A computerised maintenance management system (CMMS) can help reduce unplanned downtime, support planned maintenance, regulatory compliance, and more informed decision-making. But, like any tool, it’s only as powerful as the way you use it.

Here are three top tips to help you get the most out of your CMMS.

1. Start with strong asset data and hierarchy

If your asset register is incomplete, inconsistent, or lacks structure, it will affect everything from work orders to compliance reporting.

How to get it right:

  • Create a clear, logical asset hierarchy (eg site > area > equipment > components), and apply it consistently;
  • Use standardised naming, coding and classification for all assets, including criticality ratings and location tagging;
  • Attach all relevant documentation such as manuals, spec sheets and maintenance logs to each asset record;
  • Use barcodes or RFID tags to link the physical asset with its digital record in PEMAC. This reduces errors and saves time during inspections or repairs.

Getting your data structure right from the start creates a solid foundation for more accurate reporting and better decision-making later on.

2. Build discipline into your preventive maintenance routines

A good CMMS will help you move from reactive maintenance to a preventive and even predictive model. But the software alone won’t deliver that, the process behind it matters just as much.

Best practices:

  • Review and refine your existing preventive maintenance plans before importing them. Eliminate duplicate or unnecessary tasks;
  • Use CMMS scheduling tools to automate preventive maintenance routines. Make sure work orders are triggered in advance and prioritised correctly;
  • Capture technician feedback every time a job is closed, including actual time spent, spare parts used, and any recommendations;
  • Use this data to improve task timing, optimise spare part levels, and adjust future schedules.

By actively managing and refining your preventive routines, you can reduce downtime, extend asset life and ensure your team focuses on the right work at the right time.

3. Use reporting and dashboards to drive action

Many organisations underutilise the reporting tools in their CMMS. A good CMMS should give you access to real-time dashboards, BI templates and custom reporting, helping you make better, faster decisions.

How to make the most of it:

  • Choose a small number of key performance indicators (KPIs) that reflect your maintenance goals. Examples include planned vs reactive maintenance, downtime hours, and maintenance cost per asset;
  • Set up dashboards for quick visibility and use filters and drill-downs to get to the root of any issues;
  • Automate regular reports and distribute them to teams and senior leadership;
  • Use trends and patterns in the data to trigger follow-up actions. For example, if you spot an increase in breakdowns on a specific asset, schedule a root cause analysis or inspection.

The more you use your CMMS to inform and guide your decisions, the more value it will deliver.

In summary:

Getting the most from your CMMSs about more than just using the system, it’s about building the right foundations, processes around it. Clean data, strong routines and data-led decision-making are the keys to unlocking long-term success.

Want to get more out of your CMMS? Why not look at PEMAC’s training and consultancy services – click here.