Auditing accounts, examining financial operations, and filing tax returns are just a few of the various tasks accomplished by an accounting firm. But sometimes, the smaller headaches that accompany these tasks can make the entire process rather inconvenient and tiresome.
For instance, while working on an important project for a client, the servers might go down, the computers might go on a break, or the printer might cease to operate effectively. Imagine if all hell breaks loose when you near a deadline and need your systems at their best.
All of that can be prevented in an amazingly simple way – using a Preventive Maintenance Software or a Computerized Maintenance Management System (CMMS).
What is Preventive Maintenance Software?
A Preventive Maintenance Software helps you manage all your assets, increases the overall productivity, and eventually lowers maintenance costs. It helps your maintenance personnel optimally perform their activities. The software also tracks all the past maintenance procedures performed and aids in predicting the future.
Good software is also exceptionally reliable as it correctly indicates when an inspection must take place even before any severe harm occurs. Think about it yourself; there is no point in having a software that rings the alarm after the damage is done.
There is a vast number of CMMS software available on the market across numerous price ranges, and it is crucial to choose the right one.
Why Should Your Accounting Firm Use Preventive Maintenance Software?
An accounting firm is not built overnight. A lot of effort is put in constantly and over a continuous period.
The clientele is built gradually, and the key factor here is ‘trust.’ Trust is retained only when the job is properly done, tasks are accomplished, and when deadlines are met.
As mentioned earlier, small hiccups that occur during the process can break the momentum and even be infuriating at times. Therefore, keeping the necessary equipment in proper working condition is critical.
While streamlining the maintenance operations is a great reason to start using a CMMS software, there are other motives that can also be looked into. A list of these is given below.
1. Reducing Downtime
Think of all the losses incurred to your firm because of a reduction in the number of billable hours when a device goes down. And to make matters worse, repairing this damage can burn quite a hole in your pocket.
A good preventive maintenance software does not help in fixing a problem. Rather, it assists in preventing the problem from ever occurring in the first place through regular inspections. This significantly helps in reducing your devices’ downtime.
Let us make a simple analogy between our health and the health of the equipment in your firm.
We tend to go to the doctor when we fall sick. If we lead an unhealthy lifestyle, we fall sick more often than not, leading to more doctor visits. On the other hand, if we take good care of ourselves, the lesser we get to see the doctor’s clinic’s four walls. After all, spending money on good food is way lesser than spending money on hospital bills.
Similarly, spending money on a good software that warns you before any major problem occurs is recommended, instead of spending a huge amount on assessing or controlling damage after it’s occurred.
A well-maintained system will eventually lead to a longer lifespan as well.
3. Eliminates Human Error
A common dilemma faced by most industries and firms revolves around whether it’s necessary to spend money on a software of this kind when the same tasks can be done manually and at a comparatively lower rate.
Even though this can be done manually, errors are bound to occur. Fatigue starts to kick in at some point, and even the process tends to get monotonous and slower. Thus, the work’s overall efficiency is also reduced as various human factors are taken into consideration.
A few preventive maintenance software are also very user-friendly. They provide a calendar where automatic scheduling takes place. They even send you notifications when a particular task is due.
These software packages are also very pleasing to the eye as they allot different colors to the mixture of tasks based on their priorities. This helps a great deal in keeping everything organized.
And one of these software’s biggest advantages is that they require very little, if not no training, which makes them very straightforward to use.
5. Everything Under One ‘Window’
All those years back, when you were completely fed up with looking at the five to ten books on your desk and mountains of files and paperwork, you decided to go digital. Despite the shift to the digital sphere, companies still have to deal with having multiple windows open on their devices to deal with various tasks.
A good software goes one step ahead and brings all the necessary data to a single window pane. Providing information, like past inspection dates and practices performed, an inventory of all the firm’s equipment, notifying when an order for a particular device should be made, tracking progress, and much more, are all accessible under one window.
6. Anytime, Anywhere
The best part about having such a software is that you are not confined to a single place to have to access the data. Each and every piece of information is present at your fingertips and can be accessed and tracked from absolutely anywhere, no matter what the time is.
No matter how good the idea of a Computerized Maintanance Management System looks and sounds, it is natural to have a few doubts about whether or not it would make for a sensible investment. But don’t worry, there are a few software packages that provide a demo on request or even a free 30-day trial. This enables you to try out the software and decide for yourself based on its suitability for you and the company’s needs. Keep in mind that while this might seem unnecessary in the short-term, investing in a good CMMS can save your firm a great deal of time and money.
A simple yet effective preventive maintenance software can do wonders for you and your firm. From getting work done in a well-planned and systematic way of eliminating unnecessary costs and saving time, this maintenance and management system can do it all.
So, what are you waiting for? Invest in a good CMMS software and get started today!