Tips for Buyers Using CMMS Free Trials Before Deciding on a CMMS Provider

Introduction

Try before you buy!

Signing up for a free trial makes total sense when considering the time, money, and other resources required to implement a Computerized Maintenance Management System (CMMS). 

A free trial gives users a general feel for the software’s capabilities, ease of use, feature depth, and potential for meeting the business’s requirements. Trials for CMMS software typically include essential features such as asset management, work order management, preventive maintenance scheduling, reporting and analytics, and sometimes mobile accessibility. However, free CMMS trial versions often have limitations compared to the full version. They are often restricted with some functionality, limited data storage, and number of users, and almost always have a limited trial period that can range from 7 to 30 days. 

While signing up for a free CMMS trial isn’t a substitute for a thorough research process, spending some time using free trials offers users a feel for the software’s ability to meet requirements and potential for end-user adoption. This article explores how company stakeholders who want to optimize their maintenance management processes can get the most from free trials before investing fully in CMMS implementation. 

Why do Businesses Look for CMMS Software?

CMMS’s overall appeal comes from its ability to streamline maintenance operations, optimize asset management, and enhance efficiency. It does this by centralizing maintenance data and processes, providing real-time insights into equipment performance, maintenance schedules, and resource allocation, and enabling proactive maintenance strategies. The key benefits of CMMS software can be summarized as follows: 

Computerized Maintenance Management System (CMMS) software offers several key benefits:

1. Maintenance Scheduling and Planning: CMMS helps organizations efficiently plan and schedule preventive maintenance, reducing downtime and extending equipment life.
2. Improved Asset Management: CMMS software improves a business’s ability to track and manage assets, logging maintenance history, performance, and maintenance records, facilitating decision-making on replacement.
3. Reduces Maintenance Costs: By optimizing maintenance processes and reducing equipment failure, CMMS software helps lower repair costs and unnecessary capital expenditures.
4. Increased Operational Efficiency: CMMS software automates work order management, inventory control, and compliance reporting.
5. Data-Driven Insights: A CMMS allows organizations to collect and analyze data on equipment performance and maintenance KPIs, enabling managers to make better decisions about strategies and operational practices.
6. Regulatory Compliance: CMMS software assists in maintaining detailed records necessary for regulatory compliance, ensuring that all maintenance activities are performed according to industry standards and legal requirements.

Most CMMS solutions offer features like work order management, preventive maintenance scheduling, and inventory control, enabling organizations to minimize downtime, reduce maintenance costs, and extend the lifespan of critical assets. They also can perform advanced analytics and reporting, enabling data-driven decision-making. 

Tips on Making the Most of CMMS Free Trials

Making the most of a CMMS free trial requires a strategic approach to ensure that company stakeholders extract maximum value and make informed decisions. It involves more than clicking on various buttons to find where they lead. 

Clearly Define Requirements and Goals

Before starting the trial, outline specific pain points and desired outcomes to ensure alignment with the CMMS's capabilities. 

Identify specific pain points in your maintenance management process and outline the features and functionalities you need to address them effectively. You can evaluate whether the CMMS aligns with your specific needs and objectives by establishing clear objectives.

Establish Evaluation Criteria

Create a checklist or scoring system to objectively assess each CMMS based on functionality, ease of use, scalability, and compatibility with existing systems. Consider factors such as ease of use, functionality, scalability, and overall value for your organization. This will enable you to make meaningful comparisons and informed decisions.

Involve Key Stakeholders

Gather input from maintenance technicians, facility managers, and other relevant personnel to gather feedback and ensure the selected CMMS meets the needs of all departments. This should include maintenance technicians, facility managers, IT professionals, and other relevant personnel to gather diverse perspectives and insights. 

Stakeholders’ input can uncover unique requirements and preferences influencing the final decision. Involving stakeholders from the outset fosters buy-in and ensures the smooth adoption of the chosen CMMS in the future.

Utilize the Vendor’s Customer Support

Explore the software's capabilities using the vendor's tutorials, training materials, and live demonstrations. Engage with customer support representatives to address any questions or concerns and seek clarification on features or functionalities that may not be immediately clear. 

Engaging with the vendor's support team will help you better understand the CMMS and its potential to meet your organization's needs. Since post-purchase support services are vital, the free CMMS trial period is an excellent time to ask the right questions and make inquiries. How is support delivered (phone, live chat, bot, email, and what resources are available and at what cost?)

Test Scalability and Compatibility

Evaluate how well the CMMS can accommodate current needs and integrate with existing systems, considering factors like the number of users, volume of data, and ease of integration with ERP software and IoT devices. 

Consider factors such as the number of users, volume of data, and integration with other software applications used in your organization. 

Most importantly, consider the future by evaluating how well the CMMS can accommodate your company’s needs by supporting future growth and expansion. 

Explore Customization Options

One of the things free CMMS trials do well is informing users about the features available in its full version. With this in mind, determine how the CMMS can be customized to fit your organization's unique workflows and preferences, ensuring a tailored solution that maximizes efficiency.

Consider Long-Term Costs and ROI

When evaluating CMMS options, it is essential to consider the long-term costs and ROI. This involves conducting a comprehensive analysis of the upfront expenses and the potential returns on investment over time. It also includes subscription fees, implementation costs, ongoing maintenance expenses, and savings from improved operational efficiency and reduced downtime. 

By quantifying these costs and benefits, the company can calculate the anticipated ROI of each CMMS option and make an informed decision based on the solution that offers the best value proposition in terms of both functionality and long-term financial impact.

Extend the CMMS Free Trial if Needed

Since vendors are motivated to win your business, they will likely be open to a reasonable request for a trial period extension so long as you show you are serious about considering their solution. An extension will provide more time to evaluate the CMMS or conduct thorough, comprehensive testing when needed.

Identifying the Limitations of CMMS Free Trials

Free trials are an excellent resource when evaluating CMMS platforms but they do have limitations.

Limited functionality and data access because

• Many trials offer a limited subset of features available in the full version of the CMMS. For example, some trials show how you can manage 3rd party vendors and assign them to work orders but often can’t see how vendors interact with the work orders enabled. Another common limited feature is inventory management. Trials often allow users to add and view spare parts, but purchasing is not enabled.
• Many trials start with no data, a small sample data set, or a bunch of rubbish that shared users have populated, trial users are often left to their imagination to qualify how the reporting capabilities perform.
• Often free trials don’t permit integrations with third-party software. If this is required, you would have to consult with the provider to provide you with details on their integration partners, API, and SSO capabilities.

Incomplete understanding of CMMS overall costs and ROI because

• CMMS free trials don’t always present a clear picture of additional costs that come with the software. With any software implementation, there are often fees associated with data migration, configuration, integration, and training. Access to additional features and modules may come at a higher price point. 
• Stakeholders may overlook additional expenses such as subscription renewals, maintenance fees, or customization costs when making decisions based solely on the trial experience.

Potential for biased or manipulated trial experiences because

• CMMS free trials may be tailored to highlight certain features or functionalities while downplaying limitations or shortcomings.
• Stakeholders may encounter scenarios during the trial that may not realistically represent their use case, skewing their perception of the CMMS's effectiveness.
• The above can lead to unrealistic expectations and ultimately result in dissatisfaction with the chosen CMMS once implemented in a production environment.

Lack of customization and integration options because

• Free trials may offer limited opportunities for customization, which is needed to accurately align the CMMS with the organization's actual workflows and requirements.
• During the trial period, users may need access to the full integration options to assess the CMMS's compatibility with existing systems or third-party software.
• Without the ability to fully customize or integrate the CMMS during the trial, evaluators may later find potential barriers to adoption or implementation, leading to dissatisfaction with the end product.

Supplementing Free Trials with Additional Research

Supplementing CMMS free trials with additional research is crucial for making informed decisions before committing to a product or service. Some important considerations include:

Conduct Thorough Vendor Research and Background Checks

This lets you understand the company's reputation, financial stability, and track record. Verifying credentials, certifications, and past legal issues is essential to ensure reliability and trustworthiness.

Seek Testimonials

Testimonials and reviews from existing customers provide valuable insights into the user experience. It should focus on satisfaction levels, identify potential pain points, and assess whether the product aligns with your needs and expectations.

Request Live Demonstrations

Live demos allow evaluators to meet with the CMMS vendor and ask questions about the product's functionality in real-world scenarios. This live interactive approach provides opportunities to evaluate usability, performance, and compatibility with your existing systems and get informed answers to questions evaluators have.

Explore Contract Terms, Service Agreements, and Support Options

This is essential for understanding the long-term implications of adopting the product or service. Pay close attention to pricing structures, renewal policies, service level agreements (SLAs), and available support channels. 

Conclusion

Making the most of a CMMS free trial requires careful planning, thorough evaluation, and active engagement with the vendor's resources. By clearly defining your requirements and goals, establishing evaluation criteria, involving key stakeholders, utilizing customer support, and testing scalability and compatibility, company stakeholders can make informed decisions and select the right CMMS that best meets their needs and objectives.

While CMMS free trials give you hands-on experience, they represent one part of the decision-making process. Thorough research that includes background checks on vendors, testimonial reviews, reference checks, live demonstrations, and a review of contracts, service agreements, and support options is an essential complement to a CMMS evaluation process.