Selecting a CMMS Application

August 2020

The core functions of CMMS applications are the same and all applications should be able to manage the essential maintenance requirements. The market has many different options to choose from and these vary in features and complexity and finding the right choice for your needs can be a challenge with endless feature lists, different prices and of course some really goods sales pitch to get you interested. To start with we will consider two cases:

1. Already have a CMMS application and want to change

If you fit this category then you already have some experience of CMMS and naturally will have a good understanding of what isn’t working out with your current system. Typically we find its because the system is too complex, people are not sure how to use it and over time interest declines until it becomes a burden rather than a tool. It could also be that you need something more advanced with higher level maintenance features or integrations with other business tools.

2. First implementation of a CMMS system.

When making a new implementation it is important to know what your problems are on the ground and what the real benefit you want to see is and focus in on this core functionality when selecting a CMMS system. It is always strongly advised to get a team decision on the choice of vendor so as far as possible everyone is on board with the software tool you choose to go forward with. Here are points to consider when selection your CMMS vendor:


Depending on your business and demands, the price is of course an important factor and should be appropriate to your needs and the scale of the business. Don’t get carried away with getting the most number of features possible because this can often mean you are getting a more complicated application that you need.

Cloud or On Premise

Many CMMS systems are cloud hosted and for small to medium sizes companies and multi-site this provides fast deployment, secure and reliable service and no need for IT support, installation and backup etc. In general we would say that only a large company with its own IT department should consider on-premise systems and normally this also means integration with other business systems.


The features have to match your needs as a business and this is a case by case analysis of your needs against the functionality of the application.

Ease of Use

Your maintenance team will have to use the application every day and their support for the implementation is vital. It is important to consider their IT skills and ease of use of the application to get the most of the software.


If you run multi-site businesses or large sites, having mobile applications can be a real benefit to keep everyone connected and working effectively.