Why 73% of EAM Systems Are Still Custom-Built—And How Businesses Can Escape the Trap

EAM systems are essential for organizations managing physical assets, yet a staggering 73% of EAM systems are still customized instead of being used out-of-the-box (https://www.tandfonline.com/doi/full/10.1080/15228053.2023.2223464). While customization can provide business-specific solutions, it often leads to higher costs, complexity, and long-term inefficiencies. ?

So why are businesses so reliant on customization, and more importantly, how can they break free from this cycle? ?Let’s explore the topic more and how EAM can be improved through EOM.?

Why Companies Customize Their EAM Systems?

The case study in the Journal of Information Technology Case and Application Research highlights four key reasons why businesses customize their EAM systems (https://www.tandfonline.com/doi/full/10.1080/15228053.2023.2223464):?

1. Missing Product Features?

Many out-of-the-box EAM solutions lack essential functions that businesses need. Organizations are often forced to modify the system to accommodate unique industry requirements, regulatory compliance mandates, or specific operational workflows.?

• Example: A power grid company required specific maintenance tracking that wasn’t available in the default EAM package, forcing them to develop a customized solution.?

2. Business Process Mismatch?

Standard EAM solutions are built on assumed best practices, but each company has its own way of operating. When businesses find that the software doesn’t align with their internal processes, they either change their workflows (which is difficult) or customize the software (which is easier but costly).?

• Example: A mining company resisted changing its long-established maintenance procedures, leading to heavy customization to match its legacy processes.?

3. Poor Project Management & Change Resistance?

Employees and executives often resist system changes due to fear of disruptions, retraining, or implementation risks. Instead of reengineering workflows to fit the system, companies modify EAM software to keep things familiar.?

• Example: Organizations with long-time employees may hesitate to adopt a new way of tracking assets, instead choosing to modify the software to mirror old processes.?

4. Consultant & Vendor Influence?

Third-party consultants and IT teams often encourage customization to align the software with business needs, sometimes without fully considering the long-term costs and maintenance challenges.?

• Example: A company invested in multiple software modifications, only to realize later that some of the custom features were already available in newer versions of the EAM system.?

The Hidden Costs of Customization?

While customization can seem like a quick fix, it introduces significant hidden costs:?

• Higher IT Expenses: Custom-built EAM systems require dedicated IT teams for ongoing support and maintenance.?

• Difficult Upgrades: Each new system update may require reconfiguring custom features, increasing downtime and costs.?

• Scalability Issues: Heavily customized EAMs become inflexible, making it harder for businesses to adapt to new technologies.?

Fact: One study found that customizations increase system lifetime costs by up to 50% due to maintenance and reimplementation (https://www.tandfonline.com/doi/full/10.1080/15228053.2023.2223464).?

How Businesses Can Escape the EAM Customization Trap?

Rather than defaulting to customization, companies should focus on strategic alternatives:?

1. Optimize Out-of-the-Box Features?

Many organizations don’t fully explore what their EAM system can do before modifying it. Before customizing, companies should:?

Consult vendor documentation for alternative solutions.?

Engage with vendor updates—sometimes new releases add the needed features.?

Use configuration instead of customization, adjusting system settings without modifying the core code.?

2. Centralize and Standardize Data Processing?

Instead of creating custom integrations that make upgrades difficult, businesses should centralize their document processing, reporting, and workflow automation.?

?? Solution: Enterprise Output Management (EOM) software streamlines document conversion, retrieval, and distribution—eliminating the need for costly system modifications.?

3. Invest in Process Alignment & Training?

Rather than customizing software to fit outdated processes, companies should focus on training teams to adapt to modern EAM solutions.?

• Reduce resistance to change through employee workshops and pilot programs.?

• Encourage business process reengineering to align with EAM best practices.?

4. Leverage EOM to Reduce System Complexity?

Many EAM customizations happen because companies struggle with managing digital workflows and asset documentation. Instead of customizing EAM software, organizations can implement Enterprise Output Management (EOM) to streamline document retrieval, data processing, and reporting.?

?? With EOM, companies can:?

• Automate document generation and retrieval.?

• Centralize output management without modifying EAM software.?

• Ensure compliance and reduce errors in asset tracking and reporting.?

Result: Businesses can eliminate unnecessary EAM customizations while increasing efficiency.?

Final Thoughts?

Customization often feels like the only solution when EAM systems don’t fit a company’s exact needs. However, the hidden costs and long-term inefficiencies make heavy customization a risky strategy. By leveraging Enterprise Output Management (EOM) and modernizing business processes, organizations can escape the customization trap, reduce costs, and future-proof their operations.?

Ready to streamline your EAM system without expensive customizations??

Contact SEAL Systems today to learn how Enterprise Output Management can optimize your digital workflows.?

https://www.sealsystems.com/lp-eom/?

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