5 Most Common CMMS Software Mistakes That a Company Does

Introduction

‍Without a Computerized Maintenance Management System (CMMS), even simple maintenance tasks can become chaotic and hectic. This is why a CMMS has become an essential part of modern organizations. However, to truly harness the potential of CMMS software like Infizo CMMS, it must be used correctly.

In this blog, we explore five common mistakes companies make with CMMS software and how to avoid them.

1. Using CMMS Software Unprofessionally

CMMS software is a valuable tool for managing and maintaining assets efficiently while minimizing costs. However, if staff lack proper training or neglect to use the software correctly, several issues can arise. Common mistakes include failing to input all necessary information, not updating data regularly, and ignoring the software’s recommendations. These small oversights can lead to significant problems over time, wasting both time and money.

Solution: To maximize the benefits of CMMS software, ensure that all data is entered correctly and updated regularly. Regular and complete information allows the software to provide critical insights that can aid in decision-making. Proper training for all users is essential to ensure efficient and professional use of the software.

Proper use of CMMS software can prevent significant maintenance issues before they occur. It helps in scheduling regular maintenance activities, which can reduce downtime and extend the life of assets. By ensuring that the staff is well-trained and understands the importance of accurate data entry, organizations can avoid the pitfalls of using CMMS software unprofessionally.

2. Absence of Executing Time and Resources

A major mistake organizations make is not allocating sufficient time and resources for maintenance tasks. For example, in manufacturing, numerous assets require regular attention, but organizations often cut corners to save money, leading to larger issues down the line.

Organizations might skip regular maintenance activities to save costs, but this approach is counterproductive. Delaying maintenance can result in unexpected breakdowns, leading to higher repair costs and operational disruptions. By not investing adequate time and resources into maintenance, organizations risk compromising their productivity and asset longevity.

Solution: Maintenance is an ongoing process that requires adequate resources. Increase the maintenance team’s size if necessary and use CMMS software to schedule regular maintenance activities. This approach ensures smooth operations, improves workflow, and helps achieve daily goals. CMMS software can streamline maintenance scheduling, prevent asset breakdowns, and enhance daily operations.

Allocating appropriate resources to maintenance ensures that all assets are regularly checked and maintained, reducing the likelihood of unexpected failures. A well-maintained asset performs better and lasts longer, contributing to the overall efficiency and profitability of the organization.

3. Investing Only in Reactive Maintenance

Relying solely on reactive maintenance, even with a CMMS, is inefficient and costly. Reactive maintenance puts undue pressure on technicians to fix issues urgently, often resulting in suboptimal repairs that shorten asset lifecycles and increase costs.

Reactive maintenance means waiting for equipment to fail before taking action. This approach can lead to prolonged downtimes, as technicians must diagnose and fix issues under pressure. It also often results in temporary fixes rather than comprehensive repairs, leading to recurring problems.

Solution: Leverage CMMS software for preventive maintenance. Although it may incur small, regular expenses, preventive maintenance saves significant costs in the long run by extending asset lifecycles and keeping them optimized. CMMS software can schedule and track preventive maintenance tasks, ensuring that assets are serviced regularly and potential issues are addressed before they become major problems.

Preventive maintenance helps in identifying and resolving minor issues before they escalate. This proactive approach not only reduces downtime but also ensures that assets remain in optimal working condition, thereby enhancing their efficiency and longevity.

4. Compromising on Implementation and Training

Assigning CMMS implementation to inexperienced personnel and neglecting employee training are significant mistakes. Proper implementation and thorough training are crucial for effective use of the software.

Implementing CMMS software requires a deep understanding of the organization’s maintenance needs and the software’s capabilities. Inexperienced personnel may overlook critical aspects, leading to suboptimal configuration and usage. Moreover, without proper training, employees may struggle to utilize the software effectively, leading to inefficiencies and errors.

Solution: Ensure that CMMS software implementation is handled by experienced professionals. Provide detailed training for all employees, particularly the maintenance team, to maximize the software’s benefits. Well-trained staff can better manage urgent situations and contribute to the company’s growth.

Training should cover all aspects of the CMMS software, from data entry and maintenance scheduling to generating reports and analyzing data. Employees should understand how to use the software to its full potential, ensuring that they can perform their tasks efficiently and accurately.

5. Job Management Negligence

Undefined roles within the maintenance team can lead to chaos, especially in high-pressure situations. Without clear responsibilities and task priorities, essential maintenance tasks may be delayed or mishandled.

When roles and responsibilities are not clearly defined, it becomes challenging to coordinate maintenance activities effectively. This lack of clarity can result in missed or delayed maintenance tasks, leading to equipment failures and operational disruptions.

Solution: Supervisors should clearly define each employee’s role and ensure that there is a backup plan for absent employees. All workers should be proficient in operating the CMMS software to prevent confusion and maintain smooth operations.

Clear job management involves defining specific responsibilities for each team member and ensuring that everyone is aware of their duties. It also includes establishing procedures for task prioritization and communication, ensuring that all maintenance activities are carried out efficiently and effectively.

Conclusion

‍Avoiding these common mistakes can significantly enhance the effectiveness of CMMS software. Proper use of Infizo CMMS can improve equipment efficiency, reduce maintenance costs, and boost overall productivity. If you need assistance with implementing CMMS software, sign up for our 14-day free trial and see the benefits for yourself.

Implementing CMMS software like Infizo CMMS correctly can transform your maintenance operations, making them more efficient and cost-effective. By avoiding the common mistakes outlined in this blog and following best practices, organizations can maximize the benefits of their CMMS software, ensuring smooth and uninterrupted operations.

FAQs

What is the biggest mistake companies make with CMMS software?

‍The biggest mistake is using CMMS software unprofessionally, such as neglecting to input or update data regularly.

How can preventive maintenance benefit my organization?

‍Preventive maintenance can extend asset lifecycles, reduce overall maintenance costs, and keep equipment running efficiently.

Why is training important for CMMS implementation?

‍Proper training ensures that all users can effectively utilize the software, leading to better maintenance management and overall productivity.