What is CMMS in 2023? Benefits, Use Cases & Implementation

CMMS is a software solution that allows users to manage the asset maintenance processes in a centralized manner.

Equipment failures, lack of regular documentation of work processes, and poor work order administration are the three biggest issues maintenance teams faces.¹ Nearly 70% of businesses use CMMS solutions to overcome their maintenance challenges, while only 5% of businesses have no maintenance solution.

CMMS (Computerized Maintenance Management Software) is a comprehensive solution for the maintenance of assets, the management of work orders, and the systematic tracking of reporting and compliance processes. This article provides an overview of CMMS software, its benefits, applications, and the points to keep in mind when implementing a CMMS solution.

What is CMMS?

CMMS is a software solution that allows users to manage the asset maintenance processes in a centralized manner. CMMS allows users to:

Track the maintenance operations,
Manage the labor resource,
Streamline work order processes,
Implement preventive maintenance,
Reach the asset information in an ordered format,
Generate maintenance reports.

A CMMS can be confused and sometimes used interchangeably with Enterprise Asset Management (EAM), which is another asset management solution. However, a CMMS differs from an EAM solution in terms of its scope, focus area, and complexity. While CMMS mainly focuses on asset maintenance, the function of EAM embraces the entire asset lifecycle. Check our article on the differences between CMMS and EAM for a more comprehensive account.

What are the benefits of CMMS?

Benefits of CMMS software include:

Streamlined work order,
Effective inventory management,
Reduced downtime,
Increased safety conditions,
Better regulatory compliance.

As a whole, CMMS software enables companies to increase efficiency and productivity, prevent fatal risks, and save both time and money. Feel free to check our in-depth article on the benefits of CMMS.

Which industries adopt CMMS?

CMMS is used in asset-intensive sectors such as oil & gas, mining, and transportation. Due to its significant advantages in maintenance management, CMMS is also used in:

Healthcare: By preventing acute downtime in medical devices, CMMS software increases patient safety standards and also simplifies auditing processes.
Manufacturing: Unplanned downtime costs industrial manufacturers $50 billion every year.² By increasing asset visibility and enabling preventive maintenance, CMMS reduces the risk of unplanned downtime for manufacturers.
Construction: Keeping track of the maintenance processes of assets in the construction industry is challenging because construction companies have assets scattered around different project sites. CMMS software assists construction companies to monitor their remote assets and manage their maintenance on a regular basis.
Retail: Since retailing is fast-paced and customer-focused, failures might cause delays in deliveries and lead to lost business. However, managing the maintenance of assets in retail outlets and inventories in different locations can be challenging for retailers. CMMS provides companies with tools that simplify the arrangement of asset maintenance and increase the well-being of their equipment.
Education: Interactive educational materials such as smart boards, laboratory equipment, and devices can all be kept in good working order so as to prevent any disruption during the teaching process.

How to choose the right CMMS software?

Identifying ongoing maintenance management issues and considering the requirements to resolve them is the first step in choosing a CMMS solution. It is important to consult maintenance managers, operators, inventory managers, and other personnel who will be affected by its implementation in order to implement such a solution effectively.
You should take into consideration your business size, the complexity of processes, and your future goals. A small company would not need a CMMS solution with advanced labor management capabilities, but it is also important to select a solution with scalability in mind.
Sector-specific security requirements are another factor for businesses operating in industries with strict regulations. For instance, you can choose a cloud-based or an on-premise CMMS solution.

Check our article on CMMS software to explore different types of CMMS tools and top solutions.

If you have other questions, feel free to ask:

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“State of Maintenance 2021 Report”. UpKeep. 2021. Retrieved October 28, 2022.
Ravanda, S. (22 February 2022). “Unplanned Downtime Costs More Than You Think”. Forbes. Retrieved 28 October 2022.

Cem Dilmegani

Cem has been the principal analyst at AIMultiple since 2017. AIMultiple informs hundreds of thousands of businesses (as per similarWeb) including 55% of Fortune 500 every month.

Cem's work has been cited by leading global publications including Business Insider, Forbes, Washington Post, global firms like Deloitte, HPE and NGOs like World Economic Forum and supranational organizations like European Commission. You can see more reputable companies and resources that referenced AIMultiple.

Throughout his career, Cem served as a tech consultant, tech buyer and tech entrepreneur. He advised enterprises on their technology decisions at McKinsey & Company and Altman Solon for more than a decade. He also published a McKinsey report on digitalization.

He led technology strategy and procurement of a telco while reporting to the CEO. He has also led commercial growth of deep tech company Hypatos that reached a 7 digit annual recurring revenue and a 9 digit valuation from 0 within 2 years. Cem's work in Hypatos was covered by leading technology publications like TechCrunch like Business Insider.

Cem regularly speaks at international technology conferences. He graduated from Bogazici University as a computer engineer and holds an MBA from Columbia Business School.