Congratulations! You have decided to adopt a CMMS system as part of your company. But now what? This is where the action is; this is where things get serious. One of the challenges you face is how you train your workforce on the new CMMS, which can sometimes seem even more formidable than the actual process of implementing the system. The problem is, what good is a brand-new CMMS system if the team does not know how to utilize it?
Many firms consider this whole training process so difficult that the vast majority of the implementations fail. It is not easy to introduce fresh software, where 61% of the maintenance managers state that they experienced difficulties in this area, and only 39% of companies use CMMS to its full potential. Sadly, 70% of all the organizations that try to implement CMMS fail to achieve their goals due to the team’s reluctance to engage in the process.
Developing a CMMS Training Strategy
Over the past decade, I have spent a lot of time developing a strategic plan to train employees to use the new CMMS software.
Well then, how does one then build effectiveness in your team? The technique here is to develop a proper CMMS training program with a clear strategy for handling general objections and challenges.
Understand Your Team’s Needs
Before proceeding, let’s consider your team. This means whether they are people used to working with paper-based systems or are young, tech-savvy individuals. How and in what way do they learn? Knowing these terms and how they learn will enable one to train them in a way that captures their understanding, knowledge, skills, and expertise.
You may have employees who are more familiar with pen and paper or even Excel spreadsheets. A 2019 survey revealed that some still track maintenance this way, even if this may shock others.
Set Clear Goals and Objectives
You don’t expect to just get into a car and drive without having some destination. The same applies to your CMMS training; you should not procrastinate during your spare time because it will be more productive than training conducted while you are tired. State the goals and objectives with precision so that one can quantify them. When designing a system for your team, it is very crucial to define what you want your team to achieve by using the system.
For instance, do you wish them to be able to submit work orders, control stock, or analyze the reporting features for decision-making? There is general convenience for the operations of your maintenance technicians within a day through a CMMS solution.
Choose the Right Training Approach for Your Team
One size fits all doesn’t always work – especially with training. To train your team on a new CMMS, you need to pick the training methods that best fit your team and their individual needs. Should you do hands-on workshops, online modules, or a blend of both?
Top Strategies of How to Implement CMMSs for Your Team
Make it Hands-On
Of course, theory is important, but when you are in practice, you realize how much you know and how much is yet to be learned. Including practical sessions, role-plays, and scenarios in your training is advisable. This enables your team to have practical experience once they are out on the field, and it will allow them to learn in an environment in which they cannot be punished when they are wrong.
Provide Ongoing Support
Training isn’t a one-time event; it is an ongoing process. This is a simple step, and there are still more things for you to do. Most importantly, your team should be ensured that it has a continuous support system. Appoint an officer to whom people can make inquiries, make available hardcopy and/or softcopy of user manuals, and provide classes now and then. Further training is necessary as the members become more familiar with the software so they do not stray from the recommended processes.
It is useful to work to continue to support your team as they become acquainted with all of the contours of the new software. Ensure that the top management encourages regular
communication with the CMMS users and stressing its utility.
Use Real-Life Scenarios
You should involve your team members by presenting true-to-life cases in your center. Avoid using general examples and replace them with ideas directly related to your company’s assets, how things in the organization work, and frequent maintenance-related tasks.
You know what is practiced at your place; you should use that. You must have encountered it at your facility. Applying what they want to learn to their practice will enhance understanding and interaction, and the general learning procedure will be effective.
Highlight the Benefits
Change is always met with resistance from the people involved, and the people you trust with your organization’s maintenance management will likely want to know why this change is occurring. That is why having a clear reason for adopting a CMMS is the first step towards successful implementation. Stress that their lives will now be much easier due to the new system being implemented.
Is it mobile compatibility that enhances data access, reducing the annoyance of running around? Be sure to articulate the positives of what will be gained so that they will support it. Maintenance operations should be easier since they are supposed to use the software.
Measuring Training Effectiveness
Tracking Progress
Implement mechanisms for tracking individual and team progress throughout the training. This can be achieved through quizzes, surveys, or even observation.
You need to find ways to understand where you’re excelling and identify areas that require improvement. That way, everyone wins because you’re constantly getting better over time. Establishing maintenance KPIs upfront is advisable to track performance data properly.
Gathering Feedback
Regularly collect feedback from your team regarding their learning experience and challenges faced. Addressing their concerns fosters a collaborative learning environment, increasing the chances of successful CMMS adoption. Plus, this feedback might also give you some fantastic ideas.
Conclusion
Training your maintenance team on new maintenance management software requires careful planning, consistent support, and adaptability. Remember to consider its importance. Proper training is fundamental to a smooth CMMS implementation. By ensuring your team understands both the management software and asset management processes, you’ll increase employee buy-in as they recognize the value it brings. This approach helps your company fully realize the potential of its investment in maintenance management, leading to more efficient operations and better overall performance.
