Why isn’t your CMMS improving the reliability of your assets?

29.09.2026

You invested in a CMMS (Computerized Maintenance Management System) to get a grip on maintenance and unplanned downtime, but the work remains mostly reactive. A CMMS only delivers what goes into it: without a reliable information foundation, the expected savings and higher reliability don’t materialize. This article shows why, and where to start if you want more control.

In brief

Of the respondents in the MaintainX survey (2026), 64% have a preventive maintenance program, but 50% spend less than 40% of their time on planned work.
A CMMS or AI tool doesn’t improve the quality of your data. The prerequisite for effective asset information management is an information foundation that is in order.
Start with an assessment of your current asset information: where does the data live, how reliable is it, and where are the biggest risks?

What market data shows about the cost impact of unplanned downtime

The MaintainX State of Industrial Maintenance 2026 survey (Opens in new tab) (n=2,234 maintenance and operations managers) shows that getting unplanned downtime under control is a widespread challenge, and that its costs are rising rather than falling.

64% of respondents use a preventive maintenance program and expect to spend more time on planned maintenance as a result. In reality, 50% spend less than 40% of their time on planned work. And 39% saw the cost of downtime rise over the past year.

Why a CMMS doesn't improve the quality of your data

Choosing a CMMS is about gaining more control and avoiding surprises. Implementing the tool alone doesn't change the quality of the data that goes into it. Is your asset information incomplete, outdated, or fragmented? Then that's what your CMMS gives back to you: a neat dashboard, but built on unreliable data.

On top of that, new information keeps coming in. It isn't integrated automatically, and certainly not in a way that contributes to better asset management. That's why many organizations find after implementation that the CMMS doesn't help reduce unplanned downtime.

Staff shortages and skills: not the underlying cause

In the survey, respondents cite staff shortages (36%) and a lack of the right skills (28%) as causes of rising downtime. That's understandable. I'm convinced it isn't the underlying cause. Without reliable data, even capable people work with incorrect or incomplete information. More people or more skills won't solve that.

A solid information foundation will.

Why AI on unreliable information leads to wrong conclusions faster

AI is often seen as the next solution that will finally deliver the desired result. But the same applies here: don't start with AI-driven tools if your information foundation isn't in order. They're only as good as the data they process. Without a reliable foundation, you reach wrong conclusions faster, not the right insights.

It's not just about existing data. The new information coming in must also be the right information: relevant to what the operation needs and aligned with what you want to achieve with AI. Feeding an AI model more data doesn't help if it isn't the data that answers your question.

Making the right decisions based on reliable information

With a reliable data foundation, your CMMS isn't the only one to benefit: it gets the data it needs to provide reliable information for making the right decisions every day. You gain in many more areas: operational excellence, easier compliance with laws and regulations, governance and risk management, interoperability, efficient daily operations, and a solid basis for AI and advanced analytics.

Where do you start? Map your asset information first

Want to get more out of your CMMS? Address the cause, not the symptom. Start with an assessment of your current asset information: where does the data live, how complete and reliable is it, and where do the biggest risks arise? Only then decide which next step is best for your situation.

That step differs per organization. What doesn't differ: without an information foundation, no tool will deliver the result you want.

Get started with an AIM assessment

Know exactly where you stand with your asset information. Fixed price, defined scope, clear deliverables. We map your current state, review your processes and data, and run a gap analysis against ISO 55000/19650 and industry benchmarks. You get a recommended AIM model, a business case, and a roadmap. No obligation beyond that.

About the author

Lina Bäckman

Senior Service Solutions Manager, AIM & Data

About the author

Lina Bäckman

Senior Service Solutions Manager, AIM & Data

I help asset-intensive organizations such as those in energy, process industry and utilities turn information complexity into structured, usable knowledge across the full asset lifecycle, from investment projects through operations and maintenance. At Etteplan I've built and led teams and developed service offerings. My background combines technical engineering with leadership and commercial responsibility, which means I understand both what clients need to solve and how to design solutions that work at scale. Etteplan AIM is built on the insight that asset information only creates value when it serves a clear purpose. Our team brings operational and engineering context to every information management task. We don't just store and organize; we structure information and set up the governance and processes so it's genuinely usable for the decisions and actions your teams need to take.