The Best CMMS Software for Your Maintenance Operations and Asset Management — June 2021

CMMS software providers typically charge on a per-user-per-month basis, with different levels depending on user type (i.e. administrator vs. tech), breadth of features, etc. We’ve seen pricing start at $33 - $44 per-user-per-month, with free trials offered at the start of usage. You’ll be able to get a sense of pricing during demos and once you decide which features you need, how many users, etc.

CMMS software providers offer a variety of features depending on your needs. Generally speaking, asset tracking solutions offer user-friendly technology (with mobile access) that allows you to include all information (like location, parts, instructions, etc.) on a work order, offers in-app training materials and messaging, work order history, and offline capabilities. Here’s a breakdown of the CMMS features you can expect:

• Preventive maintenance (aka preventative maintenance): Schedule regular maintenance orders based on a specific time frame, usage measurement or meter reading. For example, every six months or when a piece of equipment is used, say, 100 times. These maintenance calls are standard and trigger-based, so they’ll be automatically scheduled based on the criteria you set. Being proactive with regular maintenance calls will help you detect and prevent more costly errors or breakdowns down the line.
• Mobile app: Many CMMS platforms have an Android and/or iOS mobile app which allows technicians to more easily manage their work orders. Every detail a tech would need — such as the work order itself, due dates, instructions, checklists, images, manuals, and necessary parts — are included in the app. With offline capabilities, barcode scanning features, and user-friendly interfaces, these mobile apps help technicians use (and track) their time more efficiently. 
• Communication & Collaboration: Built into these mobile apps is the ability for techs to comment on jobs in real-time. They can do this by leaving messages, uploading photos, etc. 
• Reporting: With built-in analytics, you’ll be able to get real-time reports of how your asset management is performing, what it’s costing you, etc. You can track uptime vs. downtime, cost of maintenance, cost of downtime, trend errors (such as if certain locations have more errors than others), etc. And with predictive maintenance tools, you might also get insight on when a particular asset will need repair.
• Tech stack integrations: Some solutions have open APIs that allow you to integrate with your existing tech stack, from customer service software, fleet management, etc. ‍
• Ease of use: At the end of the day, you want something that's going to be easy to use — especially since maintenance managers and the actual maintenance professionals typically don't work alongside one another. In other words, technicians are on location doing a repair or maintenance check while their managers are typically back at the office. Fortunately, CMMS providers understand this need, creating solutions that allow techs to access everything they need right from their smartphone or company-issued mobile device. What’s more, in-app commenting and messaging makes it easy for on-premise techs to communicate with their managers as needed.

Coolidge recommends that, no matter what system you’re demoing, do not let the sales team lead the demo. It’s super important to define your core problem, then use that to drive your initial research to find two or three providers that will solve your core problem. Then, create a list of secondary requirements, share those exact core requirements ahead of the demo, and tell them you want the demo to show them how their solution will deliver on your requirements.

In addition to approaching the demo this way, you’ll want to have a list of questions to help guide the demo away from just being a sales pitch. Here are some questions to get you started:

• Does this integrate with our help desk solution?
• How are work orders created and processed?
• Can you walk me through the key workflows our techs will need to do on a mobile device?
• How do depreciation calculations get into our accounting system?
• Are there dashboards for uptime, downtime, and the cost of downtime?
• What workarounds do you anticipate us needing if a requirement can’t be met?
• How will this solution fit into the rest of my tech stack and therefore what integrations do I need?
• How will others in the organization use this solution?
• What are the key features I want to ask about?
• What are the things that would make me nervous about buying this sort of solution

How well an asset management solution works for your company relies heavily on its implementation. To ensure yours is successful, elect someone on your team to run point on project management, define company goals, put a plan in place, and then ensure that everyone involved is on pace — and gets the proper software training.

Coolidge told us that for Farmer’s Fridge’s implementation, her tech team was heavily involved in connecting their proprietary software to their CMMS provider, and there was a lot of work involved in building out the automations and workflows. But all things considered, it was pretty quick and easy.

What is CMMS software?

A CMMS is a software solution that hosts maintenance information and streamlines maintenance operations. It allows you to manage all aspects of your asset maintenance in a single platform, from scheduling and prioritizing work orders, assigning technicians, training protocols, analyzing uptime and downtime costs, and more. 

What are some major features of CMMS software?

Majors features of CMMS software include preventative maintenance, mobile apps, reporting tools, scheduling tools, communication and collaboration, and integrations.

Who uses CMMS software?

CMMS software is used by operations and maintenance teams in a variety of industries.

What does CMMS stand for?

CMMS stands for computer maintenance management system.