Benefits of a Computerised Maintenance Management System (CMMS) for Your Business

A study by Jones Lang LaSalle (JLL) reported a 20% increase in productivity within the maintenance department after implementing the computerised maintenance management system.

Against that backdrop, traditional manual maintenance practices are increasingly being replaced by technology-advanced solutions that expedite processes, reduce downtime, and increase productivity.

One such tool gaining ground across industries is the Computerised Maintenance Management System (CMMS).

Effective maintenance management is the backbone of any business that relies on physical assets to deliver products or services. It can be time-consuming, inaccurate, and ineffective to manage work orders, schedule repairs, and track maintenance operations manually.

A CMMS overcomes these difficulties by providing a centralised digital platform that automates and improves maintenance activities. At Hidden Brains, we provide enterprise solutions for African businesses to transform their companies digitally, and one of them is the Smart Maintenance (CMMS) solution.

In this article, we will explore what a CMMS is, how it works, and the benefits that your business can gain from using a computerised maintenance management system to transform your maintenance processes.

What is a Computerised Maintenance Management System?

A Computerised Maintenance Management System (CMMS) simplifies and automates managing maintenance tasks within a company. It is a centralised digital platform for organisations to plan, carry out, and track maintenance chores efficiently. As a result, asset performance is enhanced, downtime decreases, and operational efficiency increases.

The system primarily focuses on manufacturing, oil and gas production, power generation, construction, and transportation industries.

A business owner who creates equipment for many industries with various equipment, including machines, conveyors, and robotic systems, will require routine maintenance to operate at their best. It happens when the company implements a CMMS to simplify maintenance procedures and boost overall operational effectiveness.

Every business should have a Computerised Maintenance Management system in their organisation to stay on top of their Inventory management.

A CMMS’s inventory management feature enables enterprises to monitor the supplies, materials, and spare parts they need for maintenance tasks. It lets users keep tabs on inventory levels, track usage, and place new product orders when inventories drop below predetermined levels.

Effective inventory control reduces downtime brought on by component shortages and guarantees that the tools and materials required for maintenance are always on hand.

For an effective and efficient management system, organisations need to understand that CMMS solutions offer many features and functionalities that will benefit their business, and these fundamental elements are necessary for the industry to yield optimal results.

How does a Computerised Maintenance Management System work?

Organisations and business owners need to understand how the CMMS is used to maintain high work standards.

Here’s a guide on how the Computerised Maintenance Management System works.

  • The CMMS enables users to enter and save pertinent data about assets, including information about the equipment, upkeep plans, work order history, spare parts inventory, and maintenance personnel records.
  • It keeps track of and manages data on all assets, including information on their location, state, warranty information, and required maintenance. This data makes planning and setting priorities for maintenance tasks more accessible.
  • The CMMS enables the development and scheduling of preventive maintenance jobs using predetermined time-based or usage-based triggers. It helps ensure routine checks, servicing, and preventative repairs to reduce breakdowns and increase asset longevity.
  • System users can create work orders for particular maintenance activities within the CMMS. Work orders frequently include information about the task’s nature, the assigned technicians, the necessary replacement parts, the priority level, and the expected completion date. The CMMS monitors the status of work orders, promotes communication, and sends messages or reminders to the appropriate stakeholders.
  • The CMMS records information about accomplished maintenance tasks, such as work order specifics, technician comments, resource usage, incurred expenses, and downtime lengths. It can produce reports and performance indicators that offer information on asset dependability, trends in maintenance, and overall operational efficiency.
  • CMMS can monitor and control stock levels of the supplies and spare parts needed to complete maintenance operations. Stock-outs or surplus inventory are avoided, inventory levels are optimised, and reordering procedures are automated.
  • To collect real-time data on asset performance condition monitoring and initiate automatic maintenance workflows, CMMS can link with other systems like Enterprise Resource Planning (ERP), Internet of Things (IoT) devices, or sensors.
  • The system’s functionality allows reactive work to be set up and submitted through the ticketing system. This helps your team be more proactive when anything goes wrong to provide an instant solution to which of your team members is experiencing a breakdown.
  • Maintenance managers use the desktop or mobile app to perform reports based on the result obtained from their unique KPIs. The best Computerised Maintenance Management System allows an organisation to develop their custom reporting KPIs based on what is needed by the company, proving that the millions of facilities they own are well taken care of.
  • Maintenance operators use a mobile CMMS to complete work orders. They not only see the full list of work orders that needs to be cleared, but they also look out for work history and manuals and communicate with each other about how to do it directly from a mobile device.

Now that you know how it works, how can it benefit your business?

Benefits of a Computerised Maintenance Management System for Your Business

Increased Asset Performance and Equipment Reliability 

A computerised maintenance management system enables businesses to implement preventive maintenance plans successfully. It can help lessen the likelihood of equipment breakdowns, increase asset longevity, and enhance overall equipment reliability by scheduling routine inspections, services, and repairs.

As a result, productivity rises, downtime reduces, and operational efficiency improves.

Effective Work Order Management 

A computerised maintenance management system makes creating, allocating, and tracking work orders simple. It is possible to arrange, rank, and assign maintenance chores to the appropriate teams or technicians. The CMMS improves communication, gives insight into work order status, and guarantees that maintenance tasks finish on schedule. As a result, response times are quicker, the backlog is smaller, and customers are more satisfied.

Resource Allocation Optimisation 

A CMMS aids organisations in resource allocation optimisation by offering information on labour needs, spare parts inventories, and equipment availability. It makes it possible to plan and schedule maintenance work effectively, ensuring that the correct specialists are allocated to the right jobs and have access to the proper training and equipment. Therefore, there is a more effective use of resources, less overtime, and lower costs.

Improved Maintenance Planning and Compliance 

CMMS allows organisations to create detailed maintenance schedules and plans based on equipment specifications, manufacturer recommendations, or legal compliance requirements. Businesses can meet legal requirements, uphold safety standards, and reduce the chance of non-compliance or penalties by following maintenance plans and ensuring frequent inspections.

Making Decisions based on Data

A CMMS collects and saves a tonne of information about costs, asset performance, and maintenance tasks. Businesses can use this data to develop reports, examine patterns, and get insights into resource usage, asset reliability, and maintenance performance. Organisations can pinpoint areas for improvement, enhance maintenance plans, and efficiently allocate resources using data-driven decision-making.

Inventory Control and Cost Control

CMMS has inventory control features that assist firms in keeping track of replacement parts, supplies, and consumables. It guarantees ideal stock levels, automates reordering procedures, and lowers inventory costs. Organisations can lessen stockouts, prevent overstocking, and enhance cost control by having precise inventory information within the CMMS.

Increased Collaboration and Communication

Collaboration and communication between maintenance teams, technicians, and other stakeholders have improved thanks to CMMS. It offers a centralised platform for information exchange; work order details documentation, maintenance history recording, and updating or noting communications. It boosts teamwork, decreases misunderstandings, and improves coordination.

Flexibility and Scalability

CMMS solutions are flexible and scalable, allowing them to meet the expanding demands of enterprises. They can adjust to adjustments in asset portfolios, employee numbers, or operational needs. CMMS can link with other software systems, such as accounting or procurement, to streamline operations and facilitate continuous data flow.


Businesses can benefit from CMMS implementation, including greater resource utilisation, improved equipment reliability, and data-driven decision-making. These benefits help increase productivity, lower expenses, and boost operational efficiency.

With our state-of-the-art Smart Maintenance (CMMS), you’ll be getting a customised workflow, reduced paperwork, asset and workflow visibility, streamlined processes, and increased productivity for your business.

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