CMMS Buyer’s Guide

A step-by-step guide to help you understand, find, test,

and choose the best CMMS software for your facility.
Table of Contents
2  What does this guide cover?
3  What is a CMMS?
4  Key Benefits of a CMMS
6  Key considerations for assessing CMMS software
12  Core functions any CMMS should have
14  How to choose the right CMMS for you in 4 steps
18  How long should the CMMS selection process last?
19  Choosing Limble as your CMMS solution
What does this guide cover?
In every facet of society, there are maintenance professionals keeping the infrastructure that
underpins our lives safe and functional. It is a big job that comes with a lot of responsibility.

Maintenance teams are most effective when they can focus on that work rather than
administrative tasks and documentation. Finding the right CMMS system for your
maintenance team can ease their administrative burden, facilitate continuous improvement,
and empower maintenance professionals to be their best.

With so many CMMS systems to choose from — and so many benefits to be gained — it is
important to pursue a structured and focused research and selection process. This guide
will show you how.

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What is a CMMS?
A CMMS is a software solution that helps businesses manage, automate, and streamline all
of their maintenance operations. CMMS stands for Computerized Maintenance Management
System.

This software is the centralized hub where all of your maintenance functions and information
are stored and managed. That includes work orders, preventive maintenance schedules,
assets, logs, work histories, parts inventory, vendors, purchase orders, maintenance reports,
and more.

In addition to being a central repository of all maintenance work, a good CMMS can also
automate preventive maintenance and work order assignments, communications across
users, and maintenance scheduling.

As a result, a CMMS gives a maintenance department a great deal of administrative

efficiency and visibility. That makes it possible to make data-driven decisions about
maintenance strategy, reduce parts spending, decrease downtime, and drastically lower the
manual work that comes with running a maintenance function.

With all there is to gain, choosing the right CMMS is an incredibly important decision for any
organization.

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Key Benefits of a CMMS
Adopting new technology can come with risks and benefits. There is always an investment
involved of either time, money, or both. By identifying the benefits that are most worthwhile
to you, you can identify those that are most important to you and let that guide your search.

Benefit 1: Money saved & money earned

● Reduced downtime: A computerized maintenance management system helps
automate predictive and preventive maintenance strategies, leading to fewer
breakdowns and repairs,
● Increased uptime: Repairing equipment faster means more production time overall and
more money toward your bottom line.
● Prolonged asset lifespan: A well-maintained machine will experience less unnecessary
wear and tear. You won’t have to replace them as often, reducing costs.
● Efficient maintenance operations: Implementing a PM program without a CMMS
solution is virtually impossible to maintain over time. A CMMS automates most of the
administrative work, saving on overhead.
● Improved budgeting: Tracking your expenses is the first step in optimizing your
maintenance budget and it is easier and more accurate when your major expenses like
labor and parts are managed directly in a CMMS.

On average, Limble customers reduce their parts spend by 29% and downtime by 37%, with
an average increase in asset lifespan of 23%.

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Benefit 2: Job satisfaction Benefit 3: Visibility and insight
It’s a lot easier to like your job when things It is difficult to get a full picture of the
go smoothly. A CMMS can improve morale investment - or opportunity for return
and job satisfaction for maintenance - involved in maintaining facilities and
managers and maintenance workers alike. equipment without the data provided by
a CMMS. If you are responsible for making
● Better workflows & communication: strategic decisions at your organization,
Managers can quickly change work insight into all aspects of your operations is
priorities, work orders, and due essential.
dates. With a mobile CMMS, team
members are updated on changes and ● Maintenance insights: With detailed
communications instantly. maintenance data and reports, you can
● Less paperwork: It is not uncommon begin to predict your maintenance,
for the adoption of a CMMS to save inventory, and equipment needs,
hours of administrative work per day, making budgeting and forecasting
freeing up time and resources for more more accurate.
productive and fulfilling tasks. ● Gain trust and cooperation: Making
● Portal for work requests: An effective smarter, data-driven decisions about
CMMS provides efficient methods for how and when to perform maintenance
submission of work requests directly in helps other departments run effectively,
the system, automatically routing them making the benefits of a CMMS reach
appropriately. far beyond maintenance.
● Reduced overtime: Aside from the ● Increase department visibility: With
obvious costs that come with it, insights into ROI, a CMMS can earn
overtime is a drain on morale that can maintenance a seat at the table by
be avoided with efficient maintenance demonstrating opportunities for
that reduces emergency repairs and all- optimization and improvement.
hands-on-deck situations.
● More support for your team: Depending on where you are starting from,
Productivity metrics provide better the result of gaining these insights can be
visibility to team members who dramatic. Limble customers improve their
need additional support, and CMMS productivity by 41%.
checklists and work histories provide
detailed direction to new or struggling
employees.
● Recognition: A good CMMS will
provide reports and dashboards that
clearly highlight the performance and
productivity of team members.

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Key considerations for assessing
CMMS software
Many CMMS systems offer similar features and functions. What differentiates one CMMS
from another is the way it will be applied in your organization. Taking stock of these key
considerations will help you select a CMMS solution that aligns with your organization’s
unique requirements and maximizes the long-term value you get from the software.

Usability
The best way to maximize user adoption and productivity is to implement a CMMS that is
easy to learn and use.

There are several ways to evaluate the usability of a CMMS solution:

● User interface: The UI should be visually appealing, well-organized, and easy to

navigate.
● Layout: Look for features such as a clean layout, logical menu structure, and intuitive
icons that enable effortless interaction with the system.
● Ease-of-use: Pay close attention to the simplicity of performing common tasks.
Evaluate the time or number of clicks required to create work orders, schedule
maintenance tasks, or generate reports.
● Training: Look at the availability of training resources, such as user manuals, video
tutorials, or onboarding sessions.

A user-friendly CMMS should allow users to quickly and accurately perform their day-to-day
activities without the need for extensive training.

“This software is very easy to use. All CMMS

suppliers say that, but I found this one to be “The software is very well laid out. Easy for
exactly that. My team of maintenance techs our team to use. Solved our obvious PM
got on board quickly and loves the app. tracking issues but also addressed our SHE&S
Anytime you can get 8 of 8 maintenance requirements (safety audit task tracking).”
techs to get on board, you have a winner.“
Michael Babcock, Facilities Manager, Omnova
Mark Quillin, VP of Operations, Roplast Industries

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Customizability
Customizability allows you to adapt CMMS software to your unique processes and
workflows. It doesn’t force you to do things in a certain way that may or may not fit into your
existing workflow.

A highly customizable CMMS will let you:

● configure existing fields, forms, and interfaces

● create unlimited custom fields
● create custom templates (WO templates, PM checklists…)
● configure approval workflows and manage user access
● create custom dashboards and reports

By prioritizing customizability, you can choose a CMMS that adapts to your organization’s
specific maintenance needs. This creates an environment where technicians are excited to
use the software as it makes their daily life a whole lot easier.

“I needed a solution that was flexible, automated, and most of all easy
to use for my technicians. After about a month of using Limble we. . .
witnessed a drop in our downtime. After using Limble for over a year I can
say that it is paying for itself and worth every area of implementation.”

Ethan Closson, Little Giant Ladder Systems

“Amazing Software. Limble is extremely easy to use and flexible enough to

meet my unique needs.”

Jeff Burnham, Ameritex Services

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Implementation
A smooth and successful CMMS implementation sets the foundation for efficient
maintenance management.

Your CMMS vendor should be there for you every step of the way — from project planning
and data migration to software configuration and system setup. They should offer
comprehensive training resources, including user manuals and personalized onboarding
sessions, to facilitate a smooth transition for your team.

Look for vendors with strong customer support to ensure you get enough help during your
CMMS implementation process.

“It is so easy to get Limble up and running! Implementation was a snap, and
our technicians really like having all the information they need right on their
tablets — no more shuffling through paper work orders and reference materials.”

John Patterson, Equipment Manager, Atlanta Athletic Club

“Setup was a breeze and my CMMS advisor was quick to respond with any
questions I had.”

Jeff Burnham, Ameritex Services

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Customer support
Responsive customer support ensures timely assistance when you encounter issues or
have questions during the implementation process or day-to-day use. Prompt and effective
support helps you minimize downtime by quickly resolving any software-related challenges.

The level of support varies from vendor to vendor, and can also change depending on your
pricing plan. Here are some questions to ask in the selection process to evaluate customer
support.

1. How is customer support offered? Is there a dedicated representative for our account
or around-the-clock service?
2. What is the typical wait time for support requests?
3. What communication methods are used for customer support (email, phone, chat, etc)?

Limble CMMS users can contact their dedicated account manager who is familiar with their
needs and can provide personalized assistance.

Take time to investigate the vendor’s reputation for post-implementation support. Research
customer reviews and testimonials to gauge each vendor’s track record for addressing
customer concerns and providing ongoing support.

“…their customer support is fantastic, almost 24/7. They reply within

10 mins anytime. I am sure that Limble will really help your operations.”

Natee Singhaputtangkul, Managing Director, Swift Dynamic

“I have tried and tested at least 5 different CMMS systems before trying Limble,
and I must say I haven’t come across something as intuitive yet powerful as
Limble CMMS. There are three features that will make me recommend this to
anyone: The robustness of the system, ease of use, AND the customer service.”

Mohammad Hassaan Akram, Unilever

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Security
When choosing CMMS software, security should be a top priority to safeguard your sensitive
maintenance data.

Pay attention to the following security considerations:

1. Data Protection: Make sure your CMMS provider uses powerful data encryption,
employs secure storage protocols, and performs regular data backups. They should
also comply with industry-standard security practices to minimize the risk of data
breaches.
2. User Access Controls: Assess the CMMS’s user access control capabilities. The software
should provide granular control over user permissions, allowing you to restrict access
to sensitive data and features based on user roles and responsibilities.
3. Authentication and Authorization: Verify if the CMMS supports secure authentication
mechanisms, such as multi-factor authentication (MFA).
4. Compliance and Certifications: Determine if the CMMS complies with relevant
data protection regulations, such as SOC 2, GDPR, or HIPAA (if applicable to your
organization). Look for certifications or attestations that demonstrate the vendor’s
commitment to maintaining high security standards.

Involve a member of your internal technology team to help evaluate security based on
your organization’s standards. Your vendor should be forthright and open about their data
security practices and share details willingly. For instance, you can find a list of Limble’s
certifications, attestations, and recent audit reports here.

Scalability
As your business expands, your maintenance needs are likely to expand with it, requiring
the CMMS to handle a larger volume of assets, users, and locations. A scalable CMMS should
be able to handle larger data sets, increased user activity, and higher demand without
sacrificing performance.

Look for a CMMS solution that can accommodate your future growth without significant
disruptions or the need for expensive upgrades.

Most CMMS vendors offer tiered plans based on the number of assets or facilities you
manage, allowing you to scale up gradually. This ensures that you pay for what you need
when you need it, and have the flexibility to add more resources as your organization
expands.

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Pricing
Most CMMS vendors offer subscription-based pricing at different tiers. Higher tiers provide
access to advanced features but come at a higher cost per user.

While the cheapest options on the market might seem attractive, they often lack the
flexibility and advanced features needed to streamline complex maintenance operations.
The market for CMMS solutions is competitive and you generally get what you pay for.

Since pricing structures can vary widely based on your needs, be sure to ask for detailed
information from the vendors you’re interested in. Include various subscription levels in your
analysis to accommodate for future growth.

“The pricing has been great for an expanding small company.”

Jared Nickle, Owner, United Disposal

“This software, in my opinion, is the best value out there in the CMMS world.”

Mark Quillin, VP of Operations, Roplast Industries

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Core functions any CMMS should have
Work order management
The most important aspect of any CMMS for the maintenance manager is an intuitive user
interface that allows for quick and easy management of maintenance tasks. Here are a few
key functions to look for.

● Calendar view of current and upcoming tasks

● Ability to set (and change) task priority with minimal clicks
● Automatic logging of work orders and PMs to an asset’s maintenance log
● Customizable work management dashboard for viewing critical information such as
task statuses, due dates, priorities, and more

Work request portal

Simplifying the work request process is one of the most impactful tools a CMMS can
provide outside the maintenance team. By making a work request portal available to
machine operators or facility occupants, a good CMMS system will automate associated
communications and workflows.

● QR code-enabled request submission process that prompts the requestor for essential
details
● Automatic notifications and status updates for the requester, eliminating calls and
emails
● Automated workflows that streamline work assignment and completion

Asset management
Asset management software can take many forms. It is important for your CMMS to have
an intuitive user interface and clever application of tools to make asset identification and
management simple, and maintenance checklists and histories easily accessible.

● Maintenance logs and reports that allow detailed tracking of breakdowns, repairs,
efficiency metrics, sensor data, and more
● Centralized asset cards or other quick and easy way to access essential asset
information in the field
● Asset hierarchy organization for easy orientation and asset identification
● Detailed checklists for common maintenance tasks, ensuring repairs and PMs are done
right

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Parts and inventory management Reports and dashboards
Spare parts inventory can be one of the most One of the primary benefits of centralizing
difficult aspects of maintenance to get right. your maintenance documentation is
Ensuring you have easy access to parts you leveraging that data into actionable insights
need without wasting money and storage and trends. Any CMMS should have a robust
space on unused material is a balancing act reporting module that makes the most of
that can only be achieved with the right data your maintenance data with functions like:
and tools.
● Dashboard overviews for tracking
● Barcode lookup for easy identification critical KPIs
and tracking of the right parts for the ● Automatically generated maintenance
job reports that are updated in real-time
● Inventory forecasting for optimizing ● Custom reports builder for creating
stock levels highly customizable reports on your
● Instant push and email notifications own
to trigger restocking at customizable
thresholds Completing thorough work orders is all it
● Real-time, automatic part usage takes to begin compiling powerful reports.
tracking that reflects the parts used in Limble takes all maintenance data and
WOs and PMs automatically aggregates it for reporting —
no extra work or involvement from customer
support is required.
Preventive maintenance
scheduling Mobile application
Preventive maintenance is the basis for any
The importance of a mobile CMMS
efficient maintenance program. So naturally,
application cannot be overstated. A CMMS
a CMMS must have strong preventive
system that offers core features in a well-
maintenance capabilities. Here is what to
designed mobile app will make adoption
look for.
easier for your team, and enable its use in
the field.
● Automatic PM scheduling based on
triggers identified by you (time, usage,
or sensor meter readings) Other features to consider
● Drag-and-drop calendar or other
functionality that allows quick and There are many other features that a
easy management of preventive CMMS can provide. Depending on your
maintenance tasks and work organization and industry, here are other
assignment functions you may want to prioritize in your
● Task template builder that can make search:
it easy to build PM tasks with the
appropriate steps and workflow ● Integrations with other business
solutions
● Predictive maintenance capabilities
● Condition monitoring sensors
● Workflow automation

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How to choose the right CMMS for you
in 4 steps
Step #1: Form your internal CMMS taskforce
The first step is to form the group that will guide the CMMS research, testing, and selection.
This should be a cross-functional team that consists of key stakeholders and subject-matter
experts:

● Maintenance managers
● Maintenance supervisors, technicians, and other end users
● Operations Manager
● IT personnel

This group may vary depending on the size and complexity of your organization. Define the
roles and responsibilities and designate one person as a project leader to manage timelines
and drive the process forward.

This collaborative approach will ensure that the final decision aligns with the organization’s
goals and meets the requirements of all stakeholders.

Step #2: Identify your company’s needs

Before starting with the research process, ask yourself the following questions:

● What is the primary need we will use the CMMS to address? The answer to this may be
multifaceted, but identifying the core solutions your organization needs will help focus
your selection process.
● Do you want cloud-based or on-premise implementation? Most organizations
today opt for a cloud-based implementation because of the lower upfront costs,
easier implementation process, and automated software updates.The exceptions
are organizations that have a strict policy of keeping their data on internal company
servers.
● Will my team use CMMS on their mobile devices? If so, you need a mobile-friendly
CMMS solution like Limble that will run smoothly on both Android and Apple devices.
● Does the CMMS support the languages we need? Some organizations need a CMMS
that has the capacity for multiple translations for their team members. For instance,
Limble is available in 16 languages — and each user can set their preferred language.
● Which maintenance strategy will my organization run? If you plan to run advanced
maintenance strategies like CBM, PdM, and RxM, you’ll want a CMMS that can
communicate with condition monitoring sensors and can integrate with predictive
analytics. For example, Limble CMMS integrates with AVEVA to help organizations build
effective predictive and prescriptive data models.
● What is my budget? Define how much you’re willing to invest in maintenance software
on a monthly/yearly basis.

By walking into the process prepared with answers to these questions, you’ll have the
information you need to begin narrowing down the list of potential systems.
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Step #3: Perform preliminary research
If you don’t know where to start, jump over to popular software review sites like G2,
Capterra, and SelectHub. Where possible, sort the solutions based on User/Average Rating.
Your best bet is to focus on top performers.

Look at reviews and awards

Overwhelmingly positive user reviews are one of the strongest signs that you are looking at
a potentially great CMMS software.

Limble’s user rating at Capterra

Limble’s user rating at Software Advice

Limble’s user rating at G2

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Don’t stop at just looking at aggregate user scores. Take some time and read actual user
reviews. This will give you a better feel of what the software does well, and what they might
be lacking.

Every CMMS vendor says they have the best CMMS software in the market. However, truly
great CMMS solutions have awards to back up such statements. Here are a few prestigious
awards Limble CMMS has won (among many others).

Most software providers will prominently feature those awards on their website and in their
marketing materials so you should have no trouble finding them.

Compare features and pricing

With a defined budget and list of must-have features, you should be able to quickly eliminate
solutions that don’t match your criteria.

While reviewing pricing models, watch out for hidden costs. These can include fees for
customizations, integrations with other systems, data storage limits, and ongoing support
and maintenance costs.

Vendors will most likely publish high-level details of their plans like Limble’s pricing overview.
Ask your finalists to send you more detailed pricing information as you get closer to making
your decision.

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Create a shortlist
During testing, include team members with
If you end up with more than 5 solutions a broad range of tech skills and pay close
that match your criteria, look for ways to attention to how intuitive the software is:
trim the list down. Take another look at your
specific criteria against customer reviews ● How much time does it take to perform
and concentrate on each system’s reputation simple tasks like approving work
for ease-of-use and the features that are the requests, scheduling WOs and PMs, and
most important to you. adding new assets to the database?
● Are you able to complete the tasks
If all else fails, concentrate on the highest- intuitively, or do you need a tutorial?
rated solutions that have 100+ reviews.
CMMS products with so many reviews — that Since maintenance software is often used by,
are still near the top of the list — are doing at least in part, older technicians that have
something right. less experience with mobile devices and IT
technology, it’s extremely important that
Step #4: Test the finalists your CMMS is easy to use.

At this point, you should have three or so Limble CMMS was built specifically to be a
solutions that match your criteria and show robust maintenance solution that is first and
the most promise. It’s time to put them to the foremost simple to learn and use.
test.
Gather feedback and finalize your
Most CMMS vendors offer free trials that decision
last from two to four weeks. With a little
preparation, this should give your team With the hard work behind you, it’s decision
plenty of time to get a feel for the software time.
and test all of the basic features.
Gather and analyze feedback from the
Set up the test key stakeholders involved in the process.
Consider all the factors your taskforce
To streamline the process, prepare a simple identified as important priorities for your
checklist of all of the features you want to organization’s maintenance management
test. Run each solution through that checklist strategy and goals.
to ensure a head-to-head comparison of
similar functions. More likely than not, people will find their
favorites during the testing process, and the
Use your time wisely. Conduct thorough answer will crystallize even before you finish
evaluations by including vendor product testing all of the shortlisted solutions.
demonstrations and hands-on testing. It’s
the only way to assess how well the CMMS If there isn’t a standout winner, create a set
meets your specific requirements. of rating scales that each taskforce member
can use to objectively evaluate the options.
Pay special attention to ease-of-use Aggregate the numbers to find your winner.

Ease-of-use improves software adoption,

speeds up the onboarding process, and plays
a key role in maximizing the productivity of
your team.

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How long should the CMMS selection
process last?
On average, the process will span five weeks to a few months.

Initial research phase: 2 weeks-2 months

The initial phase of forming your taskforce, assessing your needs, researching systems, and
creating a shortlist can take anywhere from a few days to a couple of months depending on
the complexity of your organization.

Testing phase: 2-4 weeks

Each of your finalists should be tested for 2-4 weeks to understand the full functionality of
the system. If you have multiple teams able to perform testing, you may do this concurrently.
If the same team is testing each system, allow enough time to test each properly.

Final evaluation and decision phase: 1-2 weeks

The final decision-making process typically takes one to two weeks, depending on the size of
the organization and levels of approval involved.

Note that these timelines are general estimates, and the actual duration will vary based on
your organization’s internal processes, the complexity of the decision-making structure, and
the availability of internal resources for evaluation and testing.

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Choosing Limble as your CMMS
solution

Limble is a CMMS solution that was developed for maintenance professionals, by

maintenance professionals, with all the above considerations in mind. Consistently
recognized as the easiest-to-use CMMS, with the best customer support, and best value
for return on investment by reviews and ratings sites, Limble has helped thousands of
maintenance professionals be their best.

Ready to get started? Contact us to learn more. Request a Demo

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