Author: Ralph Bockisch
created on: 18.10.2025, last change: 05.12.2025
Table of content
Maintenance software: Why automated maintenance planning is a must today
1. No clear structure for maintenance processes
2. False expectations of automation
3. Lack of integration into existing IT systems
4. Manual exception processes remain in place
5. No training for employees
Bottom line: How to successfully automate maintenance planning
FAQ – Frequently asked questions – Maintenance planning software
Maintenance software: Why automated maintenance planning is a must today
The maintenance of machines, systems, and buildings is one of the most critical tasks in companies—whether in industry, the energy sector, facility management, or healthcare. However, many maintenance processes are still paper-based, planned manually, or based on outdated systems.
Modern maintenance planning and maintenance software has long offered the possibility of automating recurring processes, intelligently controlling maintenance tasks, and using resources efficiently. The advantages are clear: less planning effort, higher reliability, improved data availability—and ultimately lower costs.
In practice, however, the potential is often not fully exploited. The reasons: lack of structure, unclear expectations, or insufficient integration. In this article, we show you five typical mistakes made when introducing and using maintenance planning software—and how you can avoid them.
1. No clear structure for maintenance processes
Without defined procedures, no software can work efficiently
A common mistake in practice: Companies expect software to bring order to an already confusing maintenance system—without defining clear procedures themselves. But software cannot compensate for structural weaknesses.
What happens when there is no clear structure?
- Maintenance intervals are not documented uniformly.
- Responsibilities are not assigned.
- Machine master data is incomplete or outdated.
- Priorities are set ad hoc, not systematically.
How to avoid this mistake:
Before you introduce maintenance planning software such as a CMMS (Computerized Maintenance Management System), you should analyze, standardize, and structure existing maintenance processes. Only then can the software reach its full potential.
2. False expectations of automation
Software is not a sure-fire success—it needs good data and maintenance
The term “automated maintenance planning” can be misleading: many companies believe that once the software has been introduced, they no longer need to worry about anything. But the opposite is true.
Typical misconceptions:
- The software (workflow engine) “does everything by itself.”
- Once set up, the process runs automatically without errors.
- All maintenance data is immediately correct and up to date.
In reality:
The software is a tool – it is no substitute for planning expertise. It needs well-maintained data, regular updates, and a certain amount of support. Automation helps to minimize sources of error – but only if the basis is right.
3. Lack of integration into existing IT systems
Data silos prevent effective planning and control
When maintenance software is operated in isolation—i.e., not connected to other IT systems such as ERP, help desk, CMDB, or inventory management—data silos are created. The result: media breaks, duplicate data entry, and information loss.
What this means in concrete terms:
- Spare parts are available in the warehouse – but are not visible in maintenance planning.
- A help desk ticket reports a defect – but maintenance finds out too late.
- IT assets are recorded in the CMDB, but are not linked to maintenance intervals.
What you can do:
When selecting your maintenance planning software, look for integration capabilities – ideally via API or standard interfaces. Solutions such as EcholoN offer comprehensive connection options to third-party and existing systems – for a continuous, digital flow of information.
4. Manual exception processes remain in place
Automation must be thought through consistently
Another common mistake: Core maintenance is planned digitally, but exceptions—such as special approvals, feedback, or corrective measures—continue to be handled manually.
What happens then:
- Feedback is provided by email or verbally—and is not documented.
- Changes to the maintenance plan are agreed “on the side” – but not tracked.
- This results in shadow processes that hinder transparency and controllability.
Solution:
Automation must be thought of holistically – from the ticket to the workflow to the evaluation. Modern workflow engines, such as those integrated in EcholoN, make it possible to digitally map special cases, approval processes, or escalations – in a way that is traceable, verifiable, and auditable.
5. No training for employees
Technology alone is not enough—the team must understand and apply it
Even the best software is of no use if the people who are supposed to use it are overwhelmed or unsure. In the area of maintenance and repair in particular, many teams work operationally, with little affinity for IT—here, support and training are essential.
Typical risks:
- Incorrect operation or data gaps.
- Frustration due to poor usability or lack of understanding.
- Return to manual “emergency solutions.”
Recommendation:
Focus on user-friendly interfaces (e.g., self-service or mobile portals) and invest in training and accompanying communication. Involve the team at an early stage—and make the benefits tangible: less paper, less stress, more time for real technology.
Bottom line: How to successfully automate maintenance planning
The digitization and automation of maintenance planning is an important step for companies that want to increase efficiency, minimize downtime, and control costs. But to succeed, you need more than just software: you need a well-thought-out concept, realistic expectations, clear structures—and above all, people who can and want to use the technology.
In summary, these five points determine success or failure:
- Structured processes lay the foundation.
- Realistic expectations ensure sustainable use.
- System integration prevents information loss.
- End-to-end digitization increases efficiency and transparency.
- Employee training is the key to acceptance.
Next steps
Want to automate your maintenance processes—but without the typical pitfalls?
Then get to know EcholoN—the central platform for digital maintenance management, workflow control, and service processes. Fully integrable, individually configurable, and proven in practice.
FAQ - Frequently Asked Questions - Maintenance Planning Software
What is maintenance planning software and what is it used for?
Maintenance planning software is a software solution designed to centrally manage the maintenance and repair of machines, systems, and operating resources. It helps to plan and document maintenance tasks, inspection intervals, and maintenance dates, create checklists and inspection reports, and ensure compliance with legal requirements for occupational safety.
How does modern maintenance software optimize my maintenance processes?
Modern maintenance software optimizes processes by enabling preventive maintenance, automating inspection deadline management, and efficiently planning upcoming maintenance. With clear dashboards and modules for mobile apps, inspection reports, and repair history, it reduces downtime and avoids error-prone Excel spreadsheets.
What are the advantages of electronic inspection deadline management?
Electronic inspection deadline management ensures reliable reminders of inspection dates, inspection logs, and inspection reports, increases compliance with inspection deadlines, and reduces risky delays. The advantages of electronic inspection deadline management include better maintenance planning, complete documentation, and the ability to perform inspections via tablet or smartphone.
Can the maintenance software also be used on mobile devices?
Yes. Many professional maintenance software programs offer a mobile app that allows maintenance managers to plan maintenance, document inspections, and record measurements on site. This allows maintenance planners to access checklists, inspection reports, and maintenance plans directly via tablet or smartphone and immediately process upcoming tasks.
How does the software support the planning of maintenance dates and maintenance schedules?
The maintenance planning software allows you to create and manage maintenance schedules, coordinate maintenance dates, and assign maintenance work to technicians. It generates automated reminders, optimizes resource management, and offers clear calendar functions that efficiently plan maintenance and inspections.
Is using maintenance software better than Excel spreadsheets?
Yes. Excel spreadsheets are often prone to errors and not well suited for inspection deadline management or extensive documentation. Professional maintenance software offers structured inspection logs, versioned documentation, automated inspection deadlines, and enables best practices in maintenance management.
What features should professional maintenance planning software include?
Essential modules include inspection deadline management, checklists, repair history, inspection reports, mobile app, clear dashboards, maintenance planning, documentation of measured values, and a module for preventive maintenance. In addition, the software should support the management of plants and machines, operating resources, and the control of maintenance tasks.
How does the software help with documentation and verification?
The software enables the complete documentation of maintenance and inspections, creates inspection logs and reports, stores measured values and repair data, and provides evidence of compliance with inspection intervals and occupational safety requirements. This facilitates audits and improves the transparency of all maintenance work.
For which companies is maintenance planning software suitable?
Maintenance planning software is suitable for anyone who operates equipment and machinery—from small workshops to large production facilities. It supports maintenance managers in the management of operating resources, the planning of maintenance and inspections, and the implementation of preventive maintenance and efficient maintenance processes.
Also interesting:
- EcholoN CMMS Software
- Service Management Software
- Blog article: CMMS - Computerized Maintenance Management System - Maintenance Planning and Control System (IPS)
- Blog article: Difference between maintenance, inspection, servicing, and repair and overhaul
- Blog article: What is preventive maintenance?
- Blog article: What is predictive maintenance?
- Blog article: What is enterprise asset management - EAM?