Are ad hoc maintenance costs getting out of control, or complaints from residents or care staff causing headaches? It’s definitely time to move your maintenance processes to a streamlined digital system. MDFM works alongside aged care providers and retirement living operators to capture their aged care assets in one centralised system and track the expenses associated with maintaining their aged care facility. Here is our simple 7 step guide to help you choose the most suitable maintenance software system for your organisation.

Why does your Aged Care Organisation need a maintenance software system?

With The role of technology in aged care asset management being more and more prevalent, this area of the business is finally realising the benefits of specialised software and digitisation – catching up to areas such as HR, medical care, and finance.

You need an online digital asset management system if you are seeking:

  • Transparency across costs, suppliers and future planning
  • Compliance and documentation for your assets
  • Improved reporting and analytics
  • Improved staff productivity
  • Tools to support executive decision making and asset planning


The dangers of not using maintenance software systems for Aged Care

If aged care facility assets are not properly planned or tracked, the risks and financial costs increase, which we’ve seen with clients who engage MDFM to digitise their maintenance. Here are the most common consequences of not using asset maintenance software:

  • Asset and maintenance activities are manually recorded. This leads to increased administration for your staff, the risk of human error and increased barrier to accessing records day to day, or during an audit. 
  • Assets may be under or over serviced, leading to deterioration or unnecessary cost. 
  • Assets can be misplaced, stolen, or misused, resulting in wasted resources or legal liabilities
  • Without asset data informing your purchasing decisions, your organisation may continue to purchase assets that cost more to maintain over the life of the asset. 

MDFM can help you choose, install, and configure the best CMMS software for your facility and train your staff to use it effectively.


7 Steps to help you choose the best asset maintenance software for your organisation:

  1. Assess Your Needs: Start by identifying your organisation’s specific maintenance requirements. Consider factors such as the size of your asset portfolio, the types of assets you manage, the complexity of your maintenance tasks, and any regulatory or compliance obligations. 
  2. Define Key Features: Create a list of must-have features and functionalities that are essential for your maintenance operations. This may include preventive maintenance scheduling, work order management, reactive request module, asset tracking, reporting and analytics capabilities, mobile accessibility, integration capabilities with other systems (such as CMMS or EAM), and ease of use. 
  3. Research and Compare: Conduct thorough research on different asset maintenance software options available in the market. Consider factors such as vendor reputation, industry experience, customer reviews, product demonstrations, and case studies. Evaluate how well each software aligns with your defined needs and key features.
  4. Request Demos and Trials: Schedule demos or request trial versions of the shortlisted software solutions. This will give you a hands-on experience of the software’s functionality, user interface, and ease of use. Test how the software handles your specific maintenance tasks, whether it integrates with your existing systems, and if it meets your reporting and documentation requirements. 
  5. Evaluate Scalability and Flexibility: Consider the scalability of the software solution to ensure it can accommodate your aged care organisation’s future growth. Additionally, assess the software’s flexibility to adapt to changes in your maintenance processes and evolving technological needs.
  6. Budget Considerations: Determine your budget for asset maintenance software. Compare the costs of different software options, including the initial setup fees, ongoing licensing or subscription costs, and any additional expenses such as training or support. Remember, it’s important to consider the long-term value and return on investment (ROI) rather than just the upfront cost.
  7. Vendor Support: Evaluate the reputation and reliability of the software vendor. Check their track record, customer support availability, and response time. Consider their customer service and training options to ensure that you will receive adequate support during implementation and ongoing usage.


Finding the best asset maintenance software requires a thorough assessment of your specific needs, research, and careful evaluation of available options. Take your time, involve key stakeholders, and choose a solution that meets your organisation’s requirements now and in the future. If you need an impartial expert to guide you through from research to implementation, contact MDFM today.