5 Steps To Successful CMMS Implementation

Published by Cryotos Admin on

5 Steps To Successful CMMS Implementation

Businesses encounter several challenges in managing assets and optimizing operations in the wake of changing demands. 

One way for leaders to stay on top of these demands is to take advantage of a powerful maintenance management software solution. It helps organizations perform advanced management functions, including asset and facility management and maintenance, schedule and monitor work orders, and automate tedious and paper-based tasks. 

However, regardless of its benefits, a Forbes report reveals that only 53% of leaders used a computerized maintenance management system (CMMS). A significant reason for this is most organizations often do not know what is CMMS software, let alone the correct steps to implement it in existing processes. 

In this article, we’ll provide key steps you should take to ensure a successful CMMS implementation. 

1.Determine your Goals 

A successful CMMS implementation starts by setting and understanding your ultimate goal. To begin, map out your existing maintenance workflows to make it easier to employ and measure your maintenance success parameters. 

You can then decide how you will measure CMMS success by setting success factors such as cost by classes of equipment, turnovers of inventory, and loss production when equipment fails. 

By setting clear goals from the outset, you can prevent inaccurate, incomplete, and neglected tasks during the implementation process and align the executive mission and the project portfolio management process.

2.Choose the Right Software 

Choosing the right CMMS software could mean the difference between achieving successful implementation and wasting time and money. Before you decide, it is essential to talk to the people who will be using the software. This way, you can quantify your performance, determine weaknesses, and determine what’s causing these weak points. 

Although the right platform will depend on your organizational needs, the best CMMS software platforms are intuitive and designed to help teams manage maintenance plans, monitor facility lifecycles, and handle spare parts inventories. It should also be easy to set up and configure and provide 100% server availability and reliability. 

By considering these factors, you can ensure you won’t run into pitfalls as you move on into the implementation process. 

3.Create a Strategic Implementation Plan 

Getting everyone on the same page for a CMMS implementation can be difficult, especially without management buy-in. Therefore, establishing a strategic plan is critical in helping everyone understand the capabilities of CMMS. By setting a comprehensive plan regarding the CMMS implementation, you can minimize employee resistance and misaligned expectations. 

Often, employees reject CMMS implementation because of their inability to understand how it can ease processes and optimize operations. A separate Forbes report reveals that 80% of CMMS implementations fail because management cannot persuade their employees to get on board with the process. With a strategic implementation plan in place, you can provide CMMS examples that highlight the advantages and intended outcomes of the implementation process, which in turn, ease the adoption process. 

4.Train Employees 

Employees must have the right skills and knowledge to maximize the CMMS. Hence, you must initiate CMMS training sessions for users to:

  • Minimize trial-and-error by knowing how to perform functions correctly
  • Learn best practices for process optimization
  • Keep up with the system’s updates 

This way, you can set the desired outcome and address areas of concern during the training. Alternatively, you can also hire individuals with engineering majors to spearhead the training sessions so you can concentrate on pressing business matters. Either way, building a culture of continuous learning improves the likelihood of your team becoming more well-equipped to the changes brought by the CMMS solution. 

5.Conduct User Testing 

Knowing how people interact with CMMS is vital in your implementation process. By performing user tests, you can determine problems before the official implementation to be dealt with. The standard approach involves reviewing the data and the capabilities of the CMMS software to ensure it is operational. 

You must also evaluate security permissions for inventory details, work order creation, user groups, dashboards, and notifications during the testing process. This way, you can make everyone comfortable with your CMMS as your needs evolve and updates become available over time. Through user testing, you can evaluate every stage of the implementation process and monitor the risks or bugs associated with your CMMS. 

Achieving Successful CMMS Implementation 

A successful CMMS implementation takes a significant amount of work. It involves installing the software, transferring your existing data to your new software, and training employees to use the solution. You can ensure a successful CMMS implementation today using a powerful mobile CMMS solution such as Cryotos.


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