Tips implementing CMMS effectively

There are various systems out there in the market serving the industry as mentioned in this article. Implementing a Computerised Maintenance Management System (CMMS) or other digital tools can transform facilities management (FM) operations, enhance efficiency, and drive data-driven decision-making. However, to fully reap these benefits, careful preparation is essential.

This guide provides high-level tips for FM practitioners to ensure a smooth transition into a CMMS or similar system, particularly in preparing foundational data like asset lists, preventive maintenance (PM) schedules, and inventory.

The tips and guide are according to Infinity Wave’s experience in managing similar projects with our clients. We have successfully onboard clients by implementing below framework.

Below are the tips implementing CMMS for facilities management effectively.

Tips for facilities management digitalisation

1. Develop an Asset Policy for Tagging and Identification

A robust asset policy simplifies management and ensures long-term consistency. This is an important tips of implementing CMMS effectively. Key aspects include:

• Tagging Standards: Use durable physical tags, such as QR codes or barcodes, to link physical assets to their digital records in the system.
• Unique Asset IDs: Assign a unique identifier to each asset to avoid duplication and ensure traceability.
• Naming Conventions: Develop clear and consistent naming conventions that reflect asset type, location, or function (e.g., CHILLER-01-LEVEL2).
• Policy Documentation: Formalise the asset tagging and identification policy to standardise processes across teams and sites.

Source: ISO 55000 Standards on Asset Management; Best Practices from Facilities Management Journals.

2. Conduct a Comprehensive Asset Audit

Another important tips for facilities management digitalisation project is to ensure an accurate and up-to-date asset list is the backbone of any digitalisation project. Conducting an asset audit ensures the data being uploaded into the system reflects the current state of your facility. Here’s what to include:

• Asset Details: Capture details such as asset type, make, model, serial number, and location.
• Accurate Locations and Sub-Locations: Specify exact locations and sub-locations for each asset. This helps in identifying the precise placement of equipment, whether it’s in a particular building, floor, room, or area, and ensures the CMMS can effectively map and manage assets.
• Asset Hierarchy: Establish a clear hierarchy to group assets logically, such as by site, building, floor, room, or system. This ensures easier navigation and reporting within the CMMS.
• Condition Assessment: Record the current condition of each asset to prioritize maintenance needs.
• Operational Status: Note which assets are operational, non-operational, or obsolete.

Source: Guidelines for Asset Audits, IFMA (International Facility Management Association).

3. Prepare a Preventive Maintenance (PM) Schedule

Digitising PM tasks within a CMMS or similar system is critical for proactive asset management. Before implementation:

• Standardise Maintenance Tasks: Define tasks for each asset type, including frequency and required resources.
• Include Historical Data: Incorporate past maintenance records to identify trends and optimise future schedules.
• Coordinate with Technicians: Engage maintenance teams to validate schedules and ensure they align with operational realities.

Source: Facilities Maintenance Standards by BOMA (Building Owners and Managers Association).

4. Inventory Management Preparation

Inventory plays a vital role in supporting maintenance operations. Proper preparation for system integration includes:

• Cataloguing Spare Parts: List all inventory items, including part numbers, quantities, and storage locations.
• Identifying Critical Spares: Highlight essential items to minimize downtime.
• Aligning with Procurement: Coordinate with the procurement team to ensure accurate lead times and supplier details.

Source: Inventory Management Best Practices, APICS (Association for Supply Chain Management).

5. Clean and Standardise Data

Data consistency is crucial for successful system implementation. Address these aspects:

• Eliminate Duplicate Records: Merge or delete redundant entries.
• Adopt Standard Formats: Use consistent units, naming conventions, and classifications.
• Verify Accuracy: Cross-check data against physical records to ensure reliability.

Investing time in data preparation reduces errors and builds a robust foundation for the CMMS or other digital tools.

Source: Data Cleaning and Standardisation Guidelines, IBM Data Analytics Research.

6. Engage Stakeholders and Define Objectives

Digitalisation is not solely a technical exercise; it requires buy-in from all stakeholders. Key steps include:

• Identify Key Users: Engage facility managers, technicians, and administrative staff early in the process.
• Define Clear Objectives: Establish goals such as improving response times, reducing downtime, or enhancing reporting.
• Provide Training: Equip stakeholders with the skills to navigate the system effectively.

Source: Change Management Practices for Technology Adoption, Harvard Business Review.

7. Select the Right System

Choosing the appropriate digital solution is critical. While CMMS is a common choice for facilities management, consider other systems if they better suit your needs. Evaluate:

• Scalability: Ensure the system can grow with your operations.
• Integration Capabilities: Verify compatibility with existing systems.
• User-Friendliness: Prioritize intuitive interfaces to encourage adoption.

Source: Software Selection Framework for Facilities Management, Gartner.

8. Develop a Rollout Plan

One of the important tips of implementing CMMS effectively for facilities management digitalisation project, is a phased implementation. It reduces risks and facilitates smoother transitions. Steps include:

• Pilot Testing: Launch the system in a small area or for a specific asset group to identify potential issues.
• Feedback Loop: Gather insights from pilot users to make necessary adjustments.
• Full Deployment: Gradually expand usage to the entire facility while monitoring performance.

Source: Project Management Institute (PMI) Guidelines for Technology Rollout.

Final Thoughts

Starting a digitalisation project in facilities management, particularly with a CMMS or similar system, is a significant undertaking that requires careful preparation.

By prioritising the development of a robust asset policy, conducting a thorough asset audit, and establishing asset hierarchy, FM practitioners can set the stage for a successful transformation. These steps ensure that the chosen system delivers its intended benefits, enhancing efficiency and driving smarter decision-making.