Seven benefits of investing in CMMS training

Implementing a CMMS doesn’t have to be an uphill battle. But it likely will without a proper training program.

The importance of training can’t be stressed enough when setting up a new CMMS. It’s the key to ensuring employees actually use the software and use it the right way. If everyone is onboarded to the CMMS correctly, you will not only see increased efficiency, productivity, and performance improvements, but you’ll see it sooner.

Let’s explore why implementation fails in the first place, how CMMS training can help, and the different ways your organization can participate.

Why implementation fails

Approximately 70% of all CMMS implementations fail. We’ve identified some common ways that software implementation fails. Further down, there are some strategies for avoiding these common problems with training.

  1.  Lack of support
    Execs usually provide the budget to purchase new software, but aren’t always committed to the implementation process. If the decision-makers aren’t fully invested in the project, things like training often get pushed down to the bottom of their priority list, and it becomes harder to convince fence-sitters that this is a good solution.
  2.  Unclear goals and priorities
    Without clear goals, teams are bound to fail. Missed targets are huge morale killers, and teams who lack that motivation are less likely to want to learn new skills or adopt new software.
  3.  Poor training and engagement
    Not knowing and not wanting to learn how to use a CMMS often result in failed implementation. Everyone impacted by the new software should be consulted or offer input when assessing vendors or purchasing the CMMS software. This eliminates the risk of choosing software that is too hard to use or an unwanted solution.

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Benefits of CMMS training

Increases adoption

It doesn’t matter how great your software is if nobody learns how to use it properly. Training increases user adoption, which is critical when implementing software. Being properly trained means your team will see the value of the software, understand how to use it, and be more likely to adopt the system.

Saves time and money

If not properly trained, your team will waste valuable hours on trial and error just to learn the system. Skipping training also means your users risk developing bad habits or not knowing the best practices for using the software. Training ensures everyone gets off on the right foot and helps everyone learn the best practices when setting up and configuring the system.

Creates consistency

Proper training ensures everyone on your team is on the same page, following the same best practices, and working together instead of creating work for one another. When training, use the same tools and resources for every department so your whole team will be equally skilled and successful. Make sure the resources are referenceable and accessible should your team need to access them later. (This will make training and onboarding new techs easier).

Accelerates adoption

It can take hours to figure out how to perform some parts of your job with CMMS software, especially if you don’t have previous experience with CMMS software or if you’re switching from a system where things are done differently. Save yourself endless hours of guesswork with training sessions.

Collect valuable data

Training helps you understand the best practices for entering data. Good data is the foundation of a productive CMMS. It doesn’t matter how efficiently you use your CMMS, if the data is bad, you’ll never see accurate, positive results. Good data and data entry habits can improve productivity, reduce downtime and save money.

Flexibility to explore features

Training ensures you are using the system in the best way for your business’s unique needs. Even the most experienced CMMS users might miss helpful tips and insights if they skip training.

Strengthens commitment

Training reinforces management’s commitment to making the CMMS work within the organization. It’s a way to show maintenance that you’re investing in their success and giving them all the resources they need to achieve their individual and organizational goals.

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CMMS training resources

Training isn’t a one size fits all solution. Most vendors provide onsite or online training. Others offer video tutorials, training workshops, or recorded webinars. And the level of hands-on training depends on the unique needs of your team. Consider surveying your team to get an idea of their learning style and build a training plan based on their answers.

Whether you choose free or paid training options, invest the time upfront to get your employees properly trained because training makes the difference between CMMS success and failure.

Keep in mind that training is an ongoing process throughout the lifetime of the CMMS. Send your maintenance team to refresher webinars and knowledge-transfer workshops to help reinforce best practices. Also, make it a habit to use help centers and video guides to supplement your teams training. This way, your team can stay up to date with new features and updates without having to relearn the entire software again.

Source: https://fiixsoftware.com/blog/do-i-really-need-training-for-my-cmms/

How many CMMS users should you have?

If you’re looking to implement a computerized maintenance management system (CMMS), one of the first questions you should ask is, how many people should be using the software? It would be great if there were a simple answer, but unfortunately, there isn’t. In this article, you’ll learn the key considerations for determining how many users you should have in your CMMS based on your unique situation.

The big question: How many CMMS users should you have?

The answer to this question depends on the size of your organization and how many people are using the maintenance software. If your company has fewer than 20 employees, a basic CMMS is likely sufficient for your needs. However, upgrading to an enterprise-grade solution may be necessary if you have more than 50 employees in a single location or multiple locations who need access to the same data at once (for example, field workers).

There are some questions you can ask to evaluate whether or not you need more CMMS users for your company. Ask yourself these questions:

  1. How often will the employee use the CMMS daily?
  2. How will using the CMMS benefit the employees’ day-to-day tasks?
  3. Does the employee need to access data from the CMMS regularly?

The answer to these questions will help you determine whether to include the employee in question on your CMMS.

What are the advantages of having fewer CMMS users?

There are several advantages to limiting the number of people with access to your CMMS. It’s easier to manage, works better for small businesses, and is less expensive. If you’re just starting out or if your business is small, having fewer users will make it easier for everyone in the company to get up to speed quickly because there won’t be as much data generated by each person using the system. In addition, training new employees can be done more efficiently since they will have less data at their fingertips when they first start using the software.

What are the disadvantages of having fewer CMMS users?

The disadvantages of having fewer CMMS users include:

  • Less flexibility for employees. If you have a small number of users, each one will have to be able to use the software to complete their tasks. This means that if one person goes on vacation or leaves the company, it could take several days before another person can take over their responsibilities and get back up-to-speed with how things work with your CMMS (and even longer if they’re unfamiliar with how it works).
  • More work for maintenance departments and administrators. In addition to being more difficult for employees who need to become more familiar with using your CMMS, more calls will likely come in asking how things work within the program. This could lead some people in these roles to be overwhelmed by requests within their department and external requests from people who need help navigating certain features.
  • You get trapped in a hybrid work model. One common strategy for maintenance departments is to keep CMMS users to a minimum and print paper work orders for technicians—creating a hybrid work model. The problem with the hybrid approach to maintenance is that you’re taking one step forward by getting a CMMS, then two steps back by not using it to its full potential. This creates a host of problems. For example, your team might still print work orders and enter them into the system at the end of the day. In this situation, you don’t have a full picture of what’s happening in your facility. On top of that, your team isn’t getting real-time updates when the status of a piece of equipment changes.

What are the advantages of having more CMMS users?

The more CMMS users you have, the more projects can be worked on simultaneously. This is especially important if you’re working in an environment where projects are always changing and being updated. It also means that when one person is busy with something else, another user can jump in and get something done while waiting for them to return.

Another advantage of having more than one user is that they can share knowledge and experience. This will help improve everyone’s skills and create a better understanding of how things work within the CMMS.

Having multiple users also makes it easier to train new employees because other people already know what they’re doing (or at least have some idea). Plus, there’s less pressure on just one person having all this responsibility placed upon them. Instead, there’ll likely be several people looking after various aspects of training, so there’ll always be someone available if questions arise during training sessions.

Logging information in your CMMS immediately means you have a much fuller picture of the state of your assets. And when it comes time to generate reports, your historical data will be much more precise. Working with a CMMS lets your team provide detailed updates and information on all your assets as they go, so no information gets lost.

Learn how to justify the cost of a CMMS to management

What are the disadvantages of having more CMMS users?

The disadvantages of having more CMMS users are as follows:

  • More data to manage. If you have too many users, it will be difficult for them to keep track of all the information in their system, and it can lead to errors.
  • More problems with the CMMS. If you have too many users, there is a greater chance that someone will make a mistake when entering data into the system or running reports—causing problems like inaccurate reports or missing data points in your CMMS database.

The number of CMMS users you have is based on the size of your business

The number of users you should have actively using your CMMS depends on your company’s needs and resources. We recommend you consider each scenario’s advantages and disadvantages before making a decision.

Source: https://fiixsoftware.com/blog/how-many-cmms-users/