How to implement a CMMS plan... that actually
works!
You remember that saying "less is more"? These
days it seems that lesson is very visible. Everywhere you go people around you
are doing more, with less. If that's the case, then why are companies not
reporting company efficiencies being at an all time high?
With the
adoption of a
CMMS
software system like HippoFM, you're getting exactly that- more with
less. While I am confident that everyone in the facility maintenance industry is
well aware of the benefits of a
CMMS system, I believe the real confusion lies
in the implementation of the system. Many companies struggle for an
all-encompassing implementation plan and are therefore are unable to see the
results of a system working at its full potential.
We at HippoFM have
developed an easy four step CMMS implementation plan that is not only simple to
execute, but actually works!
STEP ONE:
An idea for Change
It all begins with an idea for change, and
the first step is to determine your needs. We already know you need a
centralized software package but what else? To start, a set of defined business
rules and a team of dedicated employees would be beneficial. These rules are
necessary to ensure consistency, and to create a proactive approach towards
maintenance.
STEP TWO: Reflection
Step two calls for a little reflection. With any change, you should know what
you currently do in terms of practices and processes so you can make an educated
decision that maximizes the benefits to your organization. So what do you need
to know?
Tools
Get to
know what software tools you use to input information, and not only just for one
location, but others as well. You would be surprised to know how many
organizations use different formats for various facilities and locations within
their portfolio, and then when it comes time to send reports to head office,
each system provides a different type of report making this a very inefficient
process. What's the point of reporting if you cannot measure your cost centers
properly, not to mention what a nightmare it would be for the poor souls in the
finance and accounting department.
Data
Collection
Data collection has to be by far the largest
consumption of human resources for any company, and is not the most productive
use of your employee's time. With HippoFM you can collect all your data into a
central repository and share this information easily to all the affected
departments. By standardizing your organizations data entry and collection
methods into one program you can see immediate benefits that are both tangible
and intangible. Efficiency will increase and employees will be motivated.
Benchmarks
Next you need to
determine some benchmarks, parameters if you will. You can begin by identifying
your strengths and weaknesses. This can be done by thoroughly reviewing your
maintenance practices. If you are using different systems in different locations
you can be assured that your business practices will differ as well. So when
reviewing your different practices, you will want to identify the required
workflow and steps necessary to manage your emergency, preventative, and demand
work orders. You should review each step of the process from the time the
request for maintenance is made to the time the work is completed. Further, you
should measure your time resources and materials used to complete a work order
for each of the three categories. This will allow for a complete analysis for
costs and materials used.
So now comes the tricky part, this all sounds
great, but how do you get people to buy in?
STEP THREE: Team Building
As
mentioned before, selecting a team of dedicated employees is an important
element of your implementation plan. Once you have selected your team
identifying the roles and responsibilities of team members would be a great
start. Since you are centralizing your maintenance tools and you may be
reconstructing some of your processes and practices, the affected department
members need to be involved. Clerks, Financial officers, and operations managers
all can be affected by a
CMMS system.
One
"Department" to consider would
be your customers. I know it sounds like a distant association, and you may
wonder how your maintenance operations affect your end user (whether it is a
service or a good you provide, both apply). In order to fully explain the truth
behind this statement, let me ask you a few questions:
Do you agree that
by ensuring that your maintenance department(s) is running efficiently you are
streamlining your operations to be well-organized and as lean and possible? If
so then you do agree that by streamlining your operations, you eliminate any
wasted costs that you may have incurred otherwise? And if you reduce your
operations costs then are you not increasing your profit margins without
increasing your cost? And if you agree to that, then wouldn't you say that in an
economy where prices are consistently rising, you would be setting yourself
apart from your competitors by being able to maintain or even reduce your
prices? And last but not least, do you agree that this simple differentiation of
being a high quality provider with low prices will lead to happier loyal
customers? Then you have your answer.
In a nutshell, you can see that the
association between your maintenance costs and satisfied consumers are really
not that far apart after all. Although I am not suggesting you ask one of your
customers to be part of your implementation plan, just being aware that the
decisions you make affect your consumers can offer a new perspective that may
have been overlooked before.
An interesting element to consider is that
your potential software vendor (yes, that's us at Hippo!) could have some vital
input to the plan. Having your software vendor included in the team allows for
an outside perspective to make recommendations and highlight alternatives. Lets
face it, when
CMMS
software systems are what we do everyday, it's safe to say that we
probably have seen it all- and can give you valuable feedback.
STEP FOUR: Goals and Objectives
Once you team has been selected, you can set out your goals and objectives, and
set the tone for what is expected. Basically you have identified your strengths
and weaknesses, and after you define your objectives you can break down the
implementation into manageable chunks. Paired with the intensive training and 24
hour technical support we provide at HippoFM, I'd say you just set yourself an
implementation plan!
Lastly, I'd like to mention that a
CMMS system and
implementation plan is just one part of the equation. Paired up with the support
of management and dedication of employees, the equation adds up to being a
greater return on your investments.
Want
to learn more about how Hippo can help your company? Click here to get your
FREE online CMMS software demo and Quote today. You'll be glad you did!
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