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How to Rectify the Biggest Oversight in Maximizing Your CMMS

By Randy Walsh

Are you disgusted by fruitless attempts at keeping your various systems in order? A simple solution can transform your software situation from infuriating frustration to unbelievable efficiency.

Implementing a fresh means of managing your facility data can feel like unleashing a virtual tornado of change. New processes must be established, and integrating multiple systems can feel akin to juggling cactuses – virtually impossible and highly painful. It may seem as though each new system creates more work and costs more time than it saves.

Properly leveraging systems, however, results not only in increased organizational efficiency, but it also increases the effectiveness and cost-savings of your facility. Which should significantly help to preserve your sanity!

One critical component for bringing systems to maximum efficiency is integrating your CMMS with your lease management, and space management software.

  1. Integration allows for simplified follow-up with maintenance requests:
    Maintenance systems with mobile components allow fulfilled work orders to be updated instantly and fulfillment can be tracked without waiting for end of day updates. This allows you to know the exact status of a repair and prevents delayed or neglected repairs. Furthermore, the system captures the job costs and even immediately notifies the requestor that the work is done.

  2. Integration allows for accurate assessment of space:
    Maintaining an accurate understanding of your spaces equips you to maximize all space available to you. Rather than constructing a new building, you may simply need to re-designate current spaces. Leveraging the proper systems, you can view available space, as well as its occupancy, functional usage and research grant activities. This insight equips you to identify opportunities for increased space utilization.

  3. Integration allows you to know the status of your spaces:
    When systems work together, you can easily recall which spaces have long-term leases and which will soon be up for new tenants. By integrating the two systems, you can schedule maintenance and repairs necessary to get space ready for new tenants – before the old tenants even vacate the space. This reduces your turnover time and allows you to rent out the space again with minimal downtime. Knowing what services your internal trade resources are responsible versus what the landlord/lessee is responsible by a system will prevent you from doing work that your organization is not fiscally responsible for.

  4. Greater accuracy:
    If you played the childhood favorite “telephone”, you know how quickly information can be corrupted when relayed from various sources. When it comes to your facility, data integrity is of utmost importance. When information must be relayed between non-integrated systems, there’s a distinct risk of losing vital information during the transfer. Disparate systems also mean that you will most likely have to identify “cross walk” data elements, which means that your organization will be entering and maintaining more information just to keep the system siloes synchronized. By integrating systems, you can increase accuracy as data is relayed through reliable means.

By implementing an enterprise system that includes CMMS, Space Management as well as lease management functionality, you will be able to keep records in sync and check on follow-through with far greater accuracy. Rather than clumsily attempting to merge information between separate data storehouses, your data can be stored in the same location for organization efficiency and data transparency.


Tags: IWMS, CMMS, Space Management