Digital Maintenance: More efficiency, less paper chaos – Here’s how!
Do you know this too? Maintenance plans and reports that are painstakingly scribbled on paper or lost in confusing Excel sheets? Thankfully, those times are coming to an end. Because let’s be honest: Such traditional methods are not only error-prone, they also lead to isolated data silos and make smooth collaboration almost impossible. Digitalization is therefore no longer just a trend – it is a real necessity for any forward-looking company that wants to improve its maintenance management system to get back on track. A modern system of this kind is your key to consolidating data centrally, automating processes, and sustainably improving the flow of information between your internal and external teams. This is exactly where we at Valoon GmbH come into play: We specialize in mastering these challenges for you and offer a solution that prioritizes simplicity and efficiency. Discover with us how you can digitally transform your maintenance processes and secure a decisive competitive advantage. Transitioning to a digital system is your first crucial step towards proactive and cost-effective maintenance.
- Traditional Methods: Often error-prone and lead to isolated data and hindered collaboration.
- Necessity of Digitalization: Essential for forward-looking companies to optimize maintenance management.
- Benefits of a Modern WMS: Central data consolidation, process automation, and improved information flow.
- Valoon’s Approach: Specialized in simple and efficient solutions for the digital transformation of your maintenance processes.
Implementing a digital maintenance management system is much more than just a question of efficiency – it’s about your competitiveness. Companies that cling to outdated processes risk facing higher operational costs and longer downtimes . Digital transformation in the field of maintenance enables you to plan, control, and document all your maintenance activities with precision. The result? A significant reduction in errors and a noticeably better utilization of your resources. As we particularly focus on industries such as construction, skilled trades, and facility management , we understand your specific requirements and can offer you tailored solutions. Our approach is to reduce complexity and enable intuitive use. This way, your employees can start being productive immediately without lengthy training. An advanced maintenance management system is thus the focal point for optimizing your entire maintenance strategy.Modern Maintenance Management Systems: What are they and what should they be able to do?
What exactly is a WMS and what does it achieve?
Ein maintenance management system – often also known as CMMS (Computerized Maintenance Management System) – is essentially a clever software solution. It helps companies like yours systematically plan, schedule, manage, and document all maintenance activities without gaps. The main goal? To maximize the availability of your assets and extend the lifespan of machines and equipment – all while keeping costs under control. Core functions include , central management of all asset information, tracking of work orders, and of course, analyzing maintenance data to continuously improve. A truly effective maintenance management system supports you in transitioning from a reactive ‘firefighting’ strategy to proactive maintenance. The result: fewer unexpected failures and significantly lower repair costs. Centralized data storage creates transparency and provides you with the basis for informed decisions.
CMMS, EAM, ERP – What’s the difference?
Although the terms are often thrown together, there are subtle but important differences between CMMS, EAM (Enterprise Asset Management), and ERP (Enterprise Resource Planning). A focuses on the management of your physical assets throughout their lifespan. EAM systems take it a step further and consider the entire lifecycle of an asset – from planning and procurement to operation and maintenance to decommissioning. ERP systems are the ‘all-rounders’ and integrate various business areas such as finance, HR, production, and supply chain management, where maintenance management is often just one module among many. Which system is right for you depends entirely on your specific requirements and the size of your company. For many businesses, a specialized maintenance management system or CMMS is the most efficient solution to optimally manage their maintenance tasks – especially when it comes to optimizing specific maintenance processes.
These functions should a modern WMS possess
Modern maintenance management systems are packed with features that help you optimize your entire maintenance process. Here’s an overview of the key ones:
- Asset Management: A central database where you can capture and track all relevant information about your assets – from serial numbers and locations to maintenance histories and specifications. This is the foundation for any good maintenance management system.
- Work Order Management: Thereby, you can easily create, assign, prioritize, and track work orders in real-time. Your technicians can – no more paperwork!
- Preventive Maintenance: Proactively plan and automate regular maintenance tasks based on time intervals, usage, or condition indicators. This prevents failures before they occur.
- Predictive Maintenance: Utilize data analytics and sensor data (keyword IoT) to identify potential equipment issues early and optimally plan maintenance actions.
- Inventory Management (Spare Parts Management): Keep track of your spare parts and consumables. This ensures that needed parts are always available and minimizes costly downtime.
The Cloud Power for Your Maintenance: More Efficiency, Lower Costs, Full Compliance
How cloud technology boosts your efficiency and productivity
Cloud-based maintenance management systems have several unbeatable advantages over traditional on-premise solutions (i.e., software that is installed on your own servers). Imagine: Through the centralized data storage in the cloud , all key employees have access to up-to-date information anytime and anywhere. This alone greatly improves communication and collaboration between your office and field service. Another plus is the ability to automate routine tasks – for example, by having artificial intelligence (AI) analyze your maintenance data and optimize plans. And thanks to mobile access via apps , your technicians can receive, process, and document work orders directly on-site. This not only increases the efficiency of your entire maintenance management systembut also reduces tedious paperwork. The result: faster response times and a more productive maintenance team.
- Improving Efficiency through the Cloud: Central data access, automation, and mobile apps enhance productivity.
- Significant Cost Savings: Reducing downtime and optimizing resource utilization lowers operating costs.
- Compliance and Safety: Seamless documentation ensures legal compliance and enhances workplace safety.
- Improved Collaboration: Seamless information flow between internal and external teams.
This is how you save real money
One of the most compelling reasons for a modern maintenance management system is the huge potential for cost savings. By implementing proactive maintenance strategies such as preventive and predictive maintenance, you can drastically reduce unplanned downtimes. Studies show that companies can reduce their maintenance and repair costs by an impressive 12-18%! How is this possible? By optimally utilizing your resources – both personnel and materials – and avoiding costly emergency repairs. A cloud-based maintenance management system also helps you extend the life of your assets, which in turn lowers your capital expenses. By accurately capturing and analyzing all costs, you continuously uncover new savings potential – an aspect that is particularly valuable in the field of Facility Management Software .
Playing it safe: Compliance and safety under control
Compliance with legal regulations and internal safety standards is a must in maintenance management. A digital maintenance management system is your reliable partner in ensuring a legally compliant documentation of all maintenance activities . This is especially important for audits and meeting industry standards, such as the DGUV regulation 3 for electrical systems. With a seamless record of inspections, maintenance, and repairs, you can demonstrate compliance with safety regulations at any time. This not only helps you avoid fines but also concretely improves workplace safety. Because assets that are maintained correctly and on time remain in a safe condition. And centralized storage of safety data sheets and operating instructions? It greatly facilitates access and training for your employees.Valoon: We make your maintenance management revolutionarily simple!
What drives us at Valoon: Simplicity meets pure efficiency
At Valoon GmbH, we have a clear mission: We are developing the easiest project management software in the world – which of course includes a highly efficient maintenance management system . Our superpower? We transform everyday communication, like that which happens through messaging services such as WhatsApp, into structured and valuable project data. This unique approach puts an end to information overload and saves you and your field staff from complex software training. Just imagine: Your technicians report maintenance needs, send photo documentation, and provide status updates simply via message. All this information then automatically lands in your central system for maintenance organization, perfectly captured and organized. This significantly reduces administrative effort and greatly accelerates the flow of information.
The Valoon Platform: What’s in it for your maintenance management
Our cloud-based SaaS platform (Software as a Service) is packed with core functions that take your maintenance management system to a new level:
- Digital capture on-site – simply via messenger: Your employees use the tools they already know and love – WhatsApp, Telegram, or MS Teams – to send data directly from the job site or maintenance object. With clever additional features like buttons, lists, and forms directly in the messenger, structured data entry becomes child’s play.
- Central task management – keep everything in view: All collected information flows into our central system. There you can create, assign, and track tasks seamlessly. This way, you always have a complete overview of all upcoming and completed maintenance tasks.
- Intelligent reporting – reports at the push of a button: Create professional photo documentation, measurements, or daily reports with just a few clicks. These reports are essential for clean documentation and informed analyses in your maintenance management system.
- Automatic translation – communicate without borders: Our platform automatically translates into over 50 languages. This greatly facilitates collaboration in international teams or with foreign-speaking employees.
These functions, together with our API and our web application, make for a comprehensive solution for your complete maintenance management.
Who is Valoon ideal for? Our target audiences and typical use cases
The Valoon platform is perfect for B2B companies from various industries. We place a special focus on the construction industry, skilled trades, property management, the maintenance and repair sector, and facility management. Companies with many employees in the field or at different locations benefit greatly from our digital solution. In short: Wherever a simple, fast, and efficient solution for communication and data processing in maintenance tasks is needed, Valoon excels. It is important to us to keep the barriers to entry for digitalization in traditional sectors as low as possible. This way, even smaller businesses without large IT departments can successfully modernize their maintenance management system operations.The right system for you: What really matters when choosing
Asking the right questions before you start
Choosing the right maintenance management system is an important strategic decision that needs careful consideration. Before you decide on a solution, take the time to answer some basic questions for yourself: What are the very specific requirements of your business that the system must meet? Are you primarily concerned with reducing downtime, ensuring compliance, or increasing your field service’s efficiency? Clearly define what functions are absolutely essential for your business and which are more ‘nice to have’. And of course, budget is also a factor – consider not only acquisition costs but also implementation, training, and ongoing operation. Another important consideration: Should it be a cloud-based SaaS solution that offers you flexibility and lower initial investments, or an on-premise solution that gives you more control over your data and infrastructure? A carefully compiled requirement catalog is essential for the success of such a project. absolut unverzichtbar sind und welche eher „nice to have“ wären. Und natürlich spielt auch das Budget eine Rolle – denken Sie dabei nicht nur an die Anschaffungskosten, sondern auch an Implementierung, Schulung und den laufenden Betrieb. Eine weitere wichtige Überlegung: Soll es eine cloudbasierte SaaS-Lösung sein, die Ihnen Flexibilität und geringere Anfangsinvestitionen bietet, oder eine On-Premise-Lösung, mit der Sie mehr Kontrolle über Ihre Daten und Infrastruktur haben? Ein sorgfältig erstellter Anforderungskatalog ist das A und O für ein erfolgreiches Projekt dieser Art.
User-friendliness and training: keys to success
Ein maintenance management system may have many great features – but if your employees do not embrace and use it, it’s of little benefit. An intuitive user interface and easy operation are therefore absolutely crucial. Only in this way can you keep training efforts low and ensure everyone can quickly familiarize themselves. Especially in industries where employees may not work with complex software daily, such as often in skilled trades or construction, this is an extremely important point. Make sure the software provider offers you comprehensive training and support options. Ideally, you test the software in advance with some of your employees to get direct feedback on the user-friendliness. A system that is complicated and cumbersome will quickly encounter resistance and cannot realize its full potential. For example, we at Valoon GmbH place the utmost value on simplicity to keep the entry barriers for a digital solution for maintenance optimization as low as possible.
Fit for the Future: Integration and Scalability
A modern maintenance management system should seamlessly integrate into your existing IT environment like a good team player. Therefore, check how well it interacts with your other systems – whether it’s your ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), or your CAFM software. Open interfaces (APIs) are the magic word here to ensure smooth data exchange and avoid tedious data silos. Also, think about tomorrow: The maintenance management system solution of your choice should be able to grow with your business, that is, it should be scalable. This applies to both the number of users and assets as well as the range of functions. A flexible architecture allows you to add further modules or functions later if needed, without having to replace the entire system. By carefully examining these aspects, you secure your investment in the long term.So that the introduction is a success: Our best practices for your digital maintenance management
Your roadmap to digital maintenance: Step by step to your goal
Successfully implementing a new maintenance management system works best with a structured approach. Start by defining clear goals and KPIs to measure later whether you are on the right path. Next, plan and schedule your preventive maintenance measures directly in the new system. A central point is the efficient management of your work orders – from creation to assignment to the right technician to the clean documentation of completed work. The seamless tracking of your assets’ maintenance history is invaluable for recognizing trends and making informed decisions. Utilize the reporting features of your maintenance management system, to analyze data and generate meaningful reports. It is also essential to regularly review and optimize the system and your processes so it always fits your current requirements. And not to forget: The also plays a significant role in this.
- Structured roadmap: Start with clear goals and KPIs for a measurable introduction.
- Employee Engagement: Involve your team early and provide comprehensive training for high acceptance.
- Careful Implementation: Use a checklist for data migration, configuration, testing, and go-live.
- Continuous Optimization: Regularly review and adjust the system to maximize benefits.
Getting everyone on board: How to win your employees for the new system
Implementing a new maintenance management system is more than just an IT project – it’s a real cultural change in the company. That’s why the early involvement of your employees in the entire process is crucial for later acceptance. Clearly communicate the advantages of the new system and address potential concerns. Provide comprehensive training and offer continuous support, so that all users feel secure and comfortable using the new software. Some resistance to change is completely normal, but it can be significantly reduced through transparency and the opportunity for participation. A good idea is to designate key users or ‘champions.’ These are colleagues who serve as first points of contact and actively demonstrate the positive aspects of the new maintenance management system . Successful change management ensures that your technological investment is also embraced and optimally utilized by the people in the company – this is particularly important when many different individuals are involved, such as in the introduction of a property management software..
The checklist for a successful implementation
To ensure that the implementation of your new maintenance management system runs smoothly, we have summarized the key steps for you:
- Set clear goals: What exactly do you want to achieve with the new system? (e.g., reduce downtime by X%, lower maintenance costs by Y%).
- Data check and migration: Carefully plan which data from old systems need to be transferred and how to ensure high data quality.
- Tailored configuration: Adjust the maintenance management system to your specific processes and needs – not vice versa!
- Start test run (pilot phase): Test the system in a defined area or with a small group of users. This way, you can identify and fix any teething problems before the official launch.
- Train employees: Ensure that all users are well trained and understand and can utilize the system’s functions.
- Launch (go-live) and support: Carefully plan the transition to the new system and ensure adequate support is available for all questions post-launch.
- Always improve: Monitor how the system is used, gather feedback, and continuously make adjustments to maximize benefits.
A look ahead: AI, IoT, and mobile helpers revolutionize maintenance
How AI and machine learning are turning maintenance upside down
When artificial intelligence (AI) and machine learning (ML) enter a maintenance management system it opens up fascinating new possibilities. Imagine: AI algorithms evaluate huge amounts of data from sensors, maintenance logs, and other sources, recognize patterns, and make surprisingly accurate predictions regarding the condition of your assets. This lays the foundation for truly effective predictive maintenance – that is, maintenance before a problem even arises. Routine tasks, such as planning maintenance intervals or prioritizing work orders, can be automated. This not only increases efficiency but also reduces human errors. Moreover, AI can support you in decision-making by providing clear action recommendations based on complex analyses. An intelligent maintenance system continuously learns and optimizes itself to minimize downtimes and maximize the lifespan of your assets. – also Wartung, bevor überhaupt ein Problem entsteht. Routineaufgaben, wie die Planung von Wartungsintervallen oder die Priorisierung von Arbeitsaufträgen, lassen sich automatisieren. Das steigert nicht nur die Effizienz, sondern reduziert auch menschliche Fehler. Darüber hinaus kann KI Sie bei Entscheidungen unterstützen, indem sie Ihnen klare Handlungsempfehlungen auf Basis komplexer Analysen gibt. Ein intelligentes System für die Wartung lernt ständig dazu und optimiert sich quasi selbst, um Ausfallzeiten zu minimieren und die Lebensdauer Ihrer Anlagen zu maximieren.
The Internet of Things (IoT) and condition monitoring: Your assets under live check
The Internet of Things (IoT) – the network of connected devices – is playing an increasingly important role in modern maintenance management system. By deploying sensors, you can monitor critical asset parameters such as temperature, vibration, pressure, or energy consumption in real-time (condition monitoring). This data flows directly into your central maintenance platform and allows for continuous assessment of asset conditions. If there are deviations from normal values or early signs of impending failure, automatic alerts can be generated, or even maintenance orders initiated directly. This enables you to intervene early, before costly damages or annoying production stoppages occur. The combination of IoT and a powerful maintenance management system leads to much smarter planning of your maintenance intervals – moving away from rigid schedules to genuinely demand-oriented maintenance.
Mobile helpers and augmented reality (AR): The toolbox of the future technician
Mobile technologies are simply indispensable in a modern maintenance management system today. With mobile apps, your field technicians have access to all relevant information anytime, anywhere. They can receive and edit work orders and create maintenance reports directly on-site. This significantly reduces administrative effort and accelerates your overall processes. An especially exciting development is the use of augmented reality (AR). AR applications can show your technicians maintenance instructions, circuit diagrams, or 3D models directly in their field of view while they work on an asset. This improves the accuracy and efficiency of maintenance work, reduces errors and can even shorten the onboarding time for new employees. Future-oriented maintenance software will cleverly integrate these technologies to further boost productivity.Your clear competitive advantage: Why an optimized maintenance management system pays off for you
A modern maintenance management system is so much more than just software – it is a real strategic tool that helps companies like yours increase efficiency, reduce costs, and enhance safety. By digitizing your maintenance processes, you will experience a noticeable reduction in downtimes, a longer lifespan for your assets, and optimized resource utilization. The centralized data storage and automation of routine tasks minimize administrative effort and boost your employees’ productivity. Reliable compliance with regulations and improved workplace safety are further significant advantages that a powerful solution of this kind brings. You can see: Investing in such a solution pays off quickly through lower operating costs and strengthened competitiveness.
At Valoon GmbH, we understand the challenges companies face when trying to modernize their maintenance management. Our unique approach of transforming everyday messenger communication into structured project data makes our maintenance management system solution uniquely simple and incredibly user-friendly. We consciously lower the barriers to digitalization, allowing even companies without large IT departments to benefit from all the advantages of modern maintenance management system maintenance management. The future of maintenance management belongs to intelligent, connected, and mobile solutions. Trends like AI, IoT, and AR will continue to revolutionize the way we understand and conduct maintenance, unlocking entirely new potentials for efficiency gains and cost savings. A proactive and data-driven system for maintenance is therefore a crucial factor for the long-term success of your company.Ready for the next step? Start your journey to an optimized maintenance future with Valoon now!
Transitioning to a digital maintenance management system system is your great opportunity to revolutionize your maintenance processes from the ground up and secure sustainable competitive advantages. Whether you are in the construction industry, trades, property management, or facility management: An optimized maintenance leads to noticeable improvements in efficiency and cost. At Valoon GmbH, we are here as your competent partner. Together, we will find the solution that perfectly fits you and design the implementation to ensure it is a complete success. We help you reduce complexity and fully leverage the benefits of a modern digital maintenance solution.
With our expertise and our particularly user-friendly platform, the transition to a digital maintenance management system system will be simple and straightforward for you. We offer comprehensive consulting and hands-on support—from accurately analyzing your current processes to training your employees. Take the chance now to future-proof your maintenance and benefit from the latest technological developments. An efficient digital maintenance solution is your key to fewer outages, a longer lifespan for your assets, and—last but not least—happier customers. So don’t hesitate to take the first step!
Now is exactly the right time to explore the many possibilities of a modern maintenance management system solution for your company. Contact us today for a personalized consultation! Discover firsthand how Valoon can help you optimize your maintenance processes and significantly reduce your costs. Register now for a free demonstration of our software and experience for yourself just how incredibly simple and efficient maintenance management can be. Your path to optimized maintenance begins right here: Get in touch now!
What is a Maintenance Management System (MMS) and why is it important for my company?
A Maintenance Management System, often called CMMS, is software that helps you to systematically plan, manage, and document maintenance tasks. It is important for extending the maximize the availability of your assetslifespan of your assets and reducing costs through proactive rather than reactive maintenance.
Our technicians primarily use WhatsApp. Can Valoon’s MMS handle that?
Yes, absolutely! One of Valoon’s core strengths is the seamless integration of common messenger services like WhatsApp. Your field staff can use familiar tools to report maintenance needs, send photos, or provide status updates, which are then automatically converted into structured project data .
How does an MMS specifically help us reduce maintenance costs?
An MMS enables proactive maintenance strategies, allowing for a drastic reduction in unplanned downtime. Studies show that companies can lower their maintenance and repair costs by up to 18% . Additionally, you optimize resource use and extend the lifespan of your assets.
What advantages does a cloud-based MMS offer compared to a solution we install ourselves?
Cloud-based MMS provide access to up-to-date data anytime and from anywhere, which improves collaboration. You benefit from lower initial investments, automatic software updates, and high scalability. Additionally, the mobile access for field technicians is usually standard.
Is the introduction of a new MMS complicated, and how long does it take to train our employees?
It depends on the system. Valoon places great emphasis on simplicity and user-friendliness. By integrating familiar messenger services, the training effort is minimal, as your employees already know the basic functions. The goal is to eliminate complex software training..
What are the core functions we should look for when selecting an MMS?
Important functions include: Asset Management (asset management), Work Order Management (work order management), Preventive Maintenance (preventive maintenance), Inventory Management (inventory management), and ideally functions for Predictive Maintenance (predictive maintenance) as well as mobile accessibility.
Can an MMS help us comply with legal requirements like the DGUV regulation 3?
Yes, a digital MMS significantly supports you in the legally compliant documentation of all maintenance activities.This is crucial for audits and meeting industry standards like DGUV regulation 3, as all inspections and repairs must be fully verifiable.
How does Valoon’s system improve communication between the office and field service for maintenance tasks?
Valoon converts direct communication via messengers like WhatsApp into structured data. This accelerates the flow of information, reduces misunderstandings, and ensures that all relevant information is available centrally and without media disruptions. The automatic translation into over 50 languages also supports international teams.
