Chances are your CMMS/EAM is not being utilized to the fullest extent of its capabilities. Survey estimates for system utilization range from 10% to 75% depending on whom you speak with (the vendor or client). However, the reality is you are probably using less than 50% of your system’s capabilities. This underutilization flows directly to the bottom line as a result of less operational control, higher maintenance and repair charges inefficient work order procedures and inaccurate lifecycle projections.

Energy saving and simple light bulbs isolated on brown background.

Unfortunately, the percent of utilization compared to the percentage of desired savings, efficiencies and control does not follow a straight line as the use of selected features/modules may result in a disproportionate share of the desired goals. However, it is unlikely the maximum amount of savings and efficiencies will be achieved without better utilization of a CMMS/EAM capabilities.

EAM CMMS Training

There are many reasons CMMS/EAM systems are not fully utilized. They include but are not limited to:

  • Poor planning as a result of workflow that was not thoroughly understood.
  • Inadequate buy-in from management and staff. Buy-in is critical from all parts of the company in order to establish need/support.
  • Poor design fit. The purchased system does not integrate well with other systems or current processes.
  • Poor implementation. Poor implementation can range from an unorganized rollout to not having the right people involved at various stages. Poor implementation also leads to resistance from employees who are expecting a smoother transition to the CMMS/EAM.
  • Poor asset detail set up. A CMMS/EAM is only as good as the data entered.
  • Lack of performance measurements to ensure the desired results are being achieved.
  • Training was front loaded with no continuing education.

Why Training Value is Often Under Estimated

Of these reasons, training is the least understood. Although the need for initial training is widely recognized, the value of additional training is often undervalued because establishing a percentage increase in utilization for each hour spent CMMS/EAM training is nearly impossible. There are too many uncontrollable variables such as system complexity, trainers skill, knowledge, type of training (lecture or hands-on), training environment, learning capacity of trainees, length of training session and so on. As a result, it is difficult to show a numbers oriented facilities or property manager the value of continued training.

“Excellence is an art won by training and habituation”

Source: Aristotle

Consequences of a Lack of Training

When training is not continued on a regularly scheduled basis several things will occur:

  • Knowledge of new and improved methods (updates, upgrade advantages, and changes) are not adequately transferred to the end user. This may limit the usable functionality of the CMMS/EAM system. For example, a new procedural change may prevent staff from using the system the way they were accustomed to. Without additional training staff may stop using that particular function or develop a workaround to accomplish the same task that is far less cost effective. Training ensures this type of problem is addressed. Special note: Good software vendors do not make system changes without first consulting with their clients and informing them of upcoming changes. At the same time facility management should not assume staff will understand and be able to implement the changes without training.
  • The usefulness of output reports is limited because only certain features are being utilized. For example, in a facility where only the scheduling of preventive maintenance is being handled by the CMMS/EAM, output reports may not contain the data needed to track repair costs or projected lifecycles.
  • The value of the tool is diminished through a decrease in feedback, follow-up and measurement analysis.

The Challenges for Establishing Continued Training Programs

Continual training should be done to ensure your company is getting the most out of its investment. Successfully establishing a training program will need to overcome several obstacles. The most common objections are:

  1. Training costs too much
  2. We can’t spare the time
  3. It’s boring and a waste of time

To overcome these objections you should

  • Identify which goals Senior Management really wants accomplished and get their buy-in.
  • Change training to a collaborative environment using real life scenarios and hands on training. Memory retention is much better when trainees are not sleeping.
  • Introduce a bonus system for reaching certain cost savings and efficiencies not already established.
  • Measure the results. Make sure results are measurable as just one tiny success will open the door for additional training opportunities.

Share with us your success in establishing training or some barriers you have had to overcome.If you liked this article you will also like: