Managers can demonstrate the benefits of a CMMS by showing the ease of completing a work order from the field with no paperwork required.For individuals who do not want or like to use the CMMS, the solution might need to be personally tailored to each individual. A wealth of information is available online that describes effective change-management techniques. Implementing a change-management strategy alongside an organizational change, such as the addition of CMMS, can help managers provide individuals with the tools, knowledge, and desire to support and engage in the CMMS.
The CMMS user interface also can greatly maximize user adoption and use. Cluttered, unwieldy or complex user interfaces can immediately discourage individuals from wanting to participate. CMMS is a tool, so make the tool effective and easy to use to help people use it. If the tool is clunky and unhelpful, the user is sure to see it as a hindrance. A clean, intuitive user interface should be a key component of the selection process.
To head off problems early, managers can ask the vendor to complete a sample PM. How many clicks should it take? How long did it take an actual user? Compare the results of all the vendors, and give each an appropriate rating for user interface and ease of use.
For the most stubborn of users or would-be users who still have yet to adopt the new software, managers need to be able to demonstrate the value the CMMS provides. The only thing some individuals have seen so far is more work to be done or a tool that will be used to track their work and maybe used against them. The FM knows that this is not true and not the purpose of CMMS. Elements of a CMMS such as mobile applications can greatly improve a technician’s experience on the job.
Demonstrate the benefits of looking up an air handler’s model number and filter size from a phone to prevent walking across campus or driving across the county only to return with the wrong size or quantity. Demonstrate the ease of completing a work order or closing out a PM from the field with no paperwork required.
Successful CMMS implementation gets technicians from behind a desk and back in the shop. Ask a carpenter where they would rather be, and a pattern will soon emerge.
Change is difficult for everyone, but everyone is capable of it. Involving the team in the transition and learning process for a new CMMS is likely to greatly improve the outcome.
Jimmy Cressman, CFM, FMP, is a project manager at Facility Engineering Associates where he works with clients to improve facilities management technology implementation and utilization.
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