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Top 10 Must-Have Features in a Facilities Maintenance App for Your Business



Top 10 Must-Have Features in a Facilities Maintenance App for Your Business

Facilities maintenance can be a real headache for businesses. From keeping track of maintenance schedules to dealing with unexpected repairs, it can feel like a never-ending task.

Did you know that these challenges can cost businesses a whopping $647 billion every year? That’s a significant amount of money that could be more effectively utilized in other areas.

And the worst part is, without proper maintenance, equipment failures can happen, leading to unexpected downtime and even more costly repairs.

Aberdeen’s study found that manufacturing companies lost an average of $260,000 per hour of downtime. That huge financial hit can seriously impact a business’s bottom line.

But don’t worry, there is a solution! With the right maintenance app, businesses can streamline maintenance operations, reduce costs, and minimize downtime.

However, given the abundance of apps available, it can be challenging to discern which one to select.

That’s why we’ve put together this article, exploring the top 10 must-have features in a facilities maintenance app for your business.

10 Essential Features to Look for in a Facilities Maintenance App for Your Business

The traditional approach to facilities maintenance involves using pen and paper to track maintenance schedules and work orders, which can be tedious and prone to errors.

However, with advancements in technology, businesses can now use facility maintenance apps to streamline their operations, reduce costs, and minimize downtime. Below we’ll explore the top 10 must-have features in a facilities maintenance app for your business.

Work Order Management

Work order management feature allows businesses to create, assign, and track work orders for maintenance tasks.

With work order management, businesses efficiently respond to service requests by generating optimized work orders that authorized users can use to assign, track, and follow up on tasks.

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Work order management helps businesses prioritize maintenance tasks, reducing the risk of equipment downtime and increasing overall productivity.

Preventive Maintenance Scheduling

Preventive maintenance allows businesses to schedule maintenance tasks based on time or usage. Preventive maintenance scheduling helps businesses prevent equipment failures and extends the lifespan of their assets.

Effortlessly organizing and managing scheduling and dispatch activities in real-time enables businesses to enhance service effectiveness while also minimizing operational costs.

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By reducing the frequency of equipment breakdowns, preventive maintenance scheduling can save businesses significant amounts of money in repair and replacement costs.

Asset Management

Asset management allows businesses to track and manage their equipment and assets throughout their lifecycle. With asset management, businesses can monitor asset utilization, maintenance history, and warranty information.

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Asset management can help businesses reduce equipment downtime by up to 20%, increase equipment lifespan, and improve asset utilization. Additionally, asset management can help businesses make informed decisions regarding equipment repairs and replacements.

Inventory Management

Inventory management is a crucial feature of facilities maintenance apps, especially for businesses that rely on spare parts and supplies for equipment maintenance. This feature allows businesses to track inventory levels, reorder supplies, and prevent stockouts.

By implementing an inventory management system, businesses can reduce inventory carrying costs by up to 20%. Additionally, inventory management can help businesses reduce equipment downtime and increase asset uptime by ensuring that spare parts and supplies are readily available when needed.

Mobile Accessibility for On-the-Go Maintenance

With mobile access, maintenance technicians can access work orders, inventory levels, and asset information from their mobile devices. This feature allows technicians to be more productive and respond quickly to maintenance requests.

According to a study, businesses that implemented mobile access for their maintenance technicians saw a 32% increase in productivity. Additionally, mobile access can help businesses reduce response times, improve asset uptime, and increase customer satisfaction.

Reporting and Analytics

Reporting and analytics are essential features of a facilities maintenance app. This feature allows businesses to track and evaluate their performance based on various metrics, establish time-sensitive objectives, and make informed decisions supported by data.

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With reporting and analytics, businesses can track maintenance costs, equipment downtime, and asset utilization. By analyzing this data, businesses can make informed decisions regarding equipment repairs and replacements, maintenance schedules, and inventory management.

Integration with Other Systems

Integration with other systems, such as enterprise resource planning (ERP) and computerized maintenance management systems (CMMS), can help businesses streamline their operations and improve data accuracy.

Integration with IoT sensors is also a feature that allows facility managers to monitor and track equipment performance in real-time using sensors and data analytics.

By integrating a facilities maintenance app with other systems, businesses can improve their efficiency, reduce errors, and ultimately save time and money.

Customization and Flexibility

A facilities maintenance app should allow businesses to customize workflows, forms, and reports to fit their specific requirements. Additionally, a facilities maintenance app should be flexible enough to adapt to changes in business processes and requirements over time.

By providing businesses with the ability to customize and tailor their facilities maintenance app, businesses can improve their operations, reduce downtime, and ultimately increase profitability.

Vendor Management

Vendor management or comprehensive field service CRM software allows businesses to keep track of vendor information, such as contact information, service history, and pricing.

According to a report by InsightPartners, the global vendor management software market is expected to grow at a CAGR of 12.4% during 2019-2027 accounting for $12.2 bn by 2027.

By having a centralized location for vendor information, businesses can easily manage vendor relationships, track service quality, and negotiate better pricing. It also allows for more efficient communication between vendors and internal teams.

Security and Privacy

A good app should have robust security measures in place to protect sensitive data and prevent unauthorized access.

Businesses should look for an app with features like two-factor authentication, encryption, and regular security updates. It’s also important to ensure that the app is compliant with relevant privacy laws, such as GDPR and CCPA, to avoid legal consequences and maintain customer trust.


Facilities maintenance is a critical component of any business that wants to operate efficiently and effectively. A modern facility maintenance app can help streamline maintenance tasks, improve communication, reduce downtime, and increase productivity.

It’s important for businesses to understand the key features of a good maintenance app and take a strategic approach to select the right one for their needs.

By choosing an app that includes features like the above, businesses can ensure that their maintenance operations are running smoothly. Investing in a good maintenance app is a smart move that can save time, money, and headaches in the long run.

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