The Best CMMS Software for Small and Medium Businesses

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Date: 23 August 2022

Chris Barnes


The Best CMMS Software for Small and Medium Businesses

Running a business in today’s fast-paced industries demands constant shifts and adaptation to changes. The UK business market is vast – 5.6 million SMEs were recorded in 2021 alone.
So, the need to recalculate the focus of investments is an ever-present difficulty in staying up to par with the competition.

Unlike large companies that have the budget to take such hits, smaller businesses don’t enjoy the same luxury. This is where maintenance management lends a helping hand. Even so, small-to-medium-sized enterprises (SMEs) and small-to-medium-sized businesses (SMBs) both manage their brands using older software based on spreadsheets.

As a company grows, spreadsheets become inefficient – they duplicate data and allow for bigger human errors, which ends in harder visibility of the company’s current modus operandi. 

This is where good CMMS software can help. If you’re looking for the best one in the UK market with a detailed overview of what it offers SMBs, keep on reading.



What Features Should a CMMS Software for SMBs Have?

Small or medium businesses (of up to 500 employees) have limited resources and budgets for complete equipment maintenance. Meaning, they require software to them manage this process and simultaneously reduce costs. 


With the arrival of computerized maintenance management systems or CMMS, many small and medium-sized businesses have seen a lasting solution to their efficiency issues.

A CMMS software is essentially a full organisation of all maintenance activities conducted within a business. It creates a database of information that the management team needs in order to do their job correctly. 

So, what should the best CMMS software encompass? 



Here is a list of the must-have features only the best CMMS platforms will give to SMBs:


  • Simple implementation. Allows easy integration to one site and then expansion to all parts of the business so equipment across all areas can be viewed and flagged for possible risks.
  • Log data. Store all maintenance records from past activities to serve as references in the future.
  • Asset management. Create a register of all assets, as well as their location. This also includes listing spare equipment parts and detailing all parts’ lifespan, warning when they need to be replaced.
  • Store equipment manuals. Keep the specification sheets of each piece of equipment so the maintenance engineer can take the data when needed.
  • Provide planned maintenance. Collect current and past data to predict required maintenance.
  • Equipment tracking. Manage the company’s inventory. It includes tracking costs for equipment downtime.
  • Raise work orders. Allows an on-site issue to be immediately flagged and brought to the attention of the relevant maintenance engineer. 
  • Employee management. Create a dashboard where employees’ certifications and skills are listed and coupled with training requirements.
  • Contract monitoring. Create a space for all agreements with customers to easily access all relevant data. 


The Best CMMS Maintenance Management Software for Small and Medium Business

The Best CMMS Maintenance Management Software for Small and Medium Business



Problems CMMS Softwares Can Solve for SMBs

The use of CMMS in small and medium businesses has been on the rise in recent years.

This is due to the many benefits it brings, contrary to the limitations seen in outdated Excel spreadsheets, which can halt the overall efficacy of a company. 



CMMS software can help SMBs solve their problems regarding asset tracking and purchasing, preventative maintenance, inventory management, etc. 



It can also help with financial issues, by giving an overview of the best financial decisions that can aid the business. For instance, this software can show whether it’d be less expensive to buy new parts for equipment or completely redesign a storage area. One main problem it also solves is the reduction of operational costs. A CMMS also makes previously expensive and time-consuming procedures run smoother. This includes:

  • Cutting down the delay period between the breakdown of equipment and the repair;
  • Managing the inventory, so no rushed and expensive orders are made;
  • Prevent payments on overtime work which directly cuts operational costs.

This directly influences another area for all small and medium businesses – productivity improvement. What this means is that SMBs:

  • Don’t need to manually enter data or get lost in all information presented on simple spreadsheets;
  • Can see where employees need more improvement and focus on resolving the issue;
  • Can manage customer inquiries faster and easier;
  • Are able to manage multiple locations from one place;
  • Can set maintenance alerts and receive prompt addressing to the problem.



What Does an SMB Need to Consider Regarding CMMS?

SMB buyers, unlike larger companies, don’t have the same funds, so their maintenance activities may be limited. However, a good CMMS, although perceived as an additional cost at first, may present a good investment in the long run.

Here, you want to opt for a tool that offers scheduling, asset management, barcoding, and inventory control capabilities, thus allowing maintenance managers access to real-time data. However, these should be parallelled with several other situations, like:

  • The complexity of the business and its needs;
  • Administrative costs (comparing the prices for a monthly/yearly subscription to a CMMS with the expenses – time and money – spent on manually conducting the maintenance activities);
  • Impacts of unplanned occurrences (such as downtime of a machine or labour time, etc.).

If SMBs choose this software, they can save time and money, plus avoid many risks connected to running out of assets. 

Top CMMS for Small and Medium Businesses | Your UK Provider

Studies have shown that maintenance plays a crucial role in a small or medium business’ growth and achieving high competitive advantages. CMMS help these companies solve core problems and increase productivity while reducing costs. 

SMBs, in general, tend to avoid using CMMS software, mainly because of its high cost as an initial investment. Luckily, this barrier can be crossed thanks to the many CMMS options on the market. 

Among all competitors in the UK, Collabit takes the lead!

Offering a complete solution to all maintenance activities any SMB may need, Collabit’s CMMS is tailored software for any type of business that allows buyers to undertake actions for the company’s complete sustainment and uninterrupted workflow.

With the option of a demo try, you can see if this CMMS software’s features fit your requirements. A combination of productivity and cost reduction – Collabit’s CMMS tool is a sure way to bring your small or medium business to the next level!Co

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Why should you be applying to have a free consultation with us_Collabit



The Best CMMS Software for Small and Medium Businesses. (Top 10 CMMS software).

Collabit’s CMMS Solution can manage any number of sites, properties and assets. Each location has a screen to manage any information needed. Including a complete register of locations at that site (buildings, floors, rooms and areas) and Assets.

The asset register allows you to store any type of asset you wish. This could be anything from a significant piece of equipment down to a light bulb.

The system has a powerful form designer that gives our clients the ability to create jobs in whatever design they wish. This will give a guide of what work needs to be carried out and what information is then recorded on the assets.




CMMS software companies;
Simple preventive maintenance software;
Best CMMS software for manufacturing;
Limble CMMS.

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