A Complete Guide to Maintenance Management Software

Maintenance management software is a must for field technicians today to streamline their work and offer the best customer service. An ideal maintenance management system can enable effective work scheduling, prompt dispatching, route optimization, invoicing, quote estimation, and more. It also reduces the limitations and inefficiencies of manual or semi-manual maintenance management. However, choosing the right software can be daunting. Here’s a quick guide to simplify your search for the best maintenance management software.

What Is Maintenance Management Software?

Maintenance management software enables enterprises to manage field operations through an integrated platform.

Managing facilities and equipment servicing are core functions of any enterprise. Organizing these tasks using pen-and-paper or Excel sheets is inefficient and error-prone. Maintenance management software centralizes these tasks. The software improves accuracy and efficiency and ensures optimal resource utilization.

What Are the Uses of Maintenance Software?

Service managers, technicians, and other stakeholders use maintenance management software to improve operational efficiency and streamline workflows.

1. Streamlining Scheduling

Scheduling jobs and managing work orders is a big pain point for most enterprises. Maintenance software streamlines these tasks and reduces instances of missed appointments. Integrated inventory management ensures parts availability and eliminates rework.

Prompt and efficient scheduling reduces equipment downtime. Reducing unplanned downtime pre-empts costly disruptions.

2. Ensuring Ready Access to Information

Maintenance management software centralizes information from various sources. Technicians get all the information related to their tasks through intuitive user interfaces. Easy access to complete information enables faster job execution and improved productivity. Likewise, service managers and other stakeholders also get ready access to relevant information. They can complete their tasks faster without wasting time seeking information.

3. Improving Process Management

Maintenance management software improves work processes! Service managers can create digital forms and checklists. Technicians access these resources through their smartphones. They can, for instance, download and use a checklist to follow safety instructions.

Technicians can use their smartphones for electronic data gathering, eliminating error-prone manual paperwork. They may also generate instant reports from the collected data.

Using maintenance software to track incidents and undertake audits improves workplace safety. Ensuring and recording compliance also becomes easier.

Work execution becomes more accurate and faster. The quality of work output also improves.

4. Reducing Costs

Maintenance management software boosts efficiency and productivity. Streamlined scheduling pre-empts idling work crews or rescheduling appointments due to lack of staff. Electronic data gathering and reporting improve process accuracy and save time, improving workforce productivity.

Read more: How To Get Started With Your New Maintenance Management Software.

What Are Must-Have Features of Top Maintenance Management Software?

Not all maintenance management software is equal. Ensure the maintenance management software has these basic features.

1. Work Order Management

Work order management tools allow teams to create, prioritize, and track work requests. An end-to-end ticketing system allows managers to track job progress and make timely interventions when necessary.

2. Scheduling

The basic feature of maintenance software is the ability to schedule jobs. The best suites offer calendar views that consolidate all jobs assigned to every technician. Such insights make it easy to identify the technicians free to take up new jobs at any given time. Drag and drop options make assigning jobs easy.

3. Automated Notifications

Automated notifications regarding job assignments and any changes keep them in the loop. These notifications also serve as reminders and ensure work gets executed on time.

4. Inventory and Spare Parts Management

Overstock, hard-to-find parts, and missing inventory inflate costs and degrade operational efficiency. Lack of spares forces rescheduling jobs, causing productivity loss and inefficiencies. Technicians can track inventory with maintenance software before proceeding to the work site. Integrated supplier and vendor information ensures seamless inventory ordering and pre-empts stock-out situations.

5. Dispatching

Dispatching capabilities are a must for enterprises with spread-out installations or facilities. The best maintenance management software routes technicians through the quickest routes. Technicians reach their worksite in the shortest possible time. Response time is reduced, and service efficiency improves.

6. Information Repositories

The best maintenance software integrates information and enables anytime consumption. Work teams can view essential information such as work orders, service history, and related documents. Likewise, managers get details of all operational activities. Ready access to relevant information improves productivity and speeds up job execution.

7. Forms and Checklists

Creating and downloading forms and checklists makes it easy to structure workflows. Service managers can create custom forms and checklists for work crews to download and use. These resources ensure adherence to all necessary steps and efficient work execution.

8. Dashboards and Reporting

Integrated dashboards collate information from various sources. Actionable data makes it easy to schedule activities and optimize workflows. Technicians can generate and email reports containing actionable information.

Challenges of Implementing Maintenance Software

Maintenance management software delivers huge benefits. However, implementing it in enterprises is not easy. Here are the top challenges that stand in the way of seamless maintenance software implementation.

1. Support and Maintenance

The integrity of maintenance software depends on ongoing support and maintenance. Software that offers 24/7 support service and regular maintenance assistance is preferable.

2. Scalability

Seamless maintenance depends on how software can scale to meet the company’s growing needs. Cloud-based software can match changes in workload. They have to pay only for the resources consumed without making additional investments.

3. User Adoption

The biggest challenge industries face in adopting new technology is organizational resistance to change. Communicate the benefits of the new software to the impacted stakeholders. Also, proper training for maintenance teams can help address the challenge.

Who Uses Maintenance Software?

Maintenance software can be used in several settings, cutting across industries. The top users of maintenance management software include:

• Service managers can assign work orders, create task lists, and organize resources.
• Technicians can collect work-related information, make electronic notes, and submit reports.
• Customers can easily request service, track technician ETAs, and other self-service options.
• Support agents can track service history and customer details.
• Top management can gather operational metrics and reports.

Read more: How does Service Repair Software Help Tackle Your Maintenance Challenges?

What To Look for When Choosing Maintenance Software?

When selecting a maintenance management software, make sure it has the following functionalities:

1. Centralized Data Management

Make sure the maintenance management software integrates all data. Centralization prevents data loss and offers a single source of truth. Integrated inventory data, for instance, allows for the scheduling of repairs after considering the availability of parts.

2. Integration With Existing Systems

The best maintenance software integrates with other enterprise systems. Common integrations are with the ERP, CRM, and accounting suites through native integrations or APIs. These integrations sync data and ensure access to complete information. For instance, backend integration with accounting suites eliminates manual clerical work.

3. Mobility

Apps for managers, technicians, support agents, and others allow users to execute their tasks from anywhere. Technicians can access job-related information and upload data from their work locations. Instant notifications and easy access to forms and checklists boost productivity. They can work paperless, to collect field data and generate custom reports quickly,  avoiding errors.

4. Ease of Use

A neat and simple interface, with quick access to information, does wonders for productivity and efficiency. Simplicity also improves load times, contributing to improved UX. This becomes invaluable in many industrial settings in remote locations.

5. Robust backend capabilities

A robust backend delivers redundant storage and reliable data processing. It also ensures protection against cyber threats.

6. Value for Money (Positive Return on Investment)

Many enterprises do not use maintenance software due to budgetary constraints. They often cannot make huge upfront investments. The solution is to shortlist maintenance software that delivers excellent value for money. With cloud-based software, the enterprise does not have to make capital investments. The subscription amount becomes operational costs attributable to specific services.

How ReachOut Makes An Apt Maintenance Management Software

ReachOut is the best-in-breed maintenance software that ticks all the boxes on your checklist. The comprehensive suite, with simple-to-use features, empowers anyone to offer top-class repair and maintenance services. It helps improve technician efficiency and workforce productivity and delivers top value for money. With ReachOut maintenance software by your side, you get:

• Simple ticketing
• Easy tracking
• Paperless workflow
• Seamless integrations
• Streamlined quotes & invoicing

Explore ReachOut today and discover unique opportunities for your repair and maintenance business. Request A Free Demo today!