A common challenge we hear within the Fiix community is convincing all members of your team to abandon their old practices and adopt new technology. Nobody wants to sacrifice wrench time for screen time and sitting at a computer station to manage and track work can seem cumbersome.
That’s why we designed a mobile app with streamlined functionality that mirrors how technicians actually work. As one Fiix user put it “the only thing it doesn’t do is turn the wrench”.
In this on-demand webinar recording, our guests share the benefits of using the Fiix mobile CMMS app, whether your team works out in the field or on the shop floor. You can also download and listen to the audio version of the webinar using the embedded link below.
The majority of maintenance teams we work with at Fiix don’t spend their days in the office. Technicians, contractors, and tradespeople are generally out in the field or in far corners of the facility getting the job done. Our mobile app is designed and regularly updated based on feedback from these folks, just like Chris and his team, who are out there doing the work.
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Due to the worldwide COVID-19 pandemic, it is no longer business-as-usual, and most businesses are having to adapt and learn new ways of operating. For some, this means implementing advanced infection control measures in an effort to maintain status-quo production levels. Others are ramping up production or rapidly retooling to meet increased demand. While others still are turning down production or completely shutting down.
No matter what situation you find yourself in, there are ways your CMMS can help support these new ways of working.
Virtual communication is more important than ever before
Contractors and vendors who can no longer access your site
Workers from different departments or on staggered shift changes
CMMS features — like adding asset images, identifying equipment with QR or barcodes, adding files and media to work orders, reporting and shared dashboards — can all enhance your ability to virtually communicate important information.
Communicating new or evolving information quickly
Our collective knowledge of the coronavirus is evolving daily, as are the recommended precautions and impacts to our businesses. Therefore, it is important that business leaders have a way of quickly communicating these changes to workers to maintain their safety.
In Fiix, the task groups feature lets you quickly communicate changes to:
Highlight updated PPE required for tasks per advanced infection control measures along with instructions on wearing, inspecting, cleaning, and storage.
Make changes to sanitation procedures or frequency.
Increase ventilation rates and frequency of air filter changes.
Ensure detailed procedures and manuals are accessible on each work order in the event of the need to cross-train workers.
Install new engineered controls such as physical barriers.
In addition, using the available notifications options, you can configure how active and inactive users are automatically notified of changes and new work orders.
Discouraging the use of shared tools
A good workaround here is getting your team to use their mobile CMMS app on their own personal device, instead of relying on shared terminals. The Fiix app even facilitates access to your CMMS when the internet connection is unstable or unavailable.
Determining what is essential
By searching and tagging open work orders with the highest priority, you can quickly obtain a hit-list of the essential maintenance items for your facility. This critical information can be shared with business leaders to inform staffing adjustments and highlight any anticipated supply chain issues. This sort of itemized and prioritized communication with management demonstrates the critical role maintenance teams play in overall business continuity planning. In Fiix, you can build scheduled reports to automatically send an updated essential work order list to the appropriate people at whatever interval you want.
Taking the time now, to be faster later
Even if you’re working in a facility where production is currently slowing or shutting down, this may be a good opportunity to take time to sharpen the saw, as the old saying goes, to come back with the ability to cut down the tree much faster.
Reviewing backlogged maintenance tasks, brushing up on your own professional development, or implementing those additional CMMS modules you’ve been meaning to get to are all great ways to set yourself up for success down the road. Beyond the features we mentioned above, here is a great checklist to ensure you’re ready for when your plant starts operating again.
Lean on your Fiix community
We know that these are challenging times for many of our customers, partners, and community in production environments, and that adapting to uncertainty can be complicated. That being said, there is tremendous maintenance expertise within our growing Fiix community, so do not hesitate to reach out to explain other situations you are struggling with. We’re here to help you through.
Like the rest of the world, most of the maintenance industry has been turned upside down by the COVID-19 pandemic. We talked to several maintenance professionals to find out what challenges they’re facing, how they’re meeting them head-on, and how they’re showing incredible resilience while helping provide essential services.
If you’re looking for more resources to help you and your team through these uncertain times, we’ve created a Resource Hub that includes some helpful articles and webinars.
When operations manager Juan Ruiz looks out at the floor of his facility, everything seems normal. A technician talks to an operator before fixing a machine. A critical asset is inspected during a rare break in use. A production line is adjusted to make sure it can fulfill a crucial order.
But this isn’t business as usual for Juan’s team.
The conversation is happening in a designated quiet place so the two employees can stand six feet apart. The critical asset is a sensor used to take the temperature of staff as they enter the building. The crucial order is for millions of boxes that will hold lifesaving N95 masks.
The COVID-19 pandemic has forced Juan and his entire team to change the way they work.
“We are running to failure, and that’s changing our mentality right now,” says Juan.
“We’re surviving. We’re not improving.”
They are far from alone. Maintenance departments everywhere are feeling the impact of COVID-19.
“Maintenance teams are nervous right now,” says Terrence O’Hanlon, the CEO of ReliabilityWeb.
“Even before COVID, there weren’t too many maintenance departments who could say, ‘Yep, we’re fully staffed, fully budgeted, and we have all the resources we need.’…So if that’s the case when things are normal, it’s only going to get tougher in these times.”
Getting processes in place to support people is priority #1
For Tom Dufton, a maintenance and continuous improvement manager, these challenges aren’t just about business–they’re personal too.
“One of our maintenance team members, his wife is a nurse, so he’s taxed very heavily right now,” says Tom.
“He has two young kids. So we have to ask, ‘What can we do to help you out so things are better for you?…The last thing I want to do is to burden anyone down, especially maintenance.”
We’ve reached out to our competitors to get the crucial parts we need for our corrugator…And they’ve reached out to us for some of these consumables…We’re each making sure that we can get business done. We understand that we’re essential businesses and need to keep running.
The biggest hurdle for James Afara, the chief operating officer at a cannabis producer, is balancing the health of staff with the need to do critical maintenance.
“The biggest challenge is getting eyes on the plants to make sure they’re healthy and our process metrics…are being collected properly so we can make our decisions remotely,” says James.
“We have key individuals that go in during off-hours to collect the data, but you try to balance that because you never want to put people at risk.”
Juan’s facility has also struggled to do more with less. Most suppliers (90%) have stopped delivering key parts to the plant. But Juan has found an unlikely ally to help him solve this issue.
“We’ve reached out to our competitors to get the crucial parts we need for our corrugator,” says Juan.
“And they’ve reached out to us for some of these consumables…We’re each making sure that we can get business done. We understand that we’re essential businesses and need to keep running.”
Finding a way to get the job done isn’t the biggest worry for most maintenance teams. Instead, it’s ensuring staff health and safety. This has meant putting a lot of new processes in place.
For example, Tom and his team have increased their use of automation so his staff can run operations remotely.
“Our finger is always on the pulse of the facility,” says Tom, “Even without being there, you still know what’s happening.”
These measures have reduced after-hours call-ins by 42% over the last year, which means fewer risky trips to the plant.
Tom, along with James and Juan, have put several other precautions in place to prevent the spread of COVID-19. They’ve started putting fewer technicians on each shift, taking the temperature of staff, sanitizing all incoming parts, and reducing production so staff can do frequent deep cleans of the facility.
Companies have even mobilized maintenance as a key weapon in the battle against the virus.
“It’s imperative that maintenance ensures the facility is running,” says James, “The last thing you want is staff sitting in the lunchroom and not social distancing because of a breakdown.”
This new way of working is essential, but it also has consequences.
“We are limited because if anyone has any sort of symptom, we are pulling them out of work,” explained James, who says his workforce has been reduced by 15% because of illness.
Juan’s team has had to sacrifice efficiency in the name of health and safety.
“Because the staff have to leave their machines and go to a separate area to discuss things, it creates more downtime,” says Juan.
Although their teams are stretched thin and dealing with more breakdowns, it’s all worth it to keep staff safe and healthy.
“Your employees and their health always comes first. You have to value people over profit,” says James.
“If you’re lowering your production, you still have to remember maintenance”
While increased production has led to challenges for some maintenance teams, others have faced a very different obstacle: Coming to terms with facility shutdowns.
Lines have gone silent at many plants in the face of both the pandemic and a struggling economy. That means an uncertain future for many maintenance teams. But there’s opportunity among the difficulties, says Rob Kalwarowsky, host of the Rob’s Reliability Project podcast.
“If you’re lowering your production, you still have to remember maintenance,” says Rob.
“This would be a great time to work through your backlog…or a great time to do those rebuilds you wanted to do. There’s opportunities here, you just have to look for them.”
While some maintenance personnel are learning to work remotely or with fewer resources, some are facing more dire circumstances.
There was nothing out of the ordinary about Brandon De Melo’s shift on March 13. Brandon, the CMMS coordinator at a major auto parts manufacturer, helped shut down the facility for the weekend and went home. By the next Friday, he had been laid off.
Although Brandon is temporarily without a job, it hasn’t stopped him from exploring new ways to improve maintenance at his facility for when business starts again.
His top priority is creating a list of crucial maintenance tasks for a successful cold start. He’s also working through several projects that have been on the backburner for his team, like organizing inventory records.
Brandon has also turned his home into a one-man manufacturing facility, where he’s been creating protective masks for healthcare workers with a 3D printer.
Perseverance and hope are how maintenance teams are winning the day
Brandon’s story isn’t the only message of resilience among maintenance professionals. Hope was the word coming from everyone’s mouths when talking about the future, both on and off the shop floor.
“Don’t give up hope,” says Terrence.
“This is going to be a long battle…but I have huge faith not only in the people of this industry, but for all people to innovate and thrive even in this environment.”
Juan echoed this thought.
“The most important part about facing a situation like the one a lot of us are in now is to stay calm and to understand what is essential,” says Juan.
“What is essential is the safety of our employees. If we keep that in mind, everything else will be all right.”
So you bought a CMMS. Maybe you’ve been using the system for a while now, or maybe you only just stood it up — either way, you’re not taking full advantage of the system if your team isn’t using the mobile maintenance app that comes with most modern cloud solutions.
The majority of maintenance teams we work with at Fiix don’t spend their days in the office. Technicians, contractors, and tradespeople are generally out in the field or in far corners of the facility getting the job done. This is where mobile maintenance apps can really step up, but getting your team to download and use a new app isn’t always a walk in the park.
That’s why we specifically designed our mobile CMMS app for folks who are in the field, doing the work. This means 4 things:
The app works offline: We know that WiFi doesn’t necessarily work everywhere you do, so our CMMS app seamlessly transitions from online to offline mode, automatically syncing your data once you’re back online. You can pull up assetinformation and log work without having to waste time waiting for data to load.
It works intuitively and securely: The app takes advantage of built-in device features like QR code scanning, speech-to-text dictation, and capturing and uploading images. Not to mention, it also ensures your data is secure.
It lets users personalize their data: The app lets users filter and view their own work order list to prioritize work better. Admins can also configure feature access for users, such as who gets to edit assets, who can view work requests, and more.
It’s built with your feedback in mind: From new features such as the work request portal and inspection tasks, to custom fields and even e-signatures (coming soon!), we are always listening to the feedback and introducing new functionality to simplify and improve your experience.
Tips for getting your team to download and use a CMMS app
As you go through the process of getting your team up and running on the app, there are three major steps you should think about:
1. Make sure you have the right devices
There are generally two scenarios here: either your company is providing devices for the team to use, or team members are using the app on their personal devices.
If your company is providing devices:
Make sure there are enough devices for the whole team. Does every team member require their own device, or do you just need enough devices for each shift?
Check with IT for any requirements from their side.
Will they set up the app for you? Make sure you set a date for the IT team to download the new app so that your team will know when to expect to start using it.
Do they use a mobile device management tool (MDM) on corporate devices? If they do, make sure that it is configured to work with the Fiix app.
If the team are using their own devices:
Our app is built for Android and iOS devices, so make sure your team is using those devices and they have the latest updates and operating system installed.
See if you can get one or two spare devices in case something happens to someone’s device and you need a spare.
2. Invest in training
When you introduce new technology to your team, it’s important to invest in training to make sure everyone uses the technology the same way. Even something as small as a mobile app requires training to ensure your team is aligned on which processes to follow.
There are two types of training you can run — group training or ‘train the trainer’. Both are equally effective, so choosing the right method is dependent on your team’s working style.
Remember: before you start training your team, make sure everyone has a device in hand to follow along.
We recommend training your team in a group if you can get everyone in the room at the same time. Group training is particularly helpful to use as a goalpost for everyone to start using the new app at the same time.
Get everyone together in a meeting room (pro tip: bring pizza and/or donuts to increase participation) and make sure everyone downloads the new app at the same time (if it’s not downloaded already).
Walk everyone through the app (you can sign up for a training session here or get some inspiration for topics from our Help Center).
Bonus: Assign a mock work order to each person attending the training and get them to all follow through the steps of updating the work order.
Make sure to provide hand-outs at the training session. One training session is generally not enough for anyone to fully learn a new system, so handouts will give your team something to refer to as they get used to working with the app. Feel free to use some of these handouts we’ve created:
How to download PDF
Quick start guide to mobile PDF
Train the trainer
This type of training is typically used when your maintenance team is running in shifts and you can’t get everyone in the same classroom for a training session.
Select one person from each shift or group to be the lead trainer (most often this will be the shift lead). This person is responsible for making sure everyone has downloaded and is trained on the new mobile app.
Train this trainer. You can sign them up for one of the Fiix training sessions, or get them familiarized with the mobile app through our Help Center topics. Make sure this trainer is familiar with the processes you want to follow as they use the app.
They will then do the training session with their group. Remind them to walk everyone through downloading the app and print those hand-outs for future reference. They can also create a mock work order and get them to follow steps of updating the work order.
3. Focus on continued adoption
The Fiix app is dynamic and we are constantly improving and adding new functionality based on feedback from our customers. On top of that, your team also changes, so we recommend doing a refresher every once in a while. This will help get new team members up and running and provide a helpful refresher for anyone else, which will ensure everyone is using the app in the same way, and taking advantage of updates as they come out.
We recommended doing a refresher at least every year, and maybe even every six months depending on your team.
Keep your eyes peeled for in-app messages and Fiix release notes for new functionality being added every month!
To sum it up
Start with a mobile app that actually works for your team, then focus on devices, setup and ongoing training for successful app adoption. And for more information on Fiix’s mobile app and how you can take advantage of it, join our mobile training webinar today.