Published: March 17, 2022  Updated: May 13, 2025

Elevating Operations: Seventeen Keys to Achieving Success with a CMMS

The pursuit of business success involves more than just financial gains or a large clientele. It delves into the fundamental practices and philosophies that propel an organization toward its objectives. This exploration examines seventeen keys to achieving success with a Computerized Maintenance Management System (CMMS).

Get Organized

Edmund Burke wisely noted, "Good order is the foundation of all things." Consider the state of an office reliant on disparate spreadsheets for inventory, handwritten notes for work orders, and a general lack of centralized information. The adoption of a CMMS necessitates initial planning. What aspects of operations require better structure? Preventative maintenance schedules for equipment? Procurement processes ? Human resource management? Does the company utilize barcode technology for asset tracking?

Defining the scope of desired organization forms the crucial first step. Once a clear outline exists for how the CMMS should function, a more informed decision can be made regarding the selection of the most suitable system. Establishing this framework ensures the CMMS implementation aligns directly with the company's organizational needs.

Keep Detailed Records

Aldo Leopold insightfully stated, "Keeping records enhances the pleasure of the search and the chance of finding order and meaning in these events." A CMMS serves as a repository for significant operational data. However, its true value lies in its capacity to generate insightful reports tailored to specific informational requirements. A system that diligently tracks expenses, employee labor hours, and material consumption should readily present the results of completed work. This visibility allows for a clear understanding of progress toward established success metrics.

The ability to filter and analyze this detailed information provides actionable insights. Businesses gain a clearer picture of resource allocation, identify areas for improvement, and make data-driven decisions that contribute to overall success.

Analyze Your Competition

CoolNSmart observed, "Competition in business is a blessing, for without it, we wouldn't improve." This principle holds relevance both internally and externally.

Internal Competition for Improvement

Internally, a company engages in a form of self-competition, not through employee contests, but by consistently seeking more efficient operational methodologies. A CMMS facilitates this by providing reports that illuminate cost trends, track work order completion times, and assess vendor performance regarding timely deliveries and potential bulk discounts. Monitoring equipment depreciation and downtime, along with inventory levels and reorder points, enables informed adjustments to workflows. This continuous cycle of analysis and adaptation fosters ongoing improvement.

External Competitive Awareness

Externally, understanding the competitive landscape remains vital. Are competitors utilizing a CMMS? What strategies do they employ for marketing their offerings? Observing and analyzing competitor actions can provide valuable insights and identify potential opportunities for differentiation and advancement.

Understand Risks and Rewards

Robert Kiyosaki wisely noted, "The biggest risk a person can take is to do nothing." In the context of maintenance, this translates to the balance between prioritizing the quality of work versus the sheer volume of completed tasks. While striving for both remains ideal, compromising quality for quantity, especially where safety is paramount, poses significant risks. The safe operation of machinery and the well-being of workers must never be jeopardized for the sake of meeting numerical targets.

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A well-designed CMMS incorporates features for creating checklists, documenting safety procedures, and attaching relevant guidelines. This ensures that workers possess the necessary knowledge regarding how to perform tasks correctly and safely, mitigating potential risks and contributing to a more successful operation.

Be Creative

Maya Angelou eloquently stated, "You can't use up creativity. The more you use, the more you have." The adage, "If you always do what you've always done, you'll always get what you've always gotten," underscores the importance of venturing beyond routine. While foundational practices hold enduring value, identifying opportunities for innovation remains crucial. A versatile CMMS offers numerous options for data analysis and reporting. Are the available filters sufficient to allow for creative exploration of the data?

The unique insights and patterns derived from this creative data exploration can provide a competitive edge. Furthermore, the sharing of successful strategies and novel ideas among users of maintenance management systems can foster a collaborative environment and drive collective progress.

Stay Focused

George Lucas wisely said, "Always remember, your focus determines your reality." A CMMS should serve as a tool that enhances focus, not introduces distractions. A well-implemented system, once populated with initial data regarding inventory, equipment, and preventative maintenance schedules, should operate efficiently in the background. This allows personnel to concentrate on the core tasks of repairs and procurement, rather than being bogged down by constant data entry.

Prepare to Make Sacrifices

Rick Riordan astutely observed, "True success requires sacrifice." Following the initial planning and basic data input into a newly acquired CMMS, dedicating time to learn its intricacies becomes essential. This includes understanding user roles, locating desired features, and mastering their functionalities to leverage the system's full potential. CMMS vendors often provide tailored training seminars to facilitate this learning process. This initial investment of time yields significant returns in terms of operational efficiency and informed decision-making.

Provide Great Service

Jim Rohn wisely stated, "Service to others leads to greatness." This principle extends to the support provided by the CMMS vendor. Is after-sales service readily available? Does the company offer direct access to knowledgeable support personnel, or is interaction limited to automated systems? Is the support team proactive in resolving issues? The availability of responsive and effective customer support, including potential remote access capabilities, directly impacts the user's ability to successfully utilize the CMMS.

Be Consistent

Richard Scott wisely noted, "We become what we want to be by consistently being what we want to become each day." Similar to the importance of organization, consistency in a CMMS interface contributes significantly to efficiency. Does the system feature a uniform design for menus, tabs, and reports, or does it present a disorganized and confusing layout? Features such as alphabetization enhance ease of access. Consistency promotes operational efficiency and contributes to smoother workflows.

Keep The Big Vision In Sight

Curiano.com aptly stated, "It's always the small pieces that make the big picture." A CMMS, with its various modules and features, represents a comprehensive program. It is crucial to remember the initial reasons for considering such a system–improved control over maintenance, inventory, purchasing, and potentially human resources. Do the individual components of the CMMS work cohesively to achieve these overarching goals? This interconnectedness becomes particularly important when generating comprehensive reports and aligns directly with the initial planning and organization stages.

Perseverance

An anonymous proverb reminds us, "Don't be discouraged. It's often the last key in the bunch that opens the lock." While the myth of Sisyphus and his endless task of pushing a boulder uphill might seem discouraging, a shift in perspective can reveal incremental successes. Similarly, in business, progress often occurs in smaller steps. Maintaining focus, employing creativity to overcome obstacles, and persistently pursuing the next objective are vital.

This principle also applies to the CMMS vendor. Does the company demonstrate a commitment to continuous improvement of its system? Are new features and benefits introduced to address evolving business needs and facilitate user success?

Plan But Be Flexible

Another relevant quote advises, "Stay committed to your decisions but stay flexible in your approach." Many of these principles exhibit interconnectedness when applied to a CMMS. Flexibility equates to scalability. A CMMS should allow users to implement only the features currently required. The specific needs of a library, a hospital, or a grain elevator will differ significantly. Furthermore, the system should possess the adaptability to accommodate unique company-specific requirements and workflows.

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Embrace Your Expertise

Richard Stallman wisely shared, "Sharing knowledge is the most fundamental act of friendship. Because it is a way you can give something without losing something." Within any organization, each employee possesses unique expertise. Effective leadership involves recognizing and leveraging these individual strengths to benefit the company as a whole. Providing opportunities for these "expert" employees to contribute significantly drives collective success.

In the context of a CMMS, this translates to defining appropriate levels of user authority. Who has the ability to create purchase orders, initiate work orders, receive inventory, or generate reports? As the system administrator, establishing well-defined user groups and crews of skilled workers fosters better communication and strengthens relationships with vendors.

Don't Reinvent The Wheel

Page One Power insightfully stated, "You don't have to reinvent the wheel; you just need to share your unique perspective on why the wheel is important." This relates to the training aspect of CMMS implementation. Trainers provide guidance on system navigation and feature utilization, assisting users in aligning the CMMS with their specific business processes. While immediate application of every feature may not be necessary, understanding the potential future benefits of various functionalities can contribute to long-term success.

Don't Burn Out

Robert Schuller wisely noted, "Tough times never last. Tough people do." This principle, closely linked to time management, emphasizes the importance of work-life balance and sustained effort. The longevity and continuous development of a CMMS by its vendor reflect its resilience and adaptability to evolving customer needs and business landscapes. The ability of a system to endure and grow alongside its users signifies its long-term value.

Leverage Everything

Robin Sharma astutely observed, "The hours that ordinary people waste, extraordinary people leverage." Concepts such as time management, efficiency, and organization, among others discussed previously, converge on the idea of maximizing resources. The input into any endeavor directly influences the output. Similarly, a CMMS should offer significant returns based on the information it receives. The capability of a CMMS to exchange data with other enterprise systems, such as ERP or accounting software, further amplifies its value.

Keep Your Sense Of Humor

Mignon McLaughlin wisely said, "A sense of humor is a major defense against minor troubles." While work and business demand seriousness, maintaining a positive attitude and finding moments of levity can enhance overall job satisfaction. Even in the realm of CMMS, while not inherently humorous, the efficiency and time savings it provides can indirectly contribute to a more enjoyable work environment.

Positive interactions with CMMS vendor representatives also contribute to a more pleasant experience. Discovering new and useful features within a familiar system can bring a sense of accomplishment and satisfaction.

Numerous pathways lead to business success, and the principles outlined above often intertwine in their application. Companies that achieve their goals typically cultivate strong employee and customer relationships and adopt effective tools that support their operational needs. The integration of a CMMS represents a significant step toward achieving greater control and efficiency in maintenance and related operations. For those not yet utilizing such a system, exploring its potential benefits can unlock new avenues for organizational advancement. Contact 800-922-4336 to learn how MAPCON can contribute to your company's success.