1. They Don’t Want You to Use Your Own Providers

Many CMMS providers force you to use their network of service providers because they earn significant revenue from provider fees. This lack of flexibility can limit your options and may not always offer the best service for your needs.

A truly customer-focused CMMS should allow you to work with your trusted providers, ensuring you maintain control over quality and cost. Furthermore, owning the relationship is crucial to ensure that you’re able to maintain leverage with pricing, quality, and overall turnaround time.

2. There Are Hidden Costs in “Savings” Offers

Some CMMS providers offer savings on technology fees as a bargaining tactic. However, these savings are often illusory. Vendors typically pass these fees back to operators through increased invoice costs. When evaluating CMMS solutions, it’s essential to consider the total cost, including hidden fees that can add up over time.

3. They Often Have Poorly Maintained Provider Networks

A robust service provider network is crucial for efficient operations. However, many CMMS providers do not adequately maintain their networks, leading to delays and subpar service. Potential liabilities are a concern when vendors are not vetted. Ensure your CMMS provider has a well-vetted and reliable network of providers who are fully insured, licensed, and peer-reviewed or recommended to avoid these pitfalls.

4. “Free” or Discounted CMMS Tech Isn’t Really Free

When a deal sounds too good to be true, it often is. Free or heavily discounted CMMS platforms may lack essential features, compromising your operational efficiency. Invest in a comprehensive CMMS solution that offers the functionality you need to streamline your maintenance processes effectively.

5. They Are Actually Owned by Large Conglomerates

Many CMMS providers are part of larger conglomerates, such as ServiceChannel (owned by Fortive), Corrigo (owned by JLL), and FM Pilot (owned by CBRE). Being a small part of a large corporation can mean slower response times and less flexibility in addressing your needs. Choose a CMMS provider that is independent and focused solely on delivering the best maintenance management solutions.

6. They Have Limited Configurability

True configurability means your CMMS can adapt to your evolving needs. However, many providers offer limited configurability, locking you into a rigid framework.

Look for a CMMS that is built with flexibility in mind, allowing you to customize workflows and processes as your business grows and changes. Your CMMS should adapt to you, not the other way around.

7. They Often Provide Incomplete Reporting Capabilities

Accurate and comprehensive reporting is essential for effective maintenance management. Some CMMS platforms limit the types of data you can report on, hindering your ability to gain insights and make informed decisions. Ensure your CMMS provider offers robust reporting capabilities and proper access to data that cover all aspects of your operations.

In this video, we show how Fexa’s reporting and analytics on things like vendor performance can help you make better business decisions.

8. They’re Non-Compliant When it Comes to Refrigerant Tracking

Refrigerant tracking is crucial for regulatory compliance, yet not all CMMS platforms provide EPA-compliant solutions. With the ever-evolving refrigerant regulations, it is becoming increasingly important for businesses to meet these standards. Verify that your CMMS can track refrigerant usage and leaks accurately to avoid costly fines and disruptions, and ensure environmental responsibility.

9. Inaccurate Contractor Scorecards Are Common

Reliable performance data is essential for managing service providers. Many CMMS platforms offer “one size fits all” contractor scorecards that are limited by a very specific set of measurements, unable to be configured for unique business requirements or the nature of the work performed. This lack of flexibility results in inaccurate reflections of performance. Choose a CMMS that provides detailed and customizable scorecards, allowing you to select what data is measured and included in the overall grade. This ensures you have accurate, relevant information to make informed decisions about your service providers.

10. Low Cost Often Means Limited Human Support

Low-cost CMMS providers often skimp on customer support, which can lead to long response times and additional costs for support services. Competitors might take a week or more to respond to inquiries or charge extra for any level of assistance. Look for a platform that offers robust support with a 7-days-a-week support center, a designated customer success manager, and multiple points of escalation to ensure you have the help you need when you need it. This level of support can significantly enhance your experience and efficiency, making it a critical factor to consider when choosing a CMMS provider.