How to Reduce Lab Downtime by 78% Using CMMS Calibration Software

Looking for answers to your questions about calibration software? Look no further. This blog post covers the following topics pertaining to calibration software:  

• What Is a CMMS System in Life Science Lab Management?
• CMMS Features for Life Science Lab Asset Management.
• The 15 Biggest Benefits of a CMMS Lab System.
• Real-World Examples of CMMS Calibration Software in Action.
• Challenges in Life Science Labs and How a CMMS System Helps.
• What to Consider When Choosing Your CMMS System.
• How MasterControl's CMMS Lab Solution Stands Out.
• Better Science, Less Downtime—All With MasterControl.

When you're navigating the complex landscape of lab asset management, efficiency isn't just desirable—it's necessary. Life science labs are innovation hubs where even the smallest equipment failure can derail critical research. Each instrument, piece of equipment, and consumable plays a vital role in your success—and this is where a computerized maintenance management system (CMMS) software solution transforms how you operate.

An efficient lab doesn't just happen. It's built on systems that anticipate errors, optimize resources, and enhance productivity. A powerful CMMS lab solution significantly reduces compliance risks—essential for any organization working under the scrutiny of the U.S. Food and Drug Administration (FDA), European Medicines Agency (EMA), or other regulatory health authority.

MasterControl's customer-focused, confident approach to CMMS calibration software turns complex lab asset management into a streamlined, intuitive process that helps the people who help people.

What Is a CMMS System in Life Science Lab Management?

A CMMS is the digital backbone of modern lab asset management, designed to transform how you track, calibrate, and maintain critical equipment.

"A CMMS system reveals insights that transform how lab leaders make decisions—turning maintenance from a reactive necessity into a strategic advantage," noted industry expert Greg Freitag.

A CMMS system doesn't just record equipment details—it anticipates your maintenance needs, monitors performance patterns, and ensures compliance with regulations like 21 CFR Part 11. This technology eliminates guesswork from lab asset management, keeping your operations compliant and your science on schedule.

MasterControl’s cloud-native CMMS lab platform delivers exceptional uptime and connects seamlessly with your existing systems through open API architecture.

CMMS Features for Life Science Lab Asset Management

A robust CMMS system goes beyond basic maintenance tracking. It becomes the command center for your entire operation, connecting people, processes, and equipment in ways that drive better science. A purpose-built CMMS software solution offers:

People-Centered Resource Management: The most sophisticated lab equipment is only as good as the people who use it. MasterControl's CMMS tracks not just physical assets but also your team's qualifications, certifications, and training status. This ensures the right people with the right skills are always matched to the right tasks—creating a lab where expertise is always applied where it matters most.

Complete Asset Registry: At the heart of effective lab asset management is visibility. Our CMMS lab solution maintains a living digital record of every asset—from purchase date and cost to maintenance history and location—all accessible in seconds. This comprehensive view transforms equipment from isolated tools into a connected ecosystem that supports your scientific goals.

Automated Work Orders: Why should scientists spend time on paperwork? MasterControl CMMS calibration software automatically generates work orders based on equipment usage patterns, manufacturer recommendations, or time-based triggers. This automation eliminates manual tracking, ensures no maintenance is overlooked, and frees your team to focus on what they do best—innovation and discovery.

Predictive Maintenance: Waiting for equipment to fail isn't just inefficient—it's unnecessary. MasterControl's CMMS system moves beyond reactive maintenance to predictive care that identifies potential failures before they happen. By analyzing performance patterns, the system triggers preventive interventions that extend equipment life, reduce costs, and keep your science on schedule

Integrated Inventory Management: Running out of critical supplies during important procedures stops science in its tracks. Our CMMS lab solution provides real-time visibility into consumables, automatically flags low inventory, and can even initiate reordering based on customizable thresholds. This ensures your team always has what they need, when they need it.

GxP-Compliant Reporting: In regulated environments, documentation isn't just helpful—it's mandatory. MasterControl's CMMS calibration software generates comprehensive reports on demand, providing the evidence you need for audits, investigations, or process improvement initiatives. These data-rich insights transform compliance from a burden into a competitive advantage.

Asset-Based Licensing: Unlike competitors who charge by user count (limiting who can access the system), MasterControl's CMMS system uses an asset-based licensing model. This approach ensures everyone who needs access gets it—from scientists and lab technicians to quality teams and external service providers. More access means better coordination and fewer communication gaps.

Seamless Integrations: No lab system exists in isolation. Our CMMS lab solution connects with your existing infrastructure through open APIs—whether that's your enterprise resource planning (ERP) system, laboratory information management system (LIMS), quality management system (QMS), or an authentication system like Okta. This interoperability ensures data flows seamlessly between systems, creating a single source of truth across your organization.

The 15 Biggest Benefits of a CMMS Lab System

1. Complete Asset Visibility

MasterControl's CMMS system gives organizations immediate, comprehensive visibility into every asset across their lab network. This 360-degree view shows not just where equipment is, but its operational status, calibration schedule, and performance history.

This transparency allows lab managers to make informed decisions about resource allocation, maintenance scheduling, and capital purchases. The result? Equipment that performs reliably when you need it, where you need it.

2. Workflow Clarity

Who's doing what, when, and on which equipment? MasterControl's CMMS lab dashboards provide real-time answers to these critical questions.

Through intuitive visualizations customized for different roles, everyone from scientists to service technicians understands their responsibilities and sees how their work connects to others. This clarity eliminates confusion, reduces bottlenecks, and creates a more coordinated lab environment where everyone works toward shared objectives.

3. Proactive Maintenance

The most expensive maintenance is the kind you didn't plan for. Our CMMS calibration software shifts your approach from reactive to proactive by automating maintenance schedules based on manufacturer recommendations, usage patterns, and performance data.

By addressing small issues before they become major problems, you extend equipment life, reduce emergency repairs, and maintain consistent output. The science doesn't stop because the right maintenance happened at the right time.

4. Streamlined Operations

MasterControl's CMMS system eliminates the complexity that slows down lab operations. By centralizing information, automating routine tasks, and providing clear visibility into processes, we help you remove the friction points that waste time and frustrate teams.

From work order generation to preventive maintenance scheduling, our system handles the details so your team can focus on what matters—advancing your scientific goals and delivering results.

5. Reduced Manual Effort

Manual tracking creates errors; automation creates consistency. Our CMMS lab solution automates what machines do best—tracking details, generating notifications, and maintaining records—freeing your team to apply their expertise where human judgment adds the most value.

This shift from manual to automated processes reduces errors, improves data quality, and makes better use of your most valuable resource—your team's time and expertise.

6. Enhanced Productivity

When instruments work correctly, processes flow smoothly, and information is readily available, productivity naturally increases. MasterControl's CMMS calibration software creates these conditions by helping to ensure that equipment functions optimally, processes operate efficiently, and critical information is always at your fingertips.

The result is more science accomplished in less time, with fewer interruptions and greater confidence in the results.

7. Intelligent Automation

Automation isn't just about speed—it's about consistency and reliability. Our CMMS system automates routine tasks like work order creation, maintenance scheduling, and compliance documentation, ensuring these essential activities happen consistently without consuming your team's attention. This intelligent automation creates a reliable foundation that supports your lab's more complex and creative work.

8. Measurable Cost Savings

MasterControl's CMMS lab solution delivers clear financial returns through multiple channels:

• Extended equipment life through proper maintenance.
• Fewer emergency repairs and reduced downtime.
• Lower inventory costs through optimized ordering.
• Improved staff efficiency through better resource allocation.
• Avoided compliance penalties through consistent documentation.
  

These combined savings typically exceed the CMMS system's cost, making a modern CMMS solution not just an operational necessity but a financial advantage.

9. Minimized Downtime

In life science labs, downtime isn't just an inconvenience—it's a threat to research timelines, product development, and ultimately, patient care. Our CMMS calibration software dramatically reduces unplanned downtime by:

• Scheduling maintenance during natural workflow breaks.
• Identifying potential failures before they occur.
• Ensuring parts and qualified technicians are available when needed.
• Tracking equipment performance trends to optimize maintenance intervals.

The result is more reliable equipment, more predictable operations, and more consistent scientific output.

10. Predictive Insights

Moving beyond simple preventive maintenance, MasterControl's CMMS system uses historical data to predict when equipment is likely to require attention. This forward-looking approach helps you:

• Schedule maintenance before failures occur.
• Budget more accurately for service and repairs.
• Identify patterns that indicate underlying issues.
• Make informed replacement decisions based on total cost of ownership.

These predictive capabilities transform maintenance from a reactive necessity into a strategic advantage.

11. Optimized Repair Costs

Emergency repairs typically cost 3-5 times more than planned maintenance. By shifting from emergency repairs to scheduled maintenance, our CMMS lab solution dramatically reduces your total cost of ownership while extending equipment life.

Additionally, by tracking repair history across equipment types and manufacturers, the system helps you identify patterns and make smarter purchasing decisions for future acquisitions.

12. Simplified Compliance

For life science labs, compliance isn't optional. MasterControl's CMMS calibration software builds compliance into your daily operations by:

• Automating the documentation of maintenance activities.
• Maintaining comprehensive equipment histories.
• Ensuring calibration is performed on schedule.
• Providing ready access to records during audits.
• Supporting electronic signatures for 21 CFR Part 11 compliance.

This integrated approach transforms compliance from a stressful event into a natural outcome of well-managed operations.

13. Enhanced Safety

Equipment operating outside specifications doesn't just produce unreliable results—it can create safety risks. Our CMMS system enhances lab safety by ensuring equipment is properly maintained, calibrated, and operated according to manufacturer specifications.

By documenting safety procedures within the system and tracking safety-related maintenance, you create a safer environment while demonstrating your commitment to personnel well-being.

14. Risk Reduction

MasterControl's CMMS lab solution systematically reduces multiple risk categories:

• Operational risk through more reliable equipment.
• Compliance risk through consistent documentation.
• Financial risk through predictable maintenance costs.
• Safety risk through properly functioning equipment.
• Scientific risk through reliable instrument performance.

This comprehensive risk reduction creates a more stable foundation for your organization's scientific endeavors.

15. Data-Driven Decision-Making

Our CMMS calibration software transforms maintenance data into actionable insights. Real-time dashboards and comprehensive reports provide the information you need to:

• Identify underperforming equipment.
• Optimize maintenance schedules.
• Justify capital expenditure requests.
• Allocate resources more effectively.
• Demonstrate compliance to auditors.

These insights enable more informed decision-making across all aspects of lab operations.

Real-World Examples of CMMS Calibration Software in Action

Global Biotech Transformation

A multinational biotechnology company operating dozens of labs across three continents struggled with inconsistent maintenance practices, equipment downtime, and regulatory compliance challenges. Spreadsheets and paper records couldn't provide the visibility or control they needed.

After implementing MasterControl's CMMS system, they experienced:

• 78% reduction in unplanned equipment downtime.
• Standardized maintenance practices across all locations.
• Real-time visibility into equipment status worldwide.
• Streamlined audit preparation and a reduction in compliance costs.
• Improved capital planning based on equipment performance data.

The cloud-based architecture provided consistent access across all locations, while 21 CFR Part 11 compliance features ensured they maintained regulatory compliance during their digital transformation.

A Mid-Size Pharma's Efficiency Journey

A growing pharmaceutical company with 200+ critical lab assets was drowning in manual calibration records and reactive maintenance headaches. Their scientists spent nearly 15% of their time managing equipment issues rather than advancing research.

MasterControl's CMMS lab solution delivered immediate improvements:

• Automated scheduling reduced calibration backlogs by 94%.
• Preventive maintenance decreased emergency repairs by 67%.
• Digital documentation eliminated paper record management.
• Mobile access allowed technicians to update records at the point of service.
• Integration with their QMS created a seamless quality ecosystem.

Most importantly, their scientists reclaimed time previously lost to administrative tasks, accelerating their research timeline and improving job satisfaction.

Challenges in Life Science Labs and How a CMMS System Helps

Preventing Equipment Failures

When critical equipment fails unexpectedly, experiments are compromised, timelines slip, and costs mount. MasterControl's CMMS calibration software transforms maintenance from reactive to proactive by:

• Tracking manufacturer-recommended maintenance schedules.
• Monitoring usage patterns to predict service needs.
• Documenting performance trends to identify potential issues.
• Ensuring calibration occurs at appropriate intervals.

This systematic approach keeps equipment operating within specifications, dramatically reducing unexpected failures and the cascading problems they create.

Maintaining Regulatory Compliance

For life science labs, regulatory compliance isn't negotiable. MasterControl’s CMMS lab solution simplifies compliance by:

• Automating documentation of equipment maintenance.
• Providing complete audit trails for all asset activities.
• Supporting electronic signatures for 21 CFR Part 11 compliance.
• Ensuring calibration is performed by qualified personnel.
• Maintaining equipment history throughout its lifecycle.

When auditors arrive, you're ready—with comprehensive records accessible in seconds rather than days of frantic preparation.

Optimizing Resource Allocation

In today's resource-constrained environment, maximizing the return on every dollar spent is essential. MasterControl's CMMS system optimizes resource allocation through:

• Data-driven maintenance scheduling that minimizes unnecessary service.
• Visibility into equipment utilization to identify underused assets.
• Tracking of maintenance costs to inform repair/replace decisions.
• Optimized inventory levels that reduce carrying costs without risking stockouts.

These capabilities ensure your resources are directed where they'll deliver the greatest value.

Enhancing Safety Culture

Laboratory safety depends on properly functioning equipment and well-trained personnel. Our CMMS calibration software supports safety initiatives by:

• Ensuring equipment operates within safe parameters.
• Documenting safety procedures within work orders.
• Tracking safety-related maintenance and inspections.
• Verifying technician qualifications for specialized equipment.

By integrating safety into your maintenance processes, you create a culture where safety becomes part of everyday operations rather than a separate initiative.

Managing Complex Data

Life science labs generate massive amounts of equipment-related data that must be captured, organized, and analyzed. MasterControl's CMMS lab solution transforms this potential chaos into valuable insights through:

• Centralized data storage with powerful search capabilities.
• Automated data capture that reduces manual entry errors.
• Customizable dashboards that highlight key performance metrics.
• Comprehensive reporting tools for different stakeholders.
• Data analytics that identify patterns and trends.

This structured approach to data management negates information overload, turning your data instead into a strategic advantage.

Controlling Inventory Costs

Balancing inventory costs against the risk of stockouts challenges even the best-managed labs. Our CMMS system optimizes inventory management by:

• Tracking actual usage patterns to inform stocking decisions.
• Automating reorders based on customizable thresholds.
• Identifying slow-moving items that tie up capital.
• Connecting maintenance requirements to inventory needs.
• Documenting vendor performance to improve supplier management.

This data-driven approach ensures you can adequately maintain supplies without excessive inventory investment.

What to Consider When Choosing Your CMMS System

Configurability Without Customization

Your lab is unique, but your CMMS shouldn't require custom programming to meet your needs. Look for a system that offers extensive configuration options that can adapt to your workflows without requiring expensive custom development.

MasterControl's CMMS lab solution provides flexible configurations that can be adjusted as your needs evolve, ensuring the system grows with your organization without becoming a development project.

When evaluating CMMS software systems, look for solutions that offer:

Smooth Implementation and Ongoing Support

Even the most powerful CMMS calibration software delivers value only when properly implemented and supported. Evaluate potential providers based on their implementation methodology, training approach, and ongoing support options.

Our implementation team brings decades of experience in the life sciences industry, ensuring your system is geared toward meeting your specific needs. Post-implementation, our dedicated support team provides responsive assistance to keep your system operating optimally.

Optimized User Experience

A CMMS system that's difficult to use won't be used effectively. Evaluate potential solutions based on intuitiveness, accessibility, and user satisfaction.

MasterControl's CMMS lab solution is designed with the end user in mind—featuring intuitive navigation, clear workflows, and contextual help. This thoughtful design ensures high adoption rates and user satisfaction across all types of users, from occasional to power users.

Mobile Capabilities

Today's lab teams need information access and update capabilities wherever they are. Evaluate mobile capabilities carefully, considering both functionality and security.

Our CMMS calibration software offers comprehensive, secure mobile capabilities that allow technicians to view work orders, update maintenance records, and access documentation directly at the point of service. This mobility improves efficiency while maintaining security through role-based access controls.

How MasterControl's CMMS Lab Solution Stands Out

The following six advantages put MasterControl’s CMMS lab solution above the rest in the life sciences industry: 

1. Compliance-Centered Dashboard

Our CMMS system was built from the ground up with life science compliance in mind. The compliance dashboard provides at-a-glance visibility into your regulatory status, showing:

• Equipment due for calibration or qualification.
• Assets with upcoming maintenance requirements.
• Completed activities pending verification.
• Documentation status for all regulated equipment.

This compliance-first approach ensures you're always ready for audits while maintaining the operational efficiency your lab demands.

2. Comprehensive Integration Ecosystem

MasterControl's CMMS lab solution doesn't exist in isolation—it connects seamlessly with your broader quality ecosystem through:

• Open API architecture for custom integrations.
• Pre-built connectors for common enterprise systems.
• Secure authentication through integration with identity providers.
• Financial system connections for streamlined procurement.
• Calendar system integration for improved scheduling.

These connections create a unified digital environment where information flows seamlessly between systems, eliminating silos and redundancy.

3. Advanced Metrology Support

For labs where precision measurement is critical, our CMMS calibration software offers specialized metrology capabilities including:

• Uncertainty calculations for calibration results.
• Measurement standards traceability documentation.
• Calibration certificate generation.
• Instrument drift analysis over time.
• Statistical process control for calibration processes.

These advanced features ensure your most precise instruments deliver reliable results consistently.

4. Flexible Service Scheduling

MasterControl's CMMS system provides unmatched flexibility in maintenance scheduling, supporting:

• Simple preventive maintenance checks.
• Complex calibration procedures with multiple steps.
• Safety inspections and compliance verifications.
• Mixed maintenance models using internal and external resources.
• Variable schedules based on usage, time, or events.

This flexibility ensures your maintenance approach is aligned with your operational needs and equipment requirements.

5. Unified Maintenance Control

Our CMMS lab solution creates a single command center for all maintenance activities—regardless of who performs them. This unified approach provides:

• Consistent documentation across internal and external service providers.
• Standardized quality expectations for all maintenance.
• Comprehensive visibility into all scheduled and completed work.
• Coordinated scheduling to minimize operational impact.
• Complete maintenance history regardless of service source.

This holistic view transforms maintenance from fragmented activities into a coordinated strategy.

6. Intelligent Alerting

MasterControl's CMMS calibration software includes a sophisticated alerting engine that ensures nothing falls through the cracks. The system provides:

• Multi-level notifications for different stakeholders.
• Escalation paths for unaddressed issues.
• Customizable alert thresholds and timing.
• Delivery through multiple channels (email, SMS, and in-app).
• Compliance-focused alerts for regulatory requirements.

These intelligent alerts ensure the right people have the right information at the right time to maintain optimal lab operations.

Better Science, Less Downtime—All With MasterControl

Don't let equipment issues and compliance concerns distract from your core mission. MasterControl's CMMS lab solution transforms maintenance from a necessary burden into a strategic advantage that supports your scientific goals.

Our collaborative platform connects internal teams and external service providers in a unified digital ecosystem that enhances communication, improves coordination, and ensures consistent documentation—regardless of who performs the work.

The intuitive interface makes work planning straightforward, reducing administrative overhead and allowing your team to focus on what matters most—advancing your scientific mission.

Request a demo today and discover how MasterControl's CMMS system can transform your lab asset management from a challenge into a competitive advantage.