Published: March 10, 2025  Updated: March 07, 2025

How to Choose the Best CMMS Software for Your Business

Businesses always look for ways to improve operations. You see this in all areas, including the maintenance department. Since the introduction of a computerized maintenance management system (CMMS) in the 1960s, companies have reaped the benefits of improved efficiency and productivity.

Every year, CMMS software brings out more benefits, expanding the range of features, and adding value for the customers. Many businesses understand the fundamental advantages of investing in such a system.

• Moving away from cluttered, confusing, and often inaccurate spreadsheets.
• Better asset management.
• Inventory accuracy.
• Better oversight of work requests and work orders.
• Moving away from a reactive mindset to a preventive plan. This means fewer incidents of unplanned downtime, extended life of assets, and overall reduced costs.

As companies grew, they adopted or adapted technology as it came around. CMMS providers had to keep up, and they did. Providers carve their niche with various features and options. They widened the versatility of who they help.

CMMS Types: Which CMMS System is Right for You?

When one starts researching for the system that will bring the most benefit, one runs into numerous choices. Some of the following types overlap or you may find several in one system. Some companies offer choices, either-or, but that shows the strength of the system.

While many of the later tips help you get the best CMMS system, here's one right away. Choose a system that offers scalability, that lets you choose what you want. You don't want a system that offers a "package deal" where you end up with a lot of stuff you don't want in order to get the few features you do.

Exploring the Different CMMS Systems Available

1. Self-hosting. Many companies want to manage the system on their own. They'll need on-site IT personnel who will handle all aspects of security, upgrades, customizations, etc. They handle any issues that come up. Those constitute some advantages. Self-reliance. Disadvantages include:
• Possible extra upfront costs.
• Trained personnel, extra time and resources.
• Few choices of these types of providers.
2. In the cloud. Supervisors and other system users access the software through servers and browsers. The CMMS vendor maintains the account, providing necessary support. The advantage of this is you don't have to have people to solve the issues. The provider does. However, if you have expert support, you have a definite advantage of a team who will do what's necessary to help.
3. Mobile. Most CMMS vendors offer a mobile app. This makes it possible for technicians to access the system from a device while "in the field" or otherwise away from the desktop computer. Mobile adds great value to the system and allows more freedom for the company. You have instant access to current data, process work requests, check inventory, and more.
4. Enterprise. Many systems offer companies multiple site options. These systems also integrate with other systems such as enterprise resource programs (ERPs). Again, many vendors offer this option.
5. Industry-specific. Software developers will design programs for targeted industries. You might handle a lot of purchasing, so you look for a system with more purchasing/receiving features.

Be aware, though of the scalability mentioned earlier. While you may want features that lean toward your operations, many CMMS providers offer "just what you want" packages.

One advantage of this type of system—you have more features waiting for you when your company grows. You don't have to have another system.

Discover how streamlined maintenance processes can elevate production. Learn more.

Key Features to Look for in the Best CMMS Software

When your company decides to invest in a system, where do you start? With the numerous companies, how do you decide?

First, before you even begin looking at companies, look at your own. Have discussions with maintenance, "production people," and management to hammer out what you want from a CMMS. You have an existing maintenance plan, but where do you want improvements? Areas to consider include:

• Overall organization.
• Less paperwork.
• Inventory control.
• Documentation for accountability and compliance.
• Better oversight over labor resources.
• Better quality PMs for your assets.

Have your bullet point topics handy when discussing with CMMS vendors. From there, you move on to specifics.

Scalability: A CMMS That Grows with You

This has been mentioned a couple of times. Many software companies offer three or four "packages." The basic offers minimal features but maybe not quite enough for your company. The middle or higher packages may give you what you want but include stuff you don't.

Look for a company that will offer only what you want. Yes, you may have features and options that you won't use…right now. For example, an Advanced Maintenance module has many more options not relevant to your operations. However, you choose what you want to use.

Scalability means that if Advanced Maintenance is all you want, you don't have to have Barcoding in with a package.

User-Friendly Interface: Streamlining Daily Operations

How many times have you purchased a product that fits your needs, but later you find difficulty using it?

You want logically laid out windows and consistent menus. You want smooth navigation through the system. This keeps you efficient.

Support & Training: Getting the Most from Your System

You'll have questions about the system. You want answers. You want a dedicated team who will solve your issues.

Licensing Options: Choosing the Right Access Model

You have two options.

A). You buy a specific number of licenses for specific individuals. Only those people can use the system.

B). You buy concurrent licenses. For example, you buy 5 licenses. That means five people can access the system. However, you run a 24-hour shop. The first shift clocks off and the overnight crew comes in. Five different people can use the system.

Ready to revolutionize your maintenance department? Schedule a live demo today.

Tailoring CMMS to Your Needs

Sometimes you run into a specific feature or report you'd like to have. Does your CMMS provider offer to implement that for you? If so, they've just added more value to the system.

Integration: Connecting CMMS with Other Business Systems

Work with the provider to have the CMMS connect with other systems. ERP, accounting, etc. This way, you have information transferred for better analysis and more informed decision-making.

Mobile Integration: A Must-Have for Modern Maintenance

Of course, you need mobile. If the provider doesn't have an app for a Smartphone, tablet, or other device, look elsewhere.

Training Opportunities: Maximizing CMMS Adoption

With any new system, you'll need time to acclimate yourself to it. What type of training does the CMMS provider offer? Usually, you'll find three options.

A). In-house. You and maybe other reps travel to the provider for classroom-type training. This allows for more one-on-one specific questions. The trainer can develop a program to fit your needs.

B). On-site.< The trainer comes to you. An even better tailoring of learning material. The trainer sees your operation up close. He can accommodate your schedule.

C). Online. Save expenses for both parties. Use these as quick refreshers, for specific questions, or a certain area of interest.

Reporting & Analytics: Making Data-Driven Decisions

What type of report features does the system have? Does it have enough filters and parameters for you to hone the report you want?

Security & Compliance: Protecting Your Data

What measures does the provider have in place for backup and security?

Cost Considerations: What to Expect

Ask about all expenses, now and in the future. Subscription costs. Support costs. Customization and integration costs. Yes, some of these may be priced on a case-by-case basis, but you need to know as much as you can upfront.

Find the Best CMMS System for Your Needs with MAPCON

Investing in a CMMS means you've decided to improve your maintenance operations. You want better organization, efficiency, productivity, and accountability. You want to reduce the costs of assets and resources.

You don't go into buying a car or a house lightly. The same holds for workplace investments. Study what you want. Ask questions of the providers you research. Use the tips above to find the system best for you.

Mapcon Technologies has been developing a superior CMMS for over forty years. We've helped numerous industries and companies. We offer the scalability, concurrent licensing, training options, and expert U.S.-based support you need.

Mapcon / 800-922-4336