5 Key Preventative Maintenance Functions in CMMS Software


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Preventative maintenance refers to planned maintenance activity that is regularly carried out to prevent the failure of an asset.

By carrying out preventative maintenance, a business can avoid unexpected downtime and the costs that come with this. It’s about preventing equipment from breaking down, rather than having to repair assets once they’ve stopped working.

The Cost of Unplanned Downtime in Manufacturing without preventive maintenance
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By engaging in preventative maintenance, businesses can reduce the probability of failure, extend the operational lifetime of assets and improve occupational health and safety.

Using a Computerised Maintenance Management System (CMMS) solution to manage this type of activity can have further benefits for a business looking to improve its maintenance functions. A CMMS is also most commonly used to manage an asset’s operation in real-time.

How CMMS Software can Improve Preventative Maintenance

Keep a Centralised Record of Maintenance

CMMS software can help asset management teams to keep a central record of assets and equipment that they’re responsible for, as well as plan, schedule and track maintenance.

It can also keep a detailed record of work that assets have performed.

Keep a Centralised Record of Maintenance through preventative maintenance

CMMS allows each asset to have its own unique record that details its maintenance schedule. As well as this, it can also keep track of completed repairs and the parts used, which can be accessed quickly and easily.

As a result, there’s no need to rely on an individual technician remembering maintenance or paper records.

Schedule and Automate Preventative Maintenance Tasks

Once a system is set up, work orders can be pushed to technicians based on the triggers that have been set up. The software then automatically generates reminders and preventative work orders.

Read more: How Preventive Maintenance with CMMS Can Reduce Downtime in Manufacturing

Businesses can also access important maintenance information like procedures, error logs, manuals, permits, licences, photos, images, diagrams and schematics within asset records. This allows them to tweak and refine the planned maintenance schedule to match business operations.

Companies also have the option to create a preventative maintenance checklist. A checklist can consist of step-by-step instructions for maintenance technicians to follow.

This feedback can help to plan future maintenance and provide feedback on the schedule to planners and supervisors.

Actionable Data and Insights

With CMMS, businesses have access to a significant amount of data and metrics via a dashboard. This data allows them to analyse asset failures, downtime and patterns which can help to plan in a preventative maintenance schedule.

Actionable Data and Insights through preventative maintenance

An organisation can also access real-time information to help schedule preventative maintenance like procedures, error logs, usage statistics, manuals and permits. Allowing managers to run reports that link directly to the business’s KPI’s too.

Read more: The Benefits of Real-Time Asset Tracking for Small Businesses

By using data and insight, managers can gain a better understanding of the organisation’s assets.

This, in turn, can make it easier to identify trends and create reports to make business decisions. It can also help maintenance managers to identify problem areas such as rising costs, low productivity or areas that need more frequent repair work than they probably should.

Reduce Expenditures

Through using a CMMS, businesses can have more control over inventory as well as the ability to track parts and maintenance. This can significantly reduce costs by avoiding over-ordering or having to pay for delivery on parts.

By planning in maintenance, businesses should be able to anticipate parts that are needed.

Preventative maintenance can also save the cost of repairs or downtime by stopping equipment breaking in the first place. It’s also much easier to track maintenance-related costs.

Read more: How Maintenance Management Software Betters Business

Another way that CMMS can reduce business spending is through making it easier to meet compliance and audit regulations. By making the process more simple, it’s less likely that a business will receive a fine or penalty for noncompliance.

Increase Safety

With regular checking and maintaining of equipment, a CMMS solution can ensure that equipment remains safer.

Increase Safety with preventative maintenance

By also preventing malfunction and critical failures, it can reduce accidents and risks to machine operators.

A CMMS can also ensure that a business complies with national and international regulatory standards.

Finding the Right CMMS Software

To find out more about which CMMS is best for your business, try our free search tool. Over 18,000 businesses have already used Comparesoft to find the right tool for them!

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