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Well-hidden, difficult to discover information on notebooks or on several separate Excel sheets have only reduced efficiency of performance and profits. Consequently, a Computerized Maintenance Management System (CMMS) is an answer to this problem with advanced technology to increase profits and reduce cost.

Why a Hotel CMMS is Needed

CMMS can also be a great tool in the hotel industry for allocation of resources, regulatory compliance and in decision-making, especially on maintenance versus replacement issues.

It is a great tool for hotel asset management, hotel maintenance management, inventory control, safety issues, preventive maintenance and the entire system integration. For example, it can easily automate scheduling of maintenance and print work orders beforehand.

Why Hotel CMMS Implementations Fail

However, despite all the ease and benefits involved with CMMSimplementation, it has been estimated that about 40-60 % of them fail. This is largely due to the fact that they are not customized according to the specific needs of each client.

The work flow and organization structure within a hotel are seldom effectively considered, so in order to ensure a successful implementation it is essential to approach it carefully. Be sure to work closely with your vendor for appropriate customization as per your required maintenance planning, procedures and training.

Garbage In = Garbage Out

What comes in goes out. Hence it is necessary that the database (where the CMMS functions) is complete and properly organized. It is important to include both fixed and current assets, the maintenance of which you want to track through your CMMS.

Additionally, assets that require frequent maintenance and those that need infrequent maintenance over long periods of time should both be included. The database needs to be detailed and properly classified for easy retrieval and analysis.

The clearer the input data is in any CMMS system, the more efficient and successful it is. Clearly organized data will ensure effective hotel asset management and hotel maintenance management.

Scheduling of Preventive Maintenance

Be clear about the frequency of maintenance that each of your fixed and current assets require. A properly scheduled preventive maintenance will not only reduce downtime but also increase the life of the equipment. Avoid scheduling preventive maintenance around the time of major holidays during which the hotel occupancy is high.

Hotel maintenance management also includes scheduling preventive maintenance at least 30 to 60 days before an upcoming major event. This would help to tackle any major issues that may come up. Managing preventive maintenance effectively through CMMS is a major factor in overall cost savings.

Synchronize With the IT, Finance and Administrative Departments

CMMS affects the entire operations of a hotel. In order for a CMMS to work effectively every department and key decision maker should be part of the planning process. Achieving CMMS buy-in from key players will facilitate the implementation process and the help staff make adjustments to the changes in work flow.

Part of the buy-in is making sure you know what type of information the different departments will need and setting up the needed reports. Therefore discuss the kind of reports needed and their frequency with all of your units including administrative, accounting and even maintenance staff.

In addition, the buy-in achieved will help raise the visibility of asset and maintenance management so that work management across departments is scheduled accordingly.

CMMS Training

Finally, in addition to taking these above mentioned steps, it is essential to train as many people as possible including the maintenance staff and administrative users. The better trained the staff are the greater the software adoption rate will be.

Also, intermittent training for new employees and updates should be done for effective functioning of the CMMS system. Without continued training, bad habits form, new employees do not know how to use the system correctly and ultimately the system stops being used.