7 Things to Consider Before Choosing a CMMS (2023 Guide)

7 Things to Consider Before Choosing a CMMS (2023 Guide)

Choosing the right computerized maintenance management system (CMMS) could mean the difference between getting your processes under control and wasting a lot of money. That’s why it’s crucial to select a CMMS that’s a good fit for your operation.

Of course, that’s easier said than done! 

The hundreds of thousands of options available in the market can make the decision process overwhelming. But don’t worry - the following guide covers all you need to know! 
In the following lines, you will learn the most crucial components and features of maintenance management software to consider when selecting a vendor.
Let’s begin! 

7 Things to Consider Before Choosing a CMMS (2023 Guide)

Start with Your Goals and Needs

Before evaluating the different CMMS options, it is essential to define your goals and business needs. This will help you to stay focused and ensure that you choose a solution that meets your requirements. 

Furthermore, you can avoid choosing a solution that looks great on paper but is unsuitable for your business case.

Here are a couple of questions that could help:

  • Question #1: What specific pain points do you want to address in your current processes?
  • Question #2: What are the long-term goals of your maintenance department and company?
  • Question #3: What KPIs do you want to achieve in the short-term and long-term?
  • Question #4: What features and functionality of CMMS software are essential to your business operations, and which are nice-to-haves?
  • Question #5: What maintenance strategy do you use now, and what do you want to use in the future?
  • Question #6: What is your maintenance team’s daily workload?
  • Question #7: What health and safety regulations does your company need to comply with?

These seven answers should be your north star. 

Consideration #1: Flexibility and Customization

Flexibility and customization are crucial when evaluating CMMS software. While it might look like a one-and-done task, the solution you choose will need to support your business operation for the times ahead. Ensure the solution allows you to customize processes, workflows, and user interfaces to meet your unique requirements.

Consideration #2: Scalability

As your business grows, you need a solution that can scale. When the CMMS is scalable, additional demands can be placed on it, such as adding more users or storing more data. Don’t forget to consider the costs associated with increased CMMS usage (e.g., additional licenses).

Consideration #3: Cloud-based or On-premise

When integrating a CMMS, you can choose between on-premise or cloud-based deployment.

On-premise maintenance software is installed and operates on your company's computers and servers, providing complete control over the software. The on-premise option might be a significant upfront investment if you don’t have the infrastructure built already. In addition, your company will be responsible for network configuration, software installation, data protection, and hardware and software maintenance. So you’d need an IT team.

In contrast, cloud-based solutions entail hosting the software on the vendor's server accessible via an internet connection. This means lower upfront costs, easier maintenance, and automatic software updates. Keep in mind that these solutions are often subscription-based. 

Consideration #4: Features and Benefits

Choose a solution that provides the features and benefits essential to your business operations, such as real-time reporting, data analytics, and mobile compatibility. Additionally, consider the user experience and ease of use of the software, as this will impact adoption and user satisfaction. And don’t forget to revisit your goals and needs. 

Consideration #5: License Pricing Model

The license pricing model is another crucial consideration. Choose a solution that offers a pricing model that is affordable, flexible, and aligns with your budget and needs. Consider the upfront costs, ongoing maintenance costs, and costs for upgrades and additional features.

The most common license pricing models are:

  • One-off pay license - paying a more expensive one-off fee is great if you’re going to use it for a long time. However, it’d be a poor investment if you only use it for a year or even three. 
  • Pay-per-named user - the price is determined by the number of unique users
  • Pay-per-concurrent user - the price depends on how many users need access at the same time
  • Pay-per-plant - with this model, your business can be more adaptable and not worry about how many people use the software in a particular plant.

Consideration #6: Technical Support

Technical support is one of the most valuable services a CMMS vendor can offer. Make sure to fully understand how support is delivered and if any extra fees are involved. The support plans provided by CMMS vendors typically include phone and email support, video tutorials, product documentation, and knowledge bases.

Consideration #7: Vendor Reviews and Testimonials

Integrating CMMS software goes way beyond the solution itself. When selecting a CMMS vendor, you’re choosing a partner who will play a vital role in your business’s critical processes. That’s why you need to rely on a reputable, trustworthy vendor with the expertise to address any potential issues promptly.


Now you know what to look for in CMMS software. Of course, you can delve even deeper into the details, but the most important takeaway from this article should be:

Make sure every decision you make aligns with your business goals and needs.
We at Fabrico would love to help you digitize all the maintenance processes in your production plant. Reach out to us, and we can give you a quote estimate based on your specific needs. 

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