Regular equipment maintenance is a must if you wish to get the most out of capital expenditures. Letting the computer do the thinking is the smartest and most efficient approach. Software solutions can reduce costs, increase quality and productivity, and improve the bottom line. Here are a few things to think about:

1. There should be three major elements in any computerized maintenance management software (CMMS) solution: work management, physical assets management and resource management.
2. Make sure the solution you choose has extensive management reporting capabilities that include detailed and summary reports, graphical reports, and easy to use report writing tools that do not require programming knowledge.
3. To help a small business remain compliant with myriad regulations (i.e., OSHA), find a solution that supports the workflow process necessary to record, assign and account for both the work and the measures taken to correct and/or prevent maintenance-related problems.

Action Steps
The best contacts and resources to help you get it done

Decide what you're really looking for

The best decision is an informed one. Discover what features are important to look for in software.

I recommend: See a checklist of eight key elements to look for in a CMMS solution. These guidelines help you narrow and define your need before software installation. MaintenanceResources.com offers a helpful guide to effective CMMS project planning.

Try out product demos

Try out various product demos and freeware to see what's available before deciding which to buy — log onto any CMMS provider site and search for demos.

I recommend: Plant Maintenance Resource Center, SMGlobal, Ashcom Technologies and Eagle Technology all offer free demo downloads.

Gauge your return on investment

Understand your need and justify the cost of implementing a CMMS system.

I recommend: Read Maintenance Technology's answer to the question "Too Small For A CMMS? Think Again" and the article "Frustrated By CMMS?" which addresses possible issues and solutions for headaches caused by your maintenance software.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  The right solution can examine systems in their current condition/configuration and establish best maintenance practices — thus increasing equipment reliability and lowering production costs, and improving employee and customer satisfaction.
• •  A computerized maintenance solution helps small businesses develop standard operating procedures for machines and offers a way to ensure all employees use the equipment correctly and optimally via system training.
• •  Your company can build the solution itself in-house if it has superior IT expertise, but the most cost-effective way is usually ready-made software.