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6 CMMS Best Practices for Stress-Free Audits


The benefits of a computerized maintenance management system (CMMS) span far past facilities management. Follow these six CMMS best practices to save yourself time and sanity on future audits.

1. Use your cmms to track all preventive maintenance activities: What are the benefits?

  • PM history is stored with date and time stamps so you can verify with certainty when and how frequently proper procedures occurred
  • Information can be easily exported from your CMMS and shared with auditors in-person or via email
  • Detailed checklists, required approvals, and automatic notifications ensure no PM task slips through the cracks.

2. Build an equipment database: What are the benefits?

  • By logging equipment into your CMMS, you can track associated PM tasks, corrective repairs, and other maintenance carried out on a piece of equipment.
  • The audit process is streamlined as you can pull individual equipment records as needed.
  • Once a piece of equipment is in your system,  you can assign it to associated PM tasks, receive automatic alerts when it’s time to service that equipment, and track the PM’s progress.

3. Don’t forget to track labor hours: What are the benefits?

  • Tracking labor hours validates your compliancy efforts
  • Associating a name and labor hours to maintenance activities keeps staff and vendors accountable.
  • If you manage a large facility or multiple facilities, tracking labor hours gives you a better idea of how labor is distributed across your facility/facilities.

4. Store all necessary documents in your CMMS: What are the benefits?

  • All compliance measures, operating manuals, warranties, forms, and other necessary documents are easily accessible for each asset.
  • The need for a paper-based storage system is eliminated, freeing up space and time.

Pro Tip: Use your CMMS’ QR code creator to make it easy for workers in the field to quickly locate an equipment’s associated attachments. All they have to do is scan the code with their tablet or smartphone and, voila!

5. Direct all work orders to your CMMS: What are the benefits?

  • You and your auditors will have access to ample and detailed information on maintenance activities without having to sift through binders or boxes.
  • It keeps everything tougher; if your work order submission process is inconsistent, there will be gaps in your maintenance history that you may need one day.
  • Keeping a well-organized record of maintenance activities exemplifies your compliance and control over your facilities.

6. Take advantage of your system’s inventory tracking capabilities: What are the benefits?

  • Tracking inventory with your CMMS enables you to maintain an accurate catalog of all available inventory items.
  • Having proper inventory on hand ensures that critical maintenance won’t be delayed, keeping you on track for audits.
  • Associating inventory items with PM’s and other maintenance work takes the guesswork out of wondering if you have too little, or too much, of certain items.

How can FMX help? FMX is a cloud-based software solution that not only simplified facilities management, but helps with compliance as well. FMX enables you to easily and efficiently track inventory, schedule preventive maintenance, mange work orders, build an equipment database, and more.