Published: March 15, 2022  Updated: May 12, 2025

Elevating Teams: How Leadership Principles Intersect with Your CMMS

The potential of an organization that recruits capable individuals, develops them into leaders, and supports their ongoing growth knows few bounds. This discussion explores how leadership principles intersect with your Computerized Maintenance Management System (CMMS). Both can be valuable resources in supporting and elevating teams. By considering key leadership attributes, we can understand how technology and human skills converge to create stronger, more effective teams.

The Central Role: Communicator

"Communication—the human connection—is the key to personal and career success." -Paul J. Meyer

Effective communication stands as the bedrock upon which all other leadership qualities are built. Without clear and open communication channels, the effectiveness of other leadership traits diminishes significantly. Strong communication forms the essential link in almost every aspect of life, from maintaining personal relationships to facilitating transactions between buyers and sellers. In the professional realm, prospective employees rely on it to convey their abilities, and within the workplace, transparent communication among colleagues and between management and staff proves vital for maintaining productivity and cohesion.

A CMMS plays a significant role in enabling effective communication among its users. Logically organized menus and functions, along with clearly labeled data fields and tabs, contribute to ease of understanding and use. Alphabetized filters in reports enhance data accessibility. Furthermore, readily available support resources ensure users can quickly obtain assistance and clarification, fostering a communicative environment where questions find prompt answers and solutions are effectively conveyed. This direct support line serves as a critical communication pathway, assuring users feel informed and supported.

Forging Connections: Networker

"Networking is an investment in your business. It takes time and when done correctly can yield great results for years to come." -Diane Helbig

Beyond its value for job seekers, networking offers considerable advantages for company representatives. The prevalence of online networking events provides valuable opportunities to establish contacts that may prove beneficial for future projects and strategic planning. These connections can lead to reciprocal business opportunities and the development of mutually beneficial partnerships. Platforms such as LinkedIn host numerous business leaders who actively engage in networking for recruitment, business development, and client acquisition.

For a supervisor utilizing a CMMS, networking occurs in several key ways. Improved communication with team members, facilitated by the system, encourages wider adoption and participation. The ability to grant limited access to non-users for submitting work requests through a simple link expands the network of individuals interacting with the system. Additionally, for those using advanced purchasing modules, the CMMS supports enhanced communication with suppliers, leading to more efficient and cost-effective transactions. A well-functioning CMMS, therefore, acts as a central point for both internal and external networking, fostering collaboration and stronger relationships.

Enhancing Internal Collaboration

By making the CMMS user-friendly and accessible, supervisors encourage greater team involvement. This increased engagement builds a stronger internal network where information circulates more effectively, and all team members remain better informed about maintenance activities and operational requirements.

Strengthening External Partnerships

The purchasing features within a CMMS facilitate clearer communication with suppliers. Efficient processing of transactions and transparent communication of needs can lead to stronger partnerships and improved outcomes for both the organization and its vendors.

Guiding Development: Coach/Trainer

"The most important thing is to try and inspire people so they can be great at whatever they do." -Kobe Bryant

The roles of coach and trainer are closely intertwined in effective leadership. Initially, a leader trains employees on their specific job responsibilities. Subsequently, the leader coaches them to improve performance, address challenges, and implement effective solutions through practice and guidance. This continuous cycle of training and coaching cultivates a culture of development and growth within the team.

A CMMS often includes resources for training supervisors and system users on the software's features. Comprehensive training materials, potentially offered through various methods such as on-site sessions, online tutorials, and user guides, ensure that individuals can effectively learn and utilize the CMMS functionalities. This investment in training allows users to maximize the system's potential and contribute more effectively to the organization's maintenance operations.

Facilitating Action: Manager/Delegator

"When you delegate tasks, you create followers. When you delegate authority, you create leaders." -Craig Groeschel

The roles of manager and delegator often overlap in practice. Leaders, managers, and supervisors typically delegate tasks, oversee assignments, and determine timelines. However, the manner of delegation distinguishes a manager from a leader. A manager who only issues commands creates followers, whereas a leader who delegates authority in areas of expertise cultivates future leaders who can inspire and guide others.

A CMMS supports effective delegation in several ways. The ability to authorize non-system users to submit work requests broadens participation in the maintenance process. Furthermore, managers can grant specific permissions to certain team members to create work or purchase orders, distributing responsibility and leveraging individual talents. The work order system within a CMMS itself aids in delegation by providing clear parameters, defined procedures, necessary checklists, required parts, and relevant attachments, ensuring assigned personnel have a comprehensive understanding of their tasks.

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Shaping the Future: Strategist

"Strategy is not the consequence of planning, but the opposite: it’s a starting point." -Henry Mintzberg

Effective leaders consistently engage in strategic thinking, considering future organizational directions and goals. They envision a desired future state, and this vision initiates the planning process. Strategic thinking extends beyond long-term objectives to encompass the tactical execution of daily tasks.

For example, the use of checklists and standardized procedures within a CMMS reflects a strategic approach to maintenance activities. Additionally, features like route planning within a CMMS require supervisors to strategically determine the most efficient sequence for tasks performed across multiple locations.

Even before implementing work orders, preventive maintenance schedules, and routes, a leader must strategically plan the optimal use of the CMMS. This involves identifying necessary data inputs, selecting essential modules, and determining which features will provide the greatest benefit to all stakeholders. As the organization gains experience with the CMMS, the leader may revisit these strategic considerations to identify opportunities for enhanced utilization and alignment with evolving business needs.

Setting an Example: Role Model

"I think a role model is a mentor–someone you see on a daily basis, and you learn from them." -Denzel Washington

Leadership as a role model involves consistently demonstrating desired behaviors and values, both professionally and personally. In a work environment, the type of role model a supervisor embodies significantly influences the workplace culture and overall company performance. Open communication, accessibility for questions, and a transparent approach foster a positive and productive atmosphere. Conversely, a controlling approach can hinder initiative and negatively impact morale.

The integration of a CMMS provides clear examples of leadership by setting a positive standard. Consistent and effective use of the system, such as setting appropriate inventory levels, diligently utilizing checklists and safety procedures in work orders, and granting appropriate system access, demonstrates a commitment to organization and efficiency.

Furthermore, enrolling team members in CMMS training showcases a leader's dedication to employee growth and success. This proactive approach to using the CMMS sets a positive example for the entire team, reinforcing the value of systematic maintenance practices and continuous improvement.

Inspiring Performance: Motivator

"I want to inspire people. I want someone to look up at me and say, 'Because of you, I didn’t give up.'" -Evan Carmichael

Just as one desires the personal and professional growth of those they care about, a leader aims to cultivate the full potential of their colleagues. This aligns with the coaching aspect of leadership, where the objective is to guide individuals toward excellence through effective training and consistent support. While negative reinforcement proves demotivating, positive reinforcement, such as acknowledging and praising accomplishments, can significantly boost morale and productivity. A supportive workplace environment, coupled with clear and consistent leadership, fosters an atmosphere where individuals are more inclined to perform at their best and exceed expectations.

A well-designed and intuitive CMMS can serve as a significant motivator. Easy navigation and access to relevant information highlight the system's benefits, encouraging users to explore its capabilities and identify new applications within their roles. By simplifying maintenance management processes, the CMMS allows individuals to focus more intently on their core responsibilities, leading to increased efficiency and a greater sense of accomplishment. The inherent organization and clarity provided by the CMMS can inspire confidence and motivate users to engage more fully with their work.

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Adapting to Change: Adaptor

"The most powerful natural species are those that adapt to environmental change without losing their fundamental identity which gives them their competitive advantage." -Charles Darwin

The landscape of technology, business practices, and societal norms constantly evolves. A critical attribute of effective leadership is the ability to adapt to these changes. While some may resist new approaches, progressive leaders recognize the potential benefits of embracing change and may even proactively drive innovation. Methods that were effective in the past may no longer represent the most efficient or relevant solutions. Leaders understand this and remain receptive to new ideas, taking the necessary steps to implement beneficial changes.

The adoption of a CMMS often represents a significant adaptation for organizations accustomed to manual processes. Leaders who successfully manage this transition proactively plan the system's implementation, allocate time for data migration, and ensure thorough user training. This thoughtful approach minimizes anxiety associated with change and emphasizes the potential for improved efficiency and organization.

Furthermore, CMMS providers often demonstrate adaptability by tailoring their services to meet specific client needs and by continuously updating their software to incorporate new technologies and features.

Driving Innovation: Innovator

"Innovation is taking two things that exist and putting them together in a new way." -Tom Freston

Innovation often involves exploring novel approaches and combining existing ideas in new ways. Effective leaders cultivate a mindset of experimentation, encouraging the exploration of unconventional ideas. They seek inspiration from diverse sources and individuals, learning from the successes of others in various fields. This openness to new perspectives and a willingness to experiment are key characteristics of an innovative leader.

Users of a CMMS often contribute to innovation by sharing their unique applications and best practices through user groups and other networking opportunities. This exchange of ideas can lead to novel ways of utilizing the system and inspire creative solutions to common challenges. Additionally, CMMS developers play a vital role in driving innovation by continuously developing new features and functionalities based on user feedback and evolving industry trends. Their efforts to integrate the CMMS with other enterprise systems further expand its capabilities and create new opportunities for operational improvement.

Embracing Learning: Learner

"The more that you read, the more things you will know. The more that you learn, the more places you’ll go." -Dr. Seuss

A fundamental aspect of effective leadership is a dedication to ongoing learning and development. Leaders must continuously seek opportunities to expand their knowledge and skills, as well as support the development of their team members. This includes staying informed about industry advancements, exploring new methodologies, and investing in training and education. A leader's commitment to learning sets a positive example and fosters a culture of growth within the organization.

In the context of a CMMS, a leader demonstrates the role of learner by actively striving to understand the system's features and functionalities to become a proficient administrator. This knowledge enables them to effectively guide and train other users, ultimately improving overall productivity. Furthermore, CMMS providers themselves engage in continuous learning by monitoring industry trends and incorporating user feedback to enhance their software and better serve their clients. This ongoing commitment to learning ensures that the CMMS remains a valuable and up-to-date tool.

Ultimately, while individuals may naturally lean towards certain leadership styles, the potential for leadership resides within everyone. The key is to identify one's strengths, actively cultivate the qualities of an effective leader, and approach the journey with enthusiasm. A CMMS, when strategically implemented and utilized, can serve as a powerful enabler in supporting and amplifying these essential leadership roles within an organization, contributing to a more cohesive, efficient, and ultimately successful team.

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