How To Choose The Right Equipment Management Software For Your Business

The right equipment management software will clear the roadblocks getting in the way of your business’ success. 

Whether you run a full-service business or are an independent contractor dealing with fleets, you will have a variety of equipment that you use. While a manual system to track and manage this equipment is conventional, it may add unnecessary pressure on your employees or you. 

Here is when you need to use technological advancements to your benefit and save money, time and stress. Emerging tech will experience a growth rate of 104% by 2023. So investing in equipment management software that fits your business needs only makes sense. The article talks about how to choose the right software for you. 

However, before directly jumping to the how, let us first understand the benefits of an equipment maintenance tracking solution. 

Why go for an Equipment maintenance tracking solution? 

Keeping the machinery or vehicle equipment in optimal working condition as the company grows becomes challenging. To prevent downtime and accidents and increase the business's overall efficiency, it is crucial to invest in an equipment maintenance tracking solution. Moreover, manual management is more prone to human errors, which makes automation essential to a business. 

Let us look at some of the significant benefits of an equipment maintenance tracking solution. 

Preventive maintenance 

Since all tools' records are documented, all operations are performed promptly and per the schedule established by the manufacturer. 

Proper service maintenance 

The supervision and repairs are done as per the schedule. 

Routine and medium repairs 

Routine repairs keep the assets functional. At the same time, medium repairs keep them in good working order and partially restore their service life.

Ensure serviceability 

Ensuring serviceability enables complete restoration of the vehicle's service life. 

Hence, equipment maintenance software keeps detailed and accurate records of all vehicle equipment and generates desired reports accessible to personnel via an electronic device. Fleetio’s equipment maintenance tracking solution is beneficial if your business deals with Fleet management. The software will help you manage your fleet efficiently by keeping all the operations related to equipment in check. 

Now that we know the importance of equipment maintenance software let us understand how to choose the right one for your business.

1. Know your business needs 

When your why is solid, figuring your how gets easier. 

The first thing you need to know when selecting equipment management software is the why. If you are still determining the reason for wanting equipment management software, answering the following questions will bring you clarity. 

• How do you manage your equipment currently? What are the pros and cons of the present system? 
• What does your current management system track? 
• Tracking or keeping a tab on what particular aspect takes the most time in managing your equipment presently? 
• Which equipment management software are your competitors using? Have you considered it? 

Once you have answers to these questions, put them in an organized manner in a document. Use it to your benefit and begin researching different equipment management solutions available in the market. Finding the right software will be easier when you have clear-cut answers to your business needs. 

2. Compare the features of different software solutions 

Let’s say you already have an equipment management software solution, however you want to update to a better one. In such cases, it is best to give your software provider the list of your requirements  for them to better understand what you need. If the provider has a software solution that meets your requirements, great! Go for a demo. If not, keep looking for it or ask the provider for an alternative solution that may work just fine. 

The other way to find a software solution that suits your business requirements the best is through referrals from other people from your industry. You can even look for software solutions from other software providers. This is the case when you want to upgrade to a new software solution. However, if you currently use a manual management system, your way of finding the right software will be totally different from the ones looking to upgrade. 

To switch from a manual system to a software solution, you first need to assess and make a list of all the cons of using a manual management system. Ensure to buy a software solution that mitigates those issues. Going for a basic software solution is a wise choice as a beginner than investing into a hi-tech one. 

3. Take reviews into account and then shortlist your options 

Let’s say you already have an equipment management software solution; however, you want to update to a better one. In such cases, it is best to give your software provider the list of your requirements for them to understand better what you need; if the provider has a software solution that meets your requirements, superb! Go for a demo. If not, keep looking for it, or ask the provider for an alternative solution that may work just fine. 

The other way to find a software solution that suits your business requirements the best is through referrals from other people from your industry. You can even look for software solutions from different software providers. This is when you want to upgrade to a new software solution. However, if you currently use a manual management system, your way of finding the right software will be different from the ones looking to upgrade.

To switch from a manual system to a software solution, you first need to assess and list all the cons of using a manual management system. Ensure to buy a software solution that mitigates those issues. An essential software solution is a wise choice for a beginner rather than investing in a hi-tech one.

4. Customize it as per your needs and start using it 

Go through the software tutorials and learn about equipment management software and how it may work for you. Make it a point to note any question/s that may arise when using it and schedule a time to talk to a customer service executive if and when needed. 

Also, take note that using equipment management software will increase productivity, reduce wastage of time and also save money to ensure you are maximizing its potential. Keep a customer service executive in the loop so you can contact them as and when you get stuck.   

5. Make your employees familiar with the software 

Once you have set up the equipment as per your requirements, it is time to train your employees and familiarize them with the software. Take note of the following things when providing training to the employees: 

• Plan how you intend to familiarize each employee with the system 
• Give authorized access to specific employees, explain their roles 

Your software provider may likely offer training to your staff. If so, encourage them to start from there.

It’s time to make the choice! 

The article talks about a few ways to choose equipment software. Well, to choose the right equipment software, to be precise. While the methods discussed in the article may help you come to the right decision, in the end, it is up to you to decide. Make sure you have a crystal clear list of all the features you wish to have to how much money you are willing to invest in software. 

Get referrals from people, research the software solutions and go for the one that meets your business requirements. 

Good luck!