Since the first industrial revolution, technology has contributed to maintenance, but it has made significant strides since then. Similar to how equipment reliability has increased, management and maintenance solutions have been updated to keep pace with the industry’s development.

As a result, manufacturing lines now require more resources for maintenance, asset management, and reliability indicators. However, we have cutting-edge tools at our disposal, including the QR Code, to streamline the job of maintenance staff.

In this article, we will take a deep dive into QR-code based Maintenance Management and How CMMS and QR-code can upraise your maintenance process. Let’s check out.

What is a QR code?

The term “QR code” refers to a quick response code. A smartphone camera can read the two-dimensional barcode. Many pieces of data, including website URLs, phone numbers, text messages, and more, can be stored in QR codes.

Businesses are using QR codes more frequently to notify clients about their goods and services. For instance, a restaurant might print a QR code on its menu that patrons can scan to view a dish’s nutritional details.

How can QR code help with Maintenance Management?

A useful tool for streamlining maintenance management is QR codes. These are a few applications for QR codes:

Asset Management and Tracking

Tools, machinery, and other assets can be tracked and managed using QR codes. Each asset can be given a special QR code that carries details about it, including its location, maintenance history, and present state.

The technician may quickly access the asset’s maintenance history and other pertinent data by simply scanning the QR code with their smartphone when an asset needs maintenance. This saves time and guarantees that the technician has access to all the relevant information.

Schedule for Maintenance

Scheduling maintenance activities using QR codes is another option. On a piece of machinery that requires routine maintenance, for instance, a QR code can be installed. When maintenance is about to expire, the QR code can be programmed to send a reminder to the maintenance crew.

By doing so, responsibilities related to maintenance are completed on time and it is made possible to avoid breakdowns or other problems brought on by slack maintenance.

Remote access to Instructions and Manuals

Technicians can view equipment manuals and other instructions remotely using QR codes. A technician can be led to a webpage or document with the necessary information by scanning a QR code.

As a result, technicians spend less time carrying around heavy manuals or other paperwork.

Security and Adherence

Moreover, QR codes can be used to verify that apparatus and equipment are secure and in compliance with applicable laws. For instance, a piece of equipment that is subject to routine safety inspections could have a QR code attached to it.

A safety inspector can get details about the equipment’s safety features and compliance status by scanning the QR code. This lowers the possibility of accidents or other problems by ensuring that the equipment is secure and compliant.

Analysis and Reporting

Data on maintenance can also be tracked and analyzed using QR codes. Data regarding the asset and the maintenance task can be recorded each time a QR code is read.

Organizations can utilize this data to create reports and analyses that can aid in trend identification, maintenance demand forecasting, and process optimization.

Common Challenges of QR-code based Maintenance Management

In order to shorten procedures and increase the effectiveness of maintenance chores, QR (Quick Response) codes are being used more and more in maintenance management. Organizations may encounter a number of difficulties while implementing QR-based maintenance management, though. Common challenges include:

Technological Constraints

Smartphones or other devices with cameras and QR code reading capabilities are required for QR codes. QR-based maintenance management may not be possible if an organization’s maintenance workers or contractors do not have access to such devices.

Lack of Uniformity

Since QR codes are not standardized, several suppliers may employ various QR code formats. Because of this, companies may find it difficult to create a uniform strategy for QR-based maintenance management.

Management of Data

Little amounts of data, usually a URL or other web address, can be stored in QR codes. Managing the data for each QR code might be difficult if a business has a lot of maintenance jobs or assets.

Security Issues

Security issues may arise because QR codes can easily duplicated or altered. For instance, a hacker could swap out a trustworthy QR code for one that leads maintenance personnel to a phishing website.

Training Prerequisites

Training in the use of QR codes and related software may be necessary for maintenance employees and contractors. This training may take a lot of time and money if a firm employs a significant number of maintenance personnel.

Over Dependence on Technology

Technology plays a significant role in QR-based maintenance management. Maintenance tasks could be postponed or hindered if the technology breaks down or malfunctions. Also, in the event of a technological failure, a company might not be able to access the data linked to QR codes if they don’t have backup mechanisms in place.

Costly Affair

It can be expensive to implement QR-based maintenance management, especially if an organization needs to buy new gear or software to support the system. In addition, fees for continuing maintenance and assistance might mount over time.

How QR Code with CMMS can Make the Maintenance Management More Effective?

QR codes are a powerful tool for enhancing maintenance management when integrated with a CMMS. By using QR codes, maintenance staff can easily access information about assets and equipment by simply scanning the code with their mobile device. This information can include maintenance history, manuals, inventory, and other data that can help them perform their tasks more efficiently.

QR codes can also be used to generate work orders, which can include detailed instructions, checklists, videos, and images, making it easier for maintenance staff to complete their tasks correctly and efficiently. The use of QR codes can reduce paperwork, improve data accuracy, and provide valuable data that can be used to analyze maintenance performance and identify areas for improvement.

Moreover, QR codes can provide mobile accessibility, which is critical for today’s mobile workforce. Maintenance staff can access QR codes using their smartphones or tablets, enabling them to perform tasks and access information while they are on the go. This feature can be particularly helpful for organizations with large campuses or remote locations, where maintenance staff may need to travel long distances to access equipment.

In addition to that, Combining CMMS and QR Code can unwind the challenges like:

Code Placement And Visibility

A CMMS can help ensure that QR codes are placed in the optimal location for easy access by maintenance staff. It can also provide guidelines for code size, placement, and visibility to ensure that codes are easily readable.

Code Readability

With CMMS software, QR codes are properly scanned by maintenance staff by verifying that the codes are properly generated, stored, and displayed. It can also provide guidance on how to scan codes to ensure that they are read correctly.

Data Organization

CMMS system lets you organize and store the data collected through QR codes, making it easier to access and use for maintenance management. This can help reduce errors and improve efficiency by ensuring that the data is accurate and up-to-date.

Task Prioritization

By combining CMMS with QR codes, you can prioritize maintenance tasks by analyzing the data collected through QR codes. By identifying assets that require the most maintenance or tasks that take the longest, maintenance staff can prioritize their work accordingly and focus on areas that require the most attention.

Best Practices for Using QR Codes in CMMS for Maintenance Management

You can keep to best practices, such as the following, to make sure that QR codes are utilized efficiently in maintenance on a CMMS:

Accurate Placement of QR codes

Put codes in areas where teams can see them. Make sure to safeguard the area from wear or damage that could render the code unreadable.

Routine QR code Maintenance

Inspection and cleaning of the codes should be done frequently to keep them readable. Quickly fix or replace any codes that have been worn down or damaged.

Including QR codes in your Preventative Maintenance Plan

In order to make sure that maintenance tasks are planned out and carried out on time, codes can be incorporated into a preventative maintenance program. Also, it may help to prolong the equipment’s lifespan and prevent malfunctions.

Regular Training for Maintenance Teams

Teams should receive training on how to utilize the codes correctly, access asset information, and plan maintenance tasks.

Standardized QR codes

Use same codes across the board to ensure uniformity and reduce confusion. Standardizing the data contained in the QR code as well as its appearance and size might be a part of this.

QR code Auditing on a Regular Basis

You can find any flaws, such as illegible codes or out-of-date information, by periodically auditing the codes. Also, this aids in locating any equipment that might be missing a code or have the incorrect code attached.

TeroTAM CMMS and QR Codes : The Perfect Blend to Streamline Your Maintenance Management

Asset and work order management in the cloud has never been easier. Real-time notifications based on the codes linked to Work Orders, assets, locations, and inventory are feasible when using TeroTAM CMMS and its QR Code creation and scanning feature on cloud-based infrastructure with high-end mobility. As a result, you get quick access to the facilities management KPIs for your business and ensure the uninterrupted and 100% accurate maintenance management.

To Know more about How TeroTAM can help you implement QR-code based Maintenance Management, connect with us at or schedule an appointment with our experts now..!!

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