Posted 5th January 2026 by Rob Whalley

Welcome to a New Year: The Perfect Time to Review Your CMMS/CAFM System

A new year naturally brings fresh targets, new budgets, and a renewed focus on performance. For facilities, estates, and maintenance teams, it’s also one of the best times to step back and ask a simple question:

“Is our CMMS/CAFM solution still the right fit for what we need today — and where we’re heading next?”

Maybe your system is working “well enough”, but you’re still battling spreadsheets, chasing updates, struggling with reporting, finding that every process change needs workarounds or having difficulties getting responses from your CMMS/CAFM provider. Or perhaps your organisation has grown, maybe you need to make cost savings, maybe compliance expectations have tightened and you need more structure and visibility than your current setup can provide.

Either way, the start of the year is a strong point to review the market.

Why review now?

Over time, CMMS/CAFM systems can become “set and forget” tools — but your estate doesn’t stand still. Roles change, site responsibilities expand, contractors come and go, reporting expectations increase, and technology moves on.

A market review doesn’t have to mean a rip-and-replace project. Often, it’s about confirming what’s working, identifying gaps, and understanding what modern solutions can now offer — especially around usability, mobility, integrations, and compliance management.

What to look out for when reviewing the market

1) Usability: does it help people do the work, or create admin?

A powerful system is only valuable if it’s actually used consistently. When reviewing platforms, look for:

• Simple navigation and logical workflows
• Minimal clicks for common tasks (logging jobs, closing jobs, raising POs, approving work)
• Clear dashboards for different roles (helpdesk, supervisors, engineers, compliance managers)
• Mobile usability that feels like a proper app — not a “shrunk-down” desktop screen

If users avoid the system, data quality drops, reporting becomes unreliable, and you end up running two systems: the CMMS… and the spreadsheet.

2) Technology: cloud, security, integrations, and performance

Most organisations now expect modern platforms to support secure access, fast performance, and integration with the wider digital estate.

Key questions to ask:

• Is it cloud, on-prem, or both — and what’s the roadmap?
• What security measures and accreditations are in place?
• Is there an open API for integration with Finance, HR, BI, BMS, IoT, or document systems?
• Can it support SSO and modern user management?
• How stable is the vendor’s hosting model and uptime approach?

Good technology shouldn’t just be “modern” — it should be practical, secure, and easy to adopt.

3) Modular design: can you start with what you need and expand later?

One of the biggest differences in today’s market is how solutions scale.

A strong CMMS/CAFM platform should allow you to:

• Start with core reactive and planned maintenance
• Add compliance, assets, stock, contractor management, permits, PPM libraries, mapping/GIS, etc.
• Expand at your pace without forcing a big-bang implementation

Modularity also reduces risk. You can deliver early wins (e.g., PPM compliance) while preparing additional capabilities in phases.

4) Flexible pricing: does the commercial model match your reality?

Pricing should align with how your team actually operates — and how you want to grow.

Look for:

• Clear, transparent licensing options
• Flexibility for different user types (admin, engineer, contractor, read-only, requester)
• Modular pricing so you only pay for the functionality you need
• The ability to scale licences up/down without penalty where possible
• A sensible approach to implementation costs and ongoing support

A good provider will help you design a commercial model that supports adoption and expansion — not one that punishes growth.

5) Customer service: will you be supported when it matters?

When a CAFM/CMMS provider is good, you barely notice — because things get solved quickly, releases are communicated clearly, and support feels like part of your team.

Ask:

• Is support UK-based (if that matters to you) and what are the SLAs?
• Do you get named contacts or a dedicated customer success route?
• How are issues triaged and escalated?
• What’s the approach to training, knowledge base resources, and onboarding?
• Can they provide references from organisations similar to yours?

The real test of a system isn’t the demo. It’s how the supplier performs six months after go-live when priorities change and you need answers fast.

6) Dedicated mobilisation support: how do they get you live successfully?

Implementation is where many CMMS/CAFM projects succeed or fail.

A strong mobilisation approach typically includes:

• Data workshops to understand your estate, processes, and priorities
• Clear scope definition and phased delivery (not “everything at once”)
• Configuration, workflow setup, and user role design
• Data import support (assets, PPM schedules, locations, contractors, stock)
• UAT support and a structured go-live plan
• “Early life support” after launch to stabilise and embed adoption
• “Hyper support” provides increased support pre-and-post-go-live

Look for a supplier who talks about mobilisation as a partnership — not just a checklist.

Additional points worth including in your review

Reporting and dashboards

Modern CAFM/CMMS should help you evidence performance quickly:

• SLA tracking and backlog visibility
• Compliance status and exception reporting
• Asset lifecycle reporting (costs, downtime, history, replacement planning)
• Export options and Power BI integrations

Compliance beyond planned maintenance

Not all compliance is “a job”. Some compliance is documentation, certification, evidence, and audit trails. Look for:

• Document control and site compliance storage
• Asset-level statutory document attachments
• Alerts for expiry dates, inspections, and renewals
• Clear audit history and reporting

Mobility and offline capability

If your engineers work in basements, plantrooms, remote sites, or secure areas, ask:

• Does the mobile app support offline working?
• Can it capture photos, signatures, readings, and parts in the field?
• Does it support follow-on jobs, defects, and remedials without admin overhead?

Product roadmap and client-driven development

A solution should improve over time. Ask:

• How often do they release updates?
• Are enhancements included, or chargeable?
• How do customers influence the roadmap?
• Can you get visibility of planned features and timelines?

A simple way to approach your market review

If you want a practical starting point, try this:

1. List your current frustrations (top 10)
2. Define your “must-haves” vs “nice-to-haves”
3. Identify your next 12–24 month goals (compliance, reporting, contractor control, asset strategy, etc.)
4. Shortlist 3–5 vendors and score them consistently
5. Insist on a demo using your real-world scenarios, not a polished script
6. Speak to reference customers and ask how mobilisation and support actually went

Closing thought

A new year is about more than fresh starts — it’s about setting your team up to deliver with confidence. Whether you’re looking for better visibility, stronger compliance control, a more user-friendly experience, or a platform that can evolve as your estate changes, a review of your CMMS/CAFM solution can be one of the most valuable moves you make this year.

Ready to review your CMMS / CAFM system?

If 2026 is the year you want greater visibility, stronger compliance, and a system that genuinely supports your teams — now is the ideal time to review your options.

Tabs FM helps organisations modernise their CMMS and CAFM approach through:

• Modular, scalable software
• Flexible pricing aligned to real-world estates
• Dedicated mobilisation and hyper support at go-live
• UK-based support and client-driven development

Whether you’re actively looking to replace an existing system, exploring alternatives to spreadsheets, or simply sanity-checking what the market now offers, we’d be happy to help.

1. Book a no-obligation system review or demonstration
2. Discuss your current challenges and future requirements
3. See how a modular CAFM platform can evolve with your estate

Start the conversation today and make sure your CMMS/CAFM system is ready for the year ahead.