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5 Ways To Avoid CMMS Systems Implementation Failure

When it comes to maintenance management, many companies make the mistake of purchasing CMMS software in the hopes that it will solve their broken processes, only to find out that the software is unable to give the results that were expected. Yes, it's possible that some form of fault around the software is to blame for some CMMS implementation failures, but in the vast majority of cases, the problems started long before the software was even put into place. 

When it comes to maintenance management, many companies make the mistake of purchasing CMMS software in the hopes that it will solve their broken processes, only to find out that the software is unable to give the results that were expected. Yes, it's possible that some form of fault around the software is to blame for some CMMS implementation failures, but in the vast majority of cases, the problems started long before the software was even put into place. 

Here are five suggestions that can help you avoid CMMS Systems implementation failure. 

1. Select the computerised maintenance management system (CMMS) with care.

As there are many CMMS software suppliers vying for your business, narrowing down your list of possible vendors can be a time-consuming process. Creating a reference document that specifies the requirements of your firm is one step that can make the process of shopping around for maintenance software easier to manage. 

Instead of basing your decision on generic demos that aren't relevant to your organization's practises and procedures, evaluate and select your CMMS system by matching the capabilities of the software with your organization's specific needs.

In addition, make sure that any programme you are thinking about purchasing is capable of providing the features you require by giving it a trial run. This usually means a 1-1 demo (remote or in person) 

2. Make a plan to accommodate your foreseeable requirements

There is no doubt that the requirements of your organisation will develop over time. Be sure to give careful consideration to your upcoming needs and determine whether or not a CMMS system and vendor will be able to meet those needs.  

Purchasing maintenance software represents a financial commitment, so it is essential to go with a solution that can generate a return on investment (ROI) that is commensurate with your needs over the long term.

This could be measured in actual cost savings and/or freeing up time of key people for more appropriate tasks. 

3. Make sure you have the backing of management

Convince management of the benefits of employing maintenance software, and then demonstrate how those benefits may be translated into savings that affect the bottom line. 

Senior management will almost always play such an important part in monitoring the project and ensuring that sufficient financing and internal resources are available so it is imperative that they have a total and unwavering dedication to the accomplishment of the CMMS implementation's goals. Change is best when it comes from the top down, or is at least supported from the top down. 

4. Ensure that your CMMS installation project is well planned

When it comes to preventing CMMS systems failure, most businesses gain additional success through proper planning. Early in the process, you should identify goals and important milestones for the deployment of your maintenance software as well as determine the "what," "why," "who," and "how" of the software implementation. 

Create a strategy for collecting all of the information that employees will need to enter into the CMMS, and put together an internal implementation team that includes both IT people and end users in addition to any other members you deem necessary. 

5. To manage the implementation, hire consultants with extensive experience – ideally from your vendor

If you want to keep expenses down during the implementation process, depending only on internal resources might be a good idea. However, doing so might end up costing you a lot more money in the long run. 

Because they have “been there, done that,” and are more likely to to complete CMMS system implementation tasks on time and within budget, software vendors and consultants are generally far better equipped than your in-house personnel to manage the implementation process. 

This is because software vendors and consultants have completed many successful implementations, and are capable of managing the implementation process. The ideal consultant is one who is knowledgeable about the deployment of your CMMS system, as well as the most effective maintenance techniques for your industry. 

Partnering with the appropriate software vendor can help ensure that your CMMS system implementation is successful. In order to guarantee that you are able to get the most out of our software, you should work closely with your maintenance department to provide support throughout the entirety of the CMMS deployment process. 

How to get past CMMS implementation problems 

Even though there are many ways your CMMS implementation could fail, it is a software project after all and if you’ve ever implemented a software project before, you’ll know it is quite the undertaking.

That being said, here are an additional four easy things you and your team can do to make sure the implementation goes well and is substantially easier than building custom software. 

1. When choosing a CMMS vendor, ask if implementation help is available

It's important to make sure you're happy with the kind and amount of help you're getting. In addition to phone and email support, many vendors offer resources like quick guides and video tutorials in their learning centres to help you during implementation and for a long time after that. How much free implementation support is given varies from one vendor to the next. 

2. Find out what kinds of training are available

Different kinds of training can include a mix of the following: 

  • Training via Remote Webinar 
  • Video Tutorials 
  • Customized Training Sessions 
  • Classes Taught On-Site 

You may not need all of these are usually a good help-section is sufficient to train staff. 

3. Find out how a CMMS provider can help you set and reach your goals for CMMS systems implementation

You don't have to do all the hard work to set and reach your goals. There are services that can help you plan the project and finish important steps like importing and entering CMMS data. You shouldn't feel like you have to start over or be unsure of what to do next. For example, our onboarding process is largely hands-off and we provide clear instructions for the few items that rely on you. 

4. Make a plan and a budget for how you will put your plan into action

You might be wondering how long the process of putting a CMMS System into place is and how much it will cost. You're probably also thinking about how much time the process will take. Assess your resources honestly to make sure you have everything you need to carry out implementation. 

Making sure the implementation goes well 

Whether you're a small business or a large corporation, we will make sure you have full support throughout the whole process. With project management services, a dedicated project manager will help you make decisions about implementation that fit the needs of your team. 

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