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10Published by FasTrak SoftWorks, Inc.Reasons to Use aCMMS over Email
THE PROBLEMWITH USING EMAILFOR MAINTENANCEMANAGEMENTWhen implementing a preventive maintenance program for the first time,maintenance managers often rely on email software. These programsfeature built-in calendars that make it easy to communicate with others,schedule work orders, and send reminders. Not only that, but nearlyevery business owns email software, such as Microsoft Outlook, and mostemployees are already familiar using it.Though email is an important communication tool, relying solely on emailfor maintenance management is not a sustainable solution. In the followingpages, you will see why maintenance professionals choose computerizedmaintenance management software (CMMS) over email.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL2
ADVANTAGES OF CMMS OVER EMAIL1. PREVENTIVE MAINTENANCE TRIGGERSEmail software allows you to schedule work orders by calendar date,but there are other non-calendar events that signal that maintenanceis required. Maintenance software allows you to generate preventivemaintenance work orders by calendar date, runtime or meter reading, ormonitored equipment condition.2. REPORTING AND ANALYTICSOne major area in which email programs fall short is reporting andanalytics. In most cases, third-party software or integrations withother database programs are required for even the most basicof reports, which are unlikely to include results based on yourmaintenance data.In comparison, generating maintenance reports is a focal pointin CMMS systems. The software is designed to transform yourmaintenance data into easy-to-interpret reports with minimal effort.The system also handles the tracking of key metrics and performscalculations automatically.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL3
ADVANTAGES OF CMMS OVER EMAIL3. ACCESS TO CRITICAL DOCUMENTSAnother benefit of computerized maintenance software is the ability toupload and attach critical maintenance and safety documents to workorders. This includes resources like manuals, schematics, warrantyagreements, images, and even videos. Though files can be attached toemail messages, technological constraints greatly limit the size and type offiles that can be sent.4. CENTRALIZED DATAA CMMS is a single place where maintenance data is stored andtracked, instead of being spread out among various team members’emails. Technicians no longer need to remember to CC someone onan email when updating work orders or sift through their inbox to findhistorical data. CMMS software is a one-stop shop for all equipmentand maintenance information.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL4
ADVANTAGES OF CMMS OVER EMAIL5. TRANSPARENCYPersonal email accounts are walled off from one another, meaning thattechnicians cannot see who has been assigned to jobs, when workwas completed, or what was done. If using a shared account, such asmaintenance@yourdomain.com, there’s nothing to stop multiple people fromresponding to the same request.A CMMS system is better for determining which employees have the mostwork orders assigned to them so that you can allocate labor resourcesmore efficiently. Maintenance managers can also see at-a-glance what workstill needs to be done, the status of work in progress, and who is currentlyperforming repairs.6. STANDARDIZATIONEach time a work order is created from a request, the maintenancemanager must collect specific information from the requester.Manually-created email messages often contain incomplete orinaccurate details and become a source of frustration for themaintenance employee who is assigned to the request. Maintenancemanagement software provides a service request portal that can becustomized so that all required information is gathered when requestsare submitted, allowing requests to be addressed more quickly.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL5
ADVANTAGES OF CMMS OVER EMAIL7. AUDITING, REGULATION, AND COMPLIANCEMaintenance software makes passing audits and complying with regulatoryrequirements a cinch by creating a digital paper trail of work orders. Thesoftware can also quickly generate reports that detail work performed andautomatically log when changes were made and who made them. Preparingfor audits using email requires much more time and effort. Maintenancemanagers must search through a cluttered inbox and collect any additionalinformation stored in related spreadsheets, paper copies, or other notes inorder to find the appropriate documentation.8. INVENTORY CONTROL AND PART TRACKINGAn effective supply chain management strategy relies on theaccurate tracking of maintenance, repair, and operations (MRO)inventory. A CMMS stores all of your inventory and vendorinformation in a single place, so that you can track parts usageand optimize inventory costs. When parts are used, the CMMSautomatically reduces stock levels and notifies you when partsneed to be reordered. With emails, you must manually track partconsumption, vendor details, and purchasing history in a separatedocument or software package.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL6
ADVANTAGES OF CMMS OVER EMAIL9. ALERTS AND NOTIFICATIONSThough email software isn’t designed for full-scale maintenancemanagement, it remains a powerful communication tool for the maintenanceteam. CMMS software automatically sends email notifications for importantevents, such as when service requests are submitted, when parts need tobe reordered, when preventive maintenance work orders become active,and many more. Using a standard email program, these notifications mustbe sent manually, keeping you tucked away in an office instead of on theplant floor getting things done.10. SPECIALIZATIONAs useful as emails can be, they will never live up to the powerof computerized maintenance management software. Emailapplications were simply just not designed with the industrial userin mind, and cannot effectively handle the complex tasks that befallmaintenance managers. It is impossible to achieve the same level ofsophistication of a CMMS with email, even when used in conjunctionwith other documentation methods. In comparison, CMMS softwarewas developed specifically for use in industrial settings, and offersindustry-specific features and capabilities.FTMAINTENANCE CMMS 10 REASONS TO USE A CMMS OVER EMAIL7
FTMaintenance is a feature-rich, easy-to-use CMMS solution that automates maintenancetasks and connects you with powerful data for smarter maintenance management.Available as an affordable Software as a Service (SaaS) subscription, a convenient cloudbased purchase, or a traditional locally hosted solution, FTMaintenance is designed towork in any environment and fit any budget. Learn more at www.ftmaintenance.com.Contact UsGet a DemoFasTrak SoftWorks, Inc., provider of FTMaintenance, is a diversified supplier of industrial automation and computerized maintenance management software (CMMS) that empowers industrialorganizations to go to production faster and avoid costly downtime. For over 30 years, FasTrak has been helping over 20,000 businesses worldwide solve their unique challenges in order tobetter serve their communities and markets. FasTrak is committed to the long-term development, service, and support of our software products and has built a sterling reputation by providingunmatched training and technical support. We deliver individualized customer service, build personal relationships, and give our customers the special attention needed to protect critical capitalinvestments. Learn more about FasTrak at www.fast-soft.com. 2018 FasTrak SoftWorks, Inc. All Rights Reserved.
FasTrak SoftWorks, Inc., provider of FTMaintenance, is a diversified supplier of industrial automation and computerized maintenance management software (CMMS) that empowers industrial organizations to go to production faster and avoid costly downtime. For over 30 years, FasTrak has been helping over 20,000 businesses worldwide solve their .
