Top 7 Tips for Choosing the Right CMMS for Your Organization


As the maintenance manager you are saddled with running and ensuring your organization’s equipment and machinery are in top shape. You’ve gotten the approval to implement a computerized maintenance management system for the company. But you’re stuck. Right now you’re wondering which of the over 200 CMMS software packages out there is best and suitable for your organization.

You have valid reason(s) to worry according to a survey by A.T. Kearney, “out of 3300 CMMS users, 80 percent said the software did not meet their expectations regardless that 74 percent reported improved equipment history, 68 percent improved maintenance productivity, 58 percent improved stores and inventory control and 45 percent controlled and reduced maintenance costs” so you see you’re not alone.

To help you make the best choice for your organization, here are 7 tips we have put together for you:

Clearly define why you need a CMMS and what you expect from it

A clear and concise reason why you need a maintenance system will greatly aid you in choice a package that meets those needs.  Assess how effective the system you have is and tits deficiencies, this will provide you with an idea of what additional features the new system should have in order to meet your needs.

Define who will use the system and their requirements

Getting the inputs of all stakeholders will further provide you with an idea of what to look out for in the new system. Reach a consensus with everyone involved on the primary goals of the system, whose going to use it as well as who will implement it.

Be conscious of the Budget constrains 

Why making your decision on which CMMS package to go for, it is important to put into consideration the budget available for such purchase and the savings you expect to make as a result of implementing the CMMS.

Go over your numbers; calculate your ROI before making the purchase.

Search for suitable suppliers

Armed with your detailed requirements and specifications, it is time to go assess the different solutions in the market to find the application suitable for our functionality requirements and provides value for money.  For example, if you are managing forklift maintenance you will need a CMMS that covers scheduling PMs as well as work order modules.

Make use of comparison websites, user’s reviews and the free trials that most vendors offer to assess and decide on which to go for.

How easy is it to use the Software?

One criteria you must look out for is the ease of use of the software. Is the interface intuitively designed, Does it offer a user friendly interface that makes it easy for users of all level to effectively carry out their function? Ensure that the CMMS you decide to pick ticks off these questions.

Can it be easily integrated into your existing business management system?

Now you don’t want to be saddled with software that’s not compatible with your existing business management system. This is to ensure an improved information flow across the whole business and eliminating bottlenecks in access information by relevant stakeholders.

Is there an ongoing customer support

Knowing if the vendor will be available when you need them is one of the considerations to make while purchasing a CMMS. Read up on user reviews to get an idea of how responsive the vendor is.