As a purchasing manager exploring digital solutions for equipment management, you might not be a software expert. With this checklist, you get a "cheat sheet" with the most important points to consider when looking for the right solution for your business.
Choosing the right software is a critical decision for any business. This especially applies to software designed to help you manage work equipment in a safe and efficient manner, with as little person dependency as possible.
Many of the points on a checklist before purchasing software are generic, while others are important for more specialized solutions. In this checklist, we have combined classic software requirements with the feedback we have received from engaged customers and our own experts.
- Compatibility and integration with existing systems: It's important that the software can be integrated with the systems you already have in place, including ERP, CRM, and other operational systems.
- Functionality: Make sure the software has all the necessary features to manage and monitor work equipment effectively. This includes but is not limited to, documentation of technical data and results from performed checks.
- Automatic memory: Work equipment often requires strict controls, checks and inspections that take place at varying frequencies. The software should provide you with automatic notifications, so you are not reliant on the performance of individuals to manage pre-use checklists, equipment history or inspection planning.
- Location data: Software for work equipment management should also help you optimize your inventory. The right equipment, in the right place, at the right time. With QR codes and other tracking devices, you get an easy overview of where the equipment is located, when it was last checked, and its condition.
- Reporting: Can the software generate the required reports? It's important to clarify whether the solutions can provide and make accessible the right documentation for your needs. This is particularly important when it comes to compliance and information sharing.
- User-friendliness: The solution should be easy to use and require minimal training. With mobile apps, it becomes easy and efficient for users "in the field" to use the solution.
- Open platform: Suppliers, employees as users, you as owners, and inspectors should all have access to the software. This includes both retrieving and entering important information.
- Customer service and technical support: It's essential that software providers offer fast and high-quality customer service and technical support, both during implementation and after the purchase.
- User forum: Good user support is important. It becomes even better when you get to meet other customers and discuss challenges from the customers' perspective.
- Data security: The software should have robust security features to protect the company's sensitive data. Demand two-factor authentication and cloud storage.
- Updates: Cloud-based solutions do not require local customization, and therefore updates are more affordable, while you become less dependent on consultants.
- Legislation and compliance: The software should help the company comply with all relevant laws and regulations regarding the handling of work equipment.
- Adaptability: The software should be flexible and be able to adapt according to the specific needs of the company, including operating in different jurisdictions with different requirements than you are used to.
- Total price: Compare the price of the software with the budget and determine if it is cost-effective. Also consider the long-term costs such as upgrades, maintenance, and technical support.
- Reliability and reputation of the supplier: Do your research to ensure that the supplier is reliable and has a good reputation in the industry. For instance, is it a solution that inspectors like to use?
- Demos: Can you see and understand the solution "in action" to see how it may be used and adapted to solve the challenges in your business?
- References and case studies: Ask for references from other companies that have used the software, or look at case studies to get a better understanding of how it works in practice.
Onix experts can guide you through these points and find out if Onix Work is the equipment management software for your business. Get in touch with them today. 👇
