For many businesses, maintenance means either flipping through binders and checking calendars for scheduled maintenance or waiting until something breaks. Software to plan and track maintenance exists, but how well does it fit in with the rest of the business? The data from performing maintenance is crucial to understanding operating costs, and many financial professionals can do a lot to help your business thrive with the right information. Consider getting a customized maintenance software suite and keep a few of the following concepts in mind.
Track Every Cost At Every Level
Understanding the true cost of maintenance means tracking every product purchase, every replacement, every tool, and every problem that comes with a price. The initial cost of an item is often the most important, but some shoppers fail to realize how much the item will cost down the line. For most people, this discussion only happens when comparing the durability of cheap products against more expensive products.
While that is an important discussion to have, commercial maintenance professionals must realize that every purchase needs scrutinized, long-term cost analysis. The term cost-benefit analysis is thrown around outside of financial professions to loosely define the benefits received versus the cost, but how are you actually measuring that cost? Are you tracking the amount of times that a technician has to repair the item? What about the cost of replacement parts and tools? What about the downtime?
By working with a maintenance cmms software solutions developer, you can design tracking software that puts you in control of cost analysis. Define any cost attached to any item to make graphs, charts, financial reports, training manuals, or any documents about the cost, benefits, and drawbacks of your investments.
Measuring Trends with Better Data
How often do certain devices fail? Do some replacement parts perform better than others? Are there quirks or odd side effects with certain parts, tools, or treatments? In shops across the world, these questions are answered by seasoned veterans. Understanding strange quirks isn’t limited to older age or longer time on the job, but the more you’re involved in a trade, the more you can see.
In many cases, these situations are documented somewhere. It may be deep in a specific version of a product manual, training manual, an insert that came with replacement parts, or an email or letter from the manufacturer. Not all topics can be trained straight from the book. Even if a team reads all manuals from cover to cover, most people will forget some odd details if it’s not an issue they deal with on a regular basis.
With a robust maintenance software suite, you can enter more details about your assets and streamline the way your team learns about their trade. Instead of dumping a giant wall of text with product specifications and advertisements, a field or box for special notes and strange observations can be used.
Adding multiple fields to reporting and tracking software isn’t new, but it’s not easy to do well. Many database and ticket management programs feature pages of white text boxes with dull labels. Your business needs something more customized to the people doing the real work. Team up with a software solutions professional to discuss what your business needs, how the people in the tech shops and on the work floor think, and how to design software that can keep up with your maintenance needs without being just another app.