Like any purchase you make in life, there comes a time when you’ve got to move on to bigger and better things. Picture the first cell phone you ever had. Can you imagine how much more challenging life would be if you were still using it? Say goodbye to GPS, real-time location-tracking, or FaceTime.
Now, think about your outdated computerized maintenance management system (CMMS). Why should you settle for an old system that no longer meets the needs of your evolving workplace? Upgrading your CMMS is like upgrading your smartphone—it’s time to leave behind the clunky, outdated tools and embrace modern maintenance management software that makes your job easier, faster, and more efficient.
Below, we’ll cover 10 reasons facility managers should ditch their outdated CMMS solutions for a modern asset management platform that can provide all the same asset information a CMMS does, plus a whole lot more.
Poor operational efficiency
The most glaring reason to move away from old CMMS software is to streamline maintenance operations. An outdated CMMS can slow down processes with clunky interfaces, slow performance, and manual data entry. Without automation, FMs must spend valuable time on low-value tasks such as manually assigning work orders or tracking assets.
A modern asset management solution streamlines operations by automating routine tasks like work order assignments, asset tracking, and maintenance schedules. This allows FMs to get more done in less time, ensuring that facility management doesn’t become a bottleneck. Say goodbye to wasted time and hello to a smoother workflow with fewer steps and faster processes.
Work order backlogs
Work order backlogs are a common headache for FMs, especially when systems are unable to prioritize or track maintenance tasks effectively. Without the right tools, uncompleted tasks pile up, resulting in delays, unnecessary downtime, and messy spreadsheets.
Take the guesswork out of work order management. By automatically assigning, categorizing, and prioritizing tasks, FMs can keep everything organized and ensure nothing gets overlooked. With a dedicated asset management solution, work orders are tracked in real time, allowing you to spot delays before they snowball into more significant issues—no more unmanageable backlogs.
Expensive emergency repairs
When an asset breaks down unexpectedly, it’s not just an inconvenience—it’s a costly hit to your budget. Emergency repairs often come with inflated costs, especially when maintenance is reactive rather than predictive.
By implementing a preventative maintenance program, facility managers can schedule regular checks to catch issues before they turn into expensive repairs. Automated reminders and maintenance tracking help keep assets in good condition, extending their life and preventing costly breakdowns.
A lack of reliable data
Facility managers working with outdated CMMS systems often face unreliable data. Whether it’s inaccurate asset tracking, missing maintenance logs, or incomplete records, poor data management makes it difficult to make informed decisions. Without a clear, accurate picture of your assets, it’s easy to misallocate resources and overlook potential issues, causing inefficiencies that affect your bottom line.
Instead, look for a centralized platform where real-time data is captured and displayed through customizable dashboards. FMs can access complete, up-to-date asset data, ensuring they have all the information they need to make smart decisions. With clear, reliable data, you can effectively allocate resources, plan for future maintenance, and optimize asset performance.
Archaic interface and user experience
An old CMMS system often has an interface that’s hard to navigate and unintuitive. Facility teams are forced to spend more time figuring out how to use the system rather than actually managing their work. Overcomplicated interfaces and slow systems lead to low user adoption and frustration across the team.
A modern CMMS provides a sleek, user-friendly interface that’s easy to use for everyone, whether in the office or on the go. Designed for efficiency, it allows teams to quickly access maintenance logs, asset data, and work orders. A simple, mobile-friendly layout enables quicker responses to tasks, which increases team productivity.
Challenges with asset management
When assets aren’t tracked properly, facility managers face difficulties managing each asset’s lifecycle. From procurement to disposal, the process can become disjointed and lead to lost or underused assets. Tracking maintenance schedules and warranties often falls through the cracks, resulting in unnecessary expenses and missed opportunities.
Ideally, your asset management software provides full visibility into every asset’s lifecycle, from purchase to disposal. With automatic tracking of warranties, depreciation, and maintenance history, FMs can easily manage assets across their entire lifecycle.
Stay in the loop: Get updates on OfficeSpace’s asset management tool.
Compliance risks and challenges
Facility managers must ensure that all assets meet regulatory standards and industry compliance requirements. Failing to track inspections and maintenance properly can lead to compliance issues, fines, and even operational shutdowns. Many outdated CMMS systems fall short in this area, making it difficult to stay on top of necessary tasks and audits.
Cloud-based asset management systems automate preventive maintenance scheduling and audits, ensuring compliance with regulatory requirements. The system automatically logs all actions and stores records for audit purposes, making it easier to prove that all safety and regulatory standards are met.
Lack of mobile accessibility
The modern workforce demands mobility, especially when maintenance teams are on the go. Outdated CMMS systems don’t provide the necessary mobile functionality, which means your field staff is often stuck in the office or unable to update work orders in real time. This lack of mobility reduces response time and slows down maintenance processes.
An asset management solution with mobile app integrations allows field technicians to receive work orders, update statuses, and track assets from their smartphones or tablets. Whether in the office or in the field, the system provides the necessary tools for real-time updates, improving workflow efficiency and ensuring that maintenance tasks are handled promptly.
Learn how OfficeSpace’s mobile app centralizes key workplace updates.
Inability to scale
As business needs grow, so do asset management needs. An outdated CMMS system can’t keep up with the increasing number of assets, work orders, and team members. As a result, facility managers struggle to maintain efficiency, leading to errors and inefficiencies across the board.
Instead, look for a software solution that’s built to scale with your business. Whether you’re adding new locations, acquiring more assets, or expanding your team, the system adapts to your needs. Its flexible infrastructure ensures that no matter how large or complex your operations become, you can efficiently manage your assets and maintenance tasks without compromising performance.
Inadequate integration features
Outdated CMMS systems often work in isolation and are unable to integrate with other critical business tools like your ERP, HR, or inventory management systems. This leads to data silos, duplication of work, and inefficiencies across departments.
Modern systems integrate seamlessly with your other business systems, ensuring that all data flows together and is available in real time. By connecting with HR, finance, and inventory systems, it centralizes operations across departments, improving collaboration and making data more accessible for decision-making.
Rethinking maintenance management with workplace management software
Thinking about purchasing a new CMMS? Consider what modern asset management software can do for your facility. While a traditional CMMS might handle basic tasks like work orders and asset tracking, a dedicated asset management solution takes maintenance management to the next level.
Beyond managing maintenance tasks, you can proactively enhance operational efficiency, reduce downtime, and prevent costly repairs. Whether it’s automating routine maintenance schedules, optimizing space utilization, or improving compliance tracking, modern asset management systems offer a level of sophistication and connectivity that traditional CMMS systems simply can’t match.
If you’re ready to streamline your facility operations and embrace a more integrated, intelligent approach to maintenance management, learn how we’re helping teams modernize their facility management strategy.
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