Published: April 01, 2022  Updated: May 13, 2025

Beyond the Basics: How CMMS Cultivates an Ethical Business Environment

Continuing our examination of the connection between Computerized Maintenance Management Systems (CMMS) and business ethics, this second part builds upon the foundational principles discussed previously. While the initial article explored how fundamental CMMS cultivates an ethical business environment.

Fostering a Positive and Ethical Workplace Through CMMS

Improved Employee Retention

As Jeff Bezos aptly stated, "We see our customers as invited guests to a party, and we are the hosts. It's our job every day to make every important aspect of the customer experience a little better." This sentiment extends to the internal customer–the employee. High employee turnover can signal underlying issues within the workplace, such as disorganization, poor communication, or a discouraging environment. A CMMS can serve as a powerful tool in addressing these challenges by bringing structure to maintenance operations, equipment management, and inventory control. When employees understand the systems in place and experience clear communication, their productivity often increases, and their desire to remain with the company strengthens. A sense of shared focus and organization contributes significantly to employee satisfaction and retention.

Stronger Collaboration

Echoing Steve Jobs' insight that "Great things in business are never done by one person," fostering collaboration is crucial for success. A well-designed CMMS facilitates teamwork by allowing administrators to establish teams or crews for specific work orders. This feature promotes a collaborative environment where individuals work together towards common goals, benefiting both the employees and the organization as a whole.

Increased Professional Value

Warren Buffett's observation, "Price is what you pay. Value is what you get," underscores the importance of demonstrating the tangible benefits of any investment. A reputable CMMS company should provide evidence of its value through the experiences of current customers. Case studies offer real-world examples of how CMMS implementation can lead to significant improvements and demonstrate the professional value it brings to organizations and their employees.

Report Conflicts Of Interest

Tenzin Gyatso wisely noted, "Dialogue is the most effective way of resolving conflict." While a CMMS may not directly mediate interpersonal disputes, it can play a crucial role in identifying and addressing potential conflicts of interest in business transactions. This includes discrepancies in vendor pricing, where a system should highlight instances of varying prices for the same order.

Furthermore, monitoring on-time compliance for both suppliers and internal work order completion can reveal issues that affect the bottom line. The reports generated by a CMMS provide the data necessary for informed dialogue and resolution of such conflicts.

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More Effective Leadership

Donald McGannon's assertion, "Leadership is an action, not a position," highlights the proactive nature of effective leadership. With a CMMS providing better organization and clarity regarding job responsibilities, employees operate with a clearer understanding of their tasks. Supervisors who effectively utilize the CMMS, granting appropriate access to reports and work/purchase requests, empower their teams to work efficiently without the constant need for approval. This approach fosters a more agile and productive work environment.

Take Care Of Company Property

Bruce Swedien's profound statement, "You don't listen to the equipment; you listen through the equipment," emphasizes the importance of attentive monitoring. A CMMS facilitates this by allowing the recording of meter and gauge readings, enabling proactive maintenance through scheduled preventive measures. Additionally, features such as depreciation tracking, automated purchase requests for low inventory, and reports on equipment costs and failure codes contribute to the responsible management and care of company assets.

Lawfulness

William Penn's principle, "Rarely promise, but, if lawful, constantly perform," speaks to the importance of operating within legal and regulatory frameworks. A quality CMMS aids in this by enabling the generation of reports for auditors, ensuring operational compliance. Furthermore, the ability to attach relevant safety regulations to work orders helps guarantee adherence to necessary legal and safety standards.

Use Discretion With Sensitive Information

As the saying goes, "Not everything needs to be talked about." In the context of a CMMS, administrators can exercise discretion by restricting user access to sensitive information during the system setup. This includes limiting allowances and authorizations and keeping certain site or zone details confidential. Implementing authorization protocols for purchase requests, work orders, and inventory issuances further ensures that sensitive processes are handled appropriately, focusing employee attention on relevant information without unnecessary distractions.

Practice Integrity

C.S. Lewis wisely stated, "Integrity is doing the right thing even when no one is watching." Within a CMMS, this principle can be supported through the use of checklists attached to work orders, routes, and locations. These checklists, offering simple step-by-step procedures or more advanced options with required responses, help ensure tasks are completed thoroughly and to standard. This promotes a culture of quality and diligence, emphasizing the complete and accurate execution of work rather than encouraging shortcuts.

Keep A High Attendance

Woody Allen famously quipped, "80% of success is showing up." While seemingly simple, consistent attendance relates to employee morale and overall productivity. A CMMS, by improving control over essential functions like inventory, maintenance, and purchasing, contributes to a more organized and communicative workplace. This positive atmosphere can enhance employee morale and, consequently, their willingness to maintain good attendance. When employees feel part of a well-functioning team, as facilitated by CMMS group profiles, their commitment to being present strengthens.

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Respect Coworkers And Other Office Personnel

Richard Branson's straightforward advice, "Respect is how to treat everyone," is fundamental to a positive work environment. A CMMS can indirectly foster respect by streamlining processes and reducing friction points. For example, enabling non-CMMS users to submit work requests directly into the system eliminates the need for repeated visits to supervisors. Furthermore, providing users with access to CMMS training and acknowledging timely completion of work orders can contribute to a more respectful and appreciative workplace culture.

Follow Dress Code

Scott McNealy's humorous take, "Yes, we have a dress code. You have to dress," leads to the more serious aspect of safety procedures. Posting and enforcing safety regulations, precautions, and required attire for specific work areas is an ethical imperative. A CMMS can support this by allowing the inclusion of clothing requirements within work order safety lists, even incorporating images to illustrate proper usage and appearance of safety gear.

Discuss Issues With Management

Harold Geneen's belief in an "open-door policy" underscores the importance of transparent communication. A CMMS can facilitate this by providing data fields for comments and notes within records, enabling the tracking of issues and their communication to relevant personnel through emailed reports. Integration with other business systems that track costs and financial performance further enhances the flow of critical information to management.

Workplace Diversity

Tim Berners-Lee recognized that "We need diversity of thought in the world to face the new challenges." A flexible CMMS can accommodate diverse organizational needs through its scalability, allowing companies to utilize only the features they require. The availability of reports in multiple locations with diverse filtering options provides easy access to tailored information. Additionally, positive redundancy, where similar reports exist in different modules, and multiple pathways to accomplish the same task (e.g., issuing inventory) cater to varied user preferences and workflows.

Business ethics are not a static set of rules but rather a dynamic set of principles that permeate all aspects of a company's operations. As demonstrated, a CMMS, while primarily a maintenance management tool, offers a surprising array of features and benefits that can contribute to a more ethical and effective workplace. The internal practices and values a company cultivates often shape its external reputation and customer relationships. While some ethical programs may be implemented swiftly, others require sustained effort. A CMMS presents a tangible system that can alleviate some of the complexities involved in upholding the ethical principles a company seeks to embody. The integration of such a system represents a commitment to not just efficient operations, but also to a principled way of conducting business.

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