5 Benefits of CMMS

For many of our customers, implementing a CMMS system is the first step into managing maintenance with a purpose built application. Smartspanner is perfect to transition from spreadsheets, whiteboards and notepads into a structured online system. This blog will point out the main benefits of a CMMS system although depending on the type of company, some of the benefits will be far more important that others .




  • Reduce Downtime
  • Ensuring Compliance
  • Improve Productivity
  • Reduce Cost
  • Data Collection and Analysis

Reduce Downtime

This is the basic function of a maintenance team! Ensuring machines or facilities are available to the business for use ensure the business operations can achieve its performance targets. By adopting a structured system, reducing downtime through a CMMS application can actually happen in many ways;

  • Ensure PM tasks are not missed and in many cases, start developing the PM schedule for each asset.
  • Task ownership through a CMMS system will ensure your team respond quickly and lines of communication are not broken down as all your maintenance team will be working in real time to the requirements built into the CMMS software.
  • Condition monitoring and inspections will help identify when maintenance should be performed and any issues that need attention.
  • Collecting maintenance requests from your employees, operators or guests can help identify problems earlier and your team can respond faster.
  • Managing your spare part inventory can reduce delays in machine repairs by having stock on hand when it is needed.

Ensuring Compliance

There are many regulations for most companies to follow and they should be able to provide evidence and records for performing various checks and inspections within their business. A CMMS system will schedule all requirements which are often performed by the maintenance team or by specialised subcontractors and provide a secure repository for documents, reports and actions taken to meet your compliance requirements.

During an audit, a CMMS system will provide records of inspections and tests, making the audit much easier to complete whilst also having a forward schedule and being able to demonstrate a system in place to manage compliance.

Failures in compliance can be very costly for a business, particularly when a accident is involved and in the worst case loss of life. Compliance should be taken very seriously by company owners as they carry the ultimate risk for sever injuries or death.

Improve Productivity

Running a team of maintenance technicians is stressful and even more so when it is done by email, telephone calls, daily meetings etc. Working in large facilities and multi-site locations will make communication difficult and even time consuming just to get updates. Connecting a team with a CMMS application particularly with mobile applications enabled will drive your team’s productivity. Each technician will see new requirements assigned to them, work through their tasks on a list or schedule and retrieve more information about each event and the history of the asset to make faster decisions and diagnosis. Team members can also look up any other tasks due on a machine and combine requirements to minimise downtime or schedule multiple events at one time to improve efficiency.

Reduce Costs

Apart from productivity improvements mentioned in the previous section, CMMS can enable reduction in spare part inventory costs. Subcontractors used by multiple site businesses, with fixed call out charges and multiple subcontractors can compare costs of subcontractors and optimise schedules, visits and prices.

Data Collection and Analysis

Having data collected in a CMMS system can be very valuable and shouldn’t be overlooked. When tough decisions need to be made about renewing assets, replacing high value parts or optimising the size and deployment of your own team; having data available gives you insight to make informed decisions.

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