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How the Right Maintenance Data Tracking Can Benefit Your Company

As a maintenance manager, planner, or supervisor, you know how important it is to keep your assets running so you can minimize downtime and get shipments out the door to your customers.

 As important as it is to maintain and repair equipment, it's even more vital for you and your company to understand which assets are costing you the most money so you can make a plan to reduce costs while still keeping up with your operations.

As we've talked about before, downtime can cost your business up to $240.000 per hour. With the right maintenance strategy, you can reduce downtime by up to 30 percent. Here's what you need to know about how proper maintenance reporting can help improve your efficiency and save valuable time and money.

Maintenance Data

The right type of maintenance reporting

Many companies still rely on old school techniques for reporting, including pen and paper ledgers and Excel spreadsheets. These might have worked OK in the past when there weren't other options, but they're time-consuming and are prone to human error.

With today's technology and the software available, there's no reason to use old techniques.

Maintenance software that allows you to automate reporting and target specific data by role is a much more efficient way to track your assets. Your department isn't the only one that will benefit from using maintenance software that tracks specific data. By monitoring and registering specific data for your assets, your entire company can make more informed decisions, like which asset to work on next or whether there is the capacity to complete the planned work.

How maintenance reporting improves efficiency across the company

Being able to track and manage company assets easily benefits everyone involved in maintenance. Here's a quick rundown of a few people in your organization that will benefit from moving to a digitized asset management system.

Maintenance technician

Having the right information on a maintenance report is crucial, and it starts with your technicians. You need to be able to count on your technicians to accurately log data in a timely manner. When they don't, you don't have enough data to build a reliable maintenance report.

Using a spreadsheet or pen and paper method can be time-consuming and confusing. It's really easy for your maintenance technicians to forget to log information at the end of their shift or make an error on accident because they're in a hurry. To avoid this, you can switch to maintenance recording software that only requires a couple of clicks.

Maintenance manager

Even though the technicians are primarily responsible for logging data on assets, the maintenance manager is the one who is generally responsible for creating reports. When you're a maintenance manager and have missing or unreliable information, it can take you weeks or even months to sort through files and try to remember what your technicians have done to come up with an accurate report. This means maintenance managers end up losing valuable time that they could spend serving the company.

Switching to maintenance software allows managers to use templates to create automated reports. Instead of wasting time trying to hunt down information for a report, you can have reports automatically sent to your inbox and to the inbox of anyone else who needs to see it. The result is more accurate reports that are delivered on time so you can identify problems and focus on the assets that need the most attention.

Operations manager

Operations managers rely on maintenance reports when it comes to deciding things like budgeting and production schedules. A single maintenance report can have a significant impact on operations, including health and safety protocols. Investing in maintenance software will ensure that your operations managers have access to timely, accurate reports that they can use to make crucial decisions that impact other areas of the business. You can even customize reports, so they give your operations manager the exact information they need to make an informed business decision.


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What kind of data do you need to track?

Now that you're familiar with the ways maintenance software can benefit your assets and your company, it's time to get to the real question: what type of data can maintenance software track that an Excel sheet can't?

Here's a rundown of essential data points you can track by using maintenance software.

Work orders

Add and manage work orders from your dashboard, so you always know what assets are being worked on and which ones need work done. This can help you with planning so you can avoid downtime when one asset requires repair.

Maintenance updates

It can be frustrating for people across the company to constantly bombard the maintenance team with a request for updates. By using maintenance software, the entire company can easily see updates and understand which assets are being repaired in real-time.

Preventative maintenance requests

Avoid future problems by sticking to a preventative maintenance schedule. With maintenance software, you can input, track, and manage preventative maintenance requests in an order that makes sense for your production and reduces or eliminates unnecessary downtime.

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Maintenance planning

By having a full overview of your entire maintenance plan in the convenience of one dashboard, your maintenance team can effectively plan for everything, including repairs, hiring, and preventative maintenance. Keep the entire company informed so that other departments could more effectively plan around your maintenance schedule.

Maintenance Budgeting

An Excel sheet can't quickly tell you how much money you're spending on your assets. By using maintenance software, you can easily and quickly see which assets are costing you the most money so you can decide the best course of action.

Do you know which assets are costing you the most money right now? Do you want to have business analytics with customized dashboards that give you a full overview of your business? With maintenance solutions from Dynaway, you can turn your data into a powerful tool to transform your business.

Contact us today to learn more about how Dynaway can directly benefit your business by giving you the insight and overview you need to make smart, educated decisions about your assets and the maintenance you need to keep them running.


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