Your CMMS is supposed to make maintenance management easier, no matter how many facilities you are responsible for. But what happens when you realize your CMMS is just making things more complicated? Or no longer meeting your needs? 

CMMS problems can run from minor to significant. At some point, these problems may push you to the realization that it’s time to switch platforms. Switching to a new CMMS, of course, can seem like a daunting task! 

To start the process, a team of decision-makers will need to: 

• Evaluate your current CMMS
• Identify gaps in your current services
• Draft and release a new RFP
• Review bids 

And that’s all before the stages of training, change management, and complete implementation. How do you know when it’s time to undertake this kind of CMMS replacement project? 

Here’s the good news: Updating is worth it! When you see the benefits of an innovative, modern CMMS over an outdated, unsupported, or inflexible system, the effort that goes into switching is worth it. 

And here’s some even better news: Switching to Fexa is even easier than you think! 

Let’s take a look at 11 ways you will know that it’s time to make a switch. 

Frustrating Service & Communication

Because facilities maintenance plays a huge role in a company’s day-to-day operations, you need to work with a provider who knows how to communicate in a timely, professional, and client-centered way. 

Signs that you may need to change CMMS providers for service and communication problems are: 

• Unresponsive support: Slow response times to inquiries and emergency issues suggest a lack of commitment to customer service.
• Communication breakdowns: Frequent misunderstandings or a lack of transparency from your CMMS provider can lead to confusion and delays.
• Hidden fees and cost increases: Unexpected charges or annual price hikes without added value can strain your budget.

Performance Issues

Here’s the question to ask yourself: Is your CMMS even doing what it’s supposed to be doing? Does it perform well enough to justify continuing to use it? 

Performance issues are one of the biggest reasons for dropping a CMMS. When you find that your operations are lagging or your downtime is increasing, it may be from insufficient platform performance. 

Some commonly cited performance issues are: 

• System limitations: A CMMS that can’t scale with your needs or struggles to handle your data volume is a hindrance.
• Frequent crashes or downtime: Software instability disrupts workflows and can lead to costly downtime.
• Outdated features and functionality: A lack of innovation in your CMMS platform can leave you lagging behind industry advancements.

Challenging User Experience

In the past, people expected that new technology platforms would be difficult to learn, and tasks could only be performed by people who had spent months or even years learning the ins and outs of the system. Today, we have much higher expectations for our apps and platforms to be user-friendly and intuitive. 

Training is still important, but the platform itself should never make the tasks of facility maintenance more complicated. 

If you’re facing these user experience challenges, it’s probably time to look for some more user-friendly options: 

• Complexity and lack of user-friendliness: An overly complicated interface can lead to user frustration and errors.
• Limited accessibility: Inability to access the system through mobile devices can hinder technicians and managers in the field.
• Customization limitations: A CMMS that can’t be tailored to your specific workflows hinders efficiency.

Integration Issues 

How effectively does your CMMS integrate into your existing business systems? If it doesn’t, integration failures can interrupt your maintenance progress and create costly backlogs. For the people in charge of manually integrating information between a CMMS and another system, it can be incredibly frustrating!

Some of the systems you should easily integrate with are: 

• Enterprise Resource Planning (ERP)
• Human Resources (HR)
• Building Management Systems (BMS)
• Supply Chain Management (SCM)
• Mobile Device Management (MDM)

Some signs that your CMMS integration isn’t working include: 

• Difficulty integrating with other systems: If your CMMS struggles to connect with your existing software (ERP, accounting, IoT), it creates data silos and inefficiencies.
• Lack of API access: Limited integration capabilities can hinder automating workflows and exchanging data seamlessly.

Evolving Business Needs

A good CMMS should be a valuable asset that helps you streamline your operations, reduce costs, and improve overall efficiency. If your current CMMS isn’t keeping pace with your growth, you should choose a new one that will scale with you.

Signs to watch out for in this area are: 

• Growth and expansion: A platform that can’t accommodate your growing asset base or expanding geographical reach will hold you back.
• Shifting priorities: If your CMMS doesn’t align with your current business goals and priorities, it might be time for a new solution.

Security Concerns 

The impacts of a data breach can be huge. The consequences can include financial losses, reputational damage, and regulatory penalties. Your CMMS provider should be a partner in data protection–and certainly not a liability!

Some red flags to watch for include: 

• Lack of robust security measures: Inadequate data protection practices can put your sensitive information at risk.
• Outdated security protocols: A CMMS that doesn’t prioritize security updates can leave you vulnerable to cyber threats.
• Poor password policies: Weak password requirements and a lack of multi-factor authentication can compromise your system’s security.

Lack of Innovation and Future-Proofing

Anyone who works in facilities management knows that the industry is constantly changing. Some of these changes include working with the Internet of Things (IoT), AI systems, sustainability initiatives, and flexible workplaces. 

Your CMMS should be forward-thinking. That means that it’s not just reacting quickly to unexpected changes. It also needs to anticipate what comes next and how it will impact your operations.  your CMMS should already be anticipating the changes. 

Here are some signs that your CMMS is not excelling at innovation: 

• Resistance to change: A CMMS provider that is hesitant to adopt new technologies or improve its offerings can limit your future growth.
• Inability to adapt to industry trends: A platform that doesn’t keep up with industry trends, such as IoT and AI, can hinder your ability to optimize operations.
• Lack of investment in R&D: A provider that doesn’t invest in research and development may not be able to deliver the innovative solutions you need.

Limited Reporting & Analytics 

Data-driven decision making is so important to optimize your facility maintenance operations. When you have better insights into your current operations, you can make best decisions on your next steps. 

What kind of data does your CMMS give you? Is it thorough, accurate, and timely? Or is it incomplete and ineffective? 

This is what it looks like when a CMMS fails to provide the best possible data: 

• Ineffective data analysis: A CMMS that lacks robust reporting and analytics capabilities can make it difficult to identify trends, optimize maintenance schedules, and make data-driven decisions.
• Poor data visualization: Inability to visualize data in a clear and concise manner can hinder understanding and decision-making.
• Lack of customization options: Limited customization options can restrict your ability to tailor reports to your specific needs.

Poor Vendor Relationships

Your maintenance vendors, from general laborers to skilled trades and everyone in between, are the ones who keep your facilities up and running. You can’t bring in revenue if you are shut down because of maintenance issues! 

Whether you hire your maintenance team directly or outsource the work to experienced contractors, you need to have healthy, productive relationships with your vendors. 

Your CMMS should foster those positive relationships. If your CMMS isn’t creating opportunities for solid relationship growth between you and your vendors, it might be time to switch. 

These are indicators that your CMMS isn’t supporting vendor relationships: 

• Lack of vendor portal access: If your vendors can’t easily access work orders, schedules, or other important information, it can lead to miscommunication and delays.
• Inefficient communication: A CMMS that doesn’t facilitate timely and effective communication between you and your vendors can hinder collaboration.
• Poor performance tracking: If your CMMS doesn’t accurately track vendor performance metrics, it’s difficult to identify top performers and address underperforming vendors.
• Limited vendor management tools: A CMMS that lacks tools for vendor onboarding, contract management, and payment processing can create inefficiencies.

High Total Cost of Ownership (TCO)

The Total Cost of Ownership (TCO) of a CMMS includes not just the initial purchase price, but also ongoing costs such as maintenance, support, and upgrades. Don’t be fooled by a “low-cost” CMMS that ends up costing you far more in the long run because you have to pay for every little feature or after-the-fact change. 

These are some signs that you are paying too much: 

• Hidden fees and costs: Unexpected charges or additional costs for features or support can increase your overall expenses.
• Inefficient workflows: A poorly designed CMMS can lead to wasted time and resources, increasing your operational costs.
• Frequent system outages and downtime: Unreliable performance can disrupt operations and lead to costly downtime.

Regulatory Problems 

Regulatory compliance is something that every facilities manager has to deal with. Failing to adhere to federal and state regulations will result in costly fines, delayed operations, and significant damage to your reputation. 

Is your current CMMS equipped to handle these challenges and keep you compliant with all the necessary regulations that come with running a facility like yours? This is especially important when it comes to refrigerant management. 

These are signs that your CMMS is hindering your compliance efforts: 

• Difficulty tracking refrigerant usage and leaks: Inefficient tracking can lead to costly fines and environmental damage.
• Inconsistent record-keeping: Poor record-keeping can make it difficult to demonstrate compliance during audits.
• Lack of automated compliance checks: Manual processes can lead to errors and missed deadlines.
• Inefficient reporting and analysis: Difficulty generating accurate and timely reports can hinder your ability to identify and address compliance issues.

Pro-tip: Check out our latest Trakref API that’s made to work with your CMMS.

Is Your Current CMMS Holding You Back? It’s Time to Switch to Fexa.

The retail landscape is constantly evolving, and your CMMS needs to keep pace. If your current CMMS is causing any of the problems we’ve covered in this article, Fexa can help.

What is Fexa? Fexa is a powerful, flexible CMMS solution designed specifically for the needs of retailers like you. 

Outdated legacy systems are failing to keep up with the demands of a changing retail ecosystem. Fexa, on the other hand, is built to adapt and grow with your business. At Fexa, we are proud to offer: 

• Unmatched Flexibility: Fexa customizes to your workflows, integrates seamlessly with other tools, and provides mobile access for on-the-go management.  
• Enhanced Operational Efficiency: Reduce bottlenecks and streamline processes with automation, real-time data, and user-friendly interfaces for all skill levels.  
• Scalability for Growth: Fexa adapts to accommodate more assets, locations, and users without major disruptions.  
• Improved User Experience: Say goodbye to clunky interfaces and complex workflows. Fexa is intuitive and easy to use for everyone on your team.  
• Long-Term Cost Savings: Fexa helps eliminate costly delays, equipment downtime, and compliance issues, leading to significant ROI.

Fexa empowers you to focus on what matters most – growing your business. Don’t get bogged down by an outdated CMMS! 

Request a demo today and see how Fexa can revolutionize your facilities management.

Not sure about switching yet? Watch our free webinar about recognizing signs that it’s time to make the switch. 

Say goodbye to the never-ending to-do list.