From Volume 3 Issue 2 of Connected.
In the world of facility management, maintenance tasks are the backbone of everyday operations. From routine inspections and equipment repairs to preventive and predictive maintenance, keeping assets in optimal running condition is essential. Traditionally, these tasks have been managed by paper-wielding technicians holding clipboards with stacks of paperwork orders and notes.
As Computerized Maintenance Management Systems (CMMS) advance and evolve, there is no longer a need to print work orders and manually input work order data. Technicians can ditch paper-filled clipboards and utilize tablets to enter and receive information regarding all aspects of facility management.
THE LIMITATIONS OF CLIPBOARDS
Maintenance technicians have relied on clipboards as their tool of choice for years. A clipboard is usually easy to carry, making it a mobile option for recording tasks, inspections and notes. The clipboard’s paper-based system does have some limitations:
- Loss: Work orders can easily be misplaced when a clipboard is left on the plant floor. Documentation can become disorganized, leading to inefficiencies and errors.
- Accessibility: Accessing information stored on paper requires physical proximity to the documents. Technicians may struggle to retrieve critical data while on the plant floor or in the field, leading to delays and disruptions.
- Lack of Real-Time Updates: Paper-based systems lack real-time synchronization. This makes it difficult to track the status of tasks and monitor progress accurately.
- Reporting: Everything on the clipboard must be manually entered into a computer, making the generation of comprehensive reports time-consuming and prone to inaccuracies. Analyzing trends and identifying areas for improvement become cumbersome.
BENEFITS OF A CMMS
A CMMS offers benefits that empower your operation, including cost control, downtime reduction, increased efficiency, centralized information, increased health and safety and reporting and analytics, according to Fiix. Here are some key benefits:
- Control Costs: CMMS software leverages data analytics and predictive algorithms to forecast equipment failures and schedule preventive maintenance proactively. By identifying potential issues before they escalate, organizations can minimize downtime and prolong the lifespan of assets.
- Reduce Downtime: With CMMS, all maintenance-related data is stored in a centralized database, ensuring consistency and accessibility. Technicians can easily retrieve historical information, track asset performance and make informed decisions based on real-time insights.
- Increase Efficiency: Most CMMS solutions offer mobile applications, allowing technicians to access critical information directly from their smartphones or tablets. Whether they’re in the field or on the go, technicians can view work orders, update task statuses and capture relevant data in real time.
- Centralize Information: CMMS enable streamlined workflows by digitizing work orders, scheduling tasks and assigning responsibilities efficiently. Technicians can access assignments remotely, eliminating the need for manual coordination and communication.
- Improve Health and Safety: According to Fiix, an overreliance on reactive maintenance is a major cause of accidents in many production environments. With a CMMS, you can outline safety requirements for every job, simplify audits and make safety procedures more accessible.
- Enhance Reporting and Analysis: CMMS platforms facilitate the generation of comprehensive reports and performance analytics. From equipment utilization metrics to maintenance cost analysis, organizations gain valuable insights to optimize operations and drive continuous improvement.
Running a facility’s maintenance is hard — but ditching a clipboard in favor of a CMMS platform will make the job easier. By leveraging digital technologies and automation, organizations can streamline workflows, improve data management and optimize asset performance. Embracing CMMS solutions is essential for staying competitive in today’s fast-paced business environment.