How to Maximize Operations Using Cloud-Based CMMS Software

If you want to ensure business continuity and optimize costs in today’s business environment, you need to apply effective maintenance. Doing so will help minimize downtime and reduce operating costs in the process. Traditional maintenance management methods are based on spreadsheets or outdated on-premises systems, making it difficult for companies to meet modern requirements. That’s why so many are turning to cloud-based computerized maintenance management system (CMMS) software.

Cloud-based CMMS software revolutionizes the maintenance process by offering a combination of asset management, work order automation and in-depth analytics. It also allows teams to work from anywhere in the world and integrate with other digital platforms. Read on to learn more about how your maintenance team can maximize operations using this ever-evolving technology.

What Are Cloud-Based Maintenance Solutions?

Cloud-based maintenance tools are hosted in the cloud, providing access to maintenance management functions over the internet without the need to install software on local servers. Their primary focus is to help businesses track, schedule and perform maintenance tasks, but they offer a wide range of features that include:

Asset management: Monitor equipment status and location in real time.
Work order management: Automate the process of creating, assigning and tracking work orders.
Preventive maintenance planning: Create preventive maintenance schedules to keep equipment running as smoothly as possible and avoid unplanned downtime.
Analytics and reporting: Collect and analyze real-time data regarding equipment maintenance to make informed decisions.
Parts inventory management: Control the level of spare parts and materials.

One of the most essential aspects of working with cloud solutions is data security. You should always check the reputation of suppliers and beware of the scams that masquerade as legitimate platforms. It’s also important to train employees to recognize potential threats.

Benefits of Cloud-Based CMMS Software

Like with most maintenance technologies, cloud-based CMMS software offers several benefits, including:

Improved Response Times & Communication

One of the main advantages is the ability to access the system from any location and mobile device, which allows for quick responses to emerging issues as well as real-time communication between team members.

Increased Accuracy

The integration of artificial intelligence and Internet of Things (IoT) technologies allows you to collect and analyze large amounts of data from equipment to predict possible failures and schedule maintenance when needed. This predictive maintenance approach can greatly reduce the risk of downtime and extend equipment lifespans.

Cost Savings

When you use cloud-based solutions, process automation allows you to use human and material resources in the most efficient way. In fact, some reports show that implementing a predictive maintenance strategy can lead to cost savings of more than 30 to 40 percent.

Scalability

Cloud solutions can easily adapt to the changing size and needs of a company by giving users the option to quickly add new features without significant costs and delays. And the more adaptable the software, the better — so businesses can instantly increase or decrease resources depending on changes in demand, thus maximizing efficiency.

Better Compliance

Modern cloud platforms provide a high level of data security, which can help companies comply with industry standards and regulatory requirements. It also ensures that security and compliance systems will be regularly updated, which reduces the risk of breaches. In addition, cloud-based CMMS software offers automated reporting and auditing to simplify the process of verifying compliance.

How Cloud-Based CMMS Software Works

Now that we’ve covered what cloud-based CMMS software is and its many benefits, let’s discuss how exactly it works. Here are several ways that this tool can be used in your maintenance workflow using its aforementioned features:

Work order automation: Automating the work order process allows you to reduce your team’s response time to equipment issues. It’s as easy as creating a work order and sending a notification to a maintenance technician with information about how to perform the maintenance task, where the equipment is located, and the priority level or due date for the task. By assigning work orders this way, you can increase overall efficiency.
Preventive maintenance scheduling: By automating and following preventive maintenance schedules, you reduce the likelihood of unexpected failures and downtime through proactive maintenance. Not only will this make your operations more efficient, but reports also show that preventive maintenance strategies have a 12 to 18 percent cost savings over reactive maintenance (letting equipment run until it fails).
Asset tracking: Monitoring the condition and location of equipment helps to identify the need for maintenance versus replacement over time, helping extend the lifespan of your assets in the process. This also leads to a reduction in downtime and lowers capital investment costs.
Performance reporting: Collecting and analyzing data on work performed, costs and efficiency allows management to make informed decisions about improving maintenance processes and where to allocate budget.
Spare parts inventory management: Inventory level control and automated replenishment help to avoid shortages or surpluses of materials in an effort to optimize costs. By ensuring continuous access to the right materials and parts at the right time, you can also avoid delays in the execution of work.

How to Effectively Implement Cloud-Based CMMS Software

Implementing a new maintenance technology into your processes can be difficult for some teams to adjust. That’s why we suggest the following process to ensure effective implementation:

Assess your current maintenance workflow: Conduct a detailed analysis of existing processes. Identify weaknesses, inefficient operations and opportunities for automation.
Choose the right cloud-based maintenance platform: Consider the following selection criteria:
1. Ease of use
2. Adaptability
3. Level of support from the vendor
4. Ability to integrate with other corporate systems
5. Compliance with regulatory requirements
Prepare for data migration and system integration: Plan your migration to a cloud solution carefully. The best approaches include the following:
1. Gradual data migration
2. Testing the system before the full launch
3. Ensuring that information is backed up
Train your team to maximize efficiency: One of the main obstacles to a successful CMMS implementation can be insufficient staff training. So, make sure to include practical exercises and instructions on how to work with the new system.

Future Trends in Cloud-Cased Maintenance Solutions

Cloud-based CMMS software solutions will only continue to evolve in the coming years. Here are a few of the top CMMS trends to follow:

Artificial intelligence and machine learning: AI enables systems to use predictive maintenance tools to not only predict failures but to also offer the best strategies to prevent them. They can also optimize maintenance schedules based on current operational conditions, which can cut maintenance expenses while increasing equipment uptime.
The role of IoT in smart maintenance: IoT sensors enable you to acquire real-time data about the condition of your equipment. This enables you to respond swiftly to potential issues. Furthermore, you can take appropriate action before significant malfunctions or downtime occur.
Using blockchain to securely store records: Blockchain technology can help create immutable and secure maintenance records. This will improve the accuracy and reliability of information for auditing and compliance.
Evolution of mobile and remote solutions: Mobile solutions for cloud-based maintenance management enable personnel to access the system from any location around the world. They can also update task statuses and coordinate work on the go without needing to go back and forth to a physical office. This drastically increases the flexibility and quickness at which unforeseen problems can be addressed.

Needless to say, cloud-based CMMS software can be a powerful tool when it comes to optimizing operations regardless of industry. These solutions help ensure equipment runs smoothly by automating, analyzing and monitoring assets in real time, which leads to increased efficiency and reduced costs. Cloud solutions also offer flexibility, scalability and interoperability with other systems, allowing companies to quickly adapt to changing needs. In a world when every minute is valuable, selecting the appropriate cloud solution will provide a competitive advantage.