4 Tasks Maintenance Tracking Software Manages

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“I’d much rather write things down on paper and organize them in huge piles than do it digitally,” said no one ever. In this day and age, we’re sure we don’t need to instill in you the importance of business software (because, you know, it’s pretty important). That’s why we’re not talking why you need certain types of software today. Instead, we’re highlighting the specific tasks you can manage by using maintenance tracking software.

What exactly is maintenance tracking software? It’s a type of computerized maintenance management system (CMMS software) that, much like the name suggests, helps you keep track of your maintenance. You can track vehicles, various equipment or heavy machines; really any type of asset that requires regular maintenance and repairs. Also known as asset tracking software, these systems are commonly deployed as a web-based software in order to communicate with your different assets via the Internet of Things.

So what are the tasks that maintenance tracking software manages? Four of the most useful are:

Maintenance Tracking and Preventive Maintenance

The most important (and obvious) task that maintenance tracking software manages is maintenance tracking. Nobody wants to deal with piles of paper maintenance records cluttering their office, creating the need for heavy, unsightly file cabinets. Maintenance tracking software replaces paper records with a digital maintenance history for all of your assets. If you need to check on any of your assets, you can either scroll through its history or search the records for a specific date or type of maintenance performed.

By handling maintenance tracking, preventive maintenance becomes much easier to manage. Preventive maintenance is a supplemental benefit of maintenance tracking, since the maintenance tracking process encompasses preventive maintenance. Double checking that regular preventive maintenance was performed only takes a few minutes at most with maintenance tracking software. Sorting through paper in order to do the same, however, could take much longer.

Another supplemental benefit of maintenance tracking is fleet maintenance. For companies that deploy a large number of vehicles, fleet maintenance — which is really just asset tracking specific to vehicles — is key to making sure that every vehicle operates at peak efficiency. Since maintenance tracking software tracks vehicle maintenance, there’s no need to have separate fleet maintenance software or processes. You can just roll them all into the rest of your maintenance tracking.

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Document Management

Document management and maintenance tracking are two tasks that go hand-in-hand, so it makes sense that maintenance tracking software can handle them both. The maintenance records that are stored within the system comprise a type of document management. As we already stated, they’d be a bunch of papers if they weren’t stored digitally. But the document management capabilities also go far beyond that.

There are plenty of other types of documents that the system manages, such as contracts and warranty information for your equipment. For ease’s sake, keeping all of your equipment-related documents in one place is a good idea. When this occurs, you can easily find them when the need arises. The last thing you want is to be unable to take advantage of a warranty when it’s… well… warranted.

The system can even store photos, and sometimes videos, too. This capability allows you to view before and after images of maintenance, check how different a piece of equipment looks after a certain period of time, or see any other number of things that can only be truly grasped with a photo.

Maintenance Scheduling

Although the name may be a little misleading, maintenance tracking software doesn’t just help you track maintenance. It can also help you schedule maintenance, too. You can not only schedule regular preventive maintenance, but also schedule which of your maintenance workers will do it. This can be the same person, or you can schedule somebody new every time. You can also use it to schedule a repair for when unscheduled issues arise (as they tend to do). After all, you want to make sure someone handles these repairs as quickly as possible.

The simple act of scheduling isn’t the only benefit of the maintenance scheduling features, however. The access it provides is extremely useful as well. Anybody with access to the system can see the entire maintenance schedule, so everyone has a good overview of the facility’s operations.

Work Order Management

Last but not least, maintenance tracking software helps you manage your work orders, too. The system centralizes them, keeping them all in one digital place where you can search and sort through them. This feature lets you mark off a work order as complete when it’s done, so you can not only be sure if it’s been done or not, but also make sure that no work order mistakenly gets done twice.

Similar to the scheduling features, the work order management capabilities allow access to everyone, so nobody’s left in the dark on what’s going on around your facility. To make sure that everyone knows which specific work orders they need to fill, however, you can tag a particular person in the work order. When you do so, that person gets notified, ensuring that they’re aware that they were assigned to it.

Get our CMMS Software Comparison Matrix.

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