Say goodbye to paper clutter

Changing to a paperless system greatly improves a maintenance team’s efficiency and productivity. monkeybusinessimages/iStock/Getty Images Plus

A metal manufacturing shop’s maintenance department is a fast-paced, demanding environment, where every minute counts. Keeping up with maintenance procedures, work orders, and inventory is a herculean task, especially when relying on outdated, paper-based systems.

However, a transition to a paperless system, such as a computerized maintenance management system (CMMS) or manufacturing execution system (MES), greatly improves the maintenance team’s efficiency and productivity.

The dynamic nature of a shop floor and the need for collaboration between various stakeholders make access to accurate and up-to-date information crucial at all times.

By eliminating paper and moving to digital systems, maintenance teams reap numerous benefits that have the potential to transform their operations.

Manufacturing software systems can replace all paper formats used in a shop, including scheduling, purchasing, and inventory control. These systems monitor production processes, enforce standard operating procedures (SOPs), capture and organize data, and provide actionable insights for managers, technicians, and operators. They eliminate the need for paper-based systems, allowing manufacturers to optimize their business processes and make real-time decisions.

Here’s a look at five of the biggest benefits maintenance departments get from going paperless:

1. Efficiency and Productivity

The fast-paced nature of the manufacturing world requires quick and decisive action from both shop floor workers and managers. By enabling remote access to digital documents, they can work on these documents from anywhere, freeing them from the constraints of physical presence.

Moreover, a centralized system like a CMMS helps enable seamless and streamlined maintenance communication and scheduling. All of the necessary information and procedures are housed in one place, eliminating the need for manual labour to look for this information and minimizing the risk of data loss. Maintenance technicians have instant access to the information and can complete work orders more efficiently, which creates time for other important tasks.

For example, such systems offer real-time data on machine health as well as the progress of each work order, meaning that work planners and maintenance crews cut down on the time needed for turnover with the next shift. Status reports are automated, and documents such as maintenance procedures and operation manuals are easily retrieved from a central database, ensuring that everyone has the needed information at the required time.

2. Operational Flexibility

In highly regulated industries, agility and swift decision-making can make all the difference in maintaining a strong reputation and avoiding significant losses. For example, take product recalls, which have far-reaching consequences, especially in the realm of consumer safety. In such a scenario, real-time product traceability information is a lifesaver and could be provided by digital displays.

That makes vital information easily accessible to everyone involved, providing a more nimble and responsive operation, enabling teams to quickly isolate a bad batch of products or identify a supplier issue before the problem spirals out of control. The speed of response can be critical in minimizing the scope of recalls, reducing the impact on consumer safety, brand reputation, and ultimately, the bottom line.

3. Inventory Management

In a maintenance department, keeping track of inventory is a crucial yet challenging task. With countless parts, tools, and supplies, it can be a challenge to ensure that everything is in order. Fortunately, with the right digital tools, supply chain management is streamlined and simplified.

One such digital tool is a central database, which helps maintenance teams easily track inventory levels, reorder parts, and generate reports with just a few clicks. The use of a CMMS takes this a step further. It can be set up to automatically generate purchase orders based on predetermined reorder points, eliminating the need for manual monitoring and reducing the risk of stockouts.

These systems also provide valuable insights into inventory trends and usage patterns, enabling maintenance teams to make informed decisions and improve overall inventory control.

4. Recordkeeping and Compliance

A centralized repository for all maintenance records makes it easy to track and retrieve historical data and gives maintenance teams a complete picture of equipment history, maintenance procedures, and costs. The data is used to identify trends and make informed decisions, leading to improved maintenance planning and cost savings. With paper-based systems, it sometimes can be challenging to locate and retrieve records, leading to lost time and reduced productivity.

With all maintenance information stored in a single system, it's easy to keep all procedures up-to-date and compliant with relevant regulations and standards. Additionally, it facilitates improved auditability through features such as version control and change control of documents.

Digital information that is easily stored and retrieved makes it easier to maintain security with tiered access to information based on role and responsibility. In addition, digital records are easier to audit and are more secure than paper records, making it easier to meet compliance requirements and demonstrate proper procedures are in place.

5. Communication and Collaboration

A centralized system makes it easy for maintenance technicians to communicate and collaborate, improving the overall flow of information. Technicians can share work orders, schedule maintenance procedures, and track progress in one system, eliminating the need for manual processes and reducing the risk of miscommunication.

For example, a CMMS makes it easy to involve other departments, such as purchasing and engineering, in maintenance activities, improving cross-functional collaboration and increasing the effectiveness of the overall maintenance process. Furthermore, the data is accessible in the cloud, enabling all stakeholders to collaborate remotely and work towards a common goal of data-driven manufacturing.

Going paperless is just one part of increasing operational agility. Adopting standardized processes and making cultural adjustments are also key to success. By combining the right software technology with a comprehensive strategy, manufacturing organizations can reap the benefits of a paperless shop floor.

The transition to a paperless system, such as a CMMS, offers numerous benefits that greatly improve the efficiency and productivity of a maintenance department. If you're still relying on paper-based systems, it's time to consider making the switch to a digital system and reap the many benefits it has to offer.

Bryan Christiansen is the founder/CEO of Limble CMMS, 3290 W. Mayflower Ave., Lehi, Utah 84043, 801-851-1218, www.limblecmms.com.