Purchasing Maintenance Management Software: What You Need to Know First


Does all FM software look the same to you? How can you be sure you are making the best choice for your company? Is the software you are interested in simple to use, easy to interpret, and able to adjust to your specific needs?

Envoy offers really great maintenance management software. 

But we don't want you to buy it...at least not until you have first gotten a few things squared away.

A lot of FM managers know they need software and better processes, but don't always know exactly what they need to get the most out of their investment.

So, before you commit to a software, these are the things you need to know:

You need to know...

Your Intention

What do you want to accomplish with the software? Every decision you make and project you take on must have a purpose. Effective maintenance departments:

  • Protect the brand

  • Extend the life cycle of equipment

  • Eliminate unnecessary maintenance costs

Workflow and Roles

If you haven't already answered these questions, you'll need to know:

  • Who reports work orders

  • Who oversees work order management

  • Who approves pricing

  • Who audits and approves invoices

  • Who is ultimately responsible for the whole process

Who is getting the work? You should have 2 vendors per location, and per major trade. These trades include: 

  • Plumbing

  • Electrical

  • HVAC

  • Refrigeration

  • Kitchen Equipment

  • Handyman

Service Levels and Expectations for Vendors

This means having processes in place to help with vendor compliance, and having documentation such as:

  • Sign offs

  • Photos

  • Documents

Not Required, but Helpful

These are the things that will help you once you decide to purchase your maintenance management software. Having these things will help you get the most out of your software, saving you time and money.

  • A list of your assets and equipment by location

  • A list of all of your locations

  • A list of every user who will use the software and their role

If you need help...

We've got you covered.

Even if you decide not to purchase software, just having these things in place will cause your FM department to grow.

Talk to us . We want you to get these things taken care of before deciding to spend money on maintenance management software.

I hope you found this article helpful. If you would like to learn more about our best practices and strategies for running effective maintenance programs, you can download our free eBook, "How to Start a Maintenance Program” by submitting your e-mail below.