A CMMS can help a company in a number of different ways, including managing work orders and simplifying vendor management, but one of the ways it can help your company is by saving paper. By saving paper, you can reduce costs as well as your carbon footprint, and save time by making information available to everyone who needs it.
Manage Work Orders
Many companies say they have a paperless system but still print out work orders and have stacks of papers on desks. With a true paperless system, you can reduce the time it takes for your team to handle work orders and make sure that things are getting done correctly.
Consistency of Maintenance Checklists
When you are paperless, you can have digital checklists for any type of maintenance. This allows you to make sure that you can access these checklists from anywhere so you don’t need to remember to carry around your paper checklist with you. This also enables you to take control of any maintenance initiatives and make sure you know that everything is handled the way you want it to be.
If you have ever gone to the warehouse to get something, to find out you are out of what you need, then you know how important it is to keep track of inventory. However, tracking inventory on paper can be a nightmare and not an efficient use of time and money. With a CMMS, you can have everything in one place and be alerted when you need to order anything. Paper can’t alert you to what you don’t have, but a system can so you don’t run out of materials again.
Better Data to Control Processes
If you are relying on paper to control efficiency, then you know how difficult it can be to see reports and customize them for your needs. With a CMMS, you can get customized reports that will help you organize, manage, and look at the data. This allows you to be hands-on in moving your business in the right direction and achieving success long term. If you are relying on paper, you may not be able to see some strategies to get you the long-term success.
In order to be successful, preventative maintenance is needed. However, it’s one of the hardest challenges companies face. It’s important to know who is doing what and when, and on paper that can get confusing. With a CMMS, it’s easy to see all the information in one place, giving you scheduled activities on a monthly, weekly, or daily view.
There are many downsides to using paper. Paper requires a large amount of storage and you may have multiple filing cabinets that can take up an entire room depending on our company size. Paper doesn’t allow you to collaborate as easily with team members, and you won’t find issues that are making you less efficient as quickly without a CMMS. Have you ever thought about what happens if you lose your paper records? A fire, flood, or other freak accident could cause damage to irreplaceable records and then what would happen to your company? It’s easy for paper to go missing, and humans can make mistakes.