Increasing Graph In Front Of Happy Young Businesswoman Holding Blue Arrow

Use a CMMS to Cut Costs & Increase Profitability

24/7 Software
Apr 22, 2021 7:00:00 AM

CMMS software is a unique solution that can help any facility manager move toward a profitable maintenance operation.

The challenge, however, is knowing which systems are going to help you reduce operational waste and cut hindering costs.

Many of the so-called maintenance software solutions we see have flaws.

They claim to be a “paperless” system but only limit the amount of paperwork used by your staff.

One piece of paper leads to another, and then another, and then you discover, after all, your system isn’t paperless at all.

Your paperwork orders turn into files that turn into stacks of files; that’s when matters get worse.

Or, we should say that’s when matters get missed.

Vital activities and tasks important to running a stable and humming operation start slipping through the cracks.

These missed maintenance objectives cost you money.

You’re back to asking yourself, “What do we do?”

Does this sound familiar?

Are you tired of only focusing on saving your you-know-what?

Wouldn’t you rather be able to easily cut your maintenance costs and focus on increasing the profitability of your property?

We’re going to show you how.

We’re going to show you how the right CMMS software can help eradicate hefty costs; that way, you can focus your efforts on increasing profits.


There’s much software out there.

Every industry is flooded with one maintenance solution after another.

Most systems are outdated, cumbersome, and a hassle for facility managers to learn, teach to their staff, manage, and use.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

  • Remove paper from your maintenance operation - completely. It costs money and slows you down.
  • Streamline all work orders, preventive maintenance, approvals, activities, and tasks. It saves you time and money, which can boost your profit potential.

Your 2021 operation boils down to two words – paperless and streamlined.

How’s that sound?

It has a nice ring.


Solutions have advanced over the years.

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

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

Spending reduces over the long term while peace of mind increases.

Systems like this give you the value to remedy current drawbacks and eliminate futures costs.

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

A valuable system will be one that can be accessed from your office computer, home computer, or even while you’re traveling.

You’ll have a system that gives you the ability to organize your solution according to your facility’s needs.

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

Your chief engineer receives a work order request from Administration.

They’ve reported a broken door handle.

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

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.


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 achieve Proactive Operations in the not-so-distant future.

1. Removing Paper Means Removing Unnecessary Stress

Removing handwritten work orders should be a priority at your facility.

Trust us; it’ll move your operation closer to Proactive Operations.

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 communicating work orders becomes much easier.

2. Submitting Work Order Requests Online Makes for Easy Approval and Increased Efficiency

Eliminate waiting altogether.

Provide your team with web 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; save money.

Staff can 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. Streamline Multiple Approval Requirements with Chain of Command

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 enrolled in your facility’s chain of command as soon as they enter the system.

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

Work order approval is based on attributes such as work order type, priority, or location.

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

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

4. Preventive Maintenance Stops Maintenance From Slipping Through the Cracks

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. No More Paper Checklists – Much More Digital Inspections

Time to recycle the paper checklists.

Produce digital inspections 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 inspections ensures the consistency of all maintenance activities occurring throughout your facility.

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

Schedule and conduct regular inspections to gain a comprehensive view of asset health and identify issues proactively.

Users can provide inspection updates in real-time from a mobile device.

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

Don’t let forgetfulness merge into your operation.

Some inspections may be more complex than others, but you’ll be able to ensure your facility is running well and looking great.

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

6. Know What You Need When You Need It

Create a schedule of important notifications for managing and tracking your assets and inventory levels. For example, know when your HVAC filters have low inventory.

Effectively 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. Be Proactive with Notifications for 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 facility.

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

8. Manage & Measure It All in One Place to Cut Costs and Increase Profits

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 Proactive Operations.

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 a facility can be stressful.

It can also be rewarding if you make things go right.

Empower you and your staff to remove the barriers to cutting costs and increasing profits. Move your operation from red to green to reap all the benefits and achieve Proactive Operations.

So, will you be implementing a CMMS in 2021 that will help you cut costs and drive profitability?

Editor's note: This post was originally published in January 2016 and has been updated for comprehensiveness and freshness.

Download our free eBook about facility maintenance software

You May Also Like

These Stories on Maintenance

Subscribe by Email