Computerized Maintenance Management System — say this five times fast. Yeah, talk about a tongue twister. It’s as difficult to say it (or even CMMS) as it is to choose one.

We feel your pain. (We built one from scratch.) Know we’re here to answer your prayers and give you the useable insight into the dreaded process: purchasing your first CMMS or making the switch to a new one.

Before you even begin comparing vendors, there are a few points to consider. How do you start the process of finding a CMMS? What are your objectives?

Maintenance systems can be cumbersome and full of features. How do you sift through the nonsense? How do you find the one which brings value to your facility — the one with the greatest potential return on investment? The ONE.

Isn’t there so much to consider? It’s exhausting. But you need to make a decision before your next inspection. So let’s not waste any more time.

To get buy in from the big shots, we recommend you build some basis for the selection process. Like a team, your team. You want to get the most out of your new CMMS…and you want it to be USED! For this, there’s no better team than the one using it, right? (Rhetorical question)

Say Yes to the CMMS (Not the Dress)

Use the process we lay out later in this post to choose your CMMS. Then, focus on getting a ‘Yes’ from vendors for the questions below.

Treat them as your litmus test for which CMMS you purchase, implement, and use. (Notice the italics…it’s important to implement and use.)

These aren’t the only questions you might be asking. However, we think these eight are deal breakers. Why bother moving past these if you get more ‘No’ than ‘Yes’ right?

A Simple CMMS Selection Process

Facility managers know the process for selecting a CMMS can be unforgiving.

As the 80s rock band — The Clash — would put it, “Should I stay or should I go?” Before you even begin the process, decide WHY you’re better off moving forward. Do you keep your current ways or witness miracles (or new possibilities — sometimes we get overzealous).

Using disciplined steps will help you to choose your CMMS. Stay disciplined. Make selection decisions that are objective and based on analytics. Start liking your CMMS! Yeah.

Follow this selection process. Then see the light at the end of the tunnel. (Seriously, the light never gets fixed and it’s causing us some concern — we can’t see the end of the tunnel.):

1. Form a CMMS selection team. We recommend you enlist the help of people already familiar with maintenance operations…ideally your current maintenance team. They’re the ones that know what they [maintenance team] need.
2. Define the functionality requisites. Deciding on the needs, should haves, wants, and ideal functions gives you ammunition when shooting down the solution not right for your facility. You’ll know the nonnegotiable functions, the ones you can pass on, and the functions you can add on if the price is right.
3. Compare vendors, purposefully. It’s important to have intention when examining potential vendors. What’s their history and qualifications? How well do they know what facility managers need to improve their operation? Take a hard look at what they have to offer and break down the good, bad and the ugly. From here you’ll round up the remaining gladiators to face off.
4. Request a consultative demonstration of their system. An old-fashioned demo-off! If they’re good, really good, you’ll know this before the curtain falls. How? They’ll understand your needs before the presentation AND show you how their system will help YOU accomplish YOUR goals.
5. Pull the trigger. Review the victors. Weigh out the cost and benefits of each. Whose solution answered ‘yes’ to the most questions? Better yet, who answered all the questions with ‘yes’? Pay attention to the results and make an objective decision.

The decision process is straightforward. But the decision isn’t. We get it.

Most facility managers use a CMMS they don’t like. Why? Well, many are cumbersome and super difficult to use.

Don’t feel stuck with the same old system. It’s time to start liking your CMMS. Are you ready? Good.

Now remember choosing your CMMS is only one step in the process. Implementation is crucial. We’re sorry to say we don’t see enough of it from facility managers. But we’re working on ways to help you improve your implementation process and valiantly lead your team to efficacy.