rules waiting for you below.

Use them to complete the purchasing process objectively and start LOVING your maintenance solution.

We’d love to see that happen ourselves.


Your process for purchasing your maintenance system has been outlined.


The time has come to examine the potential suppliers using your nine remaining rules for making the final decision.

Be objective.

Be clear.

Use them as an austere standard for what your facility requires.

Finding the right CMMS system to purchase isn’t easy.

These will help you figure out the best one to implement and realize the most value from.

Are you ready for the final rules that’ll take you one step closer to peace of mind?


  1. Your system must give you the ability to create, track, edit, and automatically communicate work orders.
  2. You must be able to create web forms for vendors, technicians, and your engineers to easily submit work orders for approval anywhere at any time.
  3. Your system must provide your team with the ability to create a unified chain of command for approvals based on specific criteria you’ve identified in the system.
  4. You must be able to manage all preventive maintenance schedules and add associated materials, labor, expense, and attachments for review. You will save time by automating maintenance across your asset base.
  5. You must be able to create digital checklists for consistency, efficiency, and control of your assets and maintenance.
  6. Your system must alert you and your staff when you’re close to running out of what you need. It must make reordering material easy.
  7. Your system must let you generate one-click reports and charts. You’ll need to be able to see the info the way you need to, especially if you want to move from a cost center to a profit center.
  8. Your system must alert you when any vendor insurance or warranty expiration is nearing.
  9. Your vendor must offer unmatched implementation training and continued support. We’re talking about training, unlimited support, 24/7 support, software updates, online sources, and an expert community to share insights. The stuff that matters.

If the solution provider you have your eyes set on meets these requirements, then you have a winner. That’ll be the solution your selection team chooses.

No additional questions are needed.


If you’re faced with a situation where none of the vendors meet these requirements, remain calm and keep your purpose on track, but don’t fret – the good ones are out there!

We have a good hunch about this.


Your rules for purchasing your CMMS system are defined and ready. Take the first steps in bringing your goals to fruition and achieving peace of mind.

If you need any help along the way, let us know, because we’re always here for you.

So, are you going to be utilizing the 14 rules we’ve outlined for purchasing a maintenance solution for your facility?

Editor's note: This post was originally published in July 2015 and has been updated for comprehensiveness and freshness.

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