How to Choose the Best CMMS: 5 Key Tips for Success

Before you choose a new CMMS software, there are several things you—and your facilities team—will want to consider. But what are they? And why are they important? Don’t worry, we cover all of this and more.

What Is a CMMS?

If you’re a Facilities Manager, you probably know that a Computerized Maintenance Management System, or CMMS, is software utilized to keep track of an organization's maintenance operations. In fact, it’s likely you use one to manage work orders, to track and analyze maintenance data, and for record-keeping.

Then again, if you’re utilizing a poor CMMS, you’re familiar with the downfalls. From lost profits to more downtime, and even low morale for your team—a bad CMMS or one that isn’t used regularly makes facilities work far more difficult to manage. Which is why having a good CMMS is imperative to running not only an effective facilities team but also a successful organization!

The following five tips will ensure that when it’s time to implement your new CMMS or update a poorly integrated system, you’re making solid decisions.

1. Flexibility

Every facility team is different—so having a CMMS that recognizes that is imperative, right?

Make sure that both your team and the organization as a whole have their unique needs met by your software. While on the one hand, it needs to be robust enough to handle even the most complicated work order structure, it also needs to be intuitive so as not to frustrate your team using it no matter their level of tech knowledge.

Because the successful adoption of new software by your team is critical to CMMS success, their comfort level is key.

2. Data Organization

The right CMMS is designed to keep you organized, no matter your workload. And the right app is going to make it simple to set up and assign work orders, review past and present work orders, and properly coordinate your team.

A bonus: the best CMMS app will also help you think ahead to next year’s budget, ensuring you’re able to put in the big ask when needed.

3. BIM Integration

Eighty percent of today's construction projects are created in BIM software, such as Revit, which means chances are good that you’re familiar with it. Consider how much easier your job would be if your brand-new CMMS could connect to Revit.

For renovation or adaptive re-use projects, you could connect building data in the CMMS to Revit, giving your design and construction teams a head start with documenting existing conditions.

And new construction projects benefit too, by giving your team a platform to view and manage project information—without having to understand or even open Revit! In other words, utilizing a CMMS capable of integrating with BIM is critical to saving time and money when part of your job is managing capital improvement projects.

4. Mobile Access

There are 3.5 billion smartphone users in today’s world—and if you’re one of them, consider a CMMS that is mobile friendly!

Even if you don’t currently own a smartphone, consider that they—along with tablets—are being integrated into day-to-day facility operations, helping you access your building’s information instantly onsite. Therefore, it's important that your new CMMS software can be streamlined across the tech your team uses. Mobile access will also give all members of your team the ability to see projects and information so nothing gets lost in translation ever again.

5. Professional Services

With every new software, there are bound to be a lot of questions while you’re getting the hang of things. And when you're implementing any sort of software, it's important that you're working with a support team who understands the FM industry and can help you overcome any issues quickly and help you learn the ins and outs of your new purchase in a way that is easy to understand.

Are you getting ready to purchase a new CMMS? Make sure to talk with your team and find out what they’re looking for in an app. Then, try to incorporate as many of those suggestions you can—as well as the above tips—into your purchase.

Why Layer?

Layer is a team of AECO professionals with decades of experience helping facilities managers like you. And our software is designed with your specific needs in mind.
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