CMMS stands for Computerized Maintenance Management System. According to wikipedia.org, it is a software package that maintains a computer database of information about an organization’s maintenance operations.
This system helps to streamline an organization, and helps the workflow to be smoother. It is something that every organization should consider having so as to cut down unnecessary costs when it comes to repairs.
It has made everything computerized and hence cut down on the use of paper documents at the office. It is only a matter of time before all companies adopt it.
While you visit websites like http://maxpanda.com/ to check out what they offer, here are a couple of hacks to help you find the perfect fit.
8 Key Hacks To Help You And Make Choosing The Best CMMS For You A Breeze
1. Needs
Before shopping for anything, it is important to establish what your needs are. You need to establish your needs as an organization so as to have some criteria when searching for a CMMS provider.
You can make your list in order of priority. What are the things that the provider must offer? What is it that would be great to have but would be okay if not provided?
Are you just looking for something that provides basic maintenance records, or something that has more features?
Do you want something that will keep track of your assets as well? As the years go by, it is most probable that you will have grown as well. It is paramount to think in terms of the future. As you grow, what needs will evolve as well? This will help you pick something ideal, and that is long lasting.
2. Research
One mistake that most people make is committing to something that they know absolutely nothing about. Before getting a CMMS provider, you need to know everything about the service and what it entails.
This will help you to have some basic information that will be useful in evaluating what you want. In this age of the internet, lack of knowledge on a subject is almost voluntary.
Go online and do an extensive research on what you are getting yourself into. Get to know the pros and the cons. Furthermore, get to know how flexible the system is, and how much value it is adding to your company.
3. Potential
After doing your research, it only makes sense that you start looking for CMMS software providers. You can start your search online, and make a list of those that you like.
Furthermore, you can get recommendations from your business associates, friends, and even people from your IT department. Make sure to check out every lead that looks promising.
You can remove those that don’t please you and remain with the top three. In order to make the final decision, sit down with those that are experienced in the field and your managers, and have a discussion. The final pick should be based on somebody that provides exactly what you are looking for.
4. Follow up
When evaluating whether or not to pick a company, you have to ask whether or not they provide follow up services like customer support. If they don’t, that is already a red flag, and you should walk away. This is because, in as much as your IT department may be able to find their way around, they are not the manufacturers.
Really, it’s only the creator that knows his creation very well. There are some things that only the software provider would understand. For that reason, ensure that they offer customer support around the clock. In that regard, never be afraid to ask for help when you need it.
5. In charge
One of the factors that make CMMS so attractive is the accountability and transparency factor. For that reason, you cannot afford to have everybody having access to the system. You need to come up with a team that can gain access and has a head of that team.
It is better to pick the heads of departments to be in charge of assessing repairs from their respective departments. The one in charge of your entire team could be the general manager. He or she would only get requests approved by the department heads.
This will make their work much easier. With such a structure in place, you can approach the vendor and ask them to make it work.
6. Experience
When choosing the best CMMS vendor, look at how much experience they have had in the industry. How long has the company been operational?
Experience matters. How long they have been in the field will determine how many people they have interacted with. They can shed some light on some of your needs that may not be realistic, and offer better solutions. They will be in a better place to offer advice as they have probably dealt with companies similar to yours.
7. Budget
If you are paying for this yourself or from the company’s money, you need to have a budget to work with. You could set your budget based on what your research shows you. Have a range to work with.
This will help you as it is more flexible to work with. You won’t have to adjust your figures all the time. You should make sure that you are getting your money’s worth. So, don’t pay blindly. Compare with other companies that offer the same, and choose what works for you.
8. Integration
When you are bringing something new to an organization that is already running, it can be hard to integrate it into the company. Choose something that is user-friendly. The whole idea is to make work easier for you. If it does the opposite, it may not be a good fit.
It should not provide a hurdle when investors want to access company files. It should make the workflow much better. You can try to motivate your employees by getting them prepared for the system beforehand, and explaining the benefits.
