Last Updated on Jan 11, 2020 by James W

Maintaining infrastructure, whether a large building or simple equipment, is time-consuming and a complex process. Luckily, there are maintenance management tools that are specifically designed to help simplify and organize this task.

The purpose of implementing a maintenance management system software in your organization is to ensure your facility is safe, secure, effective and efficient.  Through implementing the software, all processes are optimized, in effect, nothing gets in the way of providing an enriching customer experience through overall equipment effectiveness.

Economies of Centralised Information:

Traditionally, maintenance management meant rummaging through countless Excel files, emails and calls, which was obviously an unsustainable method. On the other hand, a well-featured maintenance management software is equipped to manage and execute the required work together in a single, 100% digital platform. Having everything in one place with ready access makes it a lot easier to file and retrieve all technical and legal documentation of the equipment.

Simplified Communication:

Implementing a Maintenance management system software streamlines the flow of communication between your entire team. A well-devised software enables technicians, users, and even customers to report failures at any time, and from any location. A passenger elevator under an AMC (annual maintenance contract) installed in an office building is a good example of a business model where the client experience is heavily dependent on good response time to operational issues.

Another way communication is simplified is through the software system’s in-built chat feature, which allows staff to conveniently exchange messages with each other to share ideas and updates.

Enhanced Productivity:

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Maintenance management system software implementation facilitates better work planning and maintenance management,  resulting in greater efficiency leading to higher productivity. It helps managers prioritize work by allocating technicians’ tasks optimally so that they’re focussed on the most critical repairs and maintenance.

Reduced paperwork is one example of how efficiency, thus productivity is gained. The time technicians spend on dealing with paperwork (writing up reports, searching for old records, locating missing work requests) would no longer be required

Furthermore, a proper maintenance management system software also allows you to better plan and execute preventive maintenance measures that can help lower costs associated with unforeseen machine breakdowns. In this way, the lifetime of machines (equipment) is enhanced.


Moving ahead a step, mobile maintenance management software, allows maintenance staff to enjoy the advantages of a robust computerized maintenance management system (CMMS) anywhere via CMMS apps on their mobile devices.

Through mobile CMMS apps, information is easy to access and thanks to smartphones, can literally fit in the palm of your hand. You will immediately have access to the full range of reports and data inputted by your team of technicians.

User-friendly Software:

A well designed Maintenance Management Software is fairly easy to navigate. Most users will be charmed by its easy use and would adapt to it quite effortlessly.

Optimal Distribution of Tasks:

A maintenance management system software when deployed in the organization, will allow the maintenance manager to follow the maintenance team’s schedule in detail. The manager would be able to track their responsibilities and tasks and effectively assign work according to their schedule. The basis for this is, there is no information loss, and the task lists remain very clear and retrievable by all members of staff.

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Minimized Costs:

A good maintenance management system software solution, through regular tracking and recording of maintenance work, ensures a reduction in –  downtime, unplanned shutdowns, and repair and replacement requirements, all of which ultimately leads to the decreased overall cost and higher profitability to the organization.


As detailed above, there are many advantages of implementing a maintenance management system software. Investing in one is definitely a viable option that promises high returns on investment. The key advantages of maintenance management software detailed above, make it clear how it can have a positive impact by making the work of both maintenance technicians and maintenance managers much easier and efficient.


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