There is a strong drive in the facilities operations industry to implement automated workflows and other sophisticated technology available with newer CMMS software. The newer systems on the market today allow for customized dashboards, automated reporting, custom workflow designers, and other best-in-class features. These are excellent value-adding features, but they must be implemented with a purpose.
Best-in-class organizations today are not implementing sophisticated technology too quickly. They are implementing desired features over time, as the need for it becomes apparent. Some general best practice philosophies are listed below:
- Implement technology to provide point-of-use information access (i.e. mobile capabilities for technicians, tablets/laptops for custodial leads, workstations for storeroom clerks, etc.)
- Use newer workflow technology to automate processes where appropriate to achieve standardization, but don’t let the software dictate decision-making. When implementing automated workflows, first define specific improvements to be achieved, then implement the CMMS workflow features to enable and support the desired improvements.
- Processes should be implemented such that they are not perceived as a series of distinct steps to be taken. Rather, processes should be simply viewed as the natural flow of day-to-day tasks.