When it comes to managing facilities, few departments feel the pressure to “do more with less” like Maintenance does. Work orders pile up, assets break down, budgets get squeezed — and yet stakeholders still expect high uptime, safe workplaces, and cost savings.
That’s where an IWMS (Integrated Workplace Management System) can make a real difference — not just by tracking work orders, but by turning your maintenance data into actionable insights.
In this post, we’ll look at how maintenance managers can use IWMS dashboards and reporting tools to analyze key metrics — so you can keep your teams productive, your assets running, and your costs under control.
Why Maintenance Analytics Matter
Many organizations still treat maintenance data like a filing cabinet — it’s there if you need it, but nobody’s really using it to make better decisions.
An IWMS changes that. By capturing work order histories, labor hours, asset conditions, and spend data all in one system, you can finally see patterns that help you:
Pinpoint recurring problems
Justify budget increases with real data
Optimize preventive maintenance schedules
Identify underperforming assets before they fail
Benchmark team productivity and vendor performance
In short: you’re not just working harder — you’re working smarter.
4 Metrics Every Maintenance Manager Should Track in an IWMS
1. Work Order Backlog and Completion Rates
Your IWMS can show you how many work orders are open vs. completed on time. Spotting trends helps you balance workloads and set realistic response time goals.
2. Labor Hours and Cost per Work Order
Dashboards break down how many hours your techs spend on specific tasks or assets — and what that time costs you. Use this to identify inefficiencies and where extra training or resources may be needed.
3. Asset Performance and Repair History
Good IWMS reports go beyond what broke and when — they help you predict what’s likely to break next. By analyzing repair frequency and costs, you can decide whether to repair, replace, or upgrade.
4. Preventive vs. Reactive Maintenance Ratio
One powerful insight is seeing how much of your work is proactive vs. reactive. A healthy maintenance program typically leans more than 50% preventive — if your ratio is off, your IWMS can help rebalance your strategy.
Tips for Using Dashboards Effectively
Customize Your Views: Don’t settle for generic dashboards. Tailor them to the metrics that matter most to your team and stakeholders.
Automate Reports: Schedule regular reports to land in your inbox so you’re never surprised by rising costs or backlogs.
Share the Story: Use visuals to communicate maintenance performance to leadership. When they see the ROI in clear charts, it’s easier to secure budget support.
Turning Data into Action
Having the numbers is great — but acting on them is what drives real results. An IWMS should help you build a culture of continuous improvement:
✅ Use analytics to adjust your PM schedules.
✅ Identify which assets are eating up the most resources.
✅ Recognize top-performing techs and share best practices.
✅ Hold vendors accountable with data-backed scorecards.
Ready to See the Insights Hiding in Your Work Orders?
At IMS Consulting, we help organizations get the most out of their IWMS investments — from implementation and integration to training and reporting.
If you’re ready to turn your work orders into work insights, we’d love to show you how.
About IMS Consulting:
For over a decade, IMS Consulting has been at the forefront of delivering comprehensive services across multiple platforms, including Archibus, ServiceNow, and ESRI, to our diverse clientele in both public and private sectors. As a dedicated small business, we offer personalized attention from experienced and certified consultants. Our experts collaborate closely with clients to deeply understand their operational processes, identify unique requirements, and uncover opportunities for enhanced management of their infrastructure. We are committed to helping you make informed capital budgeting decisions that yield benefits today and sustainably into the future.
