5 Ways CMMS Software Can Enhance Productivity and Decrease Expenses

Posted on Posted in Facilities Management

By using CMMS software, you can easily automate workflows from Making Service Requests and Fault Reports, organizing your Preventive Maintenance schedules to tracking Expenditures. A good CMMS software is easy to deploy and easy to use and can seamlessly improve the productivity of your facility management operations.

  1. Eliminates Manual Data Entry And Processes

Without the aid of CMMS software, facility managers would find themselves wasting time tracking and updating spreadsheets, dealing with paper checklists, and making voice calls for coordination. Manual processes and data entry is not only inefficient, they also give rise to human error and are difficult to oversee. Facility managers already need to track a lot of data, including maintenance schedules, responding to fault reports and service requests, and putting together management reports. Tracking all this data and processes can cause headaches for many facility managers.

By deploying a CMMS software to automate daily processes, the maintenance management department can focus on higher-level work such as identifying areas of improvement based on the data and analytics easily produced from the CMMS. CMMS software also makes it possible to make data-driven asset replacement decisions.

  1. Easier Fault Reporting and Service Request Process

The traditional method of fault reporting and making service requests to the facility manager is through voice calls and emails. This resulted in the need to deploy help desk personnel to answer calls and reply to emails. 

As messaging apps became more widely used, building users who were able to obtain the messaging contact of the help desk, began using this channel as a means to report faults and make service requests. However, help desk personnel still need to manually reply to messages, which is still manual and inefficient.

A messaging-first CMMS like FacilityBot allows building users to directly report faults and make service requests directly, saving many man-hours of help desk support. Since requests are digital from the start, they can also be automatically assigned to the appropriate responder. Responders, such as technicians, cleaners or security personnel, can then use the FacilityBot Mobile App to respond on the move and attach a picture as evidence of completion. Requestors can also be automatically updated of the status of the requests.

  1. Streamline Implementation Of Preventive Maintenance Program

One of the primary advantages of using CMMS software is to help in Preventive Maintenance planning. A well-run preventive maintenance program where checklists are properly formulated and checks are properly conducted can help you decrease unforeseen downtime.

A CMMS software can help you create checklists, schedule them for action by the appropriate party, ensure they are completed with photo evidence, and store them digitally for easy retrieval. 

  1. Adopt a Data-Driven Approach 

Without the support of appropriate technology, all data collation activities are tedious and difficult to verify. There is no single source of truth. With a CMMS software like FacilityBot, there would be no need to download excel sheets and compile daily reports. Dashboards can be configured with necessary charts and updated directly from the database. Ad-hoc data requests are also easily dealt with with the various search, filters, and CSV download options in FacilityBot. 

Key Performance Indicator data, which are necessary to track Service Level Agreement achievement, can be automatically produced. Underlying data to support the reports are also easily viewed by simply “clicking-through”.

Only with the use of CMMS software can a data-driven approach be taken to make facility management decisions. From budgeting and expenditure to vendor selection and asset replacement decisions, it is clear that a data-driven approach would result in better decision-making and thus significant cost savings.

  1. Monitor and Compare Data From Multiple Locations

The concept of data-driven Facilities Management would be even more relevant to Facilities Manager who manage multiple properties. Facilities managers who manage multiple properties would find collating data from each property very tedious, and comparing such data almost impossible because the data structure and definitions differ. It would not be an “apples to apples” comparison. Comparing performance from multiple properties, while an appealing concept to improve performance, would be difficult and inaccurate. 

With a CMMS software that supports multiple distributed locations and a portfolio of properties like FacilityBot, monitoring and comparing data from multiple locations becomes as easy as pulling up a pre-configured dashboard, and can even be done on a daily basis.

For example, Maintenance Management can compare response times, checklist completion, customer satisfaction and expenditure data across properties. By understanding the underlying reasons for such performance differences, more targeted and effective ideas for improvement can be implemented.

Great Return on Investment

Given the productivity enhancements and cost savings achievable, implementing a CMMS software, particularly a reasonably priced, cloud-based SaaS system like FacilityBot, will yield a great Return on Investment. For large buildings, it is probably a no-brainer. But costs have come down to a level such that even small or medium-sized buildings should be able to easily justify the ROI of implementing a CMMS software like FacilityBot.

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