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The Maintenance Management Blog

July 08, 2024

How To Achieve Maintenance Management Success

Image: Maintenance tech with a backdrop of maintenance itemsNumerous industries benefit from Computerized Maintenance Management Systems (CMMS). Having the proper strategy for system usage determines how to achieve maintenance management success. Let's discuss two scenarios, then highlight the five-point plan for success.

Plant A: The Path to Failure

In Plant A, the journey towards CMMS implementation lacked a clear overarching plan. The plant manager recognized the need for a CMMS. However, he delegated the responsibility to the IT department without a comprehensive strategy. Then, the IT manager tasked a team member with selecting a system.

The lack of a structured implementation plan soon affected operations. After the purchase, each department manager realized the inadequate implementation of the system. Consequently, the responsibility circled back to the IT department, leading to a haphazard installation of sample data.

Months later, the plant manager wanted specific information. He discovered the system's ineffectiveness because no one had properly implemented it.

Plant B: The Road to Success

In stark contrast, Plant B reached its goals through meticulous planning, implementation, training, and continuous improvement. The plant manager started the process by engaging the heads of each department. They identified their specific needs and requirements. This collaborative effort formed the basis for a well-organized list of features the CMMS should possess.

The IT manager and her team, armed with the defined criteria, conducted thorough research on suitable CMMS systems. Afterward, they sent a Request for Information (RFI) to potential vendors, ensuring alignment with the established requirements.

Once they selected a system, an implementation team convened, comprising employees from all functions to devise a detailed plan. This plan included standard codes, operating procedures, and a comprehensive checklist.

Implementation involved importing relevant data and ensuring consistency in equipment and inventory keywords, work order types, and PM procedures. For effective system usage, they took advantage of a robust training program.

Training options included using the options of In-house, on-site, and online. As the system went live, the team and the CMMS provider addressed potential issues before they became a problem.

Continuous improvement measures, such as barcoding in the stockroom and attaching checklists to PMs, further enhanced efficiency.

Key Takeaways: Planning, Implementation, Training, Go-Live, Continuous Improvement

Plant A's failure stemmed from the absence of four of the five steps discussed later:

  • Having a clear plan.
  • Adequate implementation.
  • Proper training.
  • A strategy for continuous improvement.

In contrast, Plant B's attributed their success to following the next section's plan.

The Bottom Line: Planning for Productivity Improvement

5-Step Plan for Maintenance Management Success.

  1. Strategic Planning
  2. Begin by determining your facility's specific needs from CMMS software. Identify areas requiring enhanced control, such as maintenance, inventory, or purchasing.

    List questions to ask the CMMS provider. These include inquiries into hosting options, scalability, licensing, customization, and integration of the CMMS into other systems.

  3. Efficient Implementation
  4. After choosing a CMMS, input essential information like existing equipment, inventory, and user data. Despite the initial time investment, once completed, you've prepared the system for optimal performance, requiring only occasional adjustments.

  5. Comprehensive Training
  6. One question you should ask before investing is the training options. In-house, onsite, or online. Prioritize training sessions for multiple users, covering aspects like preventive maintenance (PM), work orders, and purchase orders.

  7. Seamless "Go Live" Transition
  8. It's time to start using your CMMS for daily operations. Transitioning to the active use of CMMS marks a crucial phase. Expect an initial settling-in period as you use the system for day-to-day operations.

    Anticipate questions during this phase, recognizing it as part of the system's adjustment. Leverage support from the CMMS company during this period to ensure a smoother operation.

  9. Continuous Enhancement

Acknowledge that a CMMS should evolve with your company. Regularly assess its adaptability to growth. Explore additional modules like purchasing or human resources.

Integrate with ERPs and other third-party systems. A dynamic CMMS remains an asset by continuing to offer improved features aligned with evolving business needs.


You achieve maintenance management success through determination, time, and effort. Effort of not only you, the maintenance supervisor but the CMMS provider. You take steps toward working with the best CMMS that fits your needs. You look for the CMM provider that will offer the best product and the best support.

Success is yours. Reach out and take it.

MAPCON / 800-922-4336


Stephen Brayton

About the Author – Stephen Brayton


Stephen L. Brayton is a Marketing Associate at Mapcon Technologies, Inc. He graduated from Iowa Wesleyan College with a degree in Communications. His background includes radio, hospitality, martial arts, and print media. He has authored several published books (fiction), and his short stories have been included in numerous anthologies. With his joining the Mapcon team, he ventures in a new and exciting direction with his writing and marketing. He’ll bring a unique perspective in presenting the Mapcon system to prospective companies, as well as our current valued clients.


Filed under: CMMS, maintenance, management, success — Stephen Brayton on July 08, 2024