Most organization managers know that they need to have equipment maintenance software to make their programs run successfully. However, companies frequently get disappointed when they find out that the software they’ve bought doesn’t give the results they expected. This often happens when the potential for such software isn’t maximized. To cure such problems, your organization needs to install CMMS software. 

However, to achieve optimal results, you need to know what a CMMS work order system is and how to implement it. But, this implementation may fail to give the expected results if companies don’t use the maintenance software features or don’t access quality data. That’s why it’s prudent to know the answer to the question CMMS what is it? In this article, you’ll learn how to maximize the potential of your CMMS system.

1. Enhance And Maintain Your Data Quality

Data quality is among the many factors that add to the efficiency of CMMS software. If you want your software to give accurate business intelligence and real-time statistics, you need to access quality data. You can enhance such data by creating data standards, classification requirements, and naming conventions. 

Before transferring your data to a new system, ensure that you enhance and standardize it according to your goals. Eliminating and standardizing incomplete, inconsistent, and inaccurate data will enable your system to minimize equipment downtime, dispose of excess inventory, leverage reporting functionalities, and enhance maintenance efficiency.

2. Carry Out Capital Planning

An equipment maintenance software like CMMS can help you perform long-term capital planning by assisting you in predicting equipment replacement’s timing. The equipment installation date and its performance life are great assets that can help you know when it needs to be replaced. 

Additionally, analyzing the repair costs of equipment is vital to know if its performance life is near. The data generated by the CMMS software can help you to justify capital expenditures for such an equipment replacement.

3. Note Key Measurements

Another way of maximizing your CMMS potential is through recording vital equipment measurements like temperature and pressure. Such data will give you a basis for finding out abnormal readings and subsequently addressing any issues to prevent equipment failure. It can also help maintenance technicians create criteria for equipment measurements and acceptable ranges that they can input in the CMMS. That way, if any recording goes below the set range, the system will notify the technicians to take the necessary correcting action.

4. Improve Processes And Analyze Work Orders

CMMS can be a great tool for identifying improvement areas. Maintenance technicians can use it to identify areas where they spend extra time on non-value-added tasks and use that data to improve the situation. 

5. Define Your Goals, Requirements, And Measurements

Maintenance managers need to identify their maintenance and business goals and strategies for accomplishing those goals. Such strategies may include metrics, timelines, budget, tools, and human resources. These goals will help them to complete successful CMMS implementation in the required time. It’ll also help them to stick to their budget and be focused on their target. 

One of the ways of developing goals is through using maintenance metrics effectively. Knowing your limitations and capabilities will help you set realistic, attainable, and measurable goals. 

6. Create A Project Schedule

Every business’s timeline for implementing maintenance management software depends on many factors such as type of assets, priority level, user capabilities, among others. Some implementations may take a year, while others may take less than a month. 

Your company’s technicians, internal stakeholders, facility managers, and CMMS providers can create a realistic schedule that can maximize implementation. As this happens, you need to identify key milestones that can help you track and quantify progress, not forgetting to set aside time for training, consultations, testing, and data configuration.


Choosing the right maintenance management software is essential if you want your organization to maximize its potential. However, this can only happen if your vendor is financially stable, knowledgeable, has stellar support, and a proven track record of handling such software. If you’re diligent enough, your CMMS system will solve your organization’s problems for many years. 

Also Read: Effective Business Benefits of CMMS