Getting more maintenance and engineering staff to use a computerized maintenance management system (CMMS) is one thing, getting them to use it effectively is a whole other step. When used correctly, a CMMS can make operations run smoother and more efficiently. However, both managers and technicians must understand how to use the system properly first.
To understand how to best use these systems, Facility Maintenance Decisions asked CMMS manufacturers to provide best practices for field usage, data analytics and reporting.
FMD: What actions can managers take to help technicians use a CMMS more effectively out in the field?
“Managers should ensure that technicians have access to a CMMS that is mobile-friendly and designed for ease of use. Training should go beyond initial onboarding, incorporating regular refresher sessions and real-world use cases to help technicians see the benefits firsthand. Encouraging consistent use by integrating CMMS workflows into daily routines, rather than making it an afterthought, is also critical. Additionally, ensuring that field teams have reliable connectivity or offline functionality prevents disruptions in data entry and work tracking.”
— Alex Cummings, chief executive officer and co-founder, FlowPath
“Managers can make sure their technicians have everything they need to find and perform the work without needing additional assistance. This includes details about the location of the work (accurate room numbers, marked on floor plans), any tools or materials needed, and what steps are needed to perform the work, whether it’s a service request or a preventive maintenance task or inspection.”
— Joseph C. Stockman, director of product experience, FSI Services
“First and foremost, managers need to start explaining the importance of CMMS to their technicians and how it will make their day-to-day work life easier. They need to emphasize the importance of enabling new technology and how it will help organizations in the long term. In my personal experience, when technicians start using CMMS, any suggestions or inputs on the model should be addressed in a timely manner by upper management. Adoption and implementation must be a two-way street, meaning for the system to be successful, managers need to be involved thoroughly in the process.
Providing use cases in and around CMMS can also help managers to bring technicians onboard. For example, showing the reporting data from CMMS, which explains the current equipment conditions, or by showing the inventory cost of one of the motor replacements in the past year. This way technicians can visualize how CMMS applications work and support them as a whole.”
— Ronak Macwan, senior manufacturing industry specialist, Brightly
“Managers who are well-versed in the CMMS platform are a huge help to the technicians in the field. As a manager, technicians will always have questions about the CMMS, and having the answers on the fly helps reduce the learning curve of CMMS adoption and utilization.
Also, encouraging the technicians to use their smartphone or mobile device in the field is a great way to use a CMMS more effectively. Technicians can receive and close work orders in the field, reducing the time to communicate with a dispatcher, improving the use of a CMMS and increasing the satisfaction rate of end users/customers who see their requests completed more quickly.”
— Dylan Meek, sales engineer, FacilityONE
“It would be tempting to answer this question by suggesting standard operating procedures or other requirements for technicians to follow as they work within the CMMS. But the fact is that goals like “increasing efficiency” hold little meaning to a technician who likely is content with their current work methods. They may view the CMMS as an unnecessary burden that disrupts their productivity in the field, or worse, as a means of management surveillance.
A clear plan for a CMMS adoption will demonstrate how it adds value to their work and the operations.
A CMMS should be introduced as a tool that empowers a technician’s voice and autonomy. Empower staff and encourage them to advocate for the department by providing concrete examples of how the data will be used. A regularly scheduled meeting utilizing activity in the CMMS is an excellent opportunity to illustrate the importance of their contributions to CMMS data and communicate the actions being taken. By showing how to translate their observations in the field into actionable insights within the system, technicians will likely buy into the CMMS and take ownership and pride in its effective use.”
— Nic Guedenet, facilities management specialist, AkitaBox
FMD: How can managers use a CMMS's data analysis and reporting features more productively?
“A CMMS generates vast amounts of data, but the challenge lies in translating that data into actionable insights. Managers should identify key performance indicators (KPIs) relevant to their operations — such as response times, asset downtime and preventive maintenance compliance — and leverage the CMMS’s reporting tools to track them consistently. Custom dashboards and automated reports can streamline decision-making, allowing teams to proactively address issues before they escalate. A strong reporting strategy also helps justify budget allocations and resource planning by providing concrete evidence of maintenance needs and performance trends.”
— Alex Cummings, chief executive officer and co-founder, FlowPath
“To be productive, managers must hold their technicians accountable for documenting their work. This includes time and material charges and capturing all work performed in real time. Once the CMMS has accurate data, managers can analyze priority work is getting completed, time captured by each technician and any future work that needs completed or scheduled. Managers should be using the CMMS and it’s reporting features to “run the day” and analytics to “run the department.””
— Joseph C. Stockman, director of product experience, FSI Services
“Reporting and analytics are one of the most advanced features available in CMMS. This feature allows managers to run reports for any piece of equipment going back several years. By leveraging this feature, managers can implement a robust future capital planning process, as the reporting tools can provide valuable information such as the repair and inventory usage history, and most importantly, the current state of an asset’s condition. Managers can also track different KPIs as they pertain to equipment function.
Furthermore, managers can create custom dashboards that include vital information such as parts summary, parts transactions, inventory turnover, purchase orders and work order parts with assets. By leveraging this feature, managers can also forecast their maintenance spending for the upcoming months. In a nutshell, CMMS provides real time data on assets, bill of materials, inventory management and financial spending as it pertains to maintenance operations.”
— Ronak Macwan, senior manufacturing industry specialist, Brightly
“One of the biggest strengths of a CMMS is robust business intelligence features and reporting. Data is the most powerful when it can be used to promote more efficient practices. There are several ways a manager can leverage data, business intelligence and reporting from a CMMS:
— Dylan Meek, sales engineer, FacilityONE
“Most CMMS reporting includes several “gold standard” metrics. We tend to look at these metrics singularly to gauge or set goals for departmental effectiveness. While the “gold standards” are cornerstone metrics, more should be considered to offer the whole picture. For instance, simply increasing closeout time or preventive maintenance doesn’t automatically equate to supporting the organization’s mission.
Managers can use CMMS's data analysis and reporting features more productively in their endeavor to increase PM to RM ratio by also evaluating further factors:
Beyond focusing on standard KPIs, organizations should identify metrics that align with their objectives. Modern CMMS platforms can provide a comprehensive understanding of departmental performance by analyzing multiple data points and utilizing customizable dashboards to demonstrate their value to the organization.”
— Nic Guedenet, facilities management specialist, AkitaBox
Jeff Wardon, Jr., is the assistant editor of the facilities market.
How Facilities Maintenance and Engineering Teams Can Benefit from a CMMS
How to Effectively Use Your CMMS
The Critical Role of Training and Manufacturer Support in CMMS Usage
