Utilize Your CMMS Efficiently

Now that you have chosen the right Computer Maintenance Management System (CMMS) software for your business, it is crucial to choose the right asset-naming convention or system nomenclature. Applying a consistent naming system is the most efficient way to keep your maintenance management organized. That way locating an item within the system is fast and easy.


It is important to take the time to consider the framework of your naming system before you dive in head-first. Preparing a naming structure beforehand allows for fast equipment tagging and confidence that your naming system is the best it can be.

When you are ready to begin the process, don’t be stingy with information. Use as many fields and details as you can. The more information you have at your fingertips, the easier it will be for you to streamline your system; the information you need in the future will be clear and easily available to you. It is likely you will need it later.

Using acronyms is an excellent idea, but remember to be consistent and use ones that are as universally recognizable as possible. Consider key letters in the names of your assets, such as abbreviating “motorized control damper” as MCD. This is a perfect way to quickly identify what the asset is on a large scale.


Your business is destined to grow, and you want to make sure you have a system nomenclature that can both expand and remain consistent. As time goes on and your company continues to thrive and grow, it will be necessary to revisit and ‘spring clean’ your system. Having a regular and personalized scheme will streamline the process of upkeep in the future.

Every part in your inventory should follow the same basic naming scheme, with variations for size, color, or other distinguishing features. Consistency will allow your entire asset library to be searchable, shared between users, and expanded upon as new types of machines or equipment are purchased.


Once you have your naming system worked out, it is a good idea to consider making a reference guide document for later use. Include how your part names are broken down, which parts belong to which location (if you have multiple but separate work sites), how they can be referenced by those not familiar with your maintenance system, and any other important details.


Remember that there are rarely cookie-cutter answers. You know the needs of your business better than anyone else. Use that knowledge to so that regardless of which CMMS program works best for you and your company that you get the best, most conducive product to suit your needs.

Regardless of which brand of software you choose, there will be resources available to you to help you find your way. Part of MicroMain’s CMMS conversion service is working with our clients to name your assets in an individualized way, helping take the guesswork out of how to name your equipment.

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