Grounds maintenance involves the upkeep of outdoor spaces and greenery to ensure their usability and appearance. While tasks vary depending on the type of facility and its environment, common grounds maintenance duties include landscaping, pest control, irrigation management, leaf and snow removal from streets and walkways, green waste management and athletic field maintenance. 

A quintessential example of grounds maintenance is Bill Murray’s over-the-top character in the 1980 comedy “Caddyshack.” Murray plays Carl Spackler, a dedicated country club greenskeeper tasked with exterminating a gopher wreaking havoc upon the golf course. Sure, Carl’s out-of-the-box maintenance methods (if we can call them that) are exaggerated for humor’s sake, but his efforts actually shed light on the challenges of grounds maintenance and the importance of effective maintenance management in improving a facility’s operational efficiency. 

Different Facilities That Use Grounds Maintenance

Any facility with outdoor space or greenery relies on grounds maintenance to cultivate a beautiful and well-kept environment. Effective grounds maintenance management is essential for the operational efficiency of various types of facilities:

• Residential facilities: Residential properties often have outdoor spaces that require ongoing maintenance to keep the area presentable and accessible for residents. 
• Public and commercial properties: Commercial facilities, such as shopping centers, and public properties, like college or high school campuses and government buildings, both prioritize maintaining well-kept grounds. This not only attracts customers and visitors but also ensures their safety. 
• Sport facilities: Maintaining sports facilities is crucial to ensuring their usability and the safety of athletes. This includes tending to grass golf courses, per our “Caddyshack” example, as well as caring for athletic fields or outdoor courts.
• Cemeteries: Groundskeepers at cemeteries have the delicate role of preserving the facility’s greenery while respectfully caring for the graves of those who have passed. Their work includes grave preparation, monument and marker setting, and general landscape maintenance. 
• Public parks and gardens: Public parks require a grounds maintenance services that continuously beautifies the natural landscape, protects and preserves native vegetation, and maintains equipment and walkways for safe recreational use.

Types of Maintenance Used in Grounds Maintenance 

Grounds maintenance is not a one-size-fits-all task. It requires a variety of facilities maintenance strategies to ensure the safety, functionality and aesthetic appeal of outdoor spaces. Let’s explore the types of maintenance strategies you can implement into your grounds maintenance program:

• Reactive maintenance: Reactive maintenance refers to any maintenance action that occurs in response to an asset breakdown, failure or malfunction. For example, if a sprinkler head breaks, a facility manager would schedule an immediate repair to restore the irrigation system to its optimal efficiency. In this scenario, the issue is straightforward and can be easily fixed, meaning that a more extensive maintenance approach is unnecessary. 
• Preventive maintenance: As the name suggests, preventive maintenance involves any precautionary action taken to preempt asset failures. In grounds maintenance, this could mean regularly scheduling lawn care or hedge trimming to prevent overgrowth and preserve the facility’s appearance. Further, due to the seasonal changes that affect outdoor spaces, planning and scheduling preventive maintenance ahead of time are crucial steps for ensuring the environment’s durability and sustainability. 
• Condition-based maintenance: Condition-based maintenance focuses on tracking real-time or regularly collected asset data using sensors to identify when maintenance work is needed. A certified grounds manager could implement this maintenance strategy into its irrigation system, for instance, by monitoring soil moisture levels within an irrigation system to optimize water usage and conservation, ensuring that vegetation remains healthy without wasting resources. 
• Predictive maintenance: Predictive maintenance relies on sensors, the Internet of Things (IoT), machine learning, data analytics and modeling to predict possible asset faults before they occur. An example of this maintenance strategy could be using sensors and predictive analytics to monitor the performance and degradation of heavy equipment over time. Tracking this data provides valuable insights that generate more accurate predictions of equipment performance and breakdowns. These innovations in maintenance management enable grounds maintenance workers to perform equipment maintenance efficiently, extend equipment lifespan and reduce unexpected breakdowns and maintenance costs. 

Effective maintenance is a context-specific process that requires different strategies depending on the nature and severity of the situation. An efficient and sustainable grounds facility seamlessly integrates multiple strategies into its maintenance program, boosting productivity while simultaneously minimizing repair costs. 

Who Performs Grounds Maintenance? 

Grounds maintenance is a diverse field that encompasses a variety of concerns, environments and seasonal conditions. Therefore, professionals in this field require a wide range of skills and work experience to effectively manage outdoor environments. Let’s go through the most types of grounds maintenance workers and their skill sets:

• Landscaper: Landscapers assess, design layouts and maintain facility grounds to improve aesthetics and functionality. Their broad role includes maintaining landscape design areas, planting flowers, assessing drainage and runoff systems, restoring natural areas, applying pesticides and fertilizers, and managing equipment and asset repairs. 
• Greenskeeper: Greenskeepers specialize in maintaining golf courses. In addition to general maintenance tasks like lawn mowing, sodding, irrigation and aeration, they cultivate a playable course for golfers. These responsibilities include setting flagsticks, raking bunkers, repairing divots, caring for ponds and managing green speed. 
• Arborist: Arborists ensure the health of trees and public safety through horticulture practices such as planting, pruning, tree removal, insect and disease treatment, transplanting and emergency tree care. 
• Irrigation technician: Irrigation technicians specialize in installing and repairing irrigation systems that automate the watering of greenery. Their expertise ensures vegetation receives the appropriate amount of moisture, conserves water and saves time and labor costs. 
• Custodian: Just like maintaining indoor facilities, custodians in this context must continuously maintain outdoor spaces through duties such as clearing walkways, picking up litter, emptying trash cans, and maintaining outdoor structures and spaces like parking lots. 

Grounds Maintenance Use Case 

Now that we’ve covered the basics of grounds maintenance, let’s take a closer look at how Carl handles his gopher problem in “Caddyshack.” Carl employs a series of extermination tactics in his attempt to kill the gopher. First, he tries flooding the gopher tunnels with a hose before resorting to shooting the gopher with a rifle. Finally, Carl plants animal-shaped explosives around the golf course in a last-ditch effort to outsmart the gopher. Despite his efforts, however, the gopher survives the explosion, leaving the golf course in ruins. 

While Carl is ultimately unsuccessful in completing his maintenance task, his dedication and perseverance are evident. He demonstrates innovation and adaptability in the face of hardship, pivoting his approach and devising new strategies. That said, it’s clear that Carl’s maintenance strategy is both inefficient and disorganized, creating significant waste and safety hazards in the process. Let’s examine some areas of improvement in Carl’s maintenance approach: 

• Reactive versus proactive maintenance: Carl confronts his maintenance task reactively rather than proactively. While a reactive approach is suitable for minor, easy-to-fix issues, it’s not practical for more complex problems. Reacting to more significant problems can result in higher maintenance costs, increased labor time and potentially greater damage to facility assets. Taking a proactive approach could involve setting up barriers, planting gopher-repellent plants like daffodils or marigolds, and eliminating gophers’ food sources by removing weeds and excess vegetation. These alternatives are more efficient, cost-effective and safer than Carl’s drastic measures.
• Lack of structured maintenance procedures and protocols: From the get-go, it is clear that the country club lacks established maintenance procedures or protocols for dealing with gophers, something that is surprising for a grassy facility prone to such infestations. Without clear guidelines, Carl is left to his own devices, resulting in haphazard and dangerous extermination techniques. Effective grounds maintenance programs should have detailed procedures and protocols in place, ensuring the maintenance crew can work efficiently and safely. 
• Ineffective and wasteful use of resources: Carl’s excessive extermination methods demonstrate a lack of resource management and efficient use of facility assets. A well-managed maintenance program would ensure that resources and assets are appropriately allocated, reducing waste and enhancing operational efficiency. 
• Poor communication and coordination: A lack of clear communication between Carl and his supervisors leads to a dangerous situation where he detonates explosives on the golf course — while people are still playing! Of course, Carl should never have resorted to blowing up the golf course, but the absence of communication and coordination are also to blame for endangering the health and safety of everyone on the golf course. 

How Facilities Management Software Can Help 

Integrating a computerized maintenance management system (CMMS) software into your grounds maintenance program can enhance operational efficiency and help prevent the kinds of missteps Carl makes in “Caddyshack.” Coast is equipped to address your unique grounds maintenance workflows and needs, offering robust facilities management features that streamline maintenance procedures and asset tracking, ensuring your facility operates at maximum efficiency. 

Coast is built to empower businesses with unparalleled customization options, allowing facility managers to: 

• Choose which fields appear on work order forms and control who on your crew can view them
• Customize checklists and maintenance procedures to align with your facility’s standards
• Modify parent and child location fields to fit your organizational structure 
• Rename fields to accommodate the labels and terms familiar to your grounds crew

At Coast, we understand the importance of reliable communication and collaboration between facility managers and their grounds technicians. Coast allows you to send messages, announcements and documents seamlessly, eliminating the hassle of tracking communication across multiple platforms. Accessibility and user-friendliness were main priorities in our design, making it easy to manage work orders and inventory anytime, anywhere, through a single dashboard on Coast’s mobile app. This ensures your team can efficiently communicate and track operations, no matter where they are on the facility grounds. 

Still deciding if Coast is the right solution for you? Sign up for a free account to try it today.

The post What Is Grounds Maintenance? (And All the Groundskeeper Job Roles) appeared first on Coast.

In today’s fast-paced business environment, effective maintenance management is crucial for ensuring operational efficiency and minimizing downtime. 

In this article, we will examine two computerized maintenance management system (CMMS) software solutions: Coast versus Limble. Coast is known for its robust customization capabilities and excellent maintenance management tools, while Limble emphasizes automated workflows and status updates.

By exploring the functionalities of each app, as well as their ease of use, integration capabilities and overall impact on maintenance operations, you’ll get a better idea of how Coast and Limble could work for your business. Whether you’re seeking to optimize asset management, enhance preventive maintenance schedules or improve overall operational reliability, this comparison will offer valuable insights to guide your decision-making process.

Coast vs. Limble at a Glance

Coast and Limble have several overlapping features. They both accommodate companies of all sizes and are both mobile-first apps that work on cellular and desktop devices. They also both offer in-app messaging for enhanced team communication.

So what are the main differences between the two apps? We break it down for you.

Coast Offers Customizable Workspaces for Easy Implementation

Coast streamlines operations with its customizable features designed for seamless implementation and management. One of its standout attributes is the ability to create customizable workspaces, which simplifies the setup process and ensures the platform aligns perfectly with specific business needs. Users can easily tailor fields for work orders, locations, assets and parts, allowing for precise and efficient data entry.

Expanding on this, Coast is customizable for maintenance work but can truly be molded to the needs of the customer beyond the maintenance industry. It uses a no-code software that allows users to build any workflow with drag-and-drop features and unique automation capabilities. 

The Coast app further enhances flexibility by allowing users to add personalized checklists and upload photos directly to work orders. This functionality is particularly useful for detailed work order tracking and documentation, making it easier to maintain comprehensive asset records and ensure that all necessary maintenance steps are completed.

Coast’s intuitive dashboards are another key feature, offering a centralized view for scheduling work orders and tracking preventive maintenance. These dashboards provide real-time insights, helping users stay organized and effectively manage their workload. The visual representation of scheduling and maintenance activities helps workers prioritize tasks and optimize resource allocation.

Limble Allows Users to Work in Offline Mode

Limble excels in enhancing maintenance management with its versatile features. One of its key strengths is the ability for users to upload maintenance information directly from the field, even in areas with limited internet access. This ensures crucial data is captured and recorded promptly, regardless of connectivity issues.

Like Coast, Limble also has a sophisticated work order request system that automates workflows and status updates. This automation streamlines task management by reducing manual entry and ensuring that work orders move through the system efficiently. Automated notifications and updates keep all stakeholders informed of progress, enhancing transparency and coordination.

Additionally, Limble offers real-time communication capabilities, facilitating immediate interaction among team members. This feature supports quick decision-making and problem resolution, further improving the efficiency and responsiveness of maintenance operations.

Overall, Limble’s combination of offline data entry, automated work order management and real-time communication ensures all maintenance activities are managed effectively, even in challenging conditions.

Both Are as Easy as Using a Mobile App

Coast and Limble are both highly accessible via mobile use, increasing accessibility and enabling technicians to update work orders, manuals and inventory in real time from any location. This flexibility improves response times, reduces downtime and ensures that maintenance tasks are completed efficiently. 

Mobile access also facilitates better communication and collaboration among teams, leading to quicker resolution of issues. Additionally, it allows for the seamless capture of data on-site, ensuring accurate records and compliance with safety standards.

Limble and Coast streamline the work order process with mobile accessibility, allowing workers to take advantage of real-time organization, communication and access to information with just the touch of a button. Both software programs are also operable on desktop computers, though they are more user-friendly as mobile apps.

Overall, mobile-enabled work order software boosts productivity, operational efficiency and the reliability of assets.

Both Offer QR Codes for Easy Asset Inventory 

QR codes for assets offer a faster, easier way for employees to submit work order requests as well as access part and equipment information for maintenance. Technicians can quickly access detailed information about equipment, such as maintenance history, manuals and parts inventory, simply by scanning a QR code on the asset using their mobile phone. This reduces the time spent searching for data and minimizes errors associated with manual data entry. QR codes also facilitate real-time updates and logging of maintenance activities, ensuring accurate records and better tracking of asset performance. 

Coast and Limble both offer QR code convenience among their many features. Employees can locate a Coast card associated with an asset or part by scanning a code, while vendors or repair technicians servicing the company can easily submit work orders using Coast’s External Work Order template, which can be posted as a QR code or through a link on the business’ website.

Limble also allows users to scan QR codes for work request portals, assets, parts, PMs and work order templates, allowing for a smoother, more efficient maintenance process.

Pricing

Both offer free plans, but when it comes to second- and third-tier plans, Coast is significantly cheaper while offering similar capabilities.

Coast

• Free Plan: $0 per user/month
• Starter Plan: $20 per user/month
• Pro Plan: $39 per user/month
• Enterprise: Contact for pricing

Limble

• Basic Plan: $0 per user/month
• Standard Plan: $28 per user/month
• Premium+ Plan: $69 per user/month
• Enterprise: Contact for pricing

Do Coast or Limble Make Sense For You?

Coast and Limble aim to accomplish similar things, offering asset management, work order tracking and preventive maintenance scheduling capabilities — but Coast takes it a step further by allowing maintenance teams to create additional customizable workflows. For example, users can set up warranty tracking with Coast to help understand which assets are still covered under warranty, so they don’t pay out of pocket on service calls for things already covered in the warranty package.

Coast truly has the ability to do it all as a maintenance and business management software application, and its customization capabilities ensure a tailored, satisfactory experience for businesses of all sizes. Learn more about how Coast can work for you. 

The post Coast vs. Limble: Which CMMS Is Better for Your Business? appeared first on Coast.

Imagine you’re managing a large apartment complex, and a resident calls you to report their heater isn’t working. To tackle this problem, you’ll create a work order detailing the issue and assign it to the building’s maintenance team.

A work order is an official request, typically in the form of a document, that initiates a task or series of tasks related to the repair or maintenance of an asset. This document not only helps track the issue but also coordinates the proper tools and skilled labor necessary to do the job.

Work orders detail the process from start to finish — they keep things running smoothly, with tasks addressed promptly and according to priority.

Work Order vs. Purchase Order 

Various types of work orders are used across different industries, including construction, property and facilities management, manufacturing and service industries to signal the need for repair or maintenance of an asset. They are used by maintenance, property and facility managers and IT support staff to monitor and streamline maintenance tasks and get equipment working again. 

Work orders summarize a maintenance task’s details, including information regarding the asset that needs work, who requests the work, who authorizes the job, who will complete the task and its due date. Digital work orders typically take it a step further by specifying the asset’s location and include detailed instructions on how to fix the problem as well as the parts and tools needed to complete the job. Afterward, they serve as a record of repair or maintenance for an asset. 

A purchase order (also called a PO or sales order) is a document detailing what goods or services a buyer purchases. A PO is legally binding and is typically made by a customer or client and sent to a vendor. Most businesses — from mom-and-pops to global corporations — receive and create purchase orders. A PO has a specific number that identifies the purchase as it passes through different hands to eventual fulfillment. 

Work Order vs. Work Request 

A work order and work request may sound similar, and the terms may be used interchangeably, but they do have different meanings. As we’ve discussed, a work order outlines the details of a task, including the process to complete it. It is used to manage a repair or maintenance request, but it is also used for follow-up actions like inspections and audits.

A work request is the first line of communication requesting a task and is often informal — it can be in the form of a document or Excel spreadsheet, but it may also be verbal. (A work order is formal.) Non-maintenance people, such as customers or staff, may place a work request to make maintenance staff aware of a task. A maintenance manager or department typically issues work orders.

For example, the operator of an asset will submit a work request to a maintenance manager when a breakdown occurs. The request is reviewed by the manager, who will add additional information and schedule and assign a task for the asset to be repaired. The work request becomes a work order with this action. 

Lifecycle of a Work Order

Businesses use a step-by-step process for carrying out a work order to manage tasks efficiently. It typically looks something like this:

• Identify a maintenance task: The first step is identifying what the task is — it could be anything from repairing a malfunctioning asset to performing routine maintenance on a piece of equipment. Regular inspections, staff reports or automated alerts may lead to the assignment of a task.
• Submit a work order request: Once the repair or maintenance need is identified, a work order request is submitted via an online form, email or through work order management software and includes detailed information about the issue.
• Review a work order request: Someone from the maintenance department reviews the work order request and verifies its details. Based on its urgency, they’ll prioritize the task accordingly and determine what resources in parts and labor are needed. They may ask the requestor for more information to make a decision.
• Create a work order: After the request is reviewed and all the necessary information is gathered, a formal work order is created. This work order form includes all the details about the task, such as the description of the issue, its location, how high a priority it is, the resources needed and the estimated completion date. A work order is also given a sequential number to help track the work order’s progress. This formal record allows work to begin. 
• Assign a work order: Once the work order is created, it is assigned to a qualified maintenance technician or team members based on factors such as the skills needed for the job, technician availability and task priority. 
• Complete and close out a work order: The technician will then complete the task as requested per the work order. After it’s finished, they’ll update the document with details of what they’ve done, the parts they used and how long it took. The work order is reviewed to make sure that the task was completed satisfactorily. If it is, the work order is closed and filed for future reference.

What’s Included in a Work Order 

Maintenance teams typically use a work order template that details every repair or maintenance task with the following items: 

• Maintenance issue description: The work order begins with a detailed description of the maintenance issue, including the nature of the problem and any actions already taken. 
• Name of person submitting the request: The form identifies the entity submitting the work order request for possible follow-up questions and updates on the task’s progress.
• Name of person completing the task: The work order lists the technician assigned to complete the task as a point of contact for any issues that may arise.
• Location of the issue/asset: The specific location of the issue or asset requiring repairs helps technicians or team members quickly find where they need to complete the work.
• Work processes or checklists: The work order includes any processes, checklists or standard operating procedures to guide the technician as they carry out the task.
• Time tracker: A time tracker tracks minutes, hours or days spent on the task’s steps to document a technician’s efficiency and plan for future maintenance.
• Priority status: Knowing whether a task has a high, medium or low priority level helps with scheduling and resource allocation.

How to Successfully Manage Work Orders 

Managing work orders can be overwhelming, so incorporating the following practices into your maintenance operations strategy will help keep your system running smoothly:

• Determine goals and metrics for success: Establishing specific goals will give you a foundation with which to evaluate how successful your work order management system can be. Goals may include reducing equipment downtime, increasing asset lifespan or improving technician response times. You can measure success through key performance indicators, such as the average time it takes to complete a work order or the number of maintenance tasks completed on time.
• Create a standard work order process: Standardizing processes for work orders reduces variations in tasks. As a work order becomes more consistent, aspects of a task — like cost, required parts or tools and delivery times — can be anticipated. 
• Use preventive maintenance methods when possible: Preventive maintenance on an asset will lengthen its lifespan and prevent breakdowns before they happen. It also decreases unplanned downtime, so equipment stays up and running for longer periods. With fewer breakdowns and consistent production, preventive maintenance work orders can help keep costs down and boost customer satisfaction.
• Choose work order software to manage workflows: Work order software can automate specific steps, store maintenance records on a centralized platform and keep tasks and resources from overlapping.

Benefits of Using Work Order Software 

Using a computerized maintenance management system (CMMS software) or work order software offers numerous advantages compared to a more manual way to track work orders and oversee asset management. Here are some key benefits:

• Reducing equipment downtime: Manual management of work orders can cause overlapping of tasks and stress demands on equipment and technician time, which will lead to more downtime for the asset. Work order software helps decrease these issues, as it gives maintenance managers the ability to clearly manage scheduling, labor and tools needed to complete a job. 
• Increasing productivity and team communication: Work order software allows management to react quickly, as they’ll receive automated alerts regarding service requests, change of task status and any emergency work orders that may arise. The software also allows for more effective communication between all parties involved in a task through in-app messaging on everyone’s mobile device.
• Expanding data access and visibility: Work orders can be viewed by all who have access to the software. This can include the individual or organization who first brought attention to the problem, the technicians assigned to the task, accountants in control of budgeting and equipment operators waiting for production to resume.
• Enhancing reporting capabilities: Work order software improves efficiency by automating scheduled work, tracking the steps taken during the repair or maintenance process and creating reports. Real-time updates and communication tools keep everyone involved every step of the way. 
• Improving regulatory compliance: Work order software helps companies improve compliance with safety standards, as inspection work orders can be conducted regularly. 

Example of Using Work Order Software 

For an example of how using work order software like Coast can benefit your company, let’s take a look at one manufacturer’s experience. Denver, Colo.-headquartered Johns Manville makes insulation and roofing products, and it was facing challenges in tracking and scheduling maintenance tasks manually that led to a backlog of work in its maintenance schedule. Once the company implemented the following changes to its work order process, though, productivity significantly improved:

• Digitizing the work order process: Johns Manville’s manual work order system was time-consuming and prone to error. Once the company digitized its work orders and allowed maintenance requests to be submitted, reviewed and assigned electronically, less overlap occurred, more preventive maintenance tasks were carried out, and there have been fewer equipment breakdowns ever since.
• Scheduling and prioritizing maintenance tasks: The software allowed the company to schedule and prioritize maintenance tasks via its automated scheduling and priority settings. This allowed management to focus on the most critical projects first. 
• Tracking and monitoring work orders: Implementing work order software allowed Johns Manville to track and monitor task progress in real time, as technicians could update the status of their tasks and provide visibility into their progress.
• Centralizing maintenance records: With inventory management and maintenance tasks all in one place, it became easier to access previous task data and maintenance reports. Technicians and teams can now identify recurring issues and develop strategies for preventive maintenance.
• Generating reports: Johns Manville’s detailed reports on past tasks provided insight into equipment performance, labor and resource use and cost. As the company is now able to analyze data, it can see where improvements are needed and allocate its resources accordingly. 

The post What Is a Work Order? (And Everything Included in One) appeared first on Coast.

In today’s fast-paced environment, the failure of a single business system can result in long production delays, heavy financial losses and even safety hazards. Yet, many business leaders take no preventive actions to keep their assets operational and safe, waiting until it’s too late to address failures and doing long-term damage to their business’ functionality and reputation.

Fortunately, there’s an effective way to identify and address potential failures with business assets and systems before they even occur. To prevent a catastrophic event, you can proactively perform failure mode and effect analysis (FMEA) to identify every type of failure that can occur throughout your business processes. By identifying these failures and addressing the most concerning and costly ones with proper maintenance and inspections, your business can remain fully functional in the long-term.

But what is FMEA? And how do you analyze your core business operations effectively? Follow along in this comprehensive FMEA guide for everything you need to know. 

What Is FMEA? 

Failure mode and effect analysis (FMEA) is a methodology for highlighting failure modes (ways in which an aspect of operations can go wrong) and how a specific type of failure can impact the rest of a business’ assets and systems. 

FMEA is a critical component of risk mitigation by identifying and addressing any potential issues that could hinder a business from operating at its full potential. Unlike root cause analysis (RCA), which involves analyzing a problem after it occurs, FMEA is a proactive approach to identifying and preventing problems before they occur. 

Key Goals of FMEA

For organizations with a lot of moving parts (literally and figuratively) to operate at a full capacity, FMEA is an essential aspect of ensuring business continuity. 

Here are two important objectives of performing FMEA:

1. Have response plans in place

Even with a proactive approach to equipment maintenance, asset failures will happen. In identifying all the types of failures that can occur, you can establish response plans for each to ensure heightened response times and a limited impact on full business operations. 

2. Use preventive maintenance during non-emergency situations 

Identifying how things can go awry with both facilities and assets makes it substantially easier to perform routine maintenance. These standard procedures can drastically reduce the likelihood of unexpected equipment  or infrastructure failure and prolong the lifecycle of core assets. 

Types of FMEAs

The U.S. military created and began implementing FMEAs in the 1950s as a way to create better weapons. Eventually, NASA adopted the existing process, and aerospace and automotive businesses followed suit. 

These are the three types of FMEAs and their various use cases for manufacturing businesses:

Functional Failure Mode and Effects Analysis (FFMEA)

FFMEA (or Functional FMEA) analyzes the risks associated with how a business’ systems function and how specific parts can break. 

The goal is to prevent failure from happening in the first place by proactively determining which parts are most integral to business operations and scheduling preventative maintenance to keep them fully functional. 

Design Failure Mode and Effects Analysis (DFMEA)

DFMEA (or Design FMEA) analyzes an asset’s risks during the design phase. The goal is to identify potential failures that could occur before a piece of equipment is even deployed. 

This approach can ensure that infrastructure is built in a way that limits issues due to part malfunctions to ensure business continuity. 

Process Failure Mode and Effects Analysis (PFMEA)

PFMEA (or Process FMEA) is an analysis of all potential failures within a specific existing process (or portion of your business operations.)

This approach predicts what can go wrong during said process to ensure your most critical operations remain fully functional with recurring maintenance and inspections. 

How Can FMEAs Improve Maintenance?

Obviously, a business needs all of its equipment and facilities fully functional to operate effectively. FMEAs require some serious brainstorming around all aspects of your business operations and the types of challenges that would have the biggest hindrance on your performance. 

Once you identify potential problems that can be prevented with recurring maintenance, you can leverage a CMMS platform like Coast to manage asset maintenance and track work orders. 

And of course, the data collected about all of your assets on Coast will make for stronger FMEAs in the future. The following process steps are key in assisting maintenance teams with their FMEAs:

• Create preventative maintenance plans: Schedule maintenance months in advance and assign projects to your top maintenance team members.
• Prepare for emergency maintenance: Once your FMEAs determine the highest risk issues that can occur, you can build out emergency maintenance procedures for each of them within your CMMS. That way, you can move quickly when a failure occurs to get it alleviated immediately. 
• Prioritize corrective maintenance: When issues are discovered during routine inspections, correct them before they worsen.

FMEA Scores

The FMEA matrix provides scores for each of your assets to help with prioritization of the most critical ones you should be monitoring and performing routine maintenance on.

FMEA scores are based on three key scales that range from 0 to 10:

1. Failure severity: How much does failure of this component of your operations impact business continuity? A score of 0 indicates that it has no measurable impact, and a 10 means that the failure is hazardous and requires immediate attention. 
2. Failure probability: What is the likelihood that a failure will occur? In this case, 0 would be a failure that is unlikely to ever happen again, while 10 means the probability of failure is almost guaranteed. 
3. Failure detectability: How likely are you to detect that a failure has occurred? A score of 0 means that it’s almost guaranteed that you will detect the failure early on, and 10 means that the failure will be almost impossible to detect. 

Remember, the higher the score, the higher the maintenance action priority for the asset.

9-Step Process to Perform FMEAs

Here are the correct steps to take to perform failure mode and effect analysis across all of your business infrastructure to prioritize maintenance initiatives accordingly. 

• Step 1: Determine the type of FMEA you will perform.
• Step 2: Identify the possible failure modes.
• Step 3: Analyze the impacts this failure may have on the environment and customers/users.
• Step 4: Assign a severity score on the 0-10 scale.
• Step 5: Determine the failure’s expected frequency ranking on the 0-10 scale.
• Step 6: Assess how easy or difficult it will be to detect the cause of failure giving it a 0-10 detection score.
• Step 7: Calculate a risk priority number (RPN) by multiplying the severity score, the frequency score and the detection score.
• Step 8: Create a recommended action to reduce the likelihood of failure. The higher the number, the more resources you should invest in that risk management plan.
• Step 9: Run another RPN calculation after changes have been made.

Coast’s CMMS software makes it easy to record your FMEA score and schedule routine equipment or facility maintenance for your highest priority assets from a simplified digital platform. 

FMEA Example

Let’s suppose a conveyor belt plays a major role in your business’ operations. Here’s how you can do a risk assessment associated with a failure of the belt using the FFMEA approach:

Potential failure mode (a type of failure that could occur): Belt slippage

Potential causes of failure:

• Insufficient tension in the belt
• Contamination on belt or pulleys
• Worn out drive components (motor, gearbox)

Potential affects:

• Production delays or stoppage
• Damage to transported goods
• Safety hazards if belt suddenly accelerates

Calculate the FMEA score:

• Severity (S): High (9/10) due to potential for production downtime and safety risk
• Probability (P): Low to Medium (3/10) since regular maintenance practices are in place 
• Detectability (D): Low to Medium (3/10) since visual inspection occurs during routine checks

Using the Risk Priority Number (RPN) calculation (S × P × D), we get the following calculation: 9 x 3 x 3 = 81. This is considered high risk. 

Recommended actions:

• Increase frequency of tension checks and adjustments
• Implement regular cleaning of belt and pulleys to ensure product quality
• Monitor wear of drive components and replace proactively

Now that you know you need preventive maintenance, schedule employees to monitor the conveyor belt on a recurring basis via Coast. And remember, if adjustments are made to your conveyor belt systems, you should perform FMEA analysis again. 

Perform FMEAs the Right Way With Coast

Don’t allow potential failures to go undetected that leave your business non-operational and losing serious revenue. FMEAs are a vital part of protecting your assets and catching issues before they occur. 

To collect tangible data about failures across business systems and schedule preventive maintenance, sign up for Coast today. 

The post What Is Failure Mode & Effects Analysis (FMEA)? appeared first on Coast.

A famous scene from the sitcom “Malcolm in the Middle” shows the dad, played by Bryan Cranston, going to change a light bulb, only to notice that the shelf where he keeps the extra bulbs is loose. As he then gets the screwdriver to fix the loose shelf, he notices the drawer the screwdriver is in sounds squeaky, so he goes to get some WD-40, only to realize that the can is empty. Finally, he gets in his car to pick up a new can, only to realize that his car won’t start, so he goes to the garage to fix the car.

While exaggerated for comedic effect, this sequence of maintenance tasks can also play out in the business world. Maybe a maintenance technician is fixing a broken window and realizes that cold air is seeping through, so it needs to be caulked. Or maybe a kitchen staff member is emptying a dishwasher and finds that the dishes haven’t been cleaned well, due to buildup within the machine.

These types of maintenance activities exemplify the need for corrective maintenance, which is a kind of reactive maintenance that falls under a broader responsive maintenance strategy. Specifically, corrective maintenance means fixing systems, assets or property that have broken down or are in the process of wearing out, but generally not to the point where the item in question becomes nonfunctional.

In many cases, corrective maintenance occurs after a need is identified during a separate or unrelated work order. So while reactive maintenance might mean replacing a light bulb that burns out, corrective maintenance might mean fixing the shelves where extra light bulbs are stored, like in the “Malcolm in the Middle” scene.

When Is Corrective Maintenance Necessary? 

As the name suggests, corrective maintenance is necessary when a problem is discovered with a piece of equipment or asset that can be fixed. Typically, however, corrective maintenance refers to issues identified when a technician is attempting to complete a separate work order, such as during a scheduled maintenance inspection or when making unplanned repairs. Also, corrective maintenance often involves correcting an issue before a total equipment failure occurs.

For example, reactive maintenance or emergency maintenance might involve fixing a broken refrigerator. During that work order, however, a technician might identify an electrical problem that was causing the refrigerator to short circuit. So, corrective maintenance might then involve a work order that involves upgrading the electrical panel before malfunctions occur with other appliances.

The exact need for corrective maintenance is subjective, but in general, if you identify an issue that needs to be fixed, and it’s not an emergency, it would fall under the corrective maintenance umbrella.

Examples of Corrective Maintenance 

In some sense, corrective maintenance can occur anytime you identify something that’s not an emergency but should still be repaired. Here are some examples of corrective maintenance actions:

• HVAC system: A technician is sent to repair an electrical issue with an HVAC system that isn’t cooling properly during a heat wave. During that repair, they also discover that the air filters are dirty, prompting a corrective maintenance work order request to clean them. 
• Gym equipment: While cleaning gym equipment at the end of the day, a team member notices that a cable is fraying on an exercise machine. So, they put in a corrective maintenance request to replace the cable. 
• Plumbing: Kitchen staff identify that a sink has a slow drain. Rather than waiting for it to become completely clogged, a corrective maintenance request could involve having a plumber snake the drain to get water flowing properly through it.

Corrective Maintenance vs. Breakdown Maintenance 

Corrective maintenance and breakdown maintenance share the similarity of occurring after a problem has been identified, meaning they are both types of reactive maintenance. However, the key difference is that breakdown maintenance generally occurs when equipment or systems fail and become nonoperational, whereas corrective maintenance involves fixing something that is still in operating condition but perhaps on its way toward failing.

What does this look like in practicality? Suppose the heating element in a commercial kitchen’s oven stops working. That would require breakdown maintenance because the oven is no longer able to perform the expected function. Yet if kitchen staff notice that an oven is getting smokier than usual, they might engage in corrective maintenance like doing a deep clean to remove food residue so that the smoke problem doesn’t lead to a bigger issue like a fire.

Advantages of Corrective Maintenance 

Even though corrective maintenance is reactive, it still provides advantages over ignoring issues until total failure occurs. Specifically, some of the top advantages of corrective maintenance are that it:

• Reduces emergency maintenance: Fixing equipment before it breaks down can help your company avoid more expensive emergency maintenance costs, such as having to pay a rush fee to an emergency technician.  
• Decreases equipment downtime: Being a little more proactive than emergency maintenance also means that you can decrease unplanned downtime of your most critical assets. For example, identifying that an HVAC system’s filters need to be cleaned can mean that the system is less likely to fail after correcting that. That means you can prevent problems like having to temporarily close if you don’t have heat during a cold front.
• Helps maintenance teams save time: Corrective maintenance tasks do add to your to-do list, but ultimately that can save time. For one, emergency maintenance can take longer, as it could involve a complex repair versus a quick corrective maintenance repair. Corrective maintenance can also save time in comparison to proactive maintenance, as you’re only doing these tasks when problems occur, as opposed to checking things on a set maintenance schedule when there might not be a need for any work.

Disadvantages of Corrective Maintenance 

Although corrective maintenance provides some advantages over other maintenance approaches, there are some downsides to consider too. Some of the top disadvantages, especially in comparison to preventive maintenance, include the following:

• Not predictable: Since you don’t know when the maintenance work is needed, it’s hard to know if you’ll have the right staff on hand to do the corrective task or if your team’s schedule will allow it to be completed quickly.
• Shorten asset lifespan: If you’re always waiting until something goes wrong before fixing it, that can shorten an asset’s lifespan compared to preventive maintenance. Think of taking care of a car. If you only bring your vehicle in for maintenance when the check engine light comes on, then it might not last as long as if you changed the oil on a set schedule and did routine inspections on other car parts.
• Costs can be higher if corrective maintenance repairs are serious: Although corrective maintenance might cost less than having to do emergency repairs, it can cost more than proactive repairs. Cleaning HVAC filters preventively on a planned maintenance schedule, for example, can be part of your ordinary labor costs, whereas replacing HVAC components that get damaged due to debris buildup can add significant new expenses to your maintenance budget.

How to Prevent Corrective Maintenance 

While corrective maintenance can be useful for avoiding emergencies, ideally you want to get ahead of the problems before they happen in the first place so that you can keep costs down and gain stability within your facilities.

To prevent corrective maintenance, consider the following steps:

1. Invest in a preventive maintenance program: Sometimes the best defense is a good offense. Avoid unplanned corrective maintenance issues by investing in a preventive maintenance schedule, such as making sure you have the right people and technology in place to perform routine maintenance on equipment.
2. Build out your maintenance team: Part of investing in a preventive maintenance plan might involve hiring more maintenance staff so that you can have the resources to prioritize regular inspections, cleanings and other preventive tasks. 
3. Train staff to use maintenance software and technologies: Investing in preventive maintenance software and technologies can help your maintenance team track work orders and identify assets that should be checked on, but if staff doesn’t get up to speed on these tools, that limits their effectiveness. So, make sure you also dedicate resources to training, which can pay off in the long run, just like preventive maintenance itself. 
4. Automate work order requests: While the people component of preventive maintenance is crucial, you can save time and increase effectiveness with automation. Using computerized maintenance management system (CMMS) software can allow for automated work order requests, such as scheduling and assigning work orders on a set interval, along with automated reminders to make sure the work gets done on time.
5. Always have necessary parts in stock: Lastly, making sure you have the right inventory in place can help you avoid all types of corrective maintenance. If you’re missing spare parts like air filters, for example, you might delay maintenance until those arrive, but during that time maybe the overflow gets blocked in your air-conditioning system, causing a breakdown. Here, too, using a CMMS can help you keep track of all your necessary parts and schedule automated reminders to reorder them when you’re running low.

Overall, corrective maintenance has its place when it comes to fixing issues before they turn into larger problems, but you can often save time and money with preventive maintenance measures that minimize the need for corrective maintenance in the first place. And the right software goes a long way toward making preventive maintenance easy and cost-effective.

See for yourself how Coast’s CMMS can help you build out a preventive maintenance strategy to reduce the need for corrective maintenance.

The post What Is Corrective Maintenance? (Examples, Benefits & Disadvantages) appeared first on Coast.

While sometimes overlooked, the maintenance industry is essential to the global workforce. It supports economic stability, ensures safety and operational efficiency for various sectors and is a key player in offering diverse career opportunities. As a rapidly expanding field, maintenance is also continually developing innovative technologies and strategies to provide more efficient, accurate and sustainable solutions for organizations. 

We rounded up 30 maintenance metrics, statistics and facts to provide insight into the current state of the maintenance industry and its trajectory, which in turn can help you develop an effective maintenance strategy and better prepare for the future. 

Maintenance Industry Overview

The global inspection, repair and maintenance market has an estimated value of $54.98 billion in 2024. 

How big is the maintenance industry, and how much growth can we expect to see in the coming years? The Business Research Company based its market evaluation on a 6.9 percent annual growth rate, up from a market value of $51.43 billion in 2023. Fortune Business Insights projects the market to continue growing to $72.46 billion by 2029, with a compound annual growth rate (CAGR) of 7.9 percent.

There are more than 1.6 million jobs in the general maintenance and repair industry in the U.S. 

In 2022, the U.S. Bureau of Labor Statistics reported this number and expects it to grow by 57,200 jobs (4 percent) by 2032. Common repair and maintenance roles include HVAC technicians, electricians, plumbers, aircraft and automotive technicians, groundskeepers, and custodians and janitors. As of 2023, the median pay for these workers is $46,700. 

69% of maintenance professionals are aged 50 or older. 

A 2023 survey by Plant Engineering, which polled 243 workers in the general maintenance and repair industry, found that the average maintenance professional is 54 years old, works 46 hours per week, has 26 years of experience in the manufacturing sector and has been with their current employer for 14 years.

Investing in maintenance and repair programs decreases downtime by an average of 44% within organizations. 

A 2021 report from the International Journal of Prognostics and Health Management also reported that organizations experienced a 54 percent reduction in defect rate, 35 percent fewer lost sales due to defects and 29 percent fewer lost sales due to maintenance-related delays.

More than 30% of the total workforce contributes to maintenance operations.

Although automated technologies are gaining prominence in the manufacturing industry, a 2018 International Production Management Systems Conference proceeding indicates that only few maintenance activities are fully automated. Many operations still rely on a human workforce. 

Approximately 45% of a maintenance professional’s time is spent retrieving physical work orders or documents needed to complete a maintenance task. 

Digitizing these procedures through a computerized maintenance management system (CMMS) software can alleviate some of this workload by centralizing maintenance on a single platform. This allows workers to access and track work orders efficiently and remotely. Ultimately, using a CMMS software reduces downtime and labor costs while simultaneously increasing the operational efficiency and profits of the organization. 

Industry Pain Points

66% of facility managers diagnose staffing and retention as a top challenge within their organizations. 

According to the Professional Facility Management Institute, 50 percent of facility managers anticipated having open positions within their organizations in 2023. The staffing and retention challenges can be attributed to difficulties in finding individuals with the necessary technical and managerial skills, losing staff to other employers and the retirement of older maintenance workers. 

52% of facility managers cite a lack of skills among their staff as the primary reason for outsourcing maintenance. 

Additionally, 39 percent mentioned that the need for specialized skills drives their decision to outsource, while 37 percent pointed to a lack of time and manpower for maintenance tasks. 

88% of facilities outsource some or all of its maintenance operations. 

A 2018 Plant Engineering report found that the average facility outsources 23 percent of its maintenance operations. 

Maintenance and repair work was ranked the 21st most dangerous job in 2021. 

The maintenance and repair industry has a fatal injury rate of 13 per 100,000 workers, with the leading cause of fatalities resulting from contact with objects and equipment. 

80% of manufacturing plants cite aging equipment or machine breakdowns as the leading cause of operational inefficiency.

A 2022 Plant Engineering survey also revealed that difficulties in recruiting labor ranked second at 49 percent, while integrating digital management technologies into legacy equipment ranked third with 41 percent. 

Compliance with OSHA’s lockout tagout (LOTO) standards prevent an estimated 120 fatalities and 50,000 injuries per year.

In OSHA’s 2023 list of most-cited violations, the LOTO standard (29 CFR 1910.147, “Control of Hazardous Energy”) ranked sixth with a total of 2,539 violations. With worker safety at stake, it’s vital for facilities to oversee LOTO standards effectively and efficiently. CMMS software can help organizations centralize LOTO coordination and communication, ensuring that workers follow proper procedures. 

Downtime and Revenue Losses

Facilities lose an average of $108,000 per hour to unplanned downtime. 

Of the respondents to a 2022 Plant Engineering survey, 19 percent reported suffering losses of over $100,000 per hour. In a 2019 IBM study, 53 percent of IT managers reported that the costliest aspect of downtime is lost revenue, 47 percent said lost productivity, and 41% cited the negative impact on corporate reputation.

Unplanned downtime results in an annual total of $1.4 trillion in losses for Fortune Global 500 organizations. 

According to a 2024 Siemens report, these losses amount to 11% of their cumulative annual revenues. These losses were reported to have decreased by 6 percent since 2022.

Automotive manufacturers lose $2.3 million per hour to unplanned downtime.

The cost of an hour’s downtime has increased by 113 percent from 2019 to 2023, surpassing the U.S. inflation rate, which rose by 19 percent over the same period. This surge in downtime costs is attributed to the energy crisis that followed the COVID-19 pandemic. Additionally, the highly interconnected nature of the automotive manufacturing process means that downtime in one area can significantly impact production throughout the supply chain. 

​​Downtime can have crippling effects on small- and medium-sized enterprises (SMEs), costing them up to $150,000 per hour. 

For SMEs, these losses can be unsustainable. If they fail to supply on time and in full, they risk losing their status as a supplier. Additionally, holding stock incurs storage and management costs, further straining their resources.

It now takes an average of 81 minutes to get production operating again after downtime, up from 49 minutes in 2019. 

The introduction of data analytics and predictive maintenance programs has helped address smaller issues that previously caused downtime for facilities. As a result, the remaining causes of downtime are now more complex and harder to detect, leading to longer recovery times. Additionally, a 2024 Siemens report attributes this increase in recovery time to a loss of maintenance staff with the necessary skills and supply chain issues that delay the arrival of replacement parts. 

Plants now experience an average of 25 downtime incidents per month per facility, a 41% reduction from 42 incidents in 2019.

The implementation of CMMS software, predictive maintenance programs and sensors has enabled organizations to manage facilities more efficiently, thereby reducing the number of downtime incidents and the hours lost to them. As a result, plants now lose an average of 27 hours per month to unplanned downtime, down from 39 hours in 2019.

Deferred Maintenance

The U.S. Department of Defense (DoD) reported a deferred maintenance backlog amounting to $137 billion in 2020.

The DoD, which oversees more than 550,000 facilities, accumulated this substantial backlog due to inadequate facility sustainment funding and competing priorities. Deferred maintenance can result in costly repairs, reduced asset efficiency and lifespan, safety and health hazards for workers, and non-compliance with regulatory standards. 

The U.S. may face more than $1 trillion in deferred maintenance costs for its public infrastructures.

A 2019 Volcker Alliance report stated that infrastructure needs amount to a maintenance gap of $873 billion across the state level and $170 billion at the federal level. These estimates may be conservative, as few state and local government budgets comprehensively disclose the necessary costs to repair public assets such as roads, highways, waterworks and buildings.

Approximately $8.1 billion has been allocated to address the U.S. Department of the Interior’s deferred maintenance backlog from fiscal years 2021 through 2025.

The Department of Interior, which manages 20 percent of the nation’s lands and waters, is estimated to have accumulated a deferred maintenance backlog of $32.4 billion as of 2023. Given that it takes about 15 months to complete a backlogged project, the department anticipates addressing $400 million in deferred maintenance in 2025, $800 million in 2026, $900 million in 2027 and $1.6 billion in 2028. 

Reactive vs. Preventive Maintenance

35% of maintenance assets are managed by reactive maintenance programs. 

According to the previously mentioned 2022 Plant Engineering survey, facility maintenance managers let these assets run to failure before opting to repair or replace them. Reactive maintenance has some advantages, such as lower upfront costs, fewer staff members needed to run and manage equipment, and no need for planning or scheduling. But it also has its disadvantages…

Organizations that relied heavily on reactive maintenance instead of employing a variety of alternative maintenance strategies simultaneously experienced 3.3 times more downtime. 

Additionally, reactive maintenance is associated with several other downsides: 16 times more defects, 2.8 times more lost sales due to defects, 2.4 times more lost sales due to maintenance-related delays and 4.89 times more inventory increases due to different types of maintenance-related issues.

38% of maintenance assets are managed by a preventive maintenance program. 

The facility maintenance managers in the 2022 Plant Engineering survey indicated that their predictive maintenance programs ran on estimated cycle times. Preventive maintenance offers several advantages. Routine maintenance and inspections minimize unexpected equipment failure, extend asset life expectancy, reduce the risk of out-of-hour breakdowns requiring emergency labor callouts and mitigate potential safety hazards.

CMMS 

59% of facilities use CMMS software to manage their maintenance and repair operations. 

A 2022 Plant Engineering survey reveals that organizations may integrate multiple maintenance management softwares into their facilities. Among the respondents, 39 percent use an enterprise asset management system and 19 percent use plant floor or manufacturing execution software. When asked about the installation and deployment of their management systems, 48 percent of respondents specified on-premise, 30 percent mentioned cloud-based, 22 percent said hybrid, 18 percent indicated software as a system (SaaS), and 14% stated a mobile system. 

17% of organizations reported insufficient customization features in their current maintenance management systems. 

When selecting a CMMS software, maintenance managers should consider the specific components and assets that need to be managed within their organization. Instead of adapting the organization’s operations to fit a particular CMMS, the system should be customizable to meet the organization’s unique use case and needs. 

Predictive Maintenance 

Predictive maintenance is associated with a 10 to 20% increase in equipment uptime and availability. 

Additionally, the National Institute of Standards and Technology (NIST) reports that the reduced downtime from predictive maintenance leads to manufacturers producing higher quality products and achieving shorter production times. 

Manufacturers that rely more heavily on predictive maintenance rather than preventive maintenance experience up to an 87% reduction in equipment defects. 

NIST adds that reliance on a predictive-heavy maintenance program can reduce inventory increases caused by unplanned maintenance by up to 66 percent. Predictive maintenance also saves 5 to 10 percent in material and maintenance costs while reducing maintenance planning time by 20 to 50 percent. 

87% of major manufacturers now gather data that enables predictive maintenance. 

However, not every organization will fully benefit from this maintenance strategy because they are not collecting the complete range of necessary data. A 2024 Siemens report emphasizes that a robust predictive maintenance program requires data from various sources: maintenance records, operational systems, manufacturing execution systems, service data and human insights.

The integration of condition monitoring and predictive maintenance programs at Fortune Global 500 industrial organizations could save an estimated total of 2.1 million hours in downtime annually. 

Additionally, the implementation of these strategies is expected to save companies $388 billion through a 5 percent increase in productivity and $233 billion through a 40 percent reduction in maintenance costs. In practice, predictive maintenance has improved downtime forecasting by 85 percent and maintenance staff productivity by 55 percent, while shrinking unplanned machine downtime by 50 percent and maintenance costs by 40 percent. 

The post 30 Fascinating Maintenance Metrics, Statistics & Facts appeared first on Coast.

No property manager wants to be woken up in the middle of the night to learn that a pipe burst in the apartment building they manage, but it happens — especially in the dead of winter when frozen water is the enemy of aging systems.

But with a few quick taps on a tablet, a property manager can quickly dispatch emergency maintenance work requests to a team of skilled maintenance professionals. As the property maintenance team works to repair the busted pipe and address water damage, the software solution tracks every detail — from the emergency response time to the repair progress.

This is the power of property management maintenance software. Not only can it help in the case of emergency, but it facilitates day-to-day tenant communication, routine maintenance tasks and financial transactions for property owners.

Let’s look at the five top options to help you choose the right property maintenance software for your business needs.

What Makes the Best Property Maintenance Software?

Property maintenance software streamlines operations for maintenance teams overseeing one or multiple properties. It centralizes work order management, allowing efficient tracking, prioritization and completion of tasks to keep properties running smoothly.

Key features include:

• Work order management: Track work orders from creation to completion, with priority settings and progress tracking.
• Location-based assignment: Delegate tasks based on proximity and expertise, reducing response times.
• In-app communication: Enable real-time updates and collaboration among staff and tenants.
• Customizable options: Tailor work order forms, reporting templates and interfaces to meet unique team needs.
• Property and lease administration: Centralize property details, lease agreements and documents.
• Tenant management: Conduct background checks and automate communications.

When choosing software, consider:

• Cost and scalability: Ensure it fits your budget and grows with your business.
• Maintenance-specific features: Focus on tools that enhance property maintenance operations, such as preventive maintenance scheduling.
• User-friendly interface: Look for an intuitive design to minimize learning curves.

Effective property maintenance software reduces workload, minimizes errors and provides real-time insights, improving property management and renter satisfaction.

5 Best Property Maintenance Software at a Glance

Here are the five best property maintenance software in 2024:

Coast – For Customizable Location Fields

Coast offers a robust property maintenance solution. One of its standout features is the ability to assign assets to specific locations through customizable fields, enabling meticulous tracking and management of everything from HVAC systems to lighting fixtures across different buildings or areas.

This location-based asset management streamlines the maintenance process, simplifying work order scheduling and management. The centralized system keeps all property maintenance information accessible and organized, allowing property managers to oversee operations efficiently, reduce downtime and maintain high upkeep standards.

As a mobile-first platform, Coast is one of the highest-rated facility management tools available. The all-in-one solution allows users to create and assign work orders, manage assets, track parts inventory and schedule preventive maintenance. Over 10,000 teams, including those from Hilton, Marriott and Planet Fitness, use Coast to consolidate all work orders into a single app, making it suitable for teams of all sizes and industries.

Key features:

• Preventive maintenance notifications, dashboards and alerts
• Customizable fields for each assigned location
• In-app messaging for seamless communication
• A user-friendly interface
• An all-in-one property maintenance software tool
• Easy implementation process
• Regular check-ins with customers for feedback
• The ability to set parameters on card usage, reducing personal use risk

Coast pros:

• Sleek and intuitive user interface with simple navigation
• Knowledgeable and helpful support team
• Effective team communication through group channels and individual project discussions
• Excellent customer service with dedicated feature demonstrations and feedback collection
• Quick setup, allowing users to get up and running rapidly

Coast cons:

• Limited integrations with other software
• Occasional glitches when multiple users work on the schedule simultaneously

Coast price:

• A free version is available
• Paid plans start at $20/month
• A 7-day free trial offered

Coast’s fully customizable features make it a valuable tool for improving maintenance tracking and overall property management efficiency. Its user-friendly design and robust location-based asset management capabilities set it apart in the property maintenance software market. While it may have some limitations in terms of integrations, its strengths in customization, communication, and ease of use make it a compelling choice for many property maintenance teams.

Maxpanda – For Real-Time Metrics

Maxpanda CMMS streamlines property maintenance operations. It offers integrated asset management, inventory management and preventive maintenance tools. A key feature of Maxpanda is its ability to track assets in real-time, allowing property managers and facility directors to ensure efficient operations and make data-driven decisions.

With the platform, you can manage maintenance requests from staff and customers as well as handle scheduled tasks. Maintenance teams can use this to optimize workflows and reduce downtime. Also, the system makes it easy to process work requests. You can submit requests via any web browser, and administrators will review them. These requests become work orders once approved, and users get emailed updates along the way.

Key features:

• On-the-go team communication: Enables seamless coordination among maintenance staff
• Real-time metrics: Provides up-to-date information on asset status and maintenance activities
• Asset and parts inventory: Helps manage and track equipment and supplies effectively

Maxpanda pros:

• Allocation of assets: Tracks and manages assets across properties
• Preventive maintenance: Facilitates scheduling and tracking of routine maintenance tasks to prevent breakdowns
• Checklists: Make sure all maintenance is done right

Maxpanda cons:

• Lack of customization for users: Not as flexible when it comes to adapting to specific needs and preferences
• Administrators do not automatically approve requests: Potentially slowing down the work order process
• Can’t deploy on-premises: May not suit organizations that prefer to host their software
• Interface issues: Some users report that the app can get stuck loading pages, and the interface uses only a small portion of the screen with no adjustment options
• QR tag durability: Printing custom QR tags may result in reduced durability

Maxpanda price:

• Maxpanda offers a 7-day free trial, allowing potential users to test the platform before committing. For detailed pricing information, interested parties can request a demo from the company.

Propertyware – For Working With Multiple Vendors

Propertyware is a top solution for managing single-family and other low-density residential properties. It’s designed to address the unique challenges that property management companies and landlords face, providing a comprehensive platform for property management tasks. An integrated suite of tools streamlines workflows, enhances tenant relations and boosts operational efficiency. From marketing and leasing to operations, maintenance and financial reporting, Propertyware covers all aspects of property management.

One standout feature is its ability to work with multiple vendors from a single work order, making it easier for property maintenance teams to manage various tasks and services. 

Key features:

• Mobile app for technicians to take photos of their work
• Solution for coordinators and vendors, handling photos, work orders and billing
• Integrated vendor invoicing, with 24/7 access for tenants and owners through portals for real-time visibility

Propertyware pros:

• Simplified accounting: Covers accounts receivable, accounts payable, bank reconciliations and direct ACH payments to owners
• Flexible payment solutions: Online and cash rent payments for tenants to reduce late or missed rent and protect against theft and fraud
• Marketing tools: Control online presence, fill vacancies faster, manage listings and handle tenant applications
• Asset protection: Reduces the risk of accidental damage and minimizes tenant liability with extensive protection solutions
• Standardized tasks: Streamlines property maintenance by standardizing tasks and workflows, ensuring consistent and efficient operations

Propertyware cons:

• Limited to residential properties: A cloud-only installation that’s not aimed at commercial real estate or larger properties
• Limited communication features: Restricted in-app messaging and communication options
• Poor report formatting: Not customizable, and support is unhelpful
• System reliability issues: Errors occur during bill payments or check writing outside of scheduled maintenance times
• Lack of customization: Limited customization options

Propertyware price: 

• Pricing starts at $1/unit/month with possible additional services.

Fiix – For Data Tracking and Reporting 

Fiix streamlines property maintenance operations, improves asset management and optimizes workflow. With its asset tracking capabilities, you can monitor equipment comprehensively and keep detailed service histories. It also offers a robust maintenance scheduling feature that lets you create, manage and assign unlimited work orders. Last but not least, Fiix offers powerful reporting tools, providing insights into maintenance performance, asset health and operational efficiency.

Key features:

• Preventive maintenance scheduling
• Work order reporting for project analysis
• Contractor management for a complete view of scope and responsibilities
• Maintenance analytics and reporting for devising data-driven strategies
• Integration with ERP systems for enhanced data management and synchronization

Fiix pros:

• Excellent customer service: Many companies offer similar tools, but Fiix stands out with exceptional support
• Document storage: Each asset can have associated files, making keeping all relevant information in one place easy.
• User-friendly: Designed to be accessible, even for those unfamiliar with digital tools
• Customizable search and filters: Easily find assets or users by various criteria and clean, user-friendly design
• Data security features: Ensures robust data protection with advanced security measures and encryption

Fiix cons:

• Analytics limitations: Some users want more advanced tools and customizable reporting options
• Integration flexibility: Limited options for connecting with other systems
• Session timeouts: Users get logged out after a few minutes of inactivity
• Pricing inflexibility: No customization based on the specific needs of the user
• Data migration issues: Migrating inventory data can be problematic and sometimes requires re-entering information

Fiix price: 

• A free version is available, but pricing starts at $45/user/month with a 1-month free trial.

eMaint – For Focusing on Facilities Management

Part of the Fluke Corporation, eMaint helps you manage work orders, preventive maintenance schedules and parts inventory. The facilities management solution focuses on improving maintenance operations and asset performance so that facilities can proactively deal with potential issues before they escalate. It improves facility uptime and extends equipment life.  

No matter what size organization you are or how many locations you have, you can use the cloud-based CMMS software to manage work orders, optimize workflow, track inventory and spare parts, and schedule preventive and predictive maintenance. It makes sure routine maintenance tasks don’t get overlooked, leading to improved performance and fewer unexpected downtimes.

Key features include:

• Drag-and-drop preventive maintenance scheduling for easy task management
• QR codes for quick asset identification and information retrieval
• Ability to work offline, ensuring continuity in areas with poor connectivity

eMaint pros:

• Customizability: Highly customizable to fit specific needs with excellent customer support
• Integration: Combines functions from other popular platforms to create a unique experience
• Navigation: Easy navigation between assets and work orders
• Support: A dedicated implementation specialist who tracks progress and makes suitable suggestions
• SCADA integration: Allows for easy data integration with similar systems through SCADA integration
• Condition monitoring: Enables real-time equipment health tracking and predictive maintenance

eMaint cons:

• User input: Difficult for residents to input work orders themselves
• Web-based: Web-based systems present some usability challenges until users learn shortcuts
• Usernames: Inability to create custom usernames, system-generated only
• Component tracking: Difficulty tracking component failure and history of components changed on a machine
• Calibration: Lacks a way to record multiple readings for calibrations showing percent error with an automatic pass/fail
• Training: Some features require training, which Fluke offers
• Lack of customization: Offers limited options for customizing features to suit specific property maintenance needs

eMaint price: 

• Contact eMaint and request a demo.

Choose the Best Property Maintenance Software

Coast, Maxpanda, Propertyware, Fiix and eMaint each offer unique features, but customization stands out for meeting specific needs. Custom solutions integrate seamlessly with existing systems, enhancing workflows and aligning with business goals.

Coast provides a customizable, user-friendly interface, ideal for any property maintenance team. Experience the benefits of tailored property maintenance solutions with Coast. Sign up for a free account. 

The post Property Maintenance Software: 5 Best Picks for 2024 appeared first on Coast.

If motor vehicles are directly connected to the profitability of your business operations, then they’re likely your most valuable assets — which is why you’ll want to conduct routine vehicle maintenance on them. After all, how can a delivery service function properly without its fleet operations in tip-top condition? 

The process of taking care of your fleet vehicles before a repair is needed is known as fleet maintenance. Whether you’re in charge of vehicle inspections for an entire airline or the owner of a trucking company, regular maintenance is a necessary part of the job.

3 Types of Fleet Maintenance to Consider 

So, why should you develop a fleet maintenance program in the first place? The proverb “if it ain’t broke, don’t fix it,” may come to mind, but if there’s one thing it does not apply to, that’s massive, expensive, potentially dangerous motor vehicles. If a piece of machinery is running fine, it’s tempting to put off maintenance tasks until a warning light urges you otherwise. While this isn’t a great habit to get into with ordinary commuter vehicles, routine service is doubly important when your business relies on a fleet of cars, trucks, boats or aircraft to operate.

There are three types of maintenance for fleet maintenance teams to consider, depending on their budget and fleet size:

Reactive Maintenance

A reactive maintenance approach is exactly as it sounds in that it involves addressing a specific problem after it’s already happened. For instance, when an engine keeps overheating or refuses to turn over, reactive maintenance is in order to get it operational again. This approach is typically used with smaller maintenance teams that have a small budget for repair costs. It also may be an approach for fleet maintenance teams that have brand-new vehicles and feel that they can put off maintenance until that first issue arises. 

Preventive Maintenance

In comparison, preventative maintenance is proactive instead of reactive. It involves creating a regular maintenance schedule, according to metrics like mileage or even time.  For trucks, a preventive maintenance schedule might look something like this: 

• Perform a basic service, also known as “preventive dry maintenance,” on all trucks every 10,000 to 20,000 miles. Basic service consists of oil changes, fuel filter changes, air filter checks and lubricating all major components.
• Perform a more in-depth maintenance service every 25,000 to 50,000 miles, depending on manufacturer recommendations. This is known as wet preventative maintenance, which also includes oil and filter changes as well as a thorough inspection, fluid refills, grease job and tire pressure check. These tend to take longer than dry maintenance services, usually around three to four hours. 
• Take care of required inspections. For trucks, the mandated annual DOT-standard inspection takes about an hour and includes inspecting more than 50 vehicle parts, including small components like turn signals and headlights.

Predictive Maintenance

Predictive maintenance is the most data-driven maintenance approach in that it uses real-time vehicle data to predict potential problems for vehicles. It’s typically the most expensive because it requires the most technology and the most technological fleet service team. 

A more data-driven example would be reviewing the typical longevity of essential components and replacing them early. If a fleet manager determines that a particular model of battery lasts for about 40,000 to 50,000 miles, they may opt to replace it before the 40,000-mile mark to avoid breakdowns.

Fleet Maintenance vs. Fleet Maintenance Management 

Fleet maintenance is the more general term for a company’s approach to maintaining its fleet of vehicles. Fleet maintenance includes the initial selection and purchase of a vehicle, while fleet maintenance management is the specific process that ensures the vehicles are working properly. Choosing machinery that’s fuel-efficient and up-to-date is important, but keeping your fleet operating smoothly should carry just as much weight.

Trying to keep track of the maintenance schedules for an entire fleet using pen and paper is possible, but using a computerized maintenance management system (CMMS) software like Coast can streamline fleet management workflows. It makes it easier to keep track of vehicle maintenance information and scheduling to increase equipment uptime.

Vehicles That Could Benefit From Fleet Maintenance Management 

A fleet of trucks may be the first fleet that comes to mind, but myriad industries rely on motor vehicles. The following types of vehicles have widespread applications, and all can benefit from fleet maintenance management. 

• Aircraft: Planes and helicopters are used by commercial airlines, but aircraft are also essential for emergency services, defense and agriculture. Helicopters are necessary for medical evacuation flights, for example, and agricultural aircraft are used for spreading seeds and fertilizer. 
• Public transportation vehicles: Buses and trains need maintenance even more frequently than commuter vehicles due to heavy mileage. Preventive and predictive fleet maintenance keeps our public transportation system running smoothly.
• Boats and ships: The shipping industry is one of several industries that use watercraft. Many commuters travel from the islands of the Puget Sound in Washington State to Seattle every day, made possible by a fleet of ferries. Cruise lines and the commercial fishing industry would also fall apart without a well-maintained fleet.
• Trucks: The trucking industry is a no-brainer for fleet maintenance. Short-haul and long-haul trucking likely have slightly different maintenance needs, but keeping up with proactive maintenance safeguards freight companies from more costly repairs. 
• Cars: While cars are most commonly used by taxi cab companies, ride-share companies and car rental companies, lots of industries have company cars for their employees that all need to be tracked. 
• Motorcycles and e-bikes: Motorcycles, scooters and e-bikes have become popular in the tourism industry. An electric bike functions very differently than a semi-truck, but maintaining them is critical to rider safety. 

Different Kinds of Fleet Maintenance Workers 

Fleet maintenance is a team effort involving fleet managers, fleet mechanics and drivers themselves. Fleet managers are in charge of buying and selling vehicles, but they’re also tasked with designing maintenance plans and scheduling routine service and repairs. They have a vested interest in extending the lifespan of their fleet and retaining vehicle value as much as possible.

Drivers, however, also play a role. What person is better equipped to catch problems early than the one who uses the vehicle every week? Their responsibility is to inspect their vehicle prior to operation to ensure it’s safe to drive. Additionally, it’s up to them to inform fleet managers of any warning lights or malfunctioning parts as soon as they’re observed. 

Lastly, fleet mechanics are responsible for performing any necessary maintenance and repairs. Smaller companies typically contract a number of repair technicians to perform maintenance as needed. Larger organizations with large fleets may invest in an in-house fleet maintenance team instead.

Key Goals of Fleet Maintenance Management 

Before developing a fleet maintenance program, keep these three objectives in mind. 

1. Fleet inventory and tracking: Part of fleet management is keeping detailed records of the vehicles in a fleet, including their age, mileage, service history and other essential details.
2. Streamline work orders: While you could create and assign fleet maintenance work orders by using pen and paper or even a simple spreadsheet, picking a quality fleet management software for work orders is much more time efficient. 
3. Increase vehicle uptime: Staying ahead of vehicle breakdowns is not only cost effective in most cases, it will also increase the uptime of your vehicles, which means they’re operational for longer periods of time.

What Are the Benefits of Fleet Maintenance Management? 

While your fleet is a major investment, your valued employees are, by far, the greatest asset to your company. Take care of them by ensuring that company vehicles are as safe to operate as possible. It’s great for your conscience, but it’s good for your bottom line, too. 

Fleet maintenance is far less expensive than costly repair services. We recommend devoting approximately 80 percent of your fleet budget to proactive maintenance, leaving the remaining 20 percent for reactive repairs. The reason for this is simple: It’s much cheaper to replace a spark plug or cracked hose than to replace an entire engine. For comparison, replacing a spark plug in 2024 costs anywhere from $100 to $500. Rebuilding the engine of a semi-truck costs between $20,000 and 40,000. Replacing an engine runs even higher, easily climbing to $50,000.  

Fleet maintenance reduces operational costs as well. The more efficient your vehicles are, the cheaper they are to run. We usually think about fuel efficiency numbers as a fixed range, but how well a truck or car turns fuel into energy is heavily influenced by how well it’s cared for. Performing routine maintenance keeps your fleet running as efficiently as possible and your fuel costs down. In almost all cases, a well-maintained vehicle will outperform a rundown one. Additionally, fleet maintenance protects the value of your vehicles. Should you ever decide to sell your fleet, well-maintained vehicles sell for more than those with a laundry list of problems. 

Extended Equipment Lifespan Is Another Worthwhile Perk

How long does a vehicle last before it’s not safe to drive? One could ask the same about people. Is a 75-year-old still safe behind the wheel? What about an 85-year-old? If you have elderly family members, you know firsthand how much the answer varies. Longevity is heavily influenced by how well we take care of ourselves, and the same goes for vehicles. A well-maintained fleet will outlive a neglected one by a landslide. 

During regular fleet inspections, all of your vehicles’ fluids are monitored and replaced as needed. Vehicles can’t operate without fluids like engine oil, brake fluid, power steering fluid and coolant. If fluids are low or polluted, the performance and longevity of the vehicle will be compromised. Replacing filters can help optimize performance as well. The minimal cost of more frequent service pales in comparison to the cost of emergency repairs, which brings us to our next point. 

Fleet Maintenance Can Save You Money in the Long Run

It goes without saying that replacing vehicles that cost tens, or even hundreds, of thousands of dollars less often saves money. It is not, however, the only way in which preventive fleet maintenance can cut costs. 

The cost of preventive maintenance for a semi-truck extends well beyond the cost of replacing a filter or two. The annual maintenance cost of a semi weighs in around $15,000 a year. That’s not cheap, but it’s much less painful than the sting of replacing major vehicle components or the entire vehicle. 

Consider Inspections Passed

The Federal Motor Carrier Safety Administration regulates the safe operation of trucks in the U.S. A lackluster maintenance schedule opens the door to fines and other corrective action from inspecting agencies. 

Stick to a consistent maintenance schedule to avoid the potential headaches. 

What Are Some Disadvantages of Fleet Maintenance Management? 

The upsides of fleet maintenance management far outweigh the downsides. Team buy-in for a more technological maintenance software requires an initial time investment as drivers and fleet managers learn how to navigate the new program.

Once the training process is complete, however, CMMS software is simple to operate and maintain — basically as simple as using an app. As long as your team gets on board with it and uses it regularly to ensure the maintenance data is current and accurate, then you should be good to go.

Real-Life Example of Fleet Maintenance Management 

Let’s take the example of FedEx, which operates one of the largest fleets of vehicles in the world. Its fleet consists of everything from delivery vans to large freight trucks. Here are five key ways FedEx could (and does) benefit from a fleet maintenance management program: 

1. Cost savings: By undergoing regular inspections and preventive maintenance, FedEx can avoid potential issues and therefore minimize downtime of its vehicles, saving the company money in the long-run. 
2. Better vehicle performance: Routine maintenance also helps the vehicles maintain optimal conditions, making them more reliable for deliveries. 
3. Enhanced safety: Better vehicle conditions mean fewer risks of accidents due to mechanical issues, prioritizing safety of FedEx workers. 
4. Compliance: FedEx needs to meet regulatory standards worldwide, and fleet maintenance management can help in ensuring all vehicles are up to environmental emissions and safety standards. 
5. Data-driven decisions: Tracking vehicles can allow for better performance as well as optimize routes and operational efficiencies that can improve customer satisfaction.

Preventive Fleet Maintenance Doesn’t Have to Be Complicated 

If your organization uses multiple vehicles to perform daily operations, preventive fleet maintenance is for you. Trucking companies are an obvious example, but all companies that offer car rental services, perform deliveries or offer company vehicles for employees should also have a dedicated fleet maintenance strategy. 

There’s nothing wrong with planning fleet maintenance using traditional pen-and-paper records, but affordable fleet management solutions save valuable time that you can spend taking your business to the next level. Coast is a comprehensive platform designed to help fleet managers mitigate risk and prepare for failures with ease. 

Not sure if Coast is the right solution for you? Sign up for a free account to try it today.

The post What Is Fleet Maintenance? appeared first on Coast.

If you’re working with expensive assets, keeping them running to continue production is crucial to your company’s success. That’s why understanding the differences between repair and maintenance is critical to smooth operation with minimal unplanned downtime. 

Repair and maintenance are different concepts with the same end goal — to enable a business to get the most out of its assets. In short, repairs involve fixing broken or malfunctioning assets, while maintenance is a preventive maintenance action to keep equipment in tip-top shape, so breakdowns are fewer and productivity continues. Let’s take a deeper dive into both, so you know how they can benefit your organization. 

What Are Repairs? 

When an asset breaks, is damaged or stops working, repairs restore the asset to working order. Maintenance is an action taken on a still-working asset — it is a preventive repair that takes place to manage upkeep and prevent a breakdown, and it prolongs the asset’s life expectancy. When maintenance teams are faced with equipment failures, there are two levels of repairs that a technician will carry out, depending on the level of failure that piece of equipment suffers. 

• Partial failure: This occurs when an asset is still working but at less than full capacity and with potential safety hazards. Repairing the asset at this stage can get it up and running at full capacity before the identified problem leads to complete failure.
• Complete failure: This occurs when an asset has completely broken down or malfunctioned and cannot be used again until repairs are performed. 

Examples of Repairs 

Let’s take a look at some facility repair examples to see how they’re carried out. Each of these assets contributes to the safety, comfort and functionality of a facility when they are in good working order. 

• Replacing a broken window: Broken windows compromise a facility’s security and energy efficiency. To repair a broken window, the old glass is removed, the window frame is cleaned, and the area where the old glass was is measured. Then, a replacement pane is purchased. Once the new pane arrives, the frame is sealed with caulk, and the new window is installed. The repair has not only restored the window’s function but also improved the home’s insulation and appearance.
• Fixing a leaking roof: If not addressed promptly, roof leaks can lead to significant water damage. To repair a leak in a shingled roof, the property owner or service professional will first find its source. Once located, they will replace any damaged shingles by lifting the surrounding shingles and removing the nails holding the faulty asset. They’ll slide a new one into place and secure it with roofing nails. Properly fixing a broken shingle prevents water damage and extends the roof’s lifespan.
• Repairing electrical wiring: Faulty electrical wiring poses a serious safety hazard for a property and can sometimes involve major repairs. Before starting repairs, the maintenance technician will turn off the power at the circuit breaker, identify the damaged section of wiring and replace it with new wire and any additional coverings or fixtures before restoring power to test the repair. 

What Is Maintenance? 

Asset maintenance is the action that ensures an organization’s assets are kept in good working order without affecting operations as much as possible. The varying types of maintenance strategies include: 

• Reactive maintenance: This kind of maintenance work is done when a maintenance department addresses problems as they arise. An asset that is not performing at full capacity or failing will prompt a diagnosis, leading to its eventual repair to get it back in operating condition.
• Preventive maintenance: This is a type of proactive maintenance that allows maintenance technicians to increase asset uptime and maximize productivity by performing maintenance activities according to a fixed preventive maintenance schedule.
• Predictive maintenance: This kind of maintenance program relies on maintenance technology and condition monitoring to diagnose an issue. For example, a device sensor will show if an asset is underperforming in real-time by alerting a computer maintenance management system (CMMS), which, in turn, brings the issue to a technician’s attention.

Examples of Maintenance 

Maintenance is essential for the efficient operation and longevity of an asset. Incorporating each of these maintenance tasks into a regular maintenance operations schedule also helps prevent costly breakdowns and extends the equipment’s lifespan. Here are three examples of equipment maintenance: 

• Routine maintenance inspections and cleaning of components: Regularly inspecting and cleaning a machine’s parts, like say HVAC equipment or even an air-conditioning unit, helps prevent breakdowns. This can involve periodically checking for wear and tear and loose parts while cleaning filters, fans and surfaces to remove dust and debris. These tasks help identify and address problems before they start. 
• Applying lubricants to moving parts: Lubrication reduces friction and wear on moving parts like bearings, gears and chains as well as enhances machinery performance and increases the lifecycle of components, leading to fewer breakdowns and repairs overall. Regularly applying the appropriate lubricants also prevents overheating.
• Adjusting settings and calibrating sensors: For a machine’s optimal operation, adjusting settings and calibrating sensors might be periodically required. This involves comparing sensor readings against standard measurements and making necessary adjustments. Regularly checking and adjusting parameters like temperature, pressure and speed keeps a machine running efficiently and safely with fewer breakdowns during its lifespan. Calibration maintains machine precision, helps prevent production errors and ensures the quality and consistency of an asset’s output.

Understanding the Repair and Maintenance Tax Implications 

Businesses can benefit from tax deductions when they incur expenses for routine repairs and maintenance. These activities are considered a business expense that’s necessary to keep the asset in its normal working condition. Associated maintenance costs can be deducted in the year they are incurred.

However, the Internal Revenue Service (IRS) also requires businesses to capitalize on some costs associated with significant overhaul improvements. Instead of deducting these expenses in the year they occur, a business must spread the cost over the useful life of the asset through depreciation. This capitalization process delays the tax benefits but can ultimately be more cost-effective by reducing taxable income over several years.

So, how do you know which expenses you can write off in the same year? The IRS has a regulation called “safe harbor” that allows a business to fully deduct some expenses if it meets specific requirements as laid out by the “BRA Test” (Betterment, Restoration and Adaptation). 

If a repair or maintenance expense makes equipment better than it was, restores it to its original condition or adapts it for a different or new use, a company must capitalize that expense. If it does not fall into these specific categories, a company expends the full amount in the same year if it does not exceed the financial thresholds as required by the IRS.

The post Repair and Maintenance: What’s the Difference? appeared first on Coast.

Organized maintenance management can only be achieved when you streamline and document your work order process. The easiest way to achieve this is by investing in work order software as a comprehensive management platform for your maintenance professionals.

Every work order goes through a similar process, starting with the identification of a work request that needs to be issued. Maintenance teams will then create a work order to carry out the required maintenance task. Once that task is completed, the work order is closed, clearing the way for maintenance teams to focus on the next work orders in their queue.

But each work order brings its own challenges and requirements that need to be accounted for. Some work orders require visuals and other forms of documentation to help maintenance teams understand the work that needs to be performed. Communication is often required to share information, coordinate activities and provide updates on the status of the task. 

Maintenance managers may also need to reassign tasks, generate reports and manage external work orders. To account for all the variables that can complicate maintenance workflows — as well as the challenges of managing work orders for entire properties and facilities — maintenance teams need the specialized management tools offered by work order software.

What Is Work Order Software, and What Exactly Does It Do?

Work order software provides a centralized platform where maintenance teams can digitally manage and track work orders at every stage of the maintenance process. The software facilitates communication between technicians, managers and customers while making it easy to coordinate and oversee a wide range of work orders active across a company’s key assets and facilities.

While work order software is primarily used by maintenance and repair teams, this technology can enhance productivity and operational efficiency for almost any business with physical property to maintain. Work order software is particularly valuable in the following industries: 

• Residential and commercial property management: Work order management software helps property managers keep track of incoming tenant service requests alongside other property management tasks.
• Manufacturing facilities: Preventative maintenance scheduling and equipment repair can be managed side-by-side in a work order software solution, helping factories and other manufacturing facilities optimize resource allocation and prioritize their maintenance tasks.
• Construction companies: Construction managers can use the software to manage teams and workflows across multiple construction sites.
• Service providers: Maintenance and repair services for hire use work order software to manage their upcoming field service appointments and projects for local customers.

Key Parts of a Work Order Software

To realize the full benefits of a computerized maintenance management system (or CMMS software), it’s important to seek out a comprehensive platform that can support work order tracking and management across the full work order lifecycle — all in a central location. At a minimum, your work order software solution should offer the following components:

A Built-In Work Order Request Form

A platform-based request form reduces the administrative burden of work order paperwork and helps save time when assigning work orders. By digitizing this process, your organization can empower maintenance technicians, customer service agents and other authorized users to generate work order requests that are automatically added into your platform workflows.

Easy-to-Use Project Progress Tracking 

Maintenance and property managers need to keep tabs on many different work orders at all stages of the project lifecycle. From a user-friendly dashboard, managers can easily open up individual work orders and intervene when necessary — either by reassigning overdue tasks to a new team member or by sending out a communication to check in on the status of that project.

Diverse Communication Tools

Diverse communication channels offer more options for contacting field technicians and other points of contact as well as greater flexibility for the types of information you exchange. Platform-based messaging, interactive work order checklists and photo upload tools can all support more efficient and productive collaboration for each project.

Automated Alerts or Notifications

Stay on top of time-sensitive events such as work order creation, work order status and other work order information that may require intervention. Push notifications to mobile devices, for example, can keep all parties informed when there new information or messages require their attention.

Why Is Work Order Software Important?

As work orders come in, staying organized is critical. Manual work order management processes can be a recipe for disaster, creating the risk of oversights and delayed response times that result in bottlenecks, costly breakdowns, unnecessary damage to assets and rising frustration among maintenance workers, customers, property owners and other stakeholders. A paper-based approach to work order tracking isn’t sustainable — and it isn’t necessary, either. Here’s how work order software can benefit your organization:

• Decrease maintenance costs: More efficient and timely work order management reduces the resource and labor cost involved in maintenance. Timely preventative maintenance, along with a fast response when new maintenance requests arise, will reduce the frequency, severity and cost of maintenance issues in the future.
• Simplifies scheduling for preventive maintenance: Many repair tasks can be avoided through regular, preventive maintenance. Work order software can help you schedule preventative work and make sure it takes place on a necessary timeline.
• Improves maintenance team performance: Technicians, field workers and other staff all benefit from improved communication and better resource allocation. This leads to better work performance, which in turn, leads to more completed work orders.
• Increases asset lifespan: Scheduled maintenance and repairs preserves the integrity of your equipment and other assets, extending their lifespan and reducing their total cost of ownership.
• Streamlines maintenance tracking and reporting: Never lose track of a work order, and never forget to file a required report because the maintenance histories are all available in this maintenance management software. 

Key Factors to Consider When Choosing a Work Order Software

Every type of maintenance management software is going to come with the basic parts. But some of the work order software features and capabilities that don’t come standard with every solution can have a big impact on the overall KPIs you need. Here are some of the key features we strongly recommend when comparing similar software systems:

• Customizable workflows: Different companies and use cases will need work order software that allows them to customize the maintenance workflow to their needs. Coast, for instance, allows you to mold the software to your business’ needs, as opposed to cramming your operations into a static system. This means you can customize work orders so that they gather exactly the information you need and use familiar language that your maintenance team can quickly understand and adopt.
• Ease of implementation: Is the work order software easy to implement? Is the interface user-friendly, or does it require a long adjustment period? The faster this software can be deployed, the sooner it will help you streamline maintenance needs.
• Mobile app availability: Mobile access is essential for any business wanting to deploy its work order software for use in the field and other remote settings. The work order app also needs to be compatible with the devices used by your team members.
• Maintenance scheduling: Preventive maintenance is most successfully managed when it can be scheduled into your platform. Along with the ability to generate new work orders, consider a work order software that lets you schedule recurring work into the future.
• Access to asset inventory management: When work orders require certain parts or assets, this inventory must be consulted to make sure the required items are in stock. Ideally, your work order software will integrate with your asset management solution to make this information accessible within the work order.
• Communication tools: As previously mentioned, diverse real-time communication options will enable more efficient and responsive collaboration.
• Built-in tracking tools and reporting. Does your software offer the option to track the time it takes to complete a work order? Can you easily generate reports to meet regulatory requirements or audits?

Who Uses Work Order Software?

In most cases, the primary users of work order software hold one of the following three roles:

Facility Manager

A facilities manager is often tasked with overseeing all operations of a building or other facility, including the property’s staff, vendors, maintenance team, owners and other stakeholders. Individuals in this role must be strong communicators and well-organized, and they must be comfortable in high-stress situations where multi-tasking, resource management and fast decision-making are key. Facility managers often have a bachelor’s degree in facilities management or a related field, and/or they may have previous professional experience in facilities management. Facility managers may hold one or more certifications specific to their field, such as Certified Facility Manager (CFM) or a Facility Management Professional (FMP) certification.

Maintenance Manager

A maintenance manager often works underneath a facilities manager. They are responsible for all equipment maintenance and repair activities taking place on the property or properties where they work. Given the nature of work order requests at large facilities or properties, a maintenance manager must possess not only extensive technical knowledge related to local maintenance and repair needs, but also strong organizational skills and the ability to allocate staff and resources based on the most urgent maintenance priorities. Most maintenance managers possess either a bachelor’s degree in engineering or a technical degree from a vocational school, along with prior job experience as a maintenance technician.

Maintenance Technician

A maintenance technician must possess extensive technical knowledge of the equipment and assets to which they are assigned to work. These professionals typically have either a bachelor’s degree in engineering or a technical degree from a vocational school. Technicians may also require specialized certifications to be permitted to perform maintenance on specific assets.

How to Create a Work Order Management System

Before you can leverage work order software to enhance your maintenance operations, you need a work order management system in place to help enforce repeatable, sustainable processes. Here’s a quick guide to creating a work order management system:

1. Define the maintenance needs of your business: This includes understanding and implementing the right type of maintenance plan. For example, does your organization need a system for managing preventive maintenance, reactive maintenance, predictive maintenance and/or condition-based maintenance? Some or all of these scenarios may be applicable to your business, and they will affect not only the creation of your work orders, but also the type of work order software best suits your needs.
2. Evaluate your current processes: What is your current method for creating and managing maintenance work orders? Are you fully manual, or do you have digital processes in place? What roles are involved, and how are work orders managed to make sure they get done? A close evaluation will help you understand what you’re doing well and where your system needs support.
3. Define the key team members who will be involved: This will likely include a facilities manager and maintenance manager, but it may also include technicians and other stakeholders, such as facility owners or executives.
4. Define the assets involved: Which equipment or other assets will be served by this system? Again, this informs the type of maintenance needs required by your business.
5. Implement a work order software: Once you’ve established all of the above parameters, you can choose a work order software built to support these needs. Make sure your work order platform is comprehensive in its ability to support your management system — otherwise, you will inevitably run into problems.
6. Create a work order using a template from your work order software: Generate a test work order to make sure the system works. If necessary, customize the work order form to your use-specific needs.
7. Develop a system for prioritizing and assigning work orders: For example, you may choose to flag certain types of work orders as urgent and move them to the top of your work queue. Likewise, you will have to decide whether you assign new work orders evenly across your staff, based on their current workloads, based on each technician’s specialty or other considerations.
8. Schedule any recurring work orders for preventive maintenance: This is only necessary if preventive maintenance is part of your system needs.
9. Create a review process to evaluate success: Over time, you will likely refine your system to enhance its operation and achieve even greater efficiency, productivity and outcomes for your business.

What Makes Coast’s Work Order Software Unique?

There’s no shortage of work order software options available to your business. But once you start writing down your list of must-have features, you’ll find that most of those platforms aren’t equipped for your organization’s needs. Coast, on the other hand, is a comprehensive work order solution that can be tailored to the needs and preferences of any facility. With Coast’s platform, you can easily do the following:

• Create customizable fields for work orders
• Automate scheduling for preventive maintenance days, weeks and months in advance
• Set reminders and notifications for individual team members
• Upload photos and task lists within each work order
• Track assets and external work orders through QR tracking
• And much, much more

Whether you manage a single, small facility or a number of large properties within your company, Coast can help you optimize work order management and bring new efficiency, productivity and performance to your maintenance operations.

See for yourself — sign up for an account with Coast today.

The post How to Pick the Right Work Order Software for You appeared first on Coast.