An equipment maintenance management system built round the register
Most maintenance software is sold on the size of its feature list. A team of two to ten technicians needs four things from it: a register of what they own, a schedule of what each thing needs and when, a work order raised when something needs doing, and a history that says what was done. Everything else is a preference. The free worksheets on this site price your own reactive work against planned, on your figures, before anybody quotes you for a system, and the paid plan keeps every asset, schedule and work order as a record you can show.
For teams that own the equipment they maintain
If the maintenance schedule lives in one person's spreadsheet, the risk is not that the spreadsheet is wrong. It is that nobody else can say what that pump is due for on the week that person is off.
Everything a maintenance function has to answer for, kept in one record
- Every asset you own, in one list. A maintenance function's first problem is not scheduling, it is that nobody can say for certain what is on site. The register is the thing every schedule, work order and history hangs off, and it is the thing most teams have never finished.
- What each asset needs, and when it is due. On the worked example we publish, 180 assets at four PM tasks a year is 60 jobs a month and 66 technician hours, $3,168 at a $48 loaded rate. Knowing that number is the difference between a schedule you can staff and a schedule that quietly slips.
- What was done, by whom, and when. The same job costs more when nobody planned it. On the worked example, 84 breakdowns a month at 2.3 hours more than the planned version is 193.2 avoidable hours, $9,273.60 a month and $111,283.20 a year, before anything is said about the machine standing still.
The free tools
Three worksheets, each doing a job a maintenance manager currently does in a spreadsheet or in their head: what breaking down instead of scheduling actually costs in labour, what the PM schedule costs to run and whether the technicians you have can carry it, and what a machine's pre-shift checks cost across a fleet. They run on your figures, not ours, and none of them asks for an account.
- Maintenance log: Price the reactive work you do today against the same work planned: work orders a month, the share raised as breakdowns, hours each way and a loaded technician rate, into avoidable hours, cost per breakdown and the annual figure.
- Maintenance work order template: Turn the register into a schedule you can staff: assets, PM tasks each a year, hours a task, a loaded rate and the technicians you have, into jobs a month, hours each technician, and what the schedule costs.
- Forklift maintenance checklist: Price the pre-shift checks across a fleet: trucks, shifts a day, minutes a check and a loaded operator rate, into checks a month, hours, and what the checks cost a month and a year.
Cmmsly Pro
Keep the register, the schedule and the history, instead of rebuilding the spreadsheet every time somebody leaves. $59 a month for the whole team, not per technician. Cancel yourself any time.
