Maintenance is a crucial element in quality assurance, and in some instances, can determine the long-term viability of a business. Unmaintained resources could cause instability and even put a stop to production. Incompletely broken machines or malfunctioning equipment can be costly for most companies.
If a breakdown occurs, the price of labor per unit increases with time until machines can run again as usual. Once the machines resume running normally, there could be unexpected costs to fix the issues, including additional costs for repair facilities, technicians, or repair personnel, as well as preventive maintenance inspections and spare parts. Here are a few examples of what companies are likely to face as time passes if the proper maintenance management software isn't in place, even for firms with brand new equipment for production.
The Importance of Maintaining Management for The Company
The importance of maintenance management can't be overemphasized. The maintenance staff is involved in each finished product or service consumed. They ensure that the electricity is always on, our clothing is woven correctly, and our food is packaged in time. Without maintenance, deliveries of these products could be delayed, and services would be subject to interruptions.
Makes it easy to track all activities related to any piece of machinery. This allows users to determine how much money has been spent on repairs and what types of repairs occur. It also makes it easier for managers to keep an eye on the health of their machines.
When you have proper maintenance management in place, it helps save money every single day. A lot of people forget about routine maintenance because they assume nothing will happen if it's not done. In reality, it could cost way more than expected. For instance, many things can go wrong when using the furnace during cold winter days. For example, it might not work as efficiently as before. Or maybe the air conditioner breaks down. These minor problems can add up. You should take advantage of opportunities like these.
It takes less time to manage the maintenance of your machine than it does to perform it. The main reason for this is that your maintenance worker skills combines with the best tools available to do their jobs well. Having all necessary information stored in one safe place means less back and forth time. Instead of looking through different papers, phone numbers, and email contacts, your maintenance team gets everything they need from only one source.
If you have taken care of your machines properly over the years, then you'll discover that it leads to greater productivity. Your employees won’t spend half the day at your factory doing unnecessary tasks instead of working. They have more time for other important stuff, such as sales and marketing.
Better Customer Service
There is no denying that customers love those who tend to their needs. When your maintenance staff knows exactly which part of a machine is broken, they immediately know what must be fixed. If you're trying to figure out how to help solve a problem, your workers are already prepared. They have access to accurate repair history, technical documentation, and warranty details.
Improvements at Work
Your employees feel better about themselves. Managers notice their increased efficiency. Everyone gains confidence in your company. Everyone feels proud of your services. Everything is running smoother now because the whole organization knows what's going on. And best of all, everyone is satisfied with the project's outcome. You've created a positive environment where people want to stay. That's why it pays off to invest in the right equipment and systems for your company.
Role of maintenance management software in facility management
A solid platform will help with the various tasks required to ensure that brand support is available 24/7 in all locations while giving strategic insights on maintenance costs and the allocation of resources. The main benefits of facilities management software include the ability to streamline payments and to invoice for contractors as well as improved understanding of work order management and improved access to data about facilities:
Repair & Maintenance Management
The primary responsibility of an FM team is to keep assets in good working order. This includes regularly scheduling any necessary repair or maintenance. A good software program makes it simple to send work orders while on the move, monitor their status, and guarantee their completion.
Parts & Supply Management
FM software offers an easy-to-use method to buy approved materials from a contracted and sourced source. Controlling the purchase helps companies save money, assure high-quality, reduce the cost of ordering and monitor warranties.
Payment and Settlement Processing
With the help of facility management software, contractor invoices are submitted online, compared against rates contracted and sales tax applicable, codes for G/L processing, and linked to the accounting system of a third party.
FM software offers an all-in-one platform that can provide complete records of all locations and equipment, including the complete history of all work performed and maintenance records. This makes it easier to tag equipment, manage warranties on equipment, mandatory inspections, and planned maintenance.
The majority of facilities management platforms provide electronic RFP management. This allows FMs to quickly issue the request for Proposal (RFP) to at least one of the contractors. Keep track of the status of the RFP and swiftly take or sign contracts.
Access to Call Centers
The software for managing facilities often provides access to a call center for 24 hours a day, 365 days a year, and work orders submitted by local staff via the phone. This permits formal follow-up on time-sensitive service requests to ensure that contractors perform their duties on time and reassignment, as needed.
Sources of Contractors and Management
Facility teams can access licensed, vetted, and insured contractors and all information about contractors such as W-9 forms and insurance information via the central database. This streamlines the contracting process and provides better quality work at a lower price.
Preventive and Scheduled Maintenance
Preventive maintenance is essential in keeping R&M costs low. Through FM, it is possible to program the maintenance, approve not-to-exceed (NTE) pricing and verify every scheduled and preventive facility maintenance activity, including obligatory inspections.