Even in 2023, a lot of businesses still use a paper-based work order system. However, many businesses that have fully working CMMSs still rely on a hybrid, semi-automatic approach that uses both the CMMS and paper printouts, according to maintenance managers we often speak with. Does this procedure ring a bell?

The Time Wasted On Manual Data Entry

The key time-wasting aspect in this scenario is the manual data entry step performed by the maintenance manager. If we assume that this process is repeated on a daily basis for a team of 6 technicians, each handling 3 work orders per day, the calculation would be as follows:

• 6 technicians * 3 work orders/technician = 18 work orders per day
• 18 work orders/day * 250 workdays/year = 4500 work orders/year

If the maintenance manager spends about 5 minutes per work order on data entry (this might include opening, reviewing, entering data, and closing), the calculation would be:

• 4500 work orders/year * 5 minutes/work order = 22,500 minutes/year
• 22,500 minutes/year ≈ 375 hours/year

So, in this scenario, the maintenance manager could be potentially wasting around 375 hours per year on manual data entry duties.

Advantages Of A Fully Digital CMMS

‍Transitioning to a fully digital CMMS offers a myriad of benefits that can revolutionize maintenance management:

Time Savings

The most immediate advantage is the elimination of manual data entry. Completed work orders are updated in real-time, reducing delays and ensuring accurate and up-to-date records.

Error Reduction

Digital systems significantly reduce the chances of human errors associated with manual data input, leading to more reliable records and improved decision-making.

Real-time Updates

Maintenance managers gain instant visibility into work order statuses, allowing them to make informed decisions quickly and effectively.

Reporting and Analytics

‍Digital systems provide robust reporting capabilities, allowing for data-driven insights into maintenance activities. These insights can lead to better resource allocation and predictive maintenance strategies.

Remote Access

Modern CMMS platforms can be accessed remotely, enabling maintenance managers to oversee operations and manage work orders even when not on-site.

Driving Efficiency And ROI

Implementing a fully digital CMMS goes beyond simply upgrading technology, it is a strategic decision aimed at optimizing maintenance management. When the maintenance manager's time is freed up from manual data entry, it gives the organization a big competitive advantage. When you save time, you can use that extra time for important tasks like strategic planning, employee training, and process refinement. These activities help improve operational efficiency and increase your return on investment (ROI).

Why Don't You Give Fieldproxy CMMS A Try Today?

In our previous article, we discuss how Fieldproxy's CMMS software can streamline workflows, which is important when it comes to optimizing operations and maintenance. Check This Out

Conclusion

The traditional hybrid work order system, while it may be familiar, no longer meets the efficiency demands of today's industries. When maintenance managers switch to a fully digital CMMS, it gives them the ability to make better decisions, minimize mistakes, and use their time more efficiently. By embracing this change, organizations can experience streamlined maintenance management, increased efficiency, and improved financial performance. It's time to say goodbye to manual data entry and embrace a future where maintenance practices are optimized.