Excel vs. CMMS: 7 Reasons You Should Switch To CMMS Software

There are a lot of companies managing their asset maintenance through Excel. For a long time, Excel was the most practical solution for tracking how often items had been maintained, what the maintenance cost was, how many spare parts you had, the locations of assets, etc. Computerized maintenance management systems (CMMS) can do all of the things Excel did, and a whole lot more. We’re going to look at seven reasons you should switch to a CMMS:

User-Friendly Software

Excel is a lot of things, but user-friendly isn’t one of them. The learning curve can be steep, and modifying your maintenance management files can be a real pain. CMMS, on the other hand, are designed to be user-friendly, with easy-to-use graphical user interfaces (GUIs) and several features that make tracking data and running reports as easy as pie.

Work Order Management

With Excel, your work order management probably looks something like this: you see that something is due for maintenance, you send a text out to find a technician to work on it, you get a text back, and you keep texting back and forth.

Work order management through CMMS makes that whole process much easier. When you see something is due for maintenance, you can simply touch the item on the app, and assign a work order to a technician. You’ll then be automatically updated on the progress of the work order until its completion. The app communicates everything for you, and it makes scheduling work orders much easier – you can see all existing work orders in one place, and can also look at work order history.

Keep Everything in One Place

Many companies keep different Excel files for inventory in different locations. With a CMMS, every location is on the same program, so all you have to do is select which location you want to view or edit. No more sending files back and forth between locations – everything that has something to do with maintenance can be found in your CMMS.

Keep Things Accessible

It’s almost impossible to know who will end up needing access to your maintenance files, or where they’ll be when they do need access. With a CMMS, you can grant varying degrees of access to stakeholders who need to view or edit maintenance files. What’s more, CMMS solutions are cloud-based, so even if you’re halfway across the world, you can send work orders in case of emergencies or other unexpected occurrences.

Preventive Maintenance 

Your CMMS can automatically schedule and send out work orders for preventive maintenance. Best of all, you can set a wide variety of triggers which, when activated, send out those preventive maintenance orders. Most businesses opt for preventive maintenance every x days, for the sake of simplicity. With a CMMS, it’s easy to instead trigger preventive maintenance for every x time something is used, or for every y miles or kilometres a vehicle is driven, among others.

Improve Data Management

You’ve probably heard about how Big Data can be used to create more accurate predictions. That’s true on a micro scale as well – the more quality data you can collect and compare, the better the insights you can glean from that data. As a consequence of keeping all of your data in the same place, a CMMS can use that data to analyze your maintenance patterns and help you make predictions about when an item should be maintained, and the overall costs of repairing or replacing the item.

Automated Reporting

Your CMMS will come with a number of reports automatically built in, from overdue work orders to your monthly maintenance costs. These reports will also automatically be saved in your CMMS, something that isn’t nearly as easy to do with Excel. 

There are many other great reasons to switch to our facility management software, from how easy it is to save data to how automation reduces the number of human errors you’ll see, making information more reliable and accurate. CMMS are also incredibly customizable, so whatever industry you’re in, we can help create a solution that’s perfect for you.