CMMS Insight Blog

The Role of Preventative Maintenance Software

Aug 20, 2018 4:04:51 PM / by CMMS Insight Staff

Preventative maintenance software isn’t exactly new, but many maintenance departments still don’t utilize this tool to its abilities.

Simply put, preventative maintenance software is designed to manage your company’s maintenance activities. This software comes in many forms and functionality levels, from simple work order systems to large-scale CMMS that monitors all maintenance activities in your department.

Preventative maintenance software assumes many roles in your organization, depending on the type of software you’re using. Let’s explore some of its core functions and see how these roles can help you improve your operations.

Routine Inspections and Maintenance

One of the biggest deployments of preventative maintenance software is in routine inspections. Many companies perform maintenance on machines or equipment only when something breaks. This method, however, does nothing to prevent issues from occurring, leaving equipment more vulnerable to damage that could be avoided.

Preventative maintenance software has allowed companies to create routine maintenance schedules that help them discover potential issues with machines and equipment before they worsen. As a result, companies can now fix minor issues to prolong the life of their equipment and delay (or eliminate) costly problems that could warrant a complete halt in production until the problem is solved.

Work Orders

Preventative maintenance software simplifies work orders and the processes involved by housing all your information in a single system. Workers fulfilling the orders can retrieve project details, log notes, review maintenance history, and access other important data within the software.

Because information is readily available, you’re able to streamline the work order process and complete jobs in less time without sacrificing quality.

Safety & Training

Having a central resource available to all maintenance workers can help promote your safety culture and provide crucial training elements. Safety procedures and other related documents can be accessed easily to keep safety top of mind when performing maintenance tasks.

In addition, the software itself serves as a learning resource for new employees and veteran workers alike. This enables each team member to “self-train” on processes and other crucial information on an ongoing basis without formal instruction.

Knowledge Base

One of the biggest missed opportunities in having a paper record system is the ability to organize and find information quickly. Too often, companies are saddled with records that are 15, 20, or even 30 years old. Decades-old papers become damaged, lost, or otherwise mishandled, despite their relevance to your operations. In addition, you also waste valuable real estate in storing these records, many of which may never emerge from their dusty files.

Preventative maintenance software is the digital solution that eliminates unnecessary paper waste by transforming all your maintenance records into digital copies. Search features can help you find what you need within seconds, even if it’s a document from ten years ago, giving you the information you need to move on with your job.

Inventory Management

Spare parts, tools, hardware, and components can easily become lost in a stock room. Truth be told, most storage spaces remain in disarray and creates confusion when looking for a particular part.

Preventative maintenance software can help you organize and track inventory levels of all your odds and ends so you’ll know exactly what’s on hand and where you can find it. You’ll know at a glance what you’re running low on, so you can stock up before you run out and keep business going.

In Closing

If you’re not using preventative maintenance software in your organization, you’re missing out on an easy opportunity to add to your profitability. However, know that not all preventative maintenance software will offer the same functionality. It’s important you determine the features that are most important to you, then find the best one that will serve your needs.

Topics: Computerized Maintenance Management System, Preventative Maintenance Software

Written by CMMS Insight Staff