Published: December 16, 2022 Updated: June 03, 2025
Elevating Maintenance: CMMS Resolutions for Continuous Improvement
The dawn of a new year often brings reflections on improvements. Many consider this the opportune time to make New Year's resolutions. This practice, a tradition spanning millennia, continues to appear in various media. While the nature of these vows changes over time, the underlying desire for betterment persists. For those immersed in facility operations, the concept of CMMS resolutions for continuous improvement presents an avenue for significant operational enhancements.
The practice of setting resolutions has a long history, with its origins rooted in ancient rituals. Over time, the focus has shifted from sacred vows to more personal aspirations, such as health and well-being. This evolution reflects a broader human inclination toward self-improvement and progress. While individual approaches to goal setting vary, the collective engagement with resolutions at the start of a new calendar year remains a notable cultural phenomenon. This annual introspection, whether personal or professional, underscores a desire to refine practices and achieve greater effectiveness.
Research indicates a low success rate for keeping New Year's resolutions. Articles, such as those found in Forbes, frequently discuss this phenomenon and offer advice on how to improve the chances of success. A single concept often underpins the achievement of any goal: discipline. Whether the aim is to adopt healthier habits or implement significant business changes, sustained effort and adherence to a plan prove crucial. Committing to a course of action immediately, rather than postponing, sets a positive trajectory. Cultivating a determined mindset ensures progress, regardless of the calendar date.
Discipline holds the key to achieving any objective. For instance, preparing for a mid-term martial arts test does not commence on January first. An earlier start to increasing workout intensity yields better results. This proactive approach applies to many areas of life, including business operations. While the tradition of making resolutions persists, both in personal and professional realms, a continuous improvement mindset throughout the year offers distinct advantages.
Categories of Resolutions
Resolutions commonly fall into several categories: personal, business, preventive maintenance, and those directly related to a computerized maintenance management system (CMMS). Each category offers specific areas for improvement and goal setting. Understanding these distinct classifications helps in formulating targeted strategies for enhancement.
Business Resolutions
Business-related decisions often involve strategic planning with predetermined schedules and goals. These plans usually incorporate specific dates, influenced by various operational factors, making immediate adjustments rare. However, certain resolutions concerning general operations hold true for any business. These may include expanding the workforce, investing in new operational areas to diversify, introducing new products or services, or upgrading existing offerings. Additionally, businesses frequently aim to elevate productivity across departments or reduce costs in specific areas or organization-wide. Such objectives require careful planning and execution, typically aligning with broader business cycles rather than a singular New Year's start.
Preventive Maintenance Resolutions
Preventive resolutions extend to personal well-being, as seen in dental hygiene or exercise habits. More significantly for organizations, they involve shifting from a reactive maintenance mindset to a proactive, preventive approach. Reactive maintenance addresses equipment failures only after they occur, leading to costly downtime and accelerated wear. This contrasts sharply with personal preventive habits; one does not wait for a car engine to grind before changing the oil.
Similarly, allowing industrial equipment operating continuously to forgo routine inspections, lubrication, or parts replacement defies logic. Implementing preventive maintenance schedules at home, such as regular HVAC inspections, mirrors the necessity of scheduling preventive maintenance (PMs) in the workplace. Adopting these measures does not require waiting until January first; immediate implementation yields significant benefits.
CMMS Resolutions for Operational Excellence
For organizations leveraging a computerized maintenance management system (CMMS) in their maintenance and purchasing departments, several resolutions offer pathways to enhanced operational efficiency. Adopting these practices elevates the effectiveness of maintenance programs and inventory control. The CMMS provides the framework for these improvements, enabling systematic changes that yield lasting results.
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Inventory Accuracy and Control
A primary resolution involves ensuring the quantity of inventory listed in the CMMS accurately reflects physical stock levels. This accuracy significantly improves through establishing an issue/return policy within the CMMS. Additionally, utilizing the system for physical inventory counts, generating count sheets, and reconciling totals contributes to precise stock management. This practice minimizes discrepancies, reduces waste, and ensures necessary parts remain available when needed. Implementing regular inventory audits through the CMMS maintains consistent data integrity, reducing costly stockouts or overstock situations.
Leveraging Barcoding for Efficiency
Creating and printing new barcoding labels offers a resolution for improved inventory tracking and work order management. Barcodes facilitate rapid and accurate data entry, reducing manual errors and saving time. This applies to both parts inventory and equipment tracking. When technicians scan a barcode, the CMMS instantly records the action, providing real-time data on asset location, maintenance history, and parts usage. This efficiency gain transforms the speed and precision of maintenance operations, providing a more reliable audit trail and reducing the likelihood of data entry mistakes.
Enhancing User Proficiency Through Training
Scheduling more training sessions for CMMS users presents another vital resolution. Training options include in-house instruction, on-site workshops, and online courses. Well-trained users contribute to the system's full utilization, understanding advanced features, and shortcuts. Increased proficiency leads to more accurate data entry, improved work order completion rates, and a greater understanding of the CMMS capabilities. Regular training refreshes knowledge and introduces new features, ensuring the entire team remains competent and confident in their use of the software. This investment in human capital directly correlates with better maintenance outcomes.
Promoting Direct Work Order Completion
A significant resolution involves encouraging more personnel to log in and complete their own work orders directly within the CMMS. This decentralization of task management increases accountability and efficiency. When technicians directly update work order statuses, close out tasks, and record details, information becomes available in real-time. This eliminates delays associated with manual updates or administrative intermediaries, ensuring all stakeholders have access to the most current operational data. Direct engagement with the system reduces communication gaps and improves overall transparency within the maintenance department.
Comprehensive System Integration
Adding all equipment and inventory to the CMMS represents a foundational resolution. A comprehensive database allows for centralized management of all assets and spare parts. This includes capturing detailed equipment specifications, maintenance histories, and associated documentation. Beyond simple inclusion, establishing a complete breakdown of equipment hierarchy within the system provides a clear understanding of asset relationships and dependencies. This hierarchical structure supports more effective preventive maintenance scheduling, root cause analysis, and long-term asset planning. A fully populated system serves as the single source of truth for all maintenance-related information.
Mastering CMMS Functionality
Resolving to learn shortcuts and data entry tips within the CMMS enhances user efficiency significantly. Small improvements in daily workflow, such as using keyboard shortcuts or understanding efficient data entry sequences, collectively save substantial time. These efficiencies allow maintenance professionals to dedicate more time to actual maintenance tasks rather than administrative ones.
Additionally, exploring and discovering more uses for the CMMS beyond basic work order management offers vast potential. This includes leveraging reporting features for performance analysis, utilizing scheduling tools for resource allocation, and exploring integration possibilities with other business systems. A proactive approach to learning the system's full capabilities unlocks its true value.
Strategic Purchasing with Blanket Orders
Utilizing blanket purchase orders through the CMMS stands as a resolution for saving both time and money. Blanket orders allow for the pre-negotiation of prices and terms for frequently purchased items over an extended period. This reduces the need for multiple individual purchase orders, simplifying the procurement process. The CMMS facilitates the management and tracking of these orders, ensuring adherence to budget and contract terms. This strategic purchasing approach secures consistent pricing and availability of critical components, contributing to overall cost reduction and operational stability.
Leveraging CMMS Support for Uninterrupted Operations
An important resolution involves contacting CMMS support for questions rather than delaying operations. Maintenance professionals often face complex scenarios or encounter unfamiliar system functionalities. Hesitation to seek assistance can lead to inefficiencies, incorrect data, or prolonged downtime. Proactive engagement with CMMS support ensures questions receive timely answers, allowing operations to proceed without unnecessary interruptions. The support team possesses expertise that can quickly resolve technical issues or provide guidance on best practices, thereby maintaining operational continuity and maximizing the system's effectiveness.
While the tradition of New Year's resolutions persists, adopting a mindset of continuous improvement throughout the year provides a more consistent path to success. The principles of discipline and immediate action apply whether the goal involves personal growth or significant operational enhancements. For those managing complex maintenance environments, the strategic application of CMMS capabilities offers a foundation for sustained progress, ensuring facility assets and resources operate at peak efficiency, regardless of the calendar date.
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