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The cost trap of unplanned maintenance: proactive maintenance with CMMS

Unplanned machine breakdowns, missing spare parts and chaotic maintenance processes put a strain on both your budget and your team. Without a central solution, it's easy to lose track of things and overlook important tasks. Maintenance software can help: it automates processes, optimizes maintenance schedules and avoids breakdowns through predictive maintenance. In this article, we'll show you how this software can help you make your maintenance more efficient, cost-effective and stress-free.

What does CMMS mean?

CMMS stands for “Computerized Maintenance Management System” and is a software-based solution for managing and optimizing maintenance processes. With a CMMS, companies can centrally monitor and control all relevant maintenance activities such as inspections, repairs and spare parts management.

The main task of a CMMS is to maintain an overview of systems, machines and the associated maintenance activities. It supports the planning of regular maintenance work, documents machine conditions and helps to reduce downtimes by providing early warning of impending maintenance requirements. In addition, a CMMS improves resource management by coordinating personnel deployment planning and the availability of spare parts.

By using this software, not only can processes be made more efficient, but costs can also be reduced and operational reliability increased. This makes it an indispensable tool for companies that want to organize their maintenance professionally and systematically and contributes an important step towards digitalization.

Increase efficiency: solve maintenance problems with maintenance software

Without a centralized solution for managing maintenance processes, it is difficult to maintain an overview. Maintenance schedules on paper or in Excel spreadsheets often lead to important tasks being overlooked. Spare parts are not available on time because there is no clear overview of the inventory. What’s more, valuable data about the condition of your equipment is lost or not recorded in the first place. As a result, your team constantly slips into a reactive mode in which faults are only rectified when it is already too late.

But it doesn’t have to be that way. Maintenance software can solve all these problems at once. With it, you always have the maintenance plans, spare parts inventories and all relevant data on your machines under control. Not only can you rectify breakdowns more quickly, you can also avoid them altogether with predictive maintenance. With clear, automated processes, you avoid unnecessary costs and downtime – and regain control.

Key advantages of CMMS software:

  1. Efficient use of resources and preventive maintenance: CMMS improves the planning and allocation of resources, manpower and spare parts, resulting in cost reductions and productivity increases. Early maintenance reminders reduce unplanned downtime.
  2. Data-based decisions: Real-time data and analytics support informed decisions on maintenance strategies. Historical maintenance data enables effective tracking of repairs and costs.
  3. Improved compliance: CMMS supports compliance with regulations through automated maintenance intervals and thus facilitates preventive maintenance.
  4. Machine monitoring: Insight into the condition of the machines, for example via counter readings, allows problems to be identified and rectified quickly. The software promotes transparent communication between maintenance teams.
  5. Continuous improvement: Analyzing maintenance data increases efficiency and extends the service life of systems.

Examples of successful areas of application:

Aviation
Maintenance software is used in the aviation sector for the maintenance of critical infrastructure. Berlin Brandenburg Airport uses this software in several areas:

  • Baggage handling systems
  • Runway lighting systems
  • Passenger boarding bridges
  • Aprons Lighting

By using this maintenance software, the airport was able to digitize its maintenance processes and make them more transparent. This led to a significant reduction in paper consumption and an improved overview of system maintenance.

Logistics and e-commerce
In the logistics sector, maintenance software helps companies to optimize their maintenance and service processes. One example is Vanderlande, a leading provider of logistics process automation:

  • Digitalization of maintenance and service processes
  • Mapping complex systems
  • Support for the entire process chain
  • Use on stationary and mobile devices

Industrial production
Maintenance software is also ideal for use in industrial production. The software makes this possible:

  • Monitoring machine usage, condition and reliability
  • Support for spare parts management
  • Optimization of materials management and resource management
  • Improvement of technical purchasing and contract management

A revolution in maintenance management

Automation and optimized maintenance planning enable companies to use their resources more efficiently and significantly reduce downtime. Knowing that maintenance needs are proactively identified and addressed promotes safety and stability. When maintenance processes run smoothly, employees can refocus on their core tasks, improving the working environment and increasing overall satisfaction.

However, companies should keep their specific requirements in mind when selecting the right maintenance software.

The potential of this technology is particularly evident in areas such as manufacturing, logistics and the energy sector, as it not only significantly increases the efficiency of maintenance, but also reduces the fear of unforeseen breakdowns. Ultimately, the right maintenance software can not only provide a crucial competitive advantage, but also bring back a sense of control and confidence that is essential for long-term success.

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