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5 Features That Solve 90% Of Your Maintenance Problems

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With over 25 years of experience in the maintenance space and 8 years in the business of building great Computerized Maintenance Management Software (CMMS), we have spoken with thousands of customers and we constantly review our usage statistics. We firmly believe that 90% of Maintenance Management problems are solved with just 5 critical features.

  1. a work request module,
  2. a work order tracker,
  3. a scheduled maintenance tracker,
  4. an inventory control module, and
  5. mobile connectivity.

Because they are so important, I will briefly go through each one, explaining what each is, and why you should be using each of them. I will also link to some videos that will show you how they are implemented.

Work request module

What is it?
A work request module is used to request new maintenance. Ideally, anyone who notices something requiring maintenance should be able to request it. The work request module makes this possible, even if they do not have permission to access other maintenance functions.

Why should I use it?
People who have day-to-day contact with your assets and equipment are most likely to notice any problems they have. These problems can quickly escalate and cause breakdowns and production delays if they are not attended to. The problems are most likely to be reported if the process for reporting them is easy. The work request module is the tool that makes it easy.

Work order tracker

What is it?
A work order tracker is a record of every step of a maintenance task. A work order contains all of the tasks that need to be done to complete the requested maintenance. Then, as work is completed, it can be used to record any further problems that were identified and fixed. Once the maintenance has been completed, a finished work order is a record of work done, ready for future reference.

Why should I use it?

You should use a work order tracker for all of your maintenance. It allows relevant data to be seen by those who need to see it in a timely fashion. Maintenance managers and technicians will use it to plan their work schedules, and company managers and administrators can see work progress in real time. Once the work has been completed, the work order will act as an accurate history of the work performed. This can be used to help plan future maintenance and used to satisfy regulatory and legal maintenance responsibilities.


Scheduled maintenance planner

What is it? A scheduled maintenance planner takes care of any maintenance that occurs on a regular basis. It automatically creates work orders for the work order tracker to automatically initiate this type of regular maintenance.

For example, an air conditioner should have its filters changed yearly. This yearly maintenance activity could be the basis for a scheduled maintenance program. The scheduled maintenance planner would automatically initiate a work order once a year for filters to be changed. This would occur without the need for the maintenance planner to remember to schedule a filter change.


Why should I use it?
You should use a scheduled maintenance planner so important regular maintenance tasks are remembered and scheduled into the day-to-day activities of your company. The reasons to do the scheduled maintenance are numerous, including reducing the risk of breakdown, satisfying legal and regulatory requirements, and improving equipment efficiency. For the air conditioner example, a regular maintenance schedule will allow it to work at its efficient best, and minimize the possibility of it breaking down on the hottest day of the year.

Inventory control module

What is it?
An inventory control module keeps track of parts and supplies used for maintenance. Parts that are used during a work order can be automatically deducted from those that are available in stock. The inventory control module will then alert the maintenance planner when stocks of critical parts become low and need to be replenished.

Why should I use it? Inventory costs money. It costs money to purchase, it costs money to store, and it costs money if a required part is not available when it is needed. You should use an inventory control module to make the inventory process more efficient. Critical stock will be replenished when required, and unnecessary purchases will not be made.

Mobile Connectivity

Mobile Connectivity is the ability for someone on a mobile device in the field to connect with the Maintenance Software. While they are connected, they are able to see and update the data that is relevant to them. 



The most useful place to find information about a job is at the site of the job. Mobile connectivity is needed for this to happen. The best time to record the details of a completed job is also at the job site, and mobile connectivity is the best way for this to happen too.

For a complex work order, the flow of information could be extensive, including the download of equipment drawings and maintenance manuals, and upload of noted equipment faults, parts used, further work required, and root cause analysis. The best way to permit this flow of information is with a mobile device connected directly to the work order.

Then, when one job is completed, the next work order can be downloaded and viewed via the mobile device and the process can begin again at a new job. This can all be done without returning to the workshop to collect the next equipment manuals required for the next job.

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