What is a maintenance management system?
A maintenance management system, often referred to as CMMS (Computerized Maintenance Management System), is software for centralizing and automating all maintenance processes. It serves as a central database for all information related to machines, equipment, and devices, helping to plan, track, and analyze maintenance work efficiently. The primary goal is to maximize equipment availability and reduce unplanned downtime. Studies show that planned maintenance can extend the lifespan of equipment by up to 50%. Rather than reacting to a failure, the system allows for proactive planning of inspections and maintenance. This proactive strategy is key to optimizing overall operational workflows.
The cost trap of manual maintenance planning
Without a central system, coordinating maintenance often resembles chaos from Excel sheets, emails, and phone calls. Important information gets lost, and documentation is incomplete. This not only leads to inefficiency but also poses significant legal risks, as compliance with inspection deadlines under the Operation Safety Regulation (BetrSichV) cannot be clearly demonstrated. It is estimated that missed maintenance costs the German economy around 14 billion euros annually. A large part of these costs arises from unplanned downtime, which could be avoided with a digital system. The manual assignment of tasks to technicians is time-consuming and error-prone, potentially reducing productivity by at least 15%. Switching to a digital solution like a Process optimization software is therefore not a luxury but a business necessity.
Core functions of modern maintenance software
A powerful maintenance management system offers much more than just a digital to-do list. It is a comprehensive tool for increasing operational efficiency. Here are some of the key features:
- Automated scheduling: The system creates recurring maintenance schedules based on time intervals or operating hours and automatically reminds users of upcoming inspections.
- Central asset database: All relevant information, from technical data sheets to complete maintenance history, is available for each device with just a few clicks.
- Mobile job management: Technicians receive work orders directly on their smartphones, can complete checklists, and document the completion of work in real time.
- Seamless documentation: Every action performed is logged with a timestamp and the responsible employee, which is essential for audits.
- Reports and analyses: Dashboards visualize key figures such as equipment availability (OEE) and help identify weaknesses in the maintenance process, potentially reducing costs by up to 20%.
These features form the basis for transparent and efficient facility management.
Benefits for the construction and real estate industry
Implementing a maintenance management system yields crucial benefits, especially in the construction and real estate sector. The reduction of downtime in construction machinery is just one of many aspects. Digital recording ensures compliance with legal inspection obligations, for example, for elevators or fire protection systems, is transparent and verifiable. This significantly minimizes liability risks for operators and managers. Well-maintained asset documentation also increases the value of a property during a later technical due diligence.. The benefits at a glance:
- Reduced downtime: Proactive maintenance lowers the likelihood of unexpected failures by over 25%.
- Lower operating costs: Optimized maintenance intervals and efficient spare parts management reduce overall costs.
- Increased legal certainty: Seamless documentation of all inspections and maintenance meets the requirements of the BetrSichV and other regulations.
- Longer lifespan of assets: Regular and proper maintenance can significantly extend the lifespan of technical equipment.
- Improved safety at work: Functional and tested work materials are the basis for a safe construction site operation.
These improvements lead to a sustainable increase in competitiveness.
Valoon: Maintenance management made easy via WhatsApp
Traditional CMMS solutions are often complex and require intensive training, resulting in acceptance issues on the construction site. Valoon takes a different approach and integrates maintenance management directly into your employees’ familiar workflow: via WhatsApp. A site manager can simply send a maintenance task or a detected malfunction as a voice message or photo in a project group. The Valoon platform automatically converts this unstructured information into a structured, legally compliant record. This is centrally archived and immediately available in the office. The technician on-site does not need a new app but communicates as usual and confirms completion with a simple photo. This simplicity removes the entry barrier to zero and ensures 100% acceptance within the team. Thus, the bridge between the construction site and the office is effortlessly built, and the maintenance via software becomes uncomplicated.
Conclusion: Your advantage with Valoon
A digital maintenance management system is indispensable for modern construction and real estate companies. It increases efficiency, reduces costs, and ensures necessary legal certainty. With Valoon, you leverage the benefits of a professional system without burdening your employees with complex software. The easy operation via WhatsApp guarantees a quick introduction and seamless documentation from day one. Increase your asset availability by over 95% and reduce your administrative effort. Take the next step in digitizing your construction processes. Book your free demo now and experience how simple and efficient maintenance management can be.
More Links
Wikipedia provides a comprehensive introduction to the topic of maintenance.
Das Federal Statistical Office provides a PDF study on the digitization potential in construction activity statistics.
Das Fraunhofer IESE highlights a study on digitization in the construction industry in a blog article.
de.digital presents the digitization index as an initiative of the Federal Ministry for Economic Affairs and Climate Action.
PwC informs in a press release about a study on the construction industry in 2023 that sheds light on the state of digitization and sustainability.
Der Central Association of the German Construction Industry expresses its positions and strategies on digitization in the construction industry on its website.
Statista visualizes the implementation degree of digitization in the construction industry of the DACH region in detailed statistics.
Die Construction Workers’ Compensation Board provides comprehensive information on the organization of workplace safety in the construction industry.
Die German Society for Construction Law provides information and resources on construction law.
FAQ
How quickly can the Valoon maintenance management system be implemented?
Since Valoon is based on WhatsApp, there is no need for app installations or complex training. Implementation can take place within a few days as employees continue to use their usual communication channels. Acceptance within the team is usually 100%.
Is documentation via WhatsApp legally compliant?
Yes. Valoon automatically converts information sent via WhatsApp, such as photos, texts, and voice messages, into structured, timestamped records. These are securely archived on the central platform and meet the legal documentation requirements.
What costs are incurred from using Valoon on the construction site?
For on-site employees using WhatsApp for communication, Valoon is completely free. Costs only apply to the licenses of users in the office managing and analyzing the data on the central platform.
Can Valoon also be used for defect management?
Yes, Valoon is ideal for efficient defect management. A defect can be easily documented with a photo and directly assigned to the responsible subcontractor. All communication and deadline tracking occur transparently and traceably.
Does Valoon support multiple languages?
Yes, the Valoon platform has an integrated live translation feature. This overcomes language barriers on the construction site and ensures that all team members, regardless of their background, understand instructions correctly.
Can Valoon be integrated into existing software?
Valoon is designed as a standalone and uncomplicated solution to avoid island solutions and complex integrations. The focus is on simple data collection and delivery. Data can be exported as needed and reused in other systems.
